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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-

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:


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:


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 I will now show how to duplicate a budget.
05:48 But before that, we must first learn why we should duplicate a Budget.
05:54 Suppose the Budget amount and amount of Funds is same for the next financial year.

In that case, we can simply duplicate the Budget.

06:05 This will help the Library staff to save a lot of time and effort.
06:11 Let’s proceed and click on Duplicate.
06:16 A new page Duplicate Budget opens.
06:20 Enter the new Start date and End date. I will enter the dates for the next year’s Budget-

06:29 Start date: as 04/01/2017 (MM/DD/YYYY)

End date: as 03/31/2018 (MM/DD/YYYY)

06:43 Next is Description.
06:45 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.

07:00 But will rename it as Spoken Tutorial Library 2017-2018, Phase II.

You may enter something relevant for your library.

07:14 In the field for Change amounts by:
07:18 Enter the percentage that needs to be taken out from the previous years’ Budget Or carry forward the same amount.
07:28 Recall, that an amount of Rs 5,00,000/- was approved for Spoken Tutorial Library.
07:35 Hence, I will enter -20% (minus 20 percent) to take out an amount of Rs 1,00,000/-
07:44 The next field is If amounts changed, round to a multiple of:

I will leave the field blank.

07:53 Going further, we have the checkbox for Mark the original Budget as inactive.
08:00 On doing so, the original Budget can no longer be used. Again, I will leave this box blank.
08:09 Lastly, we have the checkbox for Set all funds to zero.
08:15 Check this box if you want the new Budget to have the same Fund structures as the previous Budget.
08:22 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.

08:34 After all the details are entered, click on Save changes at the bottom of the page.
08:42 The details entered for the duplicate budget Spoken Tutorial Library 2017-2018 Phase II appears on the Budgets administration page.
08:54 Let us learn how to allocate funds for a Fiscal year.
08:59 On the same table, click on the particular Budget Name to which the fund has to be allocated.
09:06 I will click on Spoken Tutorial Library 2016-2017 Phase I.
09:15 A new page Funds for 'Spoken Tutorial Library 2016-2017 Phase I', opens.
09:24 Just above the Funds for 'Spoken Tutorial Library 2016-2017 Phase I’, locate and click on the tab New.
09:36 From the dropdown, select New fund for Spoken Tutorial Library 2016-2017 Phase I.
09:46 In the new page that opens up, fill in the details such as:

Fund code: Books

Fund name: Books fund

09:57 Enter the Amount as: 25000

Warning at (%): 10

10:05 For Warning at (amount): As I have already filled in Warning at (%), I will skip this field.
10:12 I will also skip the fields, Owner: and Users
10:18 For Library: select Spoken Tutorial Library from the drop down.
10:24 I will leave Restrict access to: as it is.
10:29 I will leave Statistic 1 done on and Statistic 2 done on: blank.
10:37 After all the details are filled, click on the Submit button at the bottom of the page.
10:44 All the Fund allocation details pertaining to the particular library, now appears in a tabular form.
10:52 You may now log out from your Koha Superlibrarian account.
10:57 To do so, first go to the top right corner, click on Spoken Tutorial Library.

Then from the drop-down, select Log out.

11:09 Let us summarize-

In this tutorial we learnt to- Add a Budget

Make a duplicate Budget and

Allocate Funds

11:22 Assignment for Budget

Add a new Budget for Financial year with Budget allocation of Rs.50 Lakhs

11:32 Assignment for allocation of Funds

Allocate funds of Rs 20 Lakhs for Non-print material.

11:41 The video at the following link summarises the Spoken Tutorial project.Please download and watch it.
11:49 The Spoken Tutorial Project team conducts workshops and gives certificates.

For more details, please write to us.

11:57 Please post your timed queries in this forum.
12:01 Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.

More information on this mission is available at this link.

12:13 This is Bella Tony from IIT Bombay signing off.Thank you for joining.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya, Pratik kamble, Sandhya.np14