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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
Applying Lost Status from the Patron Record

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

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3: Display All Loans In the Loan Display dropdown, select <All Loans>; 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.

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


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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>

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  • 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:

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  • 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. 

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  • 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.
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