Difference between revisions of "Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English"

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−
Topic: '''Set Currency'''
+
Topic: '''Add a Budget and '''allocate''' Funds.'''
  
 
Contributor Name: Bella Tony, Spoken Tutorial Project, IIT Bombay
 
Contributor Name: Bella Tony, Spoken Tutorial Project, IIT Bombay
Line 5: Line 5:
 
Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay
 
Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay
  
−
Keywords:
+
Keywords: Budget, Active Budgets, Duplicate Budget, Fiscal Budget
−
 
+
  
 
{| border = 1
 
{| border = 1
Line 14: Line 13:
 
|-
 
|-
 
| Slide 1
 
| Slide 1
−
| Welcome to the''' Spoken Tutorial '''on''' Set Currency. '''
+
| Welcome to the''' Spoken Tutorial '''on '''Add a Budget and '''allocate''' Funds.'''
  
 
|-
 
|-
 
| Slide 2
 
| Slide 2
  
−
Learning Objectives* How to set Currency
+
Learning Objectives
−
|In this tutorial, we will learn-* How to '''set Currency''' in '''Koha'''
+
* Add a '''Budget'''
 +
* Make a '''duplicate Budget'''
 +
* Allocate''' Funds'''
 +
|In this tutorial, we will learn how to-
 +
* Add a '''Budget'''  
 +
* Make a '''duplicate Budget'''
 +
* Allocate''' Funds'''
  
 
|-
 
|-
Line 26: Line 31:
  
 
System Requirement
 
System Requirement
−
| To record this tutorial, I am using* '''Ubuntu Linux OS 16.04'''
+
| To record this tutorial, I am using
 +
* '''Ubuntu Linux OS 16.04'''
 
* '''Koha version 16.05'''
 
* '''Koha version 16.05'''
  
Line 41: Line 47:
 
| To practice this tutorial, you should have '''Koha '''installed on your system.
 
| To practice this tutorial, you should have '''Koha '''installed on your system.
  
−
And you should have '''Admin''' access in '''Koha.'''
+
You should also have '''Admin''' access in '''Koha.'''
  
−
Please refer to the '''Koha Spoken Tutorial '''series on this website for more details.
+
Please refer to the '''Koha spoken tutorial '''series on this website for more details.
  
 
|-
 
|-
−
| Show''' Koha''' interface
+
|  
 +
| Let us go ahead and learn how to add a '''Budget. '''
  
−
Login as''' Username Bella''' and''' password''' as''' library'''
+
|-
−
| To start with:
+
| Slide 7
  
−
Login with '''Superlibrarian username''' '''Bella '''and her '''password.'''
+
What are '''Budgets'''?
 +
* '''Budgets''' are used for tracking accounting values related to '''Acquisitions'''.
 +
* A '''Budget '''must be defined before a fund can be created.
 +
| Before we begin, let us understand what are '''Budgets'''.
 +
* '''Budgets''' are used for tracking '''accounting''' values related to '''Acquisitions'''.
 +
* A '''Budget '''must be defined before a fund can be created.
  
 
|-
 
|-
−
| Click on''' Koha Administration'''
+
| Slide
−
| Then click on''' Koha Administration.'''
+
 
 +
Example-
 +
* '''Create a Budget '''for the current '''year 2017 '''
 +
* Split it into funds for different areas such as:
 +
** '''Books'''
 +
** '''Journals'''
 +
** '''Database'''
 +
| For example-
 +
* '''Create a Budget '''for the current '''year 2017'''
 +
* Split it into '''Funds''' for different areas such as:
 +
** '''Books'''
 +
** '''Journals '''and/or
 +
** '''Databases'''
  
 
|-
 
|-
−
| Show the new page
+
| Slide
−
| A new page opens up.
+
 
 +
Please Note-
 +
# From scratch or
 +
# By duplicating any of the previous years’ '''Budget''' or
 +
# By duplicating the immediate previous year’s budget or
 +
# By closing the immediate previous year’s '''Budget'''
 +
|Please note-
 +
 
 +
'''Budgets '''can either be created -
 +
* From scratch or
 +
* By duplicating any of the previous years’ '''Budget''' or
 +
* By duplicating the immediate previous year’s '''Budget''' or
 +
* By closing the immediate previous year’s '''Budget'''
  
 
|-
 
|-
−
| Cursor on '''Acquisition parameters'''>> '''Currencies '''
+
| Login as '''Superlibrarian username Bella '''and '''password'''
−
| Under the section '''Acquisition parameters, '''click on '''Currencies and exchange rates.'''
+
| As mentioned in earlier tutorials, login with the '''Superlibrarian username Bella '''and her '''password'''.
  
 
|-
 
|-
−
| Cursor on the table under the section- '''Currencies and exchange rates'''
+
| On the '''Koha Home page>> Acquisitions.'''
−
| Note that- this data is not updated automatically.
+
| On the '''Koha Home page '''click on '''Acquisitions.'''
  
