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E11: Managing Lost Items

Description:

Polaris declares an item lost when it is overdue for 60 days at which point a bill is generated.  It is possible to declare an item as lost before 60 days when a patron informs you that she has lost an item and wishes to pay or have it charged to her account.  Declaring items lost is done within the Items Out view of the Patron Status workform.

When an item is declared lost, any hold request status for that item changes to Not-supplied and the circulation status changes to Lost.

Tip:

If a patron wishes to pay for an item that has been declared lost by the system, that is, over 60 days overdue, the fine can be paid within the Account view of the Patron Status workform.  Please refer to section E8: Managing Fines & Charges within the Patron’s Account of the manual for information on how to manage fines from the patron’s account.

Note:

Please refer to sections D1: Patron Registration and Status Workforms Overview and B4: The Polaris Find Tool – Patron Records of the manual for information on how to search for patrons and how to access the Patron Status workform directly.

Instructions:

  1.  From the Patron Status workform, click the Items Out view icon or select View, Items Out.



    Tip:

    Alternatively, if in the Check Out workform, you can access the Items Out view of the Patron Status workform by clicking on the Patron Status Items Out View, