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Time Narration
00:01 Welcome to the Spoken Tutorial on How to close a Budget.
00:06 In this tutorial, we will learn the steps involved in closing a Budget.
00:14 To record this tutorial, I am using:

Ubuntu Linux OS 16.04 and Koha version 16.05.

00:28 To follow this tutorial, you should have knowledge of Library Science.
00:34 To practice this tutorial, you should have Koha installed on your system.
00:40 And, you should have Admin access in Koha.
00:44 Please refer to the Koha Spoken Tutorial series on this website for more details.
00:51 Let’s learn how to close a Budget.
00:55 Before we start, please note:

closing of a Budget is done to move the un-received orders and

01:04 the required unspent funds
01:07 from an old Budget to a new Budget.
01:11 From the previous Budget i.e.

Spoken Tutorial Library 2016-2017 Phase I

01:20 to a new Budget i.e.

Spoken Tutorial Library 2017-2018 Phase II

01:29 Please note-

Before closing a Budget, it is advisable to duplicate the immediate previous year's Budget.

01:38 To do so, the same fund structures of the previous Budget must exist in the new Budget.
01:46 For closing a Budget, do the following:

Login with the Superlibrarian username and password.

01:56 On the Koha Home page, click on Acquisitions.
02:01 From the options on the left side, click on Budgets.
02:07 On Budgets administration page, under the tab Active Budgets, locate the respective Budget.
02:16 In my case, Spoken Tutorial Library 2016-2017 Phase I.
02:24 Click on the tab Actions and from the drop-down, select the option 'Close'.
02:32 When 'Close' is selected, a new page opens up.
02:37 It says - The unreceived orders from the following funds will be moved.
02:44 On the same page, we have Select a Budget.
02:49 From the drop-down, select the Budget wherein you want to move your unreceived orders.
02:57 I will select Spoken Tutorial Library 2017-2018 Phase II.

The same Fund details need to be created in the Duplicate Budget.

03:11 This will enable us to move the unspent Budget there.
03:17 Next is 'Move remaining unspent funds'.
03:22 Clicking on this will move the unspent amounts to the new Budget.
03:28 Do so if you wish to add the unspent amount of the immediate previous year to the new Budget.

I will leave this box blank.

03:40 After all details are filled, click on Move unreceived orders button at the bottom of the page.
03:49 A dialog-box appears with the following message:
03:53 You have chosen to move all unreceived orders from 'Spoken Tutorial Library 2016-2017 Phase I' to 'Spoken Tutorial Library 2017-2018, Phase II'.
04:11 This action cannot be reversed. Do you wish to continue?.
04:17 It is important to remember that once completed, you cannot undo this process.
04:24 Click on OK under the dialog-box.
04:30 A new page opens.

Report after moving unreceived orders from Budget Spoken Tutorial Library 2016-2017 Phase I (01/04/2016 - 31/03/2017) to Spoken Tutorial Library 2017-2018 Phase II (01/04/2017 - 31/03/2018).

04:49 This page will display the Order numbers with details having Moved.
04:55 With this, we have closed the financial year's Budget.
05:00 And, we can now move on to create the next year's Budget.
05:06 This brings us to the end of this tutorial.
05:10 Let us summarize.

In this tutorial, we learnt the steps involved in closing a Budget.

05:19 For Assignment-

In an earlier tutorial assignment, you had added a new Budget of Rs. 50 Lakhs. As an assignment, close that Budget.

05:33 The video at the following link summarizes the Spoken Tutorial project. Please download and watch it.
05:41 The Spoken Tutorial Project team:

conducts workshops and gives certificates.

05:47 For more details, please write to us.
05:51 Post your timed queries in this Forum.


05:56 Spoken Tutorial project is funded by NMEICT, MHRD, Government of India. More information on this mission is available at this link.
06:08 This is Bella Tony from IIT Bombay, signing off. Thank you for joining.

Contributors and Content Editors

Nancyvarkey, Pratik kamble, Sandhya.np14