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

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|-
 
|-
 
| 00:01
 
| 00:01
−
| Welcome to the''' Spoken Tutorial '''on '''Add a Budget and '''allocate''' Funds.'''
+
| Welcome to the''' Spoken Tutorial '''on '''Add a Budget and allocate Funds.'''
  
 
|-
 
|-
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|In this tutorial, we will learn how to-
 
|In this tutorial, we will learn how to-
  
−
Add a '''Budget'''  
+
Add a '''Budget''',
  
−
Make a '''duplicate Budget'''
+
Make a '''duplicate Budget''' and
  
−
Allocate''' Funds'''
+
Allocate''' Funds'''.
  
 
|-
 
|-
 
|00:19
 
|00:19
−
| To record this tutorial, I am using
+
| To record this tutorial, I am using:
  
−
'''Ubuntu Linux OS 16.04'''
+
'''Ubuntu Linux OS 16.04''' and
  
 
'''Koha version 16.05'''
 
'''Koha version 16.05'''
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|-
 
|-
 
| 00:33
 
| 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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| Before we begin, let us understand what are '''Budgets'''.
 
| Before we begin, let us understand what are '''Budgets'''.
  
−
'''Budgets''' are used for tracking '''accounting''' values related to '''Acquisitions'''.
+
'''Budgets''' are used for tracking accounting values related to '''Acquisitions'''.
  
 
|-
 
|-
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|-
 
|-
 
| 01:18
 
| 01:18
−
| For example-  '''Create a Budget '''for the current '''year 2017'''
+
| For example-  '''Create a Budget '''for the current '''year 2017'''.
 
|-
 
|-
 
|01:25
 
|01:25
−
|  Split it into '''Funds''' for different areas such as:
+
|  Split it into '''Funds''' for different areas such as '''Books''', '''Journals''' and/or  '''Databases'''.
−
 
+
−
'''Books'''
+
−
 
+
−
'''Journals '''and/or  '''Databases'''
+
  
 
|-
 
|-
 
|01:38
 
|01:38
−
|Please note-
+
|Please note,'''Budgets '''can either be created -
−
 
+
from scratch or by duplicating any of the previous years’ '''Budget'''  
−
'''Budgets '''can either be created - From scratch or By duplicating any of the previous years’ '''Budget'''  
+
  
 
|-
 
|-
 
| 01:50
 
| 01:50
−
| or By duplicating the immediate previous year’s '''Budget''' or By closing 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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|-
 
|-
 
| 02:10
 
| 02:10
−
| On the '''Koha Home page '''click on '''Acquisitions.'''
+
| On the ''''Koha' Home page '''click on '''Acquisitions.'''
  
 
|-
 
|-
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|-
 
|-
 
|02:21
 
|02:21
−
|Now click on the tab''' New budget.'''
+
|Now, click on the tab''' New budget.'''
  
 
|-
 
|-
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|-
 
|-
 
| 02:31
 
| 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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|-
 
|-
 
|03:07
 
|03:07
−
|Next we have to give a description for our '''Budget'''.  
+
|Next we have to give a '''description''' for our '''Budget'''.  
  
 
|-
 
|-
 
| 03:11
 
| 03:11
−
|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.
  
 
|-
 
|-
 
|03:17
 
|03:17
−
|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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|-
 
|-
 
| 03:32
 
| 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.'''
  
 
|-
 
|-
 
| 03:41
 
| 03:41
−
|Note that:
+
|Note that this '''field''' accepts only numerals and decimals.
−
 
+
−
This '''field''' accepts only numerals and decimals.
+
  
 
|-
 
|-
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|-
 
|-
 
| 04:08
 
| 04:08
−
|  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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|-
 
|-
 
|04:31
 
|04:31
−
|Next is the checkbox for '''Lock budget'''.
+
|Next is the check-box for '''Lock budget'''
  
 
|-
 
|-
 
| 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.'''
  
 
|-
 
|-
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|-
 
|-
 
|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.
  
 
|-
 
|-
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|-
 
|-
 
| 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.
  
 
|-
 
|-
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|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'''.
  
 
|-
 
|-
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|-
 
|-
 
|05:56
 
|05:56
−
|I will click on''' Spoken Tutorial Library 2016-2017 Phase I.'''
+
|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 I', '''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 I’, '''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 dropdown, select '''New fund for Spoken Tutorial Library 2016-2017 Phase I.'''
+
|From the drop-down, select '''New fund for Spoken Tutorial Library 2016-2017 Phase 1.'''
  
 
|-
 
|-
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|-
 
|-
 
| 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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|-
 
|-
 
| 07:34
 
| 07:34
−
|All the '''Fund '''allocation details pertaining to the particular library, now appears in a tabular form.  
+
|All the '''Fund '''allocation details pertaining to the particular library, now appear in a tabular form.  
  
 
|-
 
|-
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|-
 
|-
 
| 07:57
 
| 07:57
−
|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'''.
+
  
 
|-
 
|-
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|-
 
|-
 
| 08:22
 
| 08:22
−
|From the drop-down, select Duplicate
+
|From the drop-down, select '''Duplicate'''.
  
 
|-
 
|-
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|-
 
|-
 
| 08:56
 
| 08:56
−
|Note that-
+
|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.
−
'''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
 
| 09:10
−
|But I 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.
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|-
 
|-
 
|09:24
 
|09:24
−
|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 years’ '''Budget '''  Or carry forward the same amount.
+
enter the percentage that needs to be taken out from the previous years’ '''Budget '''. Or, carry forward the same amount.
  
 
|-
 
|-
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|-
 
|-
 
|10:03
 
|10:03
−
|Going further, we have the checkbox 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 checkbox for '''Set all funds to zero.'''
+
|Lastly, we have the check-box for '''Set all funds to zero.'''
  
 
|-
 
|-
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|-
 
|-
 
|11:04
 
|11:04
−
| You may now log out from the Koha Superlibrarian Account
+
| You may now log out from the '''Koha Superlibrarian Account'''
  
 
|-
 
|-
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| Let us summarize-
 
| Let us summarize-
  
−
In this tutorial we learnt to- Add a '''Budget'''  
+
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'''.
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|-
 
|-
 
| 11:53
 
| 11:53
−
| The video at the following link summarises 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.
  
 
|-
 
|-
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|-
 
|-
 
| 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.
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|-
 
|-
 
| 12:25
 
| 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.
  
 
|}
 
|}

Latest revision as of 16:39, 21 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

01:50 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 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 (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 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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