−
Therefore, it is important to update the data.
+
|-
 +
|On the left side, click on''' Budgets'''
 +
|From the options on the left side, click on''' Budgets.'''
  
−
This will also help to keep the correct accounting details.
+
|-
 +
|Click on '''+New budget'''
 +
|Now click on the tab''' New budget.'''
  
 
|-
 
|-
−
| Click on''' + New currency'''
+
|Choose the time period >>academic year, a fiscal year, a quarter, etc.
−
| Now click on '''+ New currency.'''
+
|First, we have to choose the time period for this '''Budget.'''  
 +
 
 +
'''Budget''' can be created for-
 +
* An '''Academic year, '''
 +
* '''Fiscal year''' or
 +
* a '''Quarter year''', etc.
 +
 
 +
I will create the''' Budget''' for a '''Fiscal year.'''
  
 
|-
 
|-
−
| Cursor on new page- New currency
+
|Select-
 +
 
 +
'''Start date: '''as''' 04/01/2016 (MM/DD/YYYY)'''
 +
 
 +
'''End date: '''as '''03/31/2017 (MM/DD/YYYY)'''
 +
|Then choose the '''Start '''and '''End dates'''.
 +
 
 +
I will select-
  
−
Cursor on-
+
'''Start date: '''as '''04/01/2016 (MM/DD/YYYY)'''
−
# '''Currency:'''
+
−
# '''Rate:'''
+
−
# '''Symbol:'''
+
−
| In the new page that opens, fill in the mandatory details like-
+
  
−
# '''Currency:'''
+
'''End date: '''as '''03/31/2017 (MM/DD/YYYY)'''
−
# '''Rate: '''and
+
−
# '''Symbol: '''
+
  
 
|-
 
|-
−
| Enter* '''Rupee''' for Currency
+
|Point to '''Description'''
−
* '''1 '''for '''Rate'''
+
|Next we have to give a description for our '''Budget'''.
−
* '''₹ '''as '''Symbol''':
+
  
−
| Since my library is in India, I will enter* '''Rupee''' for Currency
+
This will help us to identify it later at the time of '''ordering'''.
−
* '''1 '''for '''Rate '''and
+
−
* The '''Rupee''' ('''₹''')''' Symbol''':
+
  
 
|-
 
|-
−
| Cursor on ISO code:
+
|'''Description: Spoken Tutorial Library'''
−
| Next, enter the''' ISO code''': as '''INR.'''
+
|Here I will type '''Spoken Tutorial Library 2016-2017 Phase I'''
  
 
|-
 
|-
−
| Cursor on the checkbox for '''Last updated Active:'''
+
|Point to '''Amount'''
−
| To activate the currency, click the checkbox
+
|In the '''Amount '''box, we need to enter the amount for this particular '''Budget.'''
  
−
'''Last updated '''shows the date of currency setup.
+
This is the total amount of money we are planning to spend-
 +
* in the given period
 +
* for the '''Spoken Tutorial Library.'''
 +
 
 +
Note that:
 +
 
 +
This '''field''' accepts only numerals and decimals.
 +
 
 +
Special characters and symbols are not allowed.
  
 
|-
 
|-
−
| Click '''Submit'''
+
|Enter the amount as '''Rs. 5,00,000/-'''
−
| Click on '''Submit '''button at the bottom of the page.
+
|The '''Amount''' we enter, has to be as per the '''Budget''' approved for that library.
 +
 
 +
Here, I will add '''Rs. 5,00,000/-''' as the '''Amount.'''
  
 
|-
 
|-
−
| Cursor on '''Currency'''-
+
|Click on '''Make a budget active'''.
 +
|Next, click on '''Make a budget active'''.
  
−
Cursor on '''Rupee'''
+
* On doing so, the '''budget '''becomes usable when placing '''orders''' in the '''Acquisitions''' module
 +
* And this remains so, even if the '''order''' is placed after the '''Budget End date.'''
 +
* This will also allow us to record orders that were placed in the previous year’s''' Budget.'''
  
