8.4. Marking Items Lost, Claimed Returned, and Claimed Never Checked Out

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Lost Items

Claimed Returned Items

Claimed Never Checked Out

Lost Items

  1. To mark items Lost, retrieve patron record and click Items Out.

  2. Select the item. Click on Actions for Selected ItemsMark Lost (by Patron).

  3. By default, the lost item now displays in the Other/Special Circulations pane.

Tip

Marking an item Lost will automatically bill the patron the replacement cost of the item as recorded in the price field in the item record or the price limits set up by the library, and a processing fee as determined by your local policy. If the price field is blank, a default replacement cost as determined by the library is used. Based on the library's settings, if the price is 0.00, the replacement cost charge may be 0.00 or the default amount. If there is no default cost, you may manually add the replacement cost portion to the bill. See Section 9.6, “Adding New "Grocery" Bills” for more information.

If the lost item has overdue charges, based on your library’s settings, the overdue charges may be voided or retained.

When a lost item is found and returned, your library may choose to:

  • Always void lost charges.

  • Void lost charges if the item is returned within a specified time period, e.g. within 6 months since the due date.

  • To generate or not to generate a refund if payment has been made.

  • To generate a refund only if the item is returned within a specified time period since the payment date.

  • Restore existing overdue fines.

  • Generate new overdue fines based on the checkin date.

Only when all bills linked to this particular circulation have been resolved will a lost-then-returned item disappear from the Items Out screen. Bills include replacement charges, overdue charges, and manual charges added to the existing bills.

The following are some common scenarios you may encounter:

  1. No payment has been made yet. When the item is returned, the lost bills are voided and there is no restored overdue charge. The bill and circulation record will be closed and the item will disappear from the Items Out screen.

  2. No payment has been made yet. When the item is returned, the lost bills are voided, but there are restored overdue charges. The overdue bill will be open. The item will be displayed on the Items Out screen due to the unpaid bill. The item will disappear once the overdue charges are cleared.

  3. The lost bills have been paid already. When the item is returned, the lost bills are voided and there is no overdue charge or the restored overdue charges are less than the replacement cost. There will be a negative balance in the bill. A refund (see Section 9.8, “Refund” for more details) needs to be made to close the bill and the circulation record. Once the outstanding amount has been refunded, the bill and circulation record will be closed and the item will disappear from the Items Out screen.

  4. The lost bills have been paid already. When the item is returned, the lost bills should be voided and there is no overdue charge or the restored overdue charges are less than the replacement cost. But the library chooses not to generate refund (bills with negative balance) via library settings. Adjustment bills/payments will be automatically added to offset the negative balance. Item will not show up on Items Out screen.

If your library chooses not to automatically void a lost item billing when it is returned, staff need to deal with the bills manually, as per your local policy.

From version 2.6, libraries have the option to set up whether/where to display Lost items on Items Out screen.

For all the above mentioned settings, See Chapter 49, Local Administration Menu for more information.

Claimed Returned Items

  1. To mark an item Claimed Returned, retrieve patron record and go to the Items Out screen.

  2. Select the item, then Actions for Selected ItemsClaimed Returned from the dropdown menu.

  3. Select a date and click Apply.

  4. The Claimed Returned item, by default, displays in the Other/Special Circulations pane.

Tip

The date entered for a Claimed Returned establishes the fine. If the date given is past, bills will be adjusted accordingly.

When a Claimed Returned item is returned, if there is an outstanding bill associated with it, by default, the item will not disappear from the Items Out screen. It will disappear when the outstanding bills are resolved.

If a patron pays the fine, but staff don't find the item and check it in, there is a known bug in Evergreen that makes the Claimed Return item disappear from patron's account, which is not correct behaviour. Sitka support recommends the following workaround until bug is resolved programmatically. You may check the item in, and, if wanting to pursue with original patron, check it back out to that patron and mark it Claimed Returned. Alternatively, you can change the item's status to Missing, or simply delete the item, based on library policy and facts of the case. Please contact Sitka support if you encounter this scenario and are uncertain how best to proceed.

When an item is marked Claimed Returned, the value in Claims-returned Count field in patron record is automatically increased. But it will not be adjusted when the item is found and checked in. You may manually edit it according to your local policy.

When an item is marked Claimed Returned, the item's status is automatically set to the Sitka wide default status of Claimed Returned.

From version 2.6, libraries have the option to set up whether/where to display ClaimedReturned items on Items Out screen.

Claimed Never Checked Out

  1. To mark an item Claimed Never Checked Out, retrieve patron record and go to the Items Out screen.

  2. Select the item, then Actions for Selected ItemsMark Claimed Never Checked Out from the dropdown menu.

Tip

Once an item is marked Claimed Never Checked Out, it disappears from the patron's account. The circulation record is marked checked in as on the checkout date.

An item marked Claimed Never Checked Out has its status changed to Missing by a Sitka default.

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