Difference between revisions of "Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English-timed"
PoojaMoolya (Talk | contribs) (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...") |
PoojaMoolya (Talk | contribs) |
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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.''' |
|- | |- | ||
Line 234: | Line 234: | ||
|- | |- | ||
− | |05:44 | + | | 05:44 |
− | | | + | | Let us learn how to allocate funds for a '''Fiscal year.''' |
|- | |- | ||
− | |05: | + | |05:49 |
− | | | + | |On the same table, click on the particular '''Budget Name''' to which the fund has to be allocated. |
|- | |- | ||
− | | 05: | + | |05:56 |
− | | | + | |I will click on''' Spoken Tutorial Library 2016-2017 Phase I.''' |
− | + | ||
− | + | ||
|- | |- | ||
− | | 06:05 | + | |06:05 |
− | | | + | |A new page '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I', '''opens. |
|- | |- | ||
− | |06: | + | |06:14 |
− | | | + | |Just above the '''Funds for 'Spoken Tutorial Library 2016-2017 Phase I’, '''locate and click on the tab '''New.''' |
|- | |- | ||
− | |06: | + | |06:26 |
− | | | + | |From the dropdown, select '''New fund for Spoken Tutorial Library 2016-2017 Phase I.''' |
|- | |- | ||
− | | 06: | + | |06:36 |
− | | | + | |In the new page that opens up, fill in the details such as: |
+ | '''Fund code: Books''' | ||
+ | |||
+ | '''Fund name: Books fund''' | ||
|- | |- | ||
− | | 06: | + | | 06:47 |
− | |''' | + | |Enter the '''Amount''' as''': 25000''' |
− | ''' | + | '''Warning at (%): 10''' |
|- | |- | ||
− | |06: | + | | 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: | + | | 07:08 |
− | | | + | |For '''Library: '''select '''Spoken Tutorial Library''' from the drop down. |
− | + | ||
− | + | ||
|- | |- | ||
− | |07:14 | + | | 07:14 |
− | | | + | |I will leave''' Restrict access to: '''as it is. |
|- | |- | ||
− | | 07: | + | | 07:19 |
− | | | + | |I will leave''' Statistic 1 done on''' and '''Statistic 2 done on:''' blank. |
|- | |- | ||
− | | 07: | + | | 07:27 |
− | | | + | |After all the details are filled, click on the '''Submit '''button at the bottom of the page. |
|- | |- | ||
− | | 07: | + | | 07:34 |
− | | | + | |All the '''Fund '''allocation details pertaining to the particular library, now appears in a tabular form. |
|- | |- | ||
− | |07: | + | |07:42 |
− | | | + | |From the options on the left side, click on''' Budgets.''' |
− | I will | + | |- |
+ | |07:47 | ||
+ | |I will now show how to duplicate a budget. | ||
|- | |- | ||
− | |07: | + | |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: | + | | 08:08 |
− | | | + | |This will help the '''Library staff '''to save a lot of time and effort. |
|- | |- | ||
− | | 08: | + | | 08:14 |
− | | | + | |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 |
− | + | ||
|- | |- | ||
− | |08: | + | |08:26 |
− | | | + | |A new page '''Duplicate Budget''' opens. |
|- | |- | ||
− | |08: | + | | 08:30 |
− | | | + | |Enter the new '''Start date''' and '''End date'''. I will enter the dates for the next year’s '''Budget'''- |
|- | |- | ||
− | | 08: | + | | 08:39 |
− | | | + | |'''Start date: '''as '''04/01/2017 (MM/DD/YYYY)''' |
+ | |||
+ | '''End date: '''as '''03/31/2018 (MM/DD/YYYY)''' | ||
|- | |- | ||
− | |08: | + | |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: | + | | 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 | |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: | + | | 09:38 |
− | | | + | |Recall, that an amount of '''Rs 5,00,000/- '''was approved for '''Spoken Tutorial Library.''' |
|- | |- | ||
− | |09: | + | | 09:45 |
− | | | + | |Hence, I will enter '''-20%''' (minus 20 percent) to take out an amount of '''Rs 1,00,000/-''' |
− | + | ||
− | ''' | + | |
− | + | ||
− | ''' | + | |
|- | |- | ||
− | | 09: | + | |09:54 |
− | | | + | |The next field is '''If amounts changed, round to a multiple of:''' |
− | + | I will leave the field blank. | |
|- | |- | ||
− | | 10: | + | |10:03 |
− | | | + | |Going further, we have the checkbox for''' Mark the original Budget as inactive.''' |
|- | |- | ||
− | | 10: | + | | 10:10 |
− | | | + | |On doing so, the original''' Budget '''can no longer be used. Again, I will leave this box blank. |
|- | |- | ||
− | | 10: | + | |10:19 |
− | | | + | |Lastly, we have the checkbox for '''Set all funds to zero.''' |
|- | |- | ||
− | | 10: | + | | 10:25 |
− | | | + | |Check this box if you want the new '''Budget '''to have the same '''Fund''' structures as the previous '''Budget.''' |
|- | |- | ||
− | | 10: | + | | 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 | |10:44 | ||
− | | | + | |After all the details are entered, click on '''Save changes''' at the bottom of the page. |
|- | |- | ||
|10:52 | |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. ''' | |To do so, first go to the top right corner, click on''' Spoken Tutorial Library. ''' | ||
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|- | |- | ||
− | |11: | + | |11:21 |
| Let us summarize- | | Let us summarize- | ||
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|- | |- | ||
− | | 11: | + | | 11:34 |
|'''Assignment for Budget''' | |'''Assignment for Budget''' | ||
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|- | |- | ||
− | | 11: | + | | 11:44 |
| Assignment for allocation of Funds | | Assignment for allocation of Funds | ||
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|- | |- | ||
− | | 11: | + | | 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. | ||
|- | |- | ||
− | | | + | |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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|- | |- | ||
− | | | + | | 12:09 |
| Please post your timed queries in this forum. | | Please post your timed queries in this forum. | ||
|- | |- | ||
− | | 12: | + | | 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: | + | | 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. |