One or more budgets can be used to help track and monitor library expenditure for new books and 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 items purchased during that defined period of time can be allocated to a single budget. At any time you can run a budget report to check different states of expenditure. Budgets can be optionally aligned to Cost Centres. 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, subscriptions budget, etc.

At any time you can check a budget to review the state of expenditure on items acquired through your chosen Acquisitions workflow and for which a budget has been allocated.

Note: The cost of subscriptions to physical items, e.g., periodicals, are treated as an expenditure for each subscription at a point in time. Only the overall subscription expenditure can be allocated to a budget and included in budget calculations, not the cost of individual issues for the period of the subscription.

Allocating Costs To Budgets

A budget can be associated with the purchase cost of:

1. Every line item on the order via an overall, as selected, Default Budget.
2. Where multiple line items are on an order, selected individual line items on the order.
3. Where multiple copies are on a line item, individual copies of items on a single line item.
   Note: Delivery costs and taxes associated with an order are not allocated to budgets unless they are manually apportioned across the items on an order during theworkflow phase when individual items are accessioned.

Go to: Acquisitions > Budgeting > Budgets

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

1. Show inactive - toggle to show/hide budgets that are active/inactive. Note: An inactive budget has been disabled (see Disabled Budgets below).
2. BUDGET - the name of the budget.
3. AMOUNT - amount allocated to the budget.
4. 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.
5. SPENT - amount spent from this budget for orders delivered/received, dynamically updated each time an order or part order is received and copies accessioned.
6. REMAINING - amount remaining/uncommitted/unspent for this budget.
7. START - start date of the budget period.
8. END - end date of the budget period.
9. COST CENTRE - defined cost centre to which this budget is assigned if cost centres are used.
10. - edit this budget.
11. - merge this budget with another budget.
12. - delete 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.
4. Cost Centre - the cost centre aligned with this budget if required.
5. Start Date - beginning of the budget period.
6. End Date - end of the budget period.
7. Spent Is Invoiced:
   1. - when receiving items on an order and the invoice has been recorded for the order, unit item cost/s will be subtracted from this budget as expenditure against this budget to maintain budget reporting accuracy
   2. - when receiving ordered items but not recording the invoice for the order, in an attempt to maintain budget reporting accuracy will be made
8. Include Placed:
   1. - include order amounts in theworkflow status as spent in budget calculations
   2. - exclude order amounts in theworkflow status from spent in budget calculations
9. Notes - optionally record notes that may be helpful in managing or monitoring this budget.
10. these budget details.

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. Set Spent is Invoiced.  Invoices will not be added for donations, and this setting will ensure that no costs will be displayed in Budgeting if costs have been entered in the resource/copy record.
   Note: If you set the budget option of Spent is Invoiced to the cost will appear a negative in the Budget Reports regardless of the Allocated amount being set to $0. It will show as n/a in the Remaining Column, when there is no allocation.
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. - disable this budget. Note: Inactive budgets are disabled and 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 merge into.
3. Adjust Target Allocated amount if necessary. 
4. Select the Target Cost Centre.
5. Budget Start and End Dates may be entered if changes are necessary, or left blank for existing date range to be left unchanged.
6. .
   Note: Supplier 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.