−
Cursor on''' Edit'''
+
|-
−
| In the new page that opens, under the tab '''Currency, '''the details for''' Rupee '''appears.
+
|Point to the checkbox '''Lock a budget'''  
  
−
If the need be, the same can be edited as well.
+
Leave the check box as blank for '''Lock a budget'''
 +
|Next is the checkbox for '''Lock budget'''.
 +
 
 +
Which means '''Funds''' cannot be modified later by the '''library staff.'''
 +
 
 +
I will leave this check-box blank.
  
 
|-
 
|-
−
| Slide
+
|Click on the ''''Save'''’ button
 +
|After all the entries are done, click on the''' Save '''button at the bottom of the page.
  
−
'''Assignment:'''
+
|-
 +
|'''Budgets administration '''opens up.
 +
|A new page '''Budgets administration '''opens up.
  
−
Set any currency as per your requirement but do not make it 'Active'
+
|-
−
| '''Assignment:'''
+
|Cursor on '''Budgets administration'''
  
−
Set any currency as per your requirement but do not make it 'Active'
+
Pause video.
 +
 
 +
Highlight in one row-
 +
* '''Description'''
 +
* '''Start date:'''
 +
* '''End date:'''
 +
* '''Total amount:'''
 +
 
 +
|Here, we can see the details that were added earlier in the''' +New Budget page.'''
 +
 
 +
 
 +
The details visible on this page are-
 +
 
 +
* '''Description '''under the tab '''Budget name'''
 +
* '''Start date:'''
 +
* '''End date:'''
 +
* '''Total amount:'''
 +
* '''Actions:'''
 +
 
 +
|-
 +
|Narration only
 +
|We can also edit, delete or duplicate a particular '''Budget''', as required.
 +
 
 +
|-
 +
|Click on the tab '''Actions'''
 +
 
 +
Cursor on:
 +
* Edit
 +
* Delete
 +
* Duplicate
 +
 
 +
|To do so, click on the tab '''Actions''' located at the extreme right of that '''Budget name.'''
 +
 
 +
From the drop-down, select any of the options:
 +
* '''Edit'''
 +
* '''Delete'''
 +
* '''Duplicate'''
 +
* '''Close''' or
 +
* '''Add fund'''
  
 
|-
 
|-
 
| Narration only
 
| Narration only
−
| Let’s go back to the Koha interface
+
| Let us learn how to allocate funds for a '''Fiscal year.'''
  
 
|-
 
|-
−
|  
+
|Point to the '''Budget Name'''
−
| On the same page click on the tab-''' Column visibility.'''
+
|On the same table, click on the particular '''Budget Name''' to which the fund has to be allocated.
  
−
From the options, click on the tab '''ISO code'''* The '''ISO '''column for''' Rupee '''appears in the table.
+
|-
 +
|Click on''' Spoken Tutorial Library 2016-2017 Phase I.'''
 +
|I will click on''' Spoken Tutorial Library 2016-2017 Phase I.'''
  
 
|-
 
|-
−
| Cursor on the '''ISO code'''
+
|Cursor on '''Funds for ‘Spoken Tutorial library’'''
−
| Remember that the entered '''ISO code''' will be used when importing '''MARC files''' via the staging tools.
+
|A new page '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I', '''opens.
  
−
The tool will attempt to find and use the price of the currently active currency.
+
|-
 +
|Click on '''+New'''
 +
|Just above the '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I’, '''locate and click on the tab '''New.'''
  
 
|-
 
|-
−
| Click on edit for the''' Currency USD'''
+
|Select '''New fund for Spoken Tutorial Library.'''
−
| To edit the '''Currency, '''click on''' Edit''' option for that particular '''Currency.'''
+
|From the dropdown, select '''New fund for Spoken Tutorial Library 2016-2017 Phase I.'''
  
 +
|-
 +
|Fill in the details such as:
  
−
I will click on '''Edit '''for the''' currency USD.'''
+
'''Fund code: Books'''
 +
 
 +
'''Fund name: Books fund'''
 +
 
 +
'''Amount: 25000'''
 +
 
 +
'''Warning at (%): 10'''
 +
 
 +
For '''Warning at (amount):''' leave as blank
 +
 
 +
'''Library: Spoken Tutorial'''
 +
 
 +
'''Restrict access to: None'''
 +
 
 +
Statistic 1 done on: leave as blank
 +
 
 +
Statistic 2 done on: leave as blank
 +
|In the new page that opens up, fill in the details such as:
 +
 
