Koha-Library-Software/C2/Add-a-Budget/English

Title of the Script: Add a Budget

Author: Vaibhavi Satardekar and Maya Hans

Keywords: Koha, Koha 24.05, Budget, Add Budget, Budget Setup in Koha, Acquisitions Module Budget, Define Fiscal Year Budget, Active Budget in Koha, Koha Library Finance Management, Video Tutorial.

Visual Cue	Narration
Slide Number 1 Title Slide	Welcome to this Spoken Tutorial on Add a Budget in Koha.
Slide Number 2 Learning Objectives In this tutorial, we will learn how to: Add a Budget	In this tutorial, we will learn how to: Add a Budget
Slide Number 3 System Requirement To record this tutorial, I am using Ubuntu Linux OS v22.04 Koha v24.05 Firefox v131.0.3 A working internet connection.	To record this tutorial, I am using Ubuntu Linux OS version 22.04 Koha version 24.05 Firefox version 131 point 0 point 3 I also have a working internet connection.
Slide Number 4 Pre-requisites https://spoken-tutorial.org/	To follow this tutorial, you should have Koha installed on your system and Admin access in Koha. If not, refer to the Koha Installation tutorial on this site. Also, you should have knowledge of Library Science.
Narration only	Let’s go ahead and Add a Budget.
Slide Number 5 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 Number 6 Example- Create a Budget for the current year 2024 Split it into funds for different areas such as: Books Journals Database	For example- Create a Budget for the current year 2024 Split it into Funds for different areas such as: Books Journals and Databases
Slide Number 7 Please Note- Budgets can either be created - From scratch or By duplicating any of the previous year’s 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
Show Koha login interface	Let us switch to the Koha interface.
Login to Koha with Username as Bella and Password as Library@1.	I will type the username as Bella and the password as Library@1. If you had given a different username and password, then type that. To choose the Library from the drop down select Spoken Tutorial Library. Click on Login to open the Koha staff interface.
Show Koha staff Interface Click on Koha administration	Click on the Koha administration module.
Koha administration page	The Koha administration page opens.
Go to the section Acquisition parameters click on Budget	Now scroll down and go to the Acquisition parameters section. Click on Budgets.
Cursor on Budgets page	The Budgets page opens.
Click on +New budget	To create a New budget, click on the New budget button.
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. We will create the Budget for a Fiscal year.
Select- Start date: as 04/01/2023 (MM/DD/YYYY) End date: as 03/31/2024 (MM/DD/YYYY)	For that enter the Start date and End date as shown. Note that, while choosing End Date click on the X (Cross) adjacent to End date.
Point to Description	Next, we have to give a Description for our Budget. This will help us to identify it at the time of ordering.
Description: Spoken Tutorial Library 2023-2024 Phase I	Here, we will type Spoken Tutorial Library 2023-2024 Phase I
Point to Total amount	In the Total 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 and, for the Spoken Tutorial Library. Note that: This field accepts only numerals and decimals. Special characters and symbols are not allowed.
Enter the Total Amount as: 500000	The Amount entered here has to be as per the Budget approved for the library. Here, we will add Five Lakh Rupees as the Amount.
Click on Make budget active.	Next, check the checkbox for Make budget active. On doing so, the budget becomes usable when placing orders in the Acquisitions module. This remains so, even if the order is placed after the Budget End date. This also allows us to record orders that were placed in the previous year’s Budget.
Point to the checkbox Lock budget Leave the check box blank for Lock budget	Next is the checkbox for Lock budget. This means funds cannot be modified by the library staff. We will leave this check-box unchecked.
Click on the Save button	After filling in the details, click on the Save button at the bottom of the page.
Budgets page	This will bring us back to Budgets page.
Highlight in one rows- Budget name Start date: End date: Locked: Total: Actions:	The details we just added can be seen in the table here. The details visible on this page are- Budget name: Start date: End date: Locked: Total: and 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 Close or +Add fund	To do so, click on the Actions button located at the last column of that Budget name. And, select the desired option from the dropdown. Edit Delete Duplicate Close or Add fund
Narration only	With this, we come to the end of this tutorial.
Logout	To continue with the next tutorial stay logged in. To logout from the current session, go to the top right corner of the page. Click on Bella, Spoken Tutorial Library. From the drop down select Logout.
Slide Number 8 Summary We learned, Add a Budget	Let’s quickly recap. Today we learned how to: Add a Budget
Slide Number 9 Assignment Add a new Budget ICP Library 2023-2024 Phase I with Budget allocation of Rs.50 Lakh under ICP Library.	As an assignment Add a new Budget ICP Library 2023-2024 Phase I with Budget allocation of Rs.50 Lakh under ICP Library.
Slide Number 10 About Spoken Tutorial project Watch the video available at http://spoken-tutorial.org/What_is_a_Spoken_Tutorial It summarizes the Spoken Tutorial project. If you do not have good bandwidth, you can download and watch it.	The video at the following link summarizes the Spoken Tutorial project. Please download and watch it.
Slide Number 11 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 [about:blank http://contact@spoken-tutorial.org]	The Spoken Tutorial Project Team conducts workshops and gives certificates. For more details, please write to us.
Slide Number 12 Forum for specific questions	We will be happy to answer your specific questions regarding this tutorial. Post your questions in the forum and our team will get back to you.
Slide Number 13 Acknowledgment The Spoken Tutorial project was established at IIT Bombay by the Ministry of Education Govt of India. Thank you	Thank you for joining.

Contributors and Content Editors

Madhurig