|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
|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
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.|
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
|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:
|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.|
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
|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.|