 +
'''Fund code: Books'''
 +
 
 +
'''Fund name: Books fund'''
 +
 
 +
Enter the '''Amount''' as''': 25000'''
 +
 
 +
'''Warning at (%): 10'''
 +
 
 +
For '''Warning at (amount):''' As I have already filled in '''Warning at (%)''', I will skip this '''field'''.
 +
 
 +
I will also skip the '''fields, Owner:''' and '''Users'''
 +
 
 +
For '''Library: '''select '''Spoken Tutorial Library''' from the drop down.
 +
 
 +
I will leave''' Restrict access to: '''as it is.
 +
 
 +
I will leave''' Statistic 1 done on''' and '''Statistic 2 done on:''' blank.
  
 
|-
 
|-
−
| Cursor on '''Modify currency'''
+
|Click on the '''Submit''' button
−
| '''Modify currency''' page opens up.
+
|After all the details are filled, click on the '''Submit '''button at the bottom of the page.
  
−
You may change the value of '''Rate''' and '''Symbol.'''
+
|-
 +
|Cursor on particular library
 +
|All the '''Fund '''allocation details pertaining to the particular library, now appears in a tabular form.  
  
−
I will leave it as they are.
+
|-
 +
|On the left side, click on''' Budgets'''
 +
|From the options on the left side, click on''' Budgets.'''
  
 
|-
 
|-
−
| Cursor on '''‘Active’'''
+
|On the same page
−
| Note that:
+
|I will now show how to duplicate a budget.
  
−
I will not click in the checkbox for the field '''‘Active’'''
+
|-
 +
|Slide: '''Why to duplicate a Budget'''
 +
 
 +
* Suppose the budget amount and amount of funds is same for the next financial year.
 +
* In that case, we can simply duplicate the budget.
 +
* This will help the '''Library staff '''to save a lot of time and effort.
 +
 
 +
|But before that, we must first learn why we should duplicate a '''Budget'''.
 +
 
 +
Suppose the '''Budget''' amount and amount of '''Funds''' is same for the next '''financial year.'''
 +
 
 +
In that case, we can simply duplicate the '''Budget'''.
 +
 
 +
 
 +
This will help the '''Library staff '''to save a lot of time and effort.
  
 
|-
 
|-
−
|Cursor on '''check (tick mark)'''
+
|Click on the tab '''Actions'''
−
| An '''active currency '''is the main currency to use in the library.
+
 
 +
Cursor on: Duplicate
 +
 
 +
|To do so, click on the tab '''Actions''' located at the extreme right of that '''Budget name.'''
  
−
Since my library is in '''India''', '''Rupee''' will be used as '''active currency'''
+
From the drop-down, select''' Duplicate.'''
  
 
|-
 
|-
−
| Click on '''Submit '''at the bottom of the page.
+
|Cursor on '''Duplicate budget'''
−
| Next, click on '''Submit '''at the bottom of the page.
+
 
 +
Enter:
 +
 
 +
'''Start date: '''as '''04/01/2017 MM/DD/YYYY)'''
 +
 
 +
'''End date: '''as '''03/31/2018 (MM/DD/YYYY)'''
 +
|A new page '''Duplicate Budget''' opens.
 +
 
 +
Enter the new '''Start date''' and '''End date'''.
 +
 
 +
I will enter the dates for the next year’s '''Budget'''-
 +
 
 +
 
 +
'''Start date: '''as '''04/01/2017 (MM/DD/YYYY)'''
 +
 
 +
'''End date: '''as '''03/31/2018 (MM/DD/YYYY)'''
  
 
|-
 
|-
−
| Cursor on '''Currencies and exchange rates '''
+
|Cursor on '''Description'''
  
−
Cursor on '''check (tick mark)'''
+
Type-
−
| The same page '''Currencies and exchange rates '''re-opens.
+
 
 +
'''Spoken Tutorial Library 2017-2018, Phase II.'''
 +
|Next is''' Description.'''
 +
 
 +
Note that-
 +
 
 +
'''Description''' details should be such that it can be easily identified with a particular '''Budget '''later.
 +
 
 +
'''Koha''' by default, shows the previously entered description.
 +
 
 +
But I will rename it as '''Spoken Tutorial Library 2017-2018, Phase II.'''
 +
 
 +
You may enter something relevant for your library.
 +
 
 +
|-
 +
|Cursor on '''Change amounts by:'''
 +
 
 +
Enter '''-20%'''
 +
|In the field for '''Change amounts by:'''
 +
 
 +
* Enter the percentage that needs to be taken out from the previous year's '''Budget '''
 +
 
 +
* Or carry forward the same amount.
 +
 
 +
 
 +
Recall, that an amount of '''Rs 5,00,000/- '''was approved for '''Spoken Tutorial Library.'''
 +
 
 +
 
 +
Hence, I will enter '''-20%''' (minus 20 percent) to take out an amount of '''Rs 1,00,000/-'''
 +
 
 +
|-
 +
|Cursor on '''If amounts changed, round to a multiple of'''
 +
|The next field is '''If amounts changed, round to a multiple of:'''
 +
 
 +
I will leave the field blank.
 +
 
 +
|-
 +
|Cursor on '''Mark the original budget as inactive'''
 +
|Going further, we have the checkbox for''' Mark the original Budget as inactive.'''
 +
 
 +
On doing so, the original''' Budget '''can no longer be used.
 +
 
 +
Again, I will leave this box blank.
 +
 
 +
|-
 +
|Cursor on '''Set all funds to zero'''
 +
|Lastly, we have the checkbox for '''Set all funds to zero.'''
 +
 
 +
Check this box if you want the new '''Budget '''to have the same '''Fund''' structures as the previous '''Budget.'''
 +
 
 +
But please note- no allocations will be allowed until you manually enter an amount in the '''Fund.'''
 +
 
 +
I will leave this also as blank for now.
 +
 
 +
|-
 +
|Click on '''Save changes'''
 +
|After all the details are entered, click on '''Save changes''' at the bottom of the page.
 +
 
 +
|-
 +
|Cursor on '''Budgets administration'''
 +
 
 +
Cursor on:
 +
# '''Spoken Tutorial Library, Phase II'''
 +
# '''Start Date'''
 +
# '''End Date'''
 +
# '''Total '''
 +
|The details entered for the duplicate '''budget Spoken Tutorial Library 2017-2018 Phase II '''appears on the '''Budgets administration''' page.
  
 
|-
 
|-
 
|Narration only
 
|Narration only
−
|Now log out from your '''Koha Superlibrarian''' account.
+
|You may now log out from your '''Koha Superlibrarian''' account.
  
 
|-
 
|-
Line 199: Line 446:
  
 
|-
 
|-
−
| Narration only
+
| Slide
−
| This brings us to the end of this tutorial.
+
 
 +
Summary
 +
 
 +
In this tutorial we learnt to-
 +
* Add a '''Budget'''
 +
* Make a duplicate '''Budget'''
 +
* Allocate''' Funds'''
 +
 
 +
| Let us summarize-
 +
 
 +
In this tutorial we learnt to-
 +
* Add a '''Budget'''
 +
* Make a duplicate '''Budget '''and
 +
* Allocate''' Funds'''
  
 
|-
 
|-
 
| Slide
 
| Slide
  
−
Summary
+
'''Assignment for Budget'''
−
In this tutorial we learnt-* How to set '''Currency'''
+
* Add a new '''Budget''' for '''Financial year''' with '''Budget '''allocation of Rs.50 Lakhs
−
| Let us summarize.
+
  
−
In this tutorial we learnt-* How to set '''Currency'''
+
| Assignment for '''Budget'''
 +
* Add a new '''Budget''' for '''Financial year''' with '''Budget '''allocation of Rs.50 Lakhs
  
 
|-
 
|-
−
|  
+
| Slide:
  
−
Slide
+
'''Assignment for allocation of Funds'''
 +
* Allocate funds of Rs 20 Lakhs for '''Non-print material.'''
 +
| Assignment for allocation of Funds
 +
* Allocate funds of Rs 20 Lakhs for '''Non-print material'''.
 +
 
 +
|-
 +
| Slide
  
 
About '''Spoken Tutorial '''project
 
About '''Spoken Tutorial '''project
−
* Watch the video available at [http://spoken-tutorial.org/What_is_a_Spoken_Tutorial http://spoken-tutorial.org/What_is_a_Spoken_Tutorial]
+
* Watch the video available at  http://spoken-tutorial.org/What_is_a_Spoken_Tutorial
 
* It summarises the '''Spoken Tutorial '''project.
 
* It summarises the '''Spoken Tutorial '''project.
 
* If you do not have good bandwidth, you can download and watch it.
 
* If you do not have good bandwidth, you can download and watch it.
−
 
 
| The video at the following link summarises the '''Spoken Tutorial''' project.
 
| The video at the following link summarises the '''Spoken Tutorial''' project.
  
