Circulation - Marking Items Lost

Circulation - Marking Items Lost

About

This article covers how to mark items lost using the Mark Item Lost wizard.


Properties

Basics

Properties are workstation specific. To adjust properties:
1. Close the wizard that you want to adjust if it's already open.
2. Right-click on the wizard name and select Properties...
Right-click menu

3. At the top of the window where it says Display property page, select Never.
Display property page setting
If you select Wizard Startup, the properties window will open every time you open the wizard, and any changes you make to the properties will only last for the duration of the session.
4. If you have questions about settings, consult the Knowledge Base or press F1 (WorkFlows Help).
5. When you're finished making changes, click OK.
6. When you close WorkFlows, select Yes when prompted to save changes.
Save changes pop-up

Behavior Tab

Wizard properties behavior tab

Automatically bill for lost item: checking this prompts a pop-up window to open that allows you to:
  1. Enter a bill amount
  2. Enter a processing fee amount
  3. Bill the user and pay the bill later
  4. Bill the user and pay the bill now
  5. Cancel the bill (while still marking the item lost)

Pay Now: checking this adds the Pay Now button to the pop-up window described above.

Display item from the search before marking it lost: checking this displays a list of the user's current checkouts when you search with the User Search helper.

At end of wizard:
  1. Show checked buttons: selecting this will allow you to choose which buttons appear at the bottom of the wizard - Mark Another Item Lost and / or Close. By default they're both selected.
  2. Perform selected action: selecting this will allow you to choose what will automatically happen after you mark an item lost - Mark Another Item Lost or Close.
Payment types that open cash drawer: if a cash drawer is configured, click the diamond-shaped gadget to choose which payment types will open the cash drawer.

Defaults Tab

Wizard properties defaults tab

From the Defaults tab you can choose your workstation's default payment type (e.g. CASH). The credit account functionality isn't currently configured for the MSC, so you can leave the Credit reason drop-down alone.

Helpers Tab

Wizard properties helpers tab

Item Search: checking this will add the Item Search helper to the wizard. Click the Item Search button to configure your default search type (e.g. browse), search index (e.g. title), and search library (e.g. ALL).

User Search: checking this will add the User Search helper to the wizard. Click the User Search button to configure your default search type, search index, etc.

Start with search helper: checking this means the Item Search helper will automatically open with you open the wizard.

Lost vs Missing

An item is considered lost if it's been checked out and the user can't find it. Lost items charge users a replacement fee. An item is considered missing if you can't find it when it's supposed to be on the shelf.

Marking Items Lost

When staff mark an item lost:
  1. The item's current location / status changes to LOST-CLAIM.
  2. The user is charged a LOST fee, depending on your settings (see Properties - Behavior Tab).
  3. The checkout stays on the user's account with an inactive status.
  4. The lost item is shadowed in the system so patrons won't be able to discover it in the online catalog.
  5. The lost item won't be eligible to fill holds or have holds placed on it.
To mark an item lost:
1. Open the Mark Item Lost wizard (Circulation module > Items toolbar > Mark Item Lost).
2. Pull up the lost item record.
  1. If you know the item ID you can enter it.
  2. You can look the item up by user with the User Search helper (screenshot below).
  3. You can look the item up with the Item Search helper.
3. Check the item(s) you want to mark lost (if using the User Search helper).


4. Click Mark Item Lost.

5. If you used either the User Search or Item Search helper, you'll see the item ID field has now been filled.
Item ID field filled and highlighted

6. Click Mark Item Lost again (if using either of the helpers).

Depending on your settings, the Billing for Lost Item / Processing Fee pop-up will display.


7. From here you can choose to:
  1. Adjust the lost item fee, processing fee, and / or payment type. The wizard will automatically pull the item price from the record if there is one. If there isn't, the system will use either your library's default (if you requested one) or the system default of $20.00.
  2. Bill User: clicking this will apply the bill to the user's account. A confirmation pop-up will display.
Confirmation pop-up with Not paid highlighted

      c. Pay Now: clicking this will apply and pay the bill immediately. A confirmation pop-up will display.
Confirmation pop-up with Paid in full highlighted

      d. Cancel Lost Item Bill: clicking this will waive the bill for the user but the item will still be marked lost and remain on the user's account in an inactive status.

The item will now have a current location of LOST-CLAIM.
List of items marked lost with current location LOST-CLAIM highlighted

Right-Click Functionality (CheckOut Wizard)

You can also mark items lost on an account when it's pulled up in the CheckOut wizard. To do this:

1. Open the CheckOut wizard (Circulation module > Common Tasks toolbar > CheckOut).
2. Pull up the user's account.
3. Right-click on the title of the item you want to mark missing. A list of options will appear.
Right-click menu with Mark Item Lost highlighted

4. Choose Mark Item Lost. A confirmation pop-up will appear.
Confirmation pop-up

5. Click OK.

6. Depending on your settings, the Billing for Lost Item / Processing Fee pop-up will display.

7. From here you can choose to (screenshots above):
  1. Adjust the lost item fee, processing fee, and / or payment type. The wizard will automatically pull the item price from the record if there is one. If there isn't, the system will use either your library's default (if you requested one) or the system default of $20.00.
  2. Bill User: clicking this will apply the bill to the user's account. A confirmation pop-up will display.
  3. Pay Now: clicking this will apply and pay the bill immediately. A confirmation pop-up will display.
  4. Cancel Lost Item Bill: clicking this will waive the bill for the user but the item will still be marked lost and remain on the user's account in an inactive status.
The item will now have a current location of LOST-CLAIM.

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