Difference between revisions of "Koha-Library-Management-System/C2/Add-Budget-and-Allocate-Funds/English-timed"
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+ | |'''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- | |
− | + | ||
− | |- | + | |
− | | 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'''. |
− | |- | + | |- |
− | |00:19 | + | |00:19 |
− | | 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 |
− | '''Koha version 16.05''' | + | '''Koha version 16.05''' |
− | |- | + | |- |
− | | 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. |
− | |- | + | |- |
− | | 00:39 | + | | 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. |
− | |- | + | |- |
− | | 00:45 | + | | 00:45 |
− | |You should also have '''Admin''' access in '''Koha.''' | + | |You should also have '''Admin''' access in '''Koha.''' |
− | |- | + | |- |
− | | 00:49 | + | | 00:49 |
− | |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. |
− | |- | + | |- |
− | | 00:56 | + | | 00:56 |
− | | Let us go ahead and learn how to add a '''Budget. ''' | + | | Let us go ahead and learn how to add a '''Budget. ''' |
− | |- | + | |- |
− | |01:01 | + | |01:01 |
− | | 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'''. |
+ | |||
+ | |- | ||
+ | | 01:13 | ||
+ | | A '''Budget '''must be defined before a fund can be created. | ||
− | |- | + | |- |
− | | 01: | + | | 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'''. | |
− | |- | + | |
− | |01:25 | + | |
− | | Split it into '''Funds''' for different areas such as '''Books''', '''Journals''' and/or '''Databases'''. | + | |
− | |- | + | |- |
− | |01:38 | + | |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''' | + | |
− | |- | + | |- |
− | | 01: | + | | 01:49 |
| or, by duplicating the immediate previous year’s '''Budget''' | | or, by duplicating the immediate previous year’s '''Budget''' | ||
− | |||
− | |- | + | |- |
− | | | + | | 01:55 |
− | | | + | | or, by closing the immediate previous year’s '''Budget'''. |
− | |- | + | |- |
− | | 02: | + | | 02:00 |
− | | | + | | As mentioned in earlier tutorials, login with the '''Superlibrarian username Bella '''and her '''password'''. |
− | |- | + | |- |
− | |02: | + | | 02:10 |
− | | | + | | On the ''''Koha' Home page '''click on '''Acquisitions.''' |
− | |- | + | |- |
− | |02: | + | |02:16 |
− | | | + | |From the options on the left side, click on''' Budgets.''' |
− | |- | + | |- |
− | |02:26 | + | |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.''' | ||
− | |- | + | |- |
− | | 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. | ||
− | |- | + | |- |
− | | 02:39 | + | | 02:39 |
− | |I will create the''' Budget''' for a '''Fiscal year.''' | + | |I will create the''' Budget''' for a '''Fiscal year.''' |
− | |- | + | |- |
− | |02:43 | + | |02:43 |
− | |Then choose the '''Start '''and '''End dates'''. | + | |Then choose the '''Start '''and '''End dates'''. |
− | |- | + | |- |
− | | 02:48 | + | | 02:48 |
− | |I will select- | + | |I will select- |
− | '''Start date: '''as '''04/01/2016 | + | '''Start date: '''as '''04/01/2016 ''' and |
− | '''End date: '''as '''03/31/2017 | + | '''End date: '''as '''03/31/2017 ''' |
− | |- | + | |- |
− | |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'''. |
− | |- | + | |- |
− | |03:26 | + | |03:26 |
− | |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.''' |
− | |- | + | |- |
− | | 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 this '''field''' accepts only numerals and decimals. | + | |Note that this '''field''' accepts only numerals and decimals. |
− | |- | + | |- |
− | |03:47 | + | |03:47 |
− | |Special characters and symbols are not allowed. | + | |Special characters and symbols are not allowed. |
− | |- | + | |- |
− | |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 | + | | 03:57 |
− | |Here, I will add '''Rs. 5,00,000/-''' as the '''Amount.''' | + | |Here, I will add '''Rs. 5,00,000/-''' as the '''Amount.''' |
− | |- | + | |- |
− | |04:03 | + | |04:03 |
− | |Next, click on '''Make a budget active'''. | + | |Next, click on '''Make a budget active'''. |
− | |- | + | |- |
− | | 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. |
− | |- | + | |- |
− | | 04:17 | + | | 04:17 |
− | | 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.''' |
− | |- | + | |- |
− | | 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.''' |
− | |- | + | |- |
− | |04:31 | + | |04:31 |
− | |Next is the check-box 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.''' |
− | |- | + | |- |
− | | 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. |
− | |- | + | |- |
− | | 07:14 | + | | 07:14 |
− | |I will leave''' Restrict access to: '''as it is. | + | |I will leave''' Restrict access to: '''as it is. |
− | |- | + | |- |
− | | 07:19 | + | | 07:19 |
− | |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'''. | ||
− | + | |- | |
− | + | | 08:08 | |
− | + | ||
− | + | ||
− | + | ||
− | |- | + | |
− | | 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 | + | |'''Start date: '''as '''04/01/2017 ''' |
− | '''End date: '''as '''03/31/2018 | + | '''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. | |
− | + | ||
− | + | ||
− | + | |- | |
+ | | 09:10 | ||
+ | |But, I will rename it as '''Spoken Tutorial Library 2017-2018, Phase II.''' | ||
− | + | You may enter something relevant for your library. | |
− | + | ||
− | + | ||
− | 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. | |
− | + | ||
− | + | ||
− | |- | + | |- |
− | |10: | + | |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: | + | |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.''' | |
− | + | ||
− | + | ||
− | 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. | |
− | + | ||
− | + | ||
+ | |- | ||
+ | | 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. |