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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:,


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:




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