Lost & Found

When library resources go missing, you can use Surpass Cloud to declare them lost and remove them from circulation and from the public catalog. Surpass Cloud handles these three scenarios:

• Lost by Patron - The resource was lost while checked out to the patron or it is assumed the patron is not going to return it.

• Missing from Physical Inventory - The resource should be in the library but you have performed a phyiscal inventory of the library and it appears on the Missing Items Report. All resources listed on the Missing Items Report can be declared lost in bulk, or you can handle them individually from the Resource Status page in Circulation : Transactions.

• Other - You have otherwise learned that the resource is lost or has been stolen from the library.

Declaring Lost

You can declare resources lost from two places in Circulation : Transactions: from the On Loan list shown on Patron Status or the Holdings list shown on Resource Status. Typically, you'll be declaring lost a resource that was checked out to a patron, so doing that from Patron Status is the logical place to start.

Select the Resource

Select the resource to declare lost from the On Loan or Holdings list shown on Patron Status or Resource Status. When you click it, you will see the Resource Status detail.

Declare it Lost

Click Declare Lost on the Resource Status detail. The next message you see depends on whether the resource is checked out.

If Not Checked Out

If the resource is not checked out, you'll simply be asked to confirm that you want to declare it lost. At that point, you are finished.

If Checked Out

If the resource is checked out to a patron, you will be asked for the following (otherwise, you just confirm that it is lost):

• Fine Amount - If the resource is overdue and a fine is owed, enter the amount to charge here. The default is the fine based on Circulation Rules.

• Charge for Lost Item - The amount to charge the patron for the lost item. The default will be the cost of the item as shown on the resource's holding record on the Resources : View page.

• Payment Collected - The amount (if any) that the patron has paid you for the fine and lost item.

When you click the Declare Lost button here, the status of the resource changes to Lost and the charges and payments (if any) are recorded in the patron's ledger.

Declaring Found

If a resource has been declared lost and has subsequently been found, you can return it to your collection by declaring it found. This is done from Resource Status in Circulation : Transactions.

Select the Resource

Select the resource to declare lost Holdings list shown on Resource Status. When you click it, you will see the Resource Status detail.

Declare Found / Remove From Collection

Click the resource with the Lost status in the Holdings list to see the Resource Status detail, then click Declare Found or Remove From Collection. The next message you see depends on whether a patron was charged for the lost resource.

Not Charged to Patron

If a patron was not charged for the lost resources, you'll see a message asking you to confirm that you want to declare the resource to be found. Once you have done that, you are finished.

Charged to Patron

If a patron was charged for the lost resource, you'll be asked to supply a little more information.

• Credit to Patron - If you want to give the patron partial or full credit for the amount that was charged to their account for the lost resource, enter that amount here.

• Refunded to Patron - If you are giving a patron credit and the patron has paid you, have you given money back to the patron? If so, enter that amount here. Otherwise, it will appear as a credit on the patron's account.

You'll be asked to confirm once more that the resource was found and that the amounts you have supplied are accurate. The message will be slightly different depending on the prior selection.

• Remove From Collection
  

• Declare Found