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

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

Revision as of 17:53, 11 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
01:49 or, by duplicating the immediate previous year’s Budget
01:55 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 and

End date: as 03/31/2017

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

End date: as 03/31/2018

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.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya, Pratik kamble, Sandhya.np14

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