Bug 13325 - Create a nice view of budget and fund changes
Summary: Create a nice view of budget and fund changes
Status: NEW
Alias: None
Product: Koha
Classification: Unclassified
Component: Acquisitions (show other bugs)
Version: Main
Hardware: All All
: P1 - high enhancement with 91 votes (vote)
Assignee: Bugs List
QA Contact: Testopia
URL:
Keywords:
: 34049 (view as bug list)
Depends on:
Blocks: 13988
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Reported: 2014-11-21 19:34 UTC by Marjorie Barry-Vila
Modified: 2023-12-09 17:06 UTC (History)
21 users (show)

See Also:
Change sponsored?: ---
Patch complexity: ---
Documentation contact:
Documentation submission:
Text to go in the release notes:
Version(s) released in:


Attachments
mock-up of Modify Fund page to include new features (132.72 KB, application/vnd.openxmlformats-officedocument.wordprocessingml.document)
2020-02-26 22:17 UTC, Rhonda Kuiper
Details

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Description Marjorie Barry-Vila 2014-11-21 19:34:48 UTC
Hi, 
It would be nice to have logs for budgets and funds.
Then, we would know which amended funds and also have a history of changes.

Regards,

Marjorie
Comment 1 Sandre Cunha 2016-08-06 21:06:35 UTC
This is a critical issue for any library with a trust account. Additions to the budget may be made at any time, or funds may be transferred from one fund code to another. These changes need to be documented and currently the only way to do so is by capturing screen prints before and after, plus extensive use of notes.
Comment 2 Katrin Fischer 2016-08-10 06:59:12 UTC
Hi Sandre, thx for explaining!
Comment 3 Paul Thornton 2019-02-08 10:40:45 UTC
Hello 
Logs for budgets and funds would be of considerable help and would reduce the workload within our Acquisitions teams.
Comment 4 Rhonda Kuiper 2019-04-09 21:11:27 UTC
Having the ability to track transfer between budgets would be a great help to our library.  It would make reconciling with our cities budget much easier.
Comment 5 Sandy Allgood 2019-04-10 16:41:35 UTC
This would be a really nice feature to track our transfer of funds and budgets, not only for history but for our County auditing.
Comment 6 Karen Fellows 2019-04-10 16:45:11 UTC
Agree with Rhonda and Sandy.  It definitely would be nice to have an audit trail/log for the funds and budgets.
Comment 7 Laura Horgan 2019-04-11 21:20:29 UTC
For state agencies having an audit trail within the module would be quite helpful.
Comment 8 Laura Horgan 2020-02-11 16:14:38 UTC
Additionally, I think having an audit trail would be helpful in working with blanket POs.  Write now I add notes when changes are made.  I use a blanket po to track expenses for our patron driven acquisitions accounts as well as some others.
Comment 9 Rhonda Kuiper 2020-02-26 22:15:32 UTC
The acquisitions SIG discussed this enhancement and came up with some features that multiple libraries said would help their workflow.  
Some of the specific features are a history of changes to the fund that is collapsible, need a transfer between funds function as well as a add/subtract function for each account.
I have attached a mock-up of the 'Modify Fund ...' screen that would incorporate the features the libraries would like.  
Page 1 is a suggestion to make the fund modification screen accessible from the 'all available funds... page.
Page 2 shows what the current 'Modify Fund....' page looks like.
Page 3 shows the mock-up of how we would like it to look.
Any thoughts?
Comment 10 Rhonda Kuiper 2020-02-26 22:17:00 UTC
Created attachment 99678 [details]
mock-up of Modify Fund page to include new features
Comment 11 Laura Horgan 2020-05-15 18:18:47 UTC
Comment on attachment 99678 [details]
mock-up of Modify Fund page to include new features

I think this enhancement would make it much easier to edit our funds throughout the year.
Comment 12 Laura Horgan 2020-05-15 18:18:50 UTC
Comment on attachment 99678 [details]
mock-up of Modify Fund page to include new features

I think this enhancement would make it much easier to edit our funds throughout the year.
Comment 13 Lisette Scheer 2023-07-17 15:09:10 UTC
*** Bug 34049 has been marked as a duplicate of this bug. ***
Comment 14 Mathieu Saby 2023-07-17 17:30:56 UTC
Hi
you marked https://bugs.koha-community.org/bugzilla3/show_bug.cgi?id=34049 as a duplicate, but I am not sure of that.
By "logs", do you mean logs visible in /tools/viewlog.pl ?

What I meant in 34049 was not to "log" modifications that way, because logs are often disabled in production Koha for performance issues, and not easy to consult for the average librarian. I was thinking of a real "feature" permitting any fund owner/user to see the modifications of their fund. It means at least (very quick draft) 
- creating a new column inital_amount in aqbudgets
- creating a new SQL table like aqbudgets_changes
- each new line aqbudgets_changes would add or substract money (with an optional comment) to aqbudgets.budget_amount, without altering aqbudgets.inital_amount 
and of course some substantial modifications to the templates
Comment 15 Katrin Fischer 2023-10-29 10:24:57 UTC
(In reply to mathieu saby from comment #14)
> Hi
> you marked https://bugs.koha-community.org/bugzilla3/show_bug.cgi?id=34049
> as a duplicate, but I am not sure of that.
> By "logs", do you mean logs visible in /tools/viewlog.pl ?
> 
> What I meant in 34049 was not to "log" modifications that way, because logs
> are often disabled in production Koha for performance issues, and not easy
> to consult for the average librarian. I was thinking of a real "feature"
> permitting any fund owner/user to see the modifications of their fund. It
> means at least (very quick draft) 
> - creating a new column inital_amount in aqbudgets
> - creating a new SQL table like aqbudgets_changes
> - each new line aqbudgets_changes would add or substract money (with an
> optional comment) to aqbudgets.budget_amount, without altering
> aqbudgets.inital_amount 
> and of course some substantial modifications to the templates

Hi Mathieu, I have to admit I have never heard of people turning off logs for perfomance. I know that we keep the CatalougingLog off for the size it creates. My suggestion here would be to create a log for the funds/budgets only and then we could use the entries to build a nicer display than the log viewer gives us if required. A separate table could also be an option.

I believe the idea of the two bugs is the same, so we can have the discussion about requirements and implementation in one place.
Comment 16 Mathieu Saby 2023-10-29 12:47:49 UTC
Well, our vendor (Biblibre) told us not to activate the logs in general, but we did not ask specifically if logging acquisition activities could impact performances...

Anyway, my colleagues asked recently for a way to *easily* track changes to their funds by the acquisition coordinator (quite often at the end of the year). We will give a try to the logging system, maybe it could suit our needs, but I doubt that.
Comment 17 Katrin Fischer 2023-10-29 12:50:25 UTC
(In reply to mathieu saby from comment #16)
> Well, our vendor (Biblibre) told us not to activate the logs in general, but
> we did not ask specifically if logging acquisition activities could impact
> performances...
> 
> Anyway, my colleagues asked recently for a way to *easily* track changes to
> their funds by the acquisition coordinator (quite often at the end of the
> year). We will give a try to the logging system, maybe it could suit our
> needs, but I doubt that.

It doesn't work right now. There is no logging implemented for fund changes, but only other acq activities.
Comment 18 Mathieu Saby 2023-11-02 12:35:03 UTC
Well, in 22.11.05 it seems it works :
I activated acquisition's log and modified a fund (2880 euros -> 1880 euros)

A new line appeared in the logs : 

- Date
- Librarian
- Module : Acquisition
- Action : Modify a fund
- Object : 21	
- Info : {"budget_encumb_old":null,"budget_amount_new":"1880.00","budget_expend_old":"0.000000","budget_expend_new":"0.00","budget_amount_old":"2880.000000","budget_encumb_new":"","budget_amount_change":-1000}


I also added a note, but unfortunately it was not logged.
Comment 19 Katrin Fischer 2023-11-02 12:47:49 UTC
(In reply to mathieu saby from comment #18)
> Well, in 22.11.05 it seems it works :
> I activated acquisition's log and modified a fund (2880 euros -> 1880 euros)
> 
> A new line appeared in the logs : 
> 
> - Date
> - Librarian
> - Module : Acquisition
> - Action : Modify a fund
> - Object : 21	
> - Info :
> {"budget_encumb_old":null,"budget_amount_new":"1880.00","budget_expend_old":
> "0.000000","budget_expend_new":"0.00","budget_amount_old":"2880.000000",
> "budget_encumb_new":"","budget_amount_change":-1000}
> 
> 
> I also added a note, but unfortunately it was not logged.

I didn't know that! thanks for reporting back :)
Comment 20 Mathieu Saby 2023-11-02 15:50:20 UTC
I am trying to design a custom report for my libray.

By the way, the .docx attachment by Rhonda Kuiper describes **exactly** what I had in mind in https://bugs.koha-community.org/bugzilla3/show_bug.cgi?id=34049
Comment 21 Mathieu Saby 2023-11-02 16:08:42 UTC
But the name of this ticket has to be changed, as the "raw" logs now exist
Comment 22 Mathieu Saby 2023-11-06 14:59:27 UTC
Thanks for the nice new name
Comment 23 Katrin Fischer 2023-12-09 16:19:48 UTC
Mathieu, you might be interested in bug 25918!
Comment 24 Mathieu Saby 2023-12-09 16:33:22 UTC
it is a duplicate
Comment 25 Katrin Fischer 2023-12-09 17:06:21 UTC
I missed the earlier comment pointing it out already - yes, maybe we should resolve them. Just going through old bugs, it's hard to keep an overview.