Line 226: Line 491:
  
 
|-
 
|-
−
| Slide:
+
| Slide
  
 
'''Spoken Tutorial '''workshops
 
'''Spoken Tutorial '''workshops
  
−
The '''Spoken Tutorial''' Project Team* Conducts workshops using spoken tutorials
+
The '''Spoken Tutorial''' Project Team
 +
* Conducts workshops using spoken tutorials
 
* Gives certificates for those who pass an online test
 
* Gives certificates for those who pass an online test
 
* For more details, please write to contact@spoken-tutorial.org
 
* For more details, please write to contact@spoken-tutorial.org
  
−
| The '''Spoken Tutorial''' Project team:* conducts workshops and
+
|The '''Spoken Tutorial''' Project team conducts workshops and gives certificates.
−
* gives certificates.
+
  
 
For more details, please write to us.
 
For more details, please write to us.
  
 
|-
 
|-
−
| Slide:
+
| Forum for specific questions
−
 
+
| Please post your timed queries in this forum.
−
Forum for specific questions* Do you have questions in THIS '''Spoken Tutorial'''?
+
−
* Please visit[http://forums.spoken-tutorial.org/] [http://forums.spoken-tutorial.org/ http://forums.spoken-tutorial.org]
+
−
* Choose the minute and second where you have the question
+
−
* Explain your question briefly
+
−
* Someone from our team will answer them
+
−
 
+
−
| Post your timed queries in this Forum.
+
  
 
|-
 
|-
 
| Slide 17
 
| Slide 17
  
−
Acknowledgement* '''Spoken Tutorial''' Project is a part of the '''Talk to a Teacher''' project
+
Acknowledgement
 +
* '''Spoken Tutorial''' Project is a part of the '''Talk to a Teacher''' project
 
* It is supported by the '''National Mission on Education''' through '''ICT, MHRD, Government of India'''
 
* It is supported by the '''National Mission on Education''' through '''ICT, MHRD, Government of India'''
−
* More information on this Mission is available at
+
* More information on this Mission is available at http://spoken-tutorial.org/NMEICT-Intro
−
* [http://spoken-tutorial.org/NMEICT-Intro http://spoken-tutorial.org/NMEICT-Intro]
+
| '''Spoken Tutorial '''project is funded by '''NMEICT, MHRD, Government of India.'''
−
|http://spoken-tutorial.org/NMEICT-Intro
+
−
 
+
−
'''Spoken Tutorial '''project is funded by '''NMEICT, MHRD, Government of India.'''
+
−
 
+
  
 
More information on this mission is available at this link.
 
More information on this mission is available at this link.

Latest revision as of 16:39, 21 February 2019

Topic: Add a Budget and allocate Funds.

Contributor Name: Bella Tony, Spoken Tutorial Project, IIT Bombay

Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay

Keywords: Budget, Active Budgets, Duplicate Budget, Fiscal Budget

Visual Cue
Narration
Slide 1 Welcome to the Spoken Tutorial on Add a Budget and allocate Funds.
Slide 2

Learning Objectives

  • Add a Budget
  • Make a duplicate Budget
  • Allocate Funds
In this tutorial, we will learn how to-
  • Add a Budget
  • Make a duplicate Budget
  • Allocate Funds
Slide Number 3

System Requirement

To record this tutorial, I am using
  • Ubuntu Linux OS 16.04
  • Koha version 16.05
Slide 4a

Pre-requisites

To follow this tutorial, you should have knowledge of Library Science.
Slide 4b

Pre-requisites

To practice this tutorial, you should have Koha installed on your system.

You should also have Admin access in Koha.

Please refer to the Koha spoken tutorial series on this website for more details.

Let us go ahead and learn how to add a Budget.
Slide 7

What are Budgets?

  • Budgets are used for tracking accounting values related to Acquisitions.
  • A Budget must be defined before a fund can be created.
Before we begin, let us understand what are Budgets.
  • Budgets are used for tracking accounting values related to Acquisitions.
  • A Budget must be defined before a fund can be created.
Slide

Example-

  • Create a Budget for the current year 2017
  • Split it into funds for different areas such as:
    • Books
    • Journals
    • Database
For example-
  • Create a Budget for the current year 2017
  • Split it into Funds for different areas such as:
    • Books
    • Journals and/or
    • Databases
Slide

Please Note-

  1. From scratch or
  2. By duplicating any of the previous years’ Budget or
  3. By duplicating the immediate previous year’s budget or
  4. By closing the immediate previous year’s Budget
Please note-

Budgets can either be created -

  • From scratch or
  • By duplicating any of the previous years’ Budget or
  • By duplicating the immediate previous year’s Budget or
  • By closing the immediate previous year’s Budget
Login as Superlibrarian username Bella and password As mentioned in earlier tutorials, login with the Superlibrarian username Bella and her password.
On the Koha Home page>> Acquisitions. On the Koha Home page click on Acquisitions.
On the left side, click on Budgets From the options on the left side, click on Budgets.
Click on +New budget Now click on the tab New budget.
Choose the time period >>academic year, a fiscal year, a quarter, etc. First, we have to choose the time period for this Budget.

Budget can be created for-

  • An Academic year,
  • Fiscal year or
  • a Quarter year, etc.

I will create the Budget for a Fiscal year.

Select-

Start date: as 04/01/2016 (MM/DD/YYYY)

End date: as 03/31/2017 (MM/DD/YYYY)

Then choose the Start and End dates.

I will select-

Start date: as 04/01/2016 (MM/DD/YYYY)

End date: as 03/31/2017 (MM/DD/YYYY)

Point to Description Next we have to give a description for our Budget.

This will help us to identify it later at the time of ordering.

Description: Spoken Tutorial Library Here I will type Spoken Tutorial Library 2016-2017 Phase I
Point to Amount In the Amount box, we need to enter the amount for this particular Budget.

This is the total amount of money we are planning to spend-

  • in the given period
  • for the Spoken Tutorial Library.

Note that:

This field accepts only numerals and decimals.

Special characters and symbols are not allowed.

Enter the amount as Rs. 5,00,000/- The Amount we enter, has to be as per the Budget approved for that library.

Here, I will add Rs. 5,00,000/- as the Amount.

Click on Make a budget active. Next, click on Make a budget active.
  • On doing so, the budget becomes usable when placing orders in the Acquisitions module
  • And this remains so, even if the order is placed after the Budget End date.
  • This will also allow us to record orders that were placed in the previous year’s Budget.
Point to the checkbox Lock a budget

Leave the check box as blank for Lock a budget

Next is the checkbox for Lock budget.

Which means Funds cannot be modified later by the library staff.

I will leave this check-box blank.

Click on the 'Save’ button After all the entries are done, click on the Save button at the bottom of the page.
Budgets administration opens up. A new page Budgets administration opens up.
Cursor on Budgets administration

Pause video.

Highlight in one row-

  • Description
  • Start date:
  • End date:
  • Total amount:
Here, we can see the details that were added earlier in the +New Budget page.


The details visible on this page are-

  • Description under the tab Budget name
  • Start date:
  • End date:
  • Total amount:
  • Actions:
Narration only We can also edit, delete or duplicate a particular Budget, as required.
Click on the tab Actions

Cursor on:

  • Edit
  • Delete
  • Duplicate
To do so, click on the tab Actions located at the extreme right of that Budget name.

From the drop-down, select any of the options:

  • Edit
  • Delete
  • Duplicate
  • Close or
  • Add fund
Narration only Let us learn how to allocate funds for a Fiscal year.
Point to the Budget Name On the same table, click on the particular Budget Name to which the fund has to be allocated.
Click on Spoken Tutorial Library 2016-2017 Phase I. I will click on Spoken Tutorial Library 2016-2017 Phase I.
Cursor on Funds for ‘Spoken Tutorial library’ A new page Funds for 'Spoken Tutorial Library 2016-2017 Phase I', opens.
Click on +New Just above the Funds for 'Spoken Tutorial Library 2016-2017 Phase I’, locate and click on the tab New.
Select New fund for Spoken Tutorial Library. From the dropdown, select New fund for Spoken Tutorial Library 2016-2017 Phase I.
Fill in the details such as:

Fund code: Books

Fund name: Books fund

Amount: 25000

Warning at (%): 10

For Warning at (amount): leave as blank

Library: Spoken Tutorial

Restrict access to: None

Statistic 1 done on: leave as blank

Statistic 2 done on: leave as blank

In the new page that opens up, fill in the details such as:

Fund code: Books

Fund name: Books fund

Enter the Amount as: 25000

Warning at (%): 10

For Warning at (amount): As I have already filled in Warning at (%), I will skip this field.

I will also skip the fields, Owner: and Users

For Library: select Spoken Tutorial Library from the drop down.

I will leave Restrict access to: as it is.

I will leave Statistic 1 done on and Statistic 2 done on: blank.

Click on the Submit button After all the details are filled, click on the Submit button at the bottom of the page.
Cursor on particular library All the Fund allocation details pertaining to the particular library, now appears in a tabular form.
On the left side, click on Budgets From the options on the left side, click on Budgets.
On the same page I will now show how to duplicate a budget.
Slide: Why to duplicate a Budget
  • Suppose the budget amount and amount of funds is same for the next financial year.
  • In that case, we can simply duplicate the budget.
  • This will help the Library staff to save a lot of time and effort.
But before that, we must first learn why we should duplicate a Budget.

Suppose the Budget amount and amount of Funds is same for the next financial year.

In that case, we can simply duplicate the Budget.


This will help the Library staff to save a lot of time and effort.

Click on the tab Actions

Cursor on: Duplicate

To do so, click on the tab Actions located at the extreme right of that Budget name.

From the drop-down, select Duplicate.

Cursor on Duplicate budget

Enter:

Start date: as 04/01/2017 MM/DD/YYYY)

End date: as 03/31/2018 (MM/DD/YYYY)

A new page Duplicate Budget opens.

Enter the new Start date and End date.

I will enter the dates for the next year’s Budget-


Start date: as 04/01/2017 (MM/DD/YYYY)

End date: as 03/31/2018 (MM/DD/YYYY)

Cursor on Description

Type-

Spoken Tutorial Library 2017-2018, Phase II.

Next is Description.

Note that-

Description details should be such that it can be easily identified with a particular Budget later.

Koha by default, shows the previously entered description.

But I will rename it as Spoken Tutorial Library 2017-2018, Phase II.

You may enter something relevant for your library.

Cursor on Change amounts by:

Enter -20%

In the field for Change amounts by:
  • Enter the percentage that needs to be taken out from the previous year's Budget
  • Or carry forward the same amount.


Recall, that an amount of Rs 5,00,000/- was approved for Spoken Tutorial Library.


Hence, I will enter -20% (minus 20 percent) to take out an amount of Rs 1,00,000/-

Cursor on If amounts changed, round to a multiple of The next field is If amounts changed, round to a multiple of:

I will leave the field blank.

Cursor on Mark the original budget as inactive Going further, we have the checkbox for Mark the original Budget as inactive.

On doing so, the original Budget can no longer be used.

Again, I will leave this box blank.

Cursor on Set all funds to zero Lastly, we have the checkbox for Set all funds to zero.

Check this box if you want the new Budget to have the same Fund structures as the previous Budget.

But please note- no allocations will be allowed until you manually enter an amount in the Fund.

I will leave this also as blank for now.

Click on Save changes After all the details are entered, click on Save changes at the bottom of the page.
Cursor on Budgets administration

Cursor on:

  1. Spoken Tutorial Library, Phase II
  2. Start Date
  3. End Date
  4. Total
The details entered for the duplicate budget Spoken Tutorial Library 2017-2018 Phase II appears on the Budgets administration page.
Narration only You may now log out from your Koha Superlibrarian account.
Go to the top right corner, click on Spoken Tutorial Library

Select Log out

To do so, first go to the top right corner, click on Spoken Tutorial Library.

Then from the drop-down, select Log out.

Slide

Summary

In this tutorial we learnt to-

  • Add a Budget
  • Make a duplicate Budget
  • Allocate Funds
Let us summarize-

In this tutorial we learnt to-

  • Add a Budget
  • Make a duplicate Budget and
  • Allocate Funds
Slide

Assignment for Budget

  • Add a new Budget for Financial year with Budget allocation of Rs.50 Lakhs
Assignment for Budget
  • Add a new Budget for Financial year with Budget allocation of Rs.50 Lakhs
Slide:

Assignment for allocation of Funds

  • Allocate funds of Rs 20 Lakhs for Non-print material.
Assignment for allocation of Funds
  • Allocate funds of Rs 20 Lakhs for Non-print material.
Slide

About Spoken Tutorial project

The video at the following link summarises the Spoken Tutorial project.

Please download and watch it.

Slide

Spoken Tutorial workshops

The Spoken Tutorial Project Team

  • Conducts workshops using spoken tutorials
  • Gives certificates for those who pass an online test
  • For more details, please write to contact@spoken-tutorial.org
The Spoken Tutorial Project team conducts workshops and gives certificates.

For more details, please write to us.

Forum for specific questions Please post your timed queries in this forum.
Slide 17

Acknowledgement

  • Spoken Tutorial Project is a part of the Talk to a Teacher project
  • It is supported by the National Mission on Education through ICT, MHRD, Government of India
  • More information on this Mission is available at http://spoken-tutorial.org/NMEICT-Intro
Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.

More information on this mission is available at this link.

This is Bella Tony from IIT Bombay signing off.

Thank you for joining.

Contributors and Content Editors

Bellatony911, Nancyvarkey

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