If you use budgets, you track and monitor budget expenditure for new books, other library items, and consumables as the expenditure is planned or completed over a defined period of time, e.g., an academic year, a calendar year, or a defined period of months.


Budgets usually have an allocated amount of money for a defined period of time and the cost of each item or set of items purchased during that defined period of time can be allocated to a single budget. At any time you can check different states of expenditure. Based on school preferences, you can choose to:

  1. Not use budgets, or
  2. Run a single consolidated budget, e.g., Library Budget, allocating all expenditure for all purchases to this one budget, or
  3. Run multiple budgets as required, e.g., a History Department budget, an English Department budget, Fiction Budget, Non-fiction Budget, Consumables Budget, Subscriptions Budget, etc.

At any time you can check expenditure against defined budgets and review the financial state of budgets for items acquired through your chosen Acquisitions workflow and for which a budget has been assigned.


Go to: Acquisitions > Budgeting > Budget Realisation


Current active budgets will be listed and expenditure for each defined budget will be calculated and displayed based on the following descriptions:

  1. Start School Year - choose the month your realisation report should start.
  2. YEAR - click to display expenditure toggle to show/hide budgets that are active/inactive. Note: An inactive budget has been disabled (see Disabled Budgets below).
  3. ALLOCATED - the name of the budget.
  4. SUM - amount allocated to the budget.
  5. PLACED - amount committed to orders that have been placed with a supplier but awaiting delivery/receipt, dynamically updated each time a new order is placed, edited or items are accessioned.
  6. SPENT - amount spent from this budget for orders delivered/received, dynamically updated each time an order or part order is received and copies accessioned.
  7. REMAINING - amount remaining/uncommitted/unspent for this budget.


Note: Because items on order can be at various stages of preparation, in-process, and completion, amounts displayed should be read as a guide to expenditure for a specific budget rather than a precise budget status.


Add A New Budget

  1. - click to add a new budget.
  2. Budget Name - give your budget a suitable name, e.g., Library Budget (202_), History Department (202_).
  3. Allocated - the amount of money allocated to this budget. Note: The amount of funds allocated to this budget.
  4. Cost Centre - the cost centre aligned with this budget if req.
  5. Start Date - beginning of the budget period.
  6. End Date - end of the budget period.
  7. Spent Is Invoiced - amount spent is included on a recorded invoice.
  8. Include Placed - amounts associated with placed orders should be treated as spent. 
  9. Notes - notes about this budget.
  10. Re-Budget Resources of this Timeframe - check to re-assign resources whose catalogued date (NOT Received Date) is within this budget range to this budget, if the resource is currently assigned to a budget that has no date and has the same cost centre. Note: This option is only available in budget creation mode and not in budget edit mode.  
  11. the budget.


Once a budget has been saved it will be automatically enabled and available in the ordering process. Orders assigned to a budget assist in monitoring expenditure against the assigned budget.


Library Donations Budget


Donations are not paid for by your library, but they do add value to your collection and they can have a replacement cost. You can optionally choose to monitor donations on an annual basis:

  1. Create a budget as described above giving it a suitable name, e.g., Donations 202_, Donations 202_/202_, Donations Fiction.
  2. Allocate $0 to the budget. Note: A donations budget, i.e., a budget with $0 allocated, will not display summary expenditure.
  3. Catalogue donated books and align them to the appropriate budget.
  4. Go to: Reports > Catalogue > Resources/Bibliographic Records to report on donations.


Disabled Budgets


Disable lapsed budgets as required:

  1. Locate budget to be disabled.
  2. - open budget to edit details.
  3. Enabled- disable this budget. Note: Disabled budgets are inactive, retained for historical reference only, are displayed in italic font, and will not list when creating new orders.


Merge Budgets

  1. - choose source Budget to merge from.
  2. - choose Target Budget to merger into.
  3. .
    Note: Budget merges are irreversible.


Delete A Budget

  1. - click to delete. Note: An unwanted budget can be deleted but it will no longer be possible to report expenditure assigned to that budget.