Item's Home Institution: Library Staff Manually Applying Lost Item Status

This workflow explains how library staff manually mark an item as Lost from a patron’s active loan record in Alma. 

When to Reference This Document:

Use this procedure when:

• A patron reports an item as Lost
• An item is significantly overdue and meets local lost-item policy
• Staff determine that recovery is unlikely and financial resolution must begin
• Reconciliation or billing processes require formal lost status

When an item is marked Lost:

• The loan status changes to Lost
• Replacement fees (if configured) are applied
• The patron’s Active Balance updates
• Alma automatically sends the Ful Lost Loan letter

This workflow aligns with standard Alma fulfillment configuration and common consortium policy practice.

Required Roles

• Fulfillment Operator
• Circulation Desk Manager

1: Locate the Patron Record Navigate to Fulfillment > Checkout/Checkin > Manage Patron Services> Search for and open the patron record

Note: The Lost status must be applied to the active loan itself. This step ensures fees and notifications are correctly tied to the borrowing patron.

2: Open the Loans Tab Select the <Loans> tab

3: Display All Loans In the Loan Display dropdown, select <All>; Locate the item that should be marked Lost

Note: Some items may not appear under “This Session.” Always switch to All Loans to avoid marking the wrong item.

4: Apply Lost Status In the loan row, open the row action menu (⋯); Select <Lost>

5: Confirm the Lost Status The Lost Item dialog box will open and indicate the item's new Lost status and the Lost Item Replacement fee (if configured); Review the fee information and Select <OK>

• A green dialog box will also appear from the right hand side of the screen indicating that the item's status has been updated to Lost. 
• The Loan record will then update to reflect the associated fines and Lost status:

• The system will:
  • Change the loan status to Lost
  • Update the patron’s Active Balance
  • Trigger the Ful Lost Loan letter

What Happens Automatically

When Lost status is applied:

• The item remains attached to the patron
• Replacement charges are applied (based on local configuration)
• The patron receives notification
• The item is no longer renewable
• The item is removed from standard circulation until resolved

Frequently Asked Questions 

• Does marking an item Lost block the patron?
  • Not automatically. Blocks depend on your Terms of Use configuration and balance thresholds.
• Can staff override the replacement fee?
  • Yes. Fees can be adjusted or waived under the Fines/Fees tab if local policy permits.
• Does Alma always send a notice?
  • Yes, if the Ful Lost Loan letter is enabled in configuration.
• What if the wrong item is marked Lost?
  • Select <Return> to Discharge the item if returned, or select <Found> to restore the loan manually; Adjust fees as needed. 

• Should I use Lost or Claims Returned?
  • Use Lost when the patron acknowledges the item is lost or recovery is unlikely.
  • Use Claims Returned when the patron states they already returned the item.