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

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(Created page with " {| border = 1 |'''Time''' |'''Narration''' |- | 00:01 | Welcome to the''' Spoken Tutorial '''on '''Add a Budget and '''allocate''' Funds.''' |- | 00:07 |In this tutorial, w...")
 
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|-
 
|-
 
|02:16
 
|02:16
|From the options on the left side, click on''' Budgets.'''
+
|From the options on the left side, click on''' Budgets.'''
  
 
|-
 
|-
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|-
 
|-
|05:44
+
| 05:44
|I will now show how to duplicate a budget.
+
| Let us learn how to allocate funds for a '''Fiscal year.'''
  
 
|-
 
|-
|05:48
+
|05:49
|But before that, we must first learn why we should duplicate a Budget.
+
|On the same table, click on the particular '''Budget Name''' to which the fund has to be allocated.
  
 
|-
 
|-
| 05:54
+
|05:56
|Suppose the Budget amount and amount of '''Funds''' is same for the next '''financial year.'''
+
|I will click on''' Spoken Tutorial Library 2016-2017 Phase I.'''
 
+
In that case, we can simply duplicate the '''Budget'''.
+
  
 
|-
 
|-
| 06:05
+
|06:05
|This will help the '''Library staff '''to save a lot of time and effort.
+
|A new page '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I', '''opens.
  
 
|-
 
|-
|06:11
+
|06:14
|Let’s proceed and click on''' Duplicate.'''
+
|Just above the '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I’, '''locate and click on the tab '''New.'''
  
 
|-
 
|-
|06:16
+
|06:26
|A new page '''Duplicate Budget''' opens.
+
|From the dropdown, select '''New fund for Spoken Tutorial Library 2016-2017 Phase I.'''
  
 
|-
 
|-
| 06:20
+
|06:36
|Enter the new '''Start date''' and '''End date'''. I will enter the dates for the next year’s '''Budget'''-
+
|In the new page that opens up, fill in the details such as:
  
 +
'''Fund code: Books'''
 +
 +
'''Fund name: Books fund'''
  
 
|-
 
|-
| 06:29
+
| 06:47
|'''Start date: '''as '''04/01/2017 (MM/DD/YYYY)'''
+
|Enter the '''Amount''' as''': 25000'''
  
'''End date: '''as '''03/31/2018 (MM/DD/YYYY)'''
+
'''Warning at (%): 10'''
  
 
|-
 
|-
|06:43
+
| 06:55
|Next is''' Description.'''
+
|For '''Warning at (amount):''' As I have already filled in '''Warning at (%)''', I will skip this '''field'''.
  
 
|-
 
|-
| 06:45
+
| 07:02
|Note that-
+
|I will also skip the '''fields, Owner:''' and '''Users'''
 
+
'''Description''' details should be such that it can be easily identified with a particular '''Budget '''later.
+
 
+
'''Koha''' by default, shows the previously entered description.
+
  
 
|-
 
|-
| 07:00
+
| 07:08
|But will rename it as '''Spoken Tutorial Library 2017-2018, Phase II.'''
+
|For '''Library: '''select '''Spoken Tutorial Library''' from the drop down.
 
+
You may enter something relevant for your library.
+
  
 
|-
 
|-
|07:14
+
| 07:14
|In the field for '''Change amounts by:'''
+
|I will leave''' Restrict access to: '''as it is.
  
 
|-
 
|-
| 07:18
+
| 07:19
| Enter the percentage that needs to be taken out from the previous years’ '''Budget ''' Or carry forward the same amount.
+
|I will leave''' Statistic 1 done on''' and '''Statistic 2 done on:''' blank.
  
 
|-
 
|-
| 07:28
+
| 07:27
|Recall, that an amount of '''Rs 5,00,000/- '''was approved for '''Spoken Tutorial Library.'''
+
|After all the details are filled, click on the '''Submit '''button at the bottom of the page.
  
 
|-
 
|-
| 07:35
+
| 07:34
|Hence, I will enter '''-20%''' (minus 20 percent) to take out an amount of '''Rs 1,00,000/-'''
+
|All the '''Fund '''allocation details pertaining to the particular library, now appears in a tabular form.
  
 
|-
 
|-
|07:44
+
|07:42
|The next field is '''If amounts changed, round to a multiple of:'''
+
|From the options on the left side, click on''' Budgets.'''
  
I will leave the field blank.
+
|-
 +
|07:47
 +
|I will now show how to duplicate a budget.
  
 
|-
 
|-
|07:53
+
|07:51
|Going further, we have the checkbox for''' Mark the original Budget as inactive.'''
+
|But before that, we must first learn why we should duplicate a Budget.
  
 
|-
 
|-
| 08:00
+
| 07:57
|On doing so, the original''' Budget '''can no longer be used. Again, I will leave this box blank.
+
|Suppose the Budget amount and amount of '''Funds''' is same for the next '''financial year.'''
 +
 
 +
In that case, we can simply duplicate the '''Budget'''.
  
 
|-
 
|-
|08:09
+
| 08:08
|Lastly, we have the checkbox for '''Set all funds to zero.'''
+
|This will help the '''Library staff '''to save a lot of time and effort.
  
 
|-
 
|-
| 08:15
+
| 08:14
|Check this box if you want the new '''Budget '''to have the same '''Fund''' structures as the previous '''Budget.'''
+
|To do so, click on the tab '''Actions''' located at the extreme right of that '''Budget name.'''
  
 
|-
 
|-
 
| 08:22
 
| 08:22
|But please note- no allocations will be allowed until you manually enter an amount in the '''Fund.'''
+
|From the drop-down, select Duplicate
I will leave this also as blank for now.
+
  
 
|-
 
|-
|08:34
+
|08:26
|After all the details are entered, click on '''Save changes''' at the bottom of the page.
+
|A new page '''Duplicate Budget''' opens.
  
 
|-
 
|-
|08:42
+
| 08:30
|The details entered for the duplicate budget '''Spoken Tutorial Library 2017-2018 Phase II '''appears on the '''Budgets administration''' page.
+
|Enter the new '''Start date''' and '''End date'''. I will enter the dates for the next year’s '''Budget'''-
  
 
|-
 
|-
| 08:54
+
| 08:39
| Let us learn how to allocate funds for a '''Fiscal year.'''
+
|'''Start date: '''as '''04/01/2017 (MM/DD/YYYY)'''
 +
 
 +
'''End date: '''as '''03/31/2018 (MM/DD/YYYY)'''
  
 
|-
 
|-
|08:59
+
|08:53
|On the same table, click on the particular '''Budget Name''' to which the fund has to be allocated.
+
|Next is''' Description.'''
  
 
|-
 
|-
|09:06
+
| 08:56
|I will click on''' Spoken Tutorial Library 2016-2017 Phase I.'''
+
|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.
  
 
|-
 
|-
|09:15
+
| 09:10
|A new page '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I', '''opens.
+
|But I will rename it as '''Spoken Tutorial Library 2017-2018, Phase II.'''
 +
 
 +
You may enter something relevant for your library.
  
 
|-
 
|-
 
|09:24
 
|09:24
|Just above the '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I’, '''locate and click on the tab '''New.'''
+
|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.
  
 
|-
 
|-
|09:36
+
| 09:38
|From the dropdown, select '''New fund for Spoken Tutorial Library 2016-2017 Phase I.'''
+
|Recall, that an amount of '''Rs 5,00,000/- '''was approved for '''Spoken Tutorial Library.'''
  
 
|-
 
|-
|09:46
+
| 09:45
|In the new page that opens up, fill in the details such as:
+
|Hence, I will enter '''-20%''' (minus 20 percent) to take out an amount of '''Rs 1,00,000/-'''
 
+
'''Fund code: Books'''
+
 
+
'''Fund name: Books fund'''
+
  
 
|-
 
|-
| 09:57
+
|09:54
|Enter the '''Amount''' as''': 25000'''
+
|The next field is '''If amounts changed, round to a multiple of:'''
  
'''Warning at (%): 10'''
+
I will leave the field blank.
  
 
|-
 
|-
| 10:05
+
|10:03
|For '''Warning at (amount):''' As I have already filled in '''Warning at (%)''', I will skip this '''field'''.
+
|Going further, we have the checkbox for''' Mark the original Budget as inactive.'''
  
 
|-
 
|-
| 10:12
+
| 10:10
|I will also skip the '''fields, Owner:''' and '''Users'''
+
|On doing so, the original''' Budget '''can no longer be used. Again, I will leave this box blank.
  
 
|-
 
|-
| 10:18
+
|10:19
|For '''Library: '''select '''Spoken Tutorial Library''' from the drop down.
+
|Lastly, we have the checkbox for '''Set all funds to zero.'''
  
 
|-
 
|-
| 10:24
+
| 10:25
|I will leave''' Restrict access to: '''as it is.
+
|Check this box if you want the new '''Budget '''to have the same '''Fund''' structures as the previous '''Budget.'''
  
 
|-
 
|-
| 10:29
+
| 10:32
|I will leave''' Statistic 1 done on''' and '''Statistic 2 done on:''' blank.
+
|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.
|-
+
|10:37
+
|After all the details are filled, click on the '''Submit '''button at the bottom of the page.
+
  
 
|-
 
|-
 
|10:44
 
|10:44
|All the '''Fund '''allocation details pertaining to the particular library, now appears in a tabular form.  
+
|After all the details are entered, click on '''Save changes''' at the bottom of the page.
  
 
|-
 
|-
 
|10:52
 
|10:52
|You may now log out from your '''Koha Superlibrarian''' account.
+
|The details entered for the duplicate budget '''Spoken Tutorial Library 2017-2018 Phase II '''appears on the '''Budgets administration''' page.
  
 
|-
 
|-
|10:57
+
|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. '''
 
|To do so, first go to the top right corner, click on''' Spoken Tutorial Library. '''
  
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|-
 
|-
|11:09
+
|11:21
 
| Let us summarize-
 
| Let us summarize-
  
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|-
 
|-
| 11:22
+
| 11:34
 
|'''Assignment for Budget'''
 
|'''Assignment for Budget'''
  
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|-
 
|-
| 11:32
+
| 11:44
 
| Assignment for allocation of Funds
 
| Assignment for allocation of Funds
  
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|-
 
|-
| 11:41
+
| 11:53
 
| The video at the following link summarises the '''Spoken Tutorial''' project.Please download and watch it.
 
| The video at the following link summarises the '''Spoken Tutorial''' project.Please download and watch it.
  
 
|-
 
|-
|11:49
+
|12:01
 
|The '''Spoken Tutorial''' Project team conducts workshops and gives certificates.
 
|The '''Spoken Tutorial''' Project team conducts workshops and gives certificates.
  
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|-
 
|-
| 11:57
+
| 12:09
 
| Please post your timed queries in this forum.  
 
| Please post your timed queries in this forum.  
  
 
|-
 
|-
| 12:01
+
| 12:13
 
| '''Spoken Tutorial '''project is funded by '''NMEICT, MHRD, Government of India.'''
 
| '''Spoken Tutorial '''project is funded by '''NMEICT, MHRD, Government of India.'''
  
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|-
 
|-
| 12:13
+
| 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.
  
 
|}
 
|}

Revision as of 00:37, 28 September 2018

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

Allocate Funds

00:19 To record this tutorial, I am using

Ubuntu Linux OS 16.04

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 checkbox 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 I.
06:05 A new page Funds for 'Spoken Tutorial Library 2016-2017 Phase I', opens.
06:14 Just above the Funds for 'Spoken Tutorial Library 2016-2017 Phase I’, locate and click on the tab New.
06:26 From the dropdown, select New fund for Spoken Tutorial Library 2016-2017 Phase I.
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 appears 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 checkbox 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 checkbox 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 summarises 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.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya, Pratik kamble, Sandhya.np14