Difference between revisions of "Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English"
Nancyvarkey (Talk | contribs) |
Nancyvarkey (Talk | contribs) |
||
Line 238: | Line 238: | ||
|- | |- | ||
− | |On the same page | + | | 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. | |I will now show how to duplicate a budget. | ||
Line 248: | Line 324: | ||
* This will help the '''Library staff '''to save a lot of time and effort. | * 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. | + | |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.''' | + | Suppose the '''Budget''' amount and amount of '''Funds''' is same for the next '''financial year.''' |
In that case, we can simply duplicate the '''Budget'''. | In that case, we can simply duplicate the '''Budget'''. | ||
Line 258: | Line 334: | ||
|- | |- | ||
− | |Click on''' | + | |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.''' | ||
|- | |- | ||
Line 294: | Line 375: | ||
'''Koha''' by default, shows the previously entered description. | '''Koha''' by default, shows the previously entered description. | ||
− | But 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. | ||
Line 304: | Line 385: | ||
|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 | + | * Enter the percentage that needs to be taken out from the previous year's '''Budget ''' |
* Or carry forward the same amount. | * Or carry forward the same amount. | ||
Line 350: | Line 431: | ||
# '''End Date''' | # '''End Date''' | ||
# '''Total ''' | # '''Total ''' | ||
− | |The details entered for the duplicate | + | |The details entered for the duplicate '''budget Spoken Tutorial Library 2017-2018 Phase II '''appears on the '''Budgets administration''' page. |
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
− | + | ||
|- | |- | ||
Line 459: | Line 468: | ||
* 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 | ||
− | | ''' | + | | 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 | ||
Revision as of 18:59, 28 September 2018
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
Slide 1 | Welcome to the Spoken Tutorial on Add a Budget and allocate Funds. |
Slide 2
Learning Objectives
|
In this tutorial, we will learn how to-
|
Slide Number 3
System Requirement |
To record this tutorial, I am using
|
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?
|
Before we begin, let us understand what are Budgets.
|
Slide
Example-
|
For example-
|
Slide
Please Note-
|
Please note-
Budgets can either be created -
|
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-
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-
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.
|
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-
|
Here, we can see the details that were added earlier in the +New Budget page.
|
Narration only | We can also edit, delete or duplicate a particular Budget, as required. |
Click on the tab Actions
Cursor on:
|
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:
|
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
|
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.
|
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-
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:
|
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:
|
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-
|
Let us summarize-
In this tutorial we learnt to-
|
Slide
Assignment for Budget
|
Assignment for Budget
|
Slide:
Assignment for allocation of Funds
|
Assignment for allocation of Funds
|
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
|
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 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. |