Difference between revisions of "Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English-timed"
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|From the drop-down, select any of the options: | |From the drop-down, select any of the options: | ||
− | '''Edit''' | + | '''Edit''', |
− | '''Delete''' | + | '''Delete''', |
− | '''Duplicate''' | + | '''Duplicate''', |
'''Close''' or | '''Close''' or | ||
− | '''Add fund''' | + | '''Add fund'''. |
|- | |- | ||
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|- | |- | ||
|05:56 | |05:56 | ||
− | |I will click on''' Spoken Tutorial Library 2016-2017 Phase | + | |I will click on''' Spoken Tutorial Library 2016-2017 Phase 1.''' |
|- | |- | ||
|06:05 | |06:05 | ||
− | |A new page '''Funds for 'Spoken Tutorial Library 2016-2017 Phase | + | |A new page '''Funds for 'Spoken Tutorial Library 2016-2017 Phase 1' '''opens. |
|- | |- | ||
|06:14 | |06:14 | ||
− | |Just above the '''Funds for 'Spoken Tutorial Library 2016-2017 Phase | + | |Just above the '''Funds for 'Spoken Tutorial Library 2016-2017 Phase 1’, '''locate and click on the tab '''New.''' |
|- | |- | ||
|06:26 | |06:26 | ||
− | |From the | + | |From the drop-down, select '''New fund for Spoken Tutorial Library 2016-2017 Phase 1.''' |
|- | |- | ||
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|- | |- | ||
| 06:55 | | 06:55 | ||
− | |For '''Warning at (amount):''' | + | |For '''Warning at (amount):''', as I have already filled in '''Warning at (%)''', I will skip this '''field'''. |
|- | |- | ||
| 07:02 | | 07:02 | ||
− | |I will also skip the ''' | + | |I will also skip the fields '''Owner:''' and '''Users'''. |
|- | |- | ||
| 07:08 | | 07:08 | ||
− | |For '''Library: '''select '''Spoken Tutorial Library''' from the drop down. | + | |For '''Library:, '''select '''Spoken Tutorial Library''' from the drop- down. |
|- | |- | ||
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|- | |- | ||
| 07:34 | | 07:34 | ||
− | |All the '''Fund '''allocation details pertaining to the particular library, now | + | |All the '''Fund '''allocation details pertaining to the particular library, now appear in a tabular form. |
|- | |- | ||
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|- | |- | ||
| 07:57 | | 07:57 | ||
− | |Suppose the Budget amount and amount of '''Funds''' is same for the next '''financial year | + | |Suppose the Budget amount and amount of '''Funds''' is same for the next '''financial year-''' |
− | + | in that case, we can simply duplicate the '''Budget'''. | |
− | + | ||
|- | |- | ||
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|- | |- | ||
| 08:22 | | 08:22 | ||
− | |From the drop-down, select Duplicate | + | |From the drop-down, select '''Duplicate'''. |
|- | |- | ||
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|- | |- | ||
| 08:56 | | 08:56 | ||
− | |Note that | + | |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. | |
− | '''Description''' details should be such that it can be easily identified with a particular '''Budget '''later. | + | |
− | + | ||
− | '''Koha''' by default, shows the previously entered description. | + | |
|- | |- | ||
| 09:10 | | 09:10 | ||
− | |But I will rename it as '''Spoken Tutorial Library 2017-2018, Phase II.''' | + | |But, I will rename it as '''Spoken Tutorial Library 2017-2018, Phase II.''' |
You may enter something relevant for your library. | You may enter something relevant for your library. | ||
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|- | |- | ||
|09:24 | |09:24 | ||
− | |In the field for '''Change amounts by:''' | + | |In the field for '''Change amounts by:''', |
− | + | enter the percentage that needs to be taken out from the previous years’ '''Budget '''. Or, carry forward the same amount. | |
|- | |- | ||
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|- | |- | ||
|10:03 | |10:03 | ||
− | |Going further, we have the | + | |Going further, we have the check-box for''' Mark the original Budget as inactive.''' |
|- | |- | ||
| 10:10 | | 10:10 | ||
− | |On doing so, the original | + | |On doing so, the original Budget can no longer be used. Again, I will leave this box blank. |
|- | |- | ||
|10:19 | |10:19 | ||
− | |Lastly, we have the | + | |Lastly, we have the check-box for '''Set all funds to zero.''' |
|- | |- | ||
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|- | |- | ||
|11:04 | |11:04 | ||
− | | You may now log out from the Koha Superlibrarian Account | + | | You may now log out from the '''Koha Superlibrarian Account''' |
|- | |- | ||
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| Let us summarize- | | Let us summarize- | ||
− | In this tutorial we learnt to- | + | In this tutorial, we learnt to- add a '''Budget''', |
− | + | make a duplicate '''Budget '''and | |
− | + | allocate''' Funds'''. | |
|- | |- | ||
| 11:34 | | 11:34 | ||
− | |''' | + | |Assignment for '''Budget''': |
− | Add a new '''Budget''' for '''Financial year''' with '''Budget '''allocation of Rs.50 Lakhs | + | Add a new '''Budget''' for '''Financial year''' with '''Budget '''allocation of Rs.50 Lakhs. |
|- | |- | ||
| 11:44 | | 11:44 | ||
− | | Assignment for allocation of Funds | + | | Assignment for allocation of Funds: |
Allocate funds of Rs 20 Lakhs for '''Non-print material'''. | Allocate funds of Rs 20 Lakhs for '''Non-print material'''. | ||
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|- | |- | ||
| 11:53 | | 11:53 | ||
− | | The video at the following link | + | | The video at the following link summarizes the '''Spoken Tutorial''' project. Please download and watch it. |
|- | |- | ||
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|- | |- | ||
| 12:13 | | 12:13 | ||
− | | '''Spoken Tutorial '''project is funded by '''NMEICT, MHRD, Government of India. | + | | '''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. | ||
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|- | |- | ||
| 12:25 | | 12:25 | ||
− | | This is Bella Tony from''' IIT Bombay''' signing off.Thank you for joining. | + | | This is Bella Tony from''' IIT Bombay''', signing off. Thank you for joining. |
|} | |} |
Latest revision as of 16:39, 21 February 2019
Time | Narration |
00:01 | Welcome to the Spoken Tutorial on Add a Budget and allocate Funds. |
00:07 | In this tutorial, we will learn how to-
Add a Budget, Make a duplicate Budget and Allocate Funds. |
00:19 | To record this tutorial, I am using:
Ubuntu Linux OS 16.04 and Koha version 16.05 |
00:33 | To follow this tutorial, you should have knowledge of Library Science. |
00:39 | To practice this tutorial, you should have Koha installed on your system. |
00:45 | You should also have Admin access in Koha. |
00:49 | Please refer to the Koha spoken tutorial series on this website for more details. |
00:56 | Let us go ahead and learn how to add a Budget. |
01:01 | Before we begin, let us understand what are Budgets.
Budgets are used for tracking accounting values related to Acquisitions. |
01:13 | A Budget must be defined before a fund can be created. |
01:18 | For example- Create a Budget for the current year 2017. |
01:25 | Split it into Funds for different areas such as Books, Journals and/or Databases. |
01:38 | Please note,Budgets can either be created -
from scratch or by duplicating any of the previous years’ Budget |
01:50 | or, by duplicating the immediate previous year’s Budget
or, by closing the immediate previous year’s Budget. |
02:00 | As mentioned in earlier tutorials, login with the Superlibrarian username Bella and her password. |
02:10 | On the 'Koha' Home page click on Acquisitions. |
02:16 | From the options on the left side, click on Budgets. |
02:21 | Now, click on the tab New budget. |
02:26 | First, we have to choose the time period for this Budget. |
02:31 | Budget can be created for- an Academic year, Fiscal year or a Quarter year etc. |
02:39 | I will create the Budget for a Fiscal year. |
02:43 | Then choose the Start and End dates. |
02:48 | I will select-
Start date: as 04/01/2016 (MM/DD/YYYY) End date: as 03/31/2017 (MM/DD/YYYY) |
03:07 | Next we have to give a description for our Budget. |
03:11 | This will help us to identify it later, at the time of ordering. |
03:17 | Here, I will type: Spoken Tutorial Library 2016-2017 Phase I. |
03:26 | In the Amount box, we need to enter the amount for this particular Budget. |
03:32 | This is the total amount of money we are planning to spend, in the given period, for the Spoken Tutorial Library. |
03:41 | Note that this field accepts only numerals and decimals. |
03:47 | Special characters and symbols are not allowed. |
03:51 | The Amount we enter, has to be as per the Budget approved for that library. |
03:57 | Here, I will add Rs. 5,00,000/- as the Amount. |
04:03 | Next, click on Make a budget active. |
04:08 | On doing so, the budget becomes usable when placing orders in the Acquisitions module. |
04:17 | And this remains so, even if the order is placed after the Budget End date. |
04:24 | This will also allow us to record orders that were placed in the previous year’s Budget. |
04:31 | Next is the check-box for Lock budget |
04:35 | which means Funds cannot be modified later by the library staff. |
04:41 | I will leave this check-box blank. |
04:45 | After all the entries are done, click on the Save button at the bottom of the page. |
04:52 | A new page Budgets administration opens up. |
04:57 | Here, we can see the details that were added earlier in the +New Budget page. |
05:04 | The details visible on this page are - |
05:08 | description under the tab Budget name,
Start date:, End date:, Total amount:, Actions:. |
05:19 | We can also edit, delete or duplicate a particular Budget as required. |
05:25 | To do so, click on the tab Actions located at the extreme right of that Budget name. |
05:33 | From the drop-down, select any of the options:
Edit, Delete, Duplicate, Close or Add fund. |
05:44 | Let us learn how to allocate funds for a Fiscal year. |
05:49 | On the same table, click on the particular Budget Name to which the fund has to be allocated. |
05:56 | I will click on Spoken Tutorial Library 2016-2017 Phase 1. |
06:05 | A new page Funds for 'Spoken Tutorial Library 2016-2017 Phase 1' opens. |
06:14 | Just above the Funds for 'Spoken Tutorial Library 2016-2017 Phase 1’, locate and click on the tab New. |
06:26 | From the drop-down, select New fund for Spoken Tutorial Library 2016-2017 Phase 1. |
06:36 | In the new page that opens up, fill in the details such as:
Fund code: Books Fund name: Books fund |
06:47 | Enter the Amount as: 25000
Warning at (%): 10 |
06:55 | For Warning at (amount):, as I have already filled in Warning at (%), I will skip this field. |
07:02 | I will also skip the fields Owner: and Users. |
07:08 | For Library:, select Spoken Tutorial Library from the drop- down. |
07:14 | I will leave Restrict access to: as it is. |
07:19 | I will leave Statistic 1 done on and Statistic 2 done on: blank. |
07:27 | After all the details are filled, click on the Submit button at the bottom of the page. |
07:34 | All the Fund allocation details pertaining to the particular library, now appear in a tabular form. |
07:42 | From the options on the left side, click on Budgets. |
07:47 | I will now show how to duplicate a budget. |
07:51 | But before that, we must first learn why we should duplicate a Budget. |
07:57 | Suppose the Budget amount and amount of Funds is same for the next financial year-
in that case, we can simply duplicate the Budget. |
08:08 | This will help the Library staff to save a lot of time and effort. |
08:14 | To do so, click on the tab Actions located at the extreme right of that Budget name. |
08:22 | From the drop-down, select Duplicate. |
08:26 | A new page Duplicate Budget opens. |
08:30 | Enter the new Start date and End date. I will enter the dates for the next year’s Budget- |
08:39 | Start date: as 04/01/2017 (MM/DD/YYYY)
End date: as 03/31/2018 (MM/DD/YYYY) |
08:53 | Next is Description. |
08:56 | 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. |
09:10 | But, I will rename it as Spoken Tutorial Library 2017-2018, Phase II.
You may enter something relevant for your library. |
09:24 | In the field for Change amounts by:,
enter the percentage that needs to be taken out from the previous years’ Budget . Or, carry forward the same amount. |
09:38 | Recall, that an amount of Rs 5,00,000/- was approved for Spoken Tutorial Library. |
09:45 | Hence, I will enter -20% (minus 20 percent) to take out an amount of Rs 1,00,000/- |
09:54 | The next field is If amounts changed, round to a multiple of:
I will leave the field blank. |
10:03 | Going further, we have the check-box for Mark the original Budget as inactive. |
10:10 | On doing so, the original Budget can no longer be used. Again, I will leave this box blank. |
10:19 | Lastly, we have the check-box for Set all funds to zero. |
10:25 | Check this box if you want the new Budget to have the same Fund structures as the previous Budget. |
10:32 | 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. |
10:44 | After all the details are entered, click on Save changes at the bottom of the page. |
10:52 | The details entered for the duplicate budget Spoken Tutorial Library 2017-2018 Phase II appears on the Budgets administration page. |
11:04 | You may now log out from the Koha Superlibrarian Account |
11:09 | To do so, first go to the top right corner, click on Spoken Tutorial Library.
Then from the drop-down, select Log out. |
11:21 | Let us summarize-
In this tutorial, we learnt to- add a Budget, make a duplicate Budget and allocate Funds. |
11:34 | Assignment for Budget:
Add a new Budget for Financial year with Budget allocation of Rs.50 Lakhs. |
11:44 | Assignment for allocation of Funds:
Allocate funds of Rs 20 Lakhs for Non-print material. |
11:53 | The video at the following link summarizes the Spoken Tutorial project. Please download and watch it. |
12:01 | The Spoken Tutorial Project team conducts workshops and gives certificates.
For more details, please write to us. |
12:09 | Please post your timed queries in this forum. |
12:13 | Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.
More information on this mission is available at this link. |
12:25 | This is Bella Tony from IIT Bombay, signing off. Thank you for joining. |