Skip to main content

Item's Home Institution: Reporting on Lost Items

This workflow explains how to:

  • Search for items in Alma that are currently marked as <Lost>
  • Review the Found Lost Items Report to identify items that have been returned and had their associated fees automatically adjusted

Use this workflow when:

  • Monitoring lost materials in your local collection
  • Supporting billing, reconciliation, or audit processes
  • Identifying items that have been returned after being declared lost
  • Coordinating with bursar or financial systems to ensure accurate fee removal
Required Roles

  • Fulfillment Operator

  • Circulation Desk Manager

  • Access Services Manager

PART A: Searching for Items Marked as <Lost>

1: Open Advanced Search Select the <Advanced Search> link in Alma

image.png

3: Apply Process Type Filter

  • In the search criteria:
    • Select <Physical Item: Process Type>
    • Set the operator to <Equals>
    • Select <Lost>

4: Run the Search Click <Search>

image.png

5: Review Results The results list will display all items currently marked as Lost

    Review item details as needed, including:
      Location Barcode Associated patron (via loan record) You can also use the Export icon drop-down menu to download an Excel spreadsheet of the report; Alma provides two options when exporting results to Excel. These options determine how much data is included and how it is structured in the exported file:
        <Excel Current View> Exports only the fields that are currently visible on the screen.
          What this includes:
            Columns displayed in your current results view Any column customizations you have applied (for example, reordered or hidden fields) A simplified dataset focused on what staff are actively viewing When to use this option:
              Quick review or sharing of visible results Basic reporting or troubleshooting Situations where only key fields are needed <Excel All Fields> Exports a complete dataset for each record, including fields that are not visible in the current view.
                What this includes:
                  All available metadata for the record Additional system fields not displayed in the UI More detailed and comprehensive information When to use this option:
                    Detailed analysis or auditing
                    Situations where hidden or backend data may be needed

                    image.png

                     
                    What Happens Automatically in Alma: When a Lost item is returned:

                      Alma removes or adjusts the lost item fee (based on configuration)

                      The loan is updated or closed

                      The item is no longer in Lost status

                      The transaction is recorded in the Found Lost Items Report

                      Frequently Asked Questions

                        Why should I search for lost items regularly?

                          To monitor outstanding materials and support reconciliation, billing, and collection management.

                          Do I need to remove fees manually in Alma?

                            Usually no. Alma handles this automatically based on configuration, but external systems may still require action.

                            What if an item still appears as lost after being returned?

                              Verify that the item was properly discharged and that the loan status updated correctly.

                              How often should the report be reviewed?

                                Follow your library's in-house policies for guidance

                                Does this report include CLS Lost items? 
                                  No. CLS Lost items can only be provided from the Network Zone. However, you can always submit a WRLC Service Desk ticket to make a request for a CLS NZ Loan Report of your library's patrons.