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General Circulation Documentation: Billed, Missing and Lost in Alma

Procedures, forms and templates, circulation statistics and policies, & legacy documentation

Billed

Billed items are automatically* assigned to the Lost process (not the Lost location, which should not be used if it is available at your library) in Alma.  The item will stay on the billed user's account as a Lost item until the item is returned, or a staff member uses Delete Loan (see the Delete Loan content box below) to disassociate the item with that user's account. 

*In rare cases in which manual billing is necessary, the item should be manually assigned to the Lost process.

Missing

Items in the Missing process should be located, replaced or withdrawnItems are placed in the Missing process by using Toggle Missing Status.

When an item in the Missing process is scanned, it is routed back to item's Permanent Location.

Missing locations, if available, are legacy locations for items that were missing in Sirsi Workflows.  Staff should never move an item to a Missing location.  For items in legacy Missing locations, change the permanent location in the item record to the item's home location and toggle the item to Missing.  The item will automatically route to the home location if scanned/returned.

Lost

In Alma, billed items are considered "lost" and assigned to the Lost process. 

The term "lost" refers to the state of the loan, not the location of the item. See the note in red below about items in the legacy Lost location.

Lost loans are still active, so that replacement fees can be automatically forgiven.  Additionally, this allows for the specifics of the return to be associated with the account of the user who was billed.

Items in the Lost process should eventually be released from user accounts by using Delete Loan.  Using Delete Loan will assign the item to the Missing process, where staff can make sure the item's return wasn't missed before referring the item to collection development staff for possible replacement or withdrawal.

Items in the Lost process stay on a user's account until found or removed via Delete Loan.  It's possible for LTDS to remove items that have been in the Lost process for a long time via a bulk job.

Lost locations, if available, are legacy locations for items that were considered lost in Sirsi Workflows.  Staff should never move an item to a legacy Lost location.  The items should be withdrawn or staff should change the permanent location in the item record to the item's home location and toggle the item to Missing.  The item will automatically route to the home location if scanned/found.

Delete Loan

Using Delete Loan (only available to those with the Circulation Desk Manager or Operator roles) for a Lost item will:

  • Remove a Lost item from a user's account
  • Assign the item to the Missing process.