Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English

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- 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
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
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 Duplicate.	Let’s proceed and click on 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 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 years’ 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	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.
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 Watch the video available at http://spoken-tutorial.org/What_is_a_Spoken_Tutorial It summarises the Spoken Tutorial project. If you do not have good bandwidth, you can download and watch it.	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