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

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| 00:01
 
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| Welcome to the''' Spoken Tutorial '''on '''Add a Budget and '''allocate''' Funds.'''
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| 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-
  
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Add a '''Budget'''  
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Add a '''Budget''',
  
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Make a '''duplicate Budget'''
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Make a '''duplicate Budget''' and
  
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Allocate''' Funds'''
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Allocate''' Funds'''.
  
 
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|00:19
 
|00:19
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| To record this tutorial, I am using
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| To record this tutorial, I am using:
  
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'''Ubuntu Linux OS 16.04'''
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'''Ubuntu Linux OS 16.04''' and
  
 
'''Koha version 16.05'''
 
'''Koha version 16.05'''
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| 00:33
 
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| To follow this tutorial, you should have knowledge of '''Library Science.'''
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| 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'''.
  
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'''Budgets''' are used for tracking '''accounting''' values related to '''Acquisitions'''.
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'''Budgets''' are used for tracking accounting values related to '''Acquisitions'''.
  
 
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| For example-  '''Create a Budget '''for the current '''year 2017'''
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| For example-  '''Create a Budget '''for the current '''year 2017'''.
 
|-
 
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|01:25
 
|01:25
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|  Split it into '''Funds''' for different areas such as:
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|  Split it into '''Funds''' for different areas such as '''Books''', '''Journals''' and/or  '''Databases'''.
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'''Books'''
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'''Journals '''and/or  '''Databases'''
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|01:38
 
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|Please note-
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|Please note,'''Budgets '''can either be created -
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from scratch or by duplicating any of the previous years’ '''Budget'''  
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'''Budgets '''can either be created - From scratch or By duplicating any of the previous years’ '''Budget'''  
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| 01:50
 
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| or By duplicating the immediate previous year’s '''Budget''' or By closing the immediate previous year’s '''Budget'''
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| or, by duplicating the immediate previous year’s '''Budget'''  
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or, by closing the immediate previous year’s '''Budget'''.
  
 
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| On the '''Koha Home page '''click on '''Acquisitions.'''
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| On the ''''Koha' Home page '''click on '''Acquisitions.'''
  
 
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|Now click on the tab''' New budget.'''
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|Now, click on the tab''' New budget.'''
  
 
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|'''Budget''' can be created for- An '''Academic year, ''' '''Fiscal year''' or  a '''Quarter year''', etc.  
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|'''Budget''' can be created for- an '''Academic year,''' '''Fiscal year''' or  a '''Quarter year''' etc.  
  
 
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|Next we have to give a description for our '''Budget'''.  
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|Next we have to give a '''description''' for our '''Budget'''.  
  
 
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|This will help us to identify it later at the time of '''ordering'''.
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|This will help us to identify it later, at the time of ordering.
  
 
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|Here I will type '''Spoken Tutorial Library 2016-2017 Phase I'''
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|Here, I will type: '''Spoken Tutorial Library 2016-2017 Phase I'''.
  
 
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|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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|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
 
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|Note that:
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|Note that this '''field''' accepts only numerals and decimals.
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This '''field''' accepts only numerals and decimals.
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|  On doing so, the '''budget '''becomes usable when placing '''orders''' in the '''Acquisitions''' module
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|  On doing so, the '''budget '''becomes usable when placing '''orders''' in the '''Acquisitions''' module.
  
 
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|Next is the checkbox for '''Lock budget'''.
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|Next is the check-box for '''Lock budget'''
  
 
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|Which means '''Funds''' cannot be modified later by the '''library staff.'''
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|which means '''Funds''' cannot be modified later by the '''library staff.'''
  
 
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|Here, we can see the details that were added earlier in the''' +New Budget page.'''
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|Here, we can see the details that were added earlier in the''' +New Budget''' page.
  
 
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|  '''Description '''under the tab '''Budget name'''
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|  description under the tab '''Budget name''',
  
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'''Start date:'''
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'''Start date:''',
  
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'''End date:'''
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'''End date:''',
  
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'''Total amount:'''
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'''Total amount:''',
  
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'''Actions:'''
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'''Actions:'''.
  
 
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|05:19
 
|05:19
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|We can also edit, delete or duplicate a particular '''Budget''', as required.
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|We can also '''edit''', delete or duplicate a particular '''Budget''' as required.
  
 
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Revision as of 20:53, 15 October 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 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 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

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