Closing out your Budget in Koha Acquisitions

by Jessie Zairo on Sep 8, 2017

The end of the fiscal year is coming! Now, how do I close out my budget in Koha? In this Koha tutorial we will walk you through closing the budget, options for moving the unspent funds and unreceived orders, and making your budget inactive.

Get there: More > Administration > Acquisitions > Budgets

When you close out a budget, you are given the option to move or roll over unreceived orders. You also have the option to move any unspent funds from a previous budget to a new budget.

Now, before you close the budget you might want to duplicate the previous year’s budget. This will allow you to roll over your unreceived orders or funds.

You will want to go to the budget with unreceived orders on the Active budgets tab and select ‘Close’ under the ‘Actions’ dropdown menu.

One thing to remember is that in order for the unreceived orders to be automatically moved to the new budget, the fund structures in the previous budget must exist in the new budget. These funds MUST be the same.

When you select ‘Close’ you will be presented with a form.

Use the ‘Select a budget’ drop down to choose the new budget for the unreceived orders.

Check the box for ‘Move remaining unspent funds’ to move the unspent amounts from the funds of the budget being closed to the selected budget.

Once you have made your choices, click the ‘Move unreceived orders’ button. You will be presented with a dialog box that says “You have chosen to move all unreceived orders from (your current budget name here) to (the new budget name you are creating)”. You can’t undo this action, so double check everything first.

Finally, you will be prompted to continue. It will let you know that the old budget is being closed and the new budget is your new selected budget.

Budgets without unreceived orders cannot be closed. You will make the budget inactive.

Closing the budget doesn’t make it inactive. Once you finish, you will want to go back to the original budget you are closing and edit it to make it “inactive”.

Want to learn more about Koha? Follow our blog and subscribe to our YouTube channel ByWater Solutions. We post weekly about tips and tricks that will help you get the most out of your Koha system.

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