# 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

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/scaled-1680-/image.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/image.png)

**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.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/scaled-1680-/Tcpimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/Tcpimage.png)

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

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/scaled-1680-/HuBimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/HuBimage.png)

**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>

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/scaled-1680-/jYKimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/jYKimage.png)

- 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:

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/scaled-1680-/RqDimage.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/RqDimage.png)

- 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.

[![image.png](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/scaled-1680-/BP8image.png)](https://alma-documentation-bookstack.azurewebsites.net/uploads/images/gallery/2026-03/BP8image.png)

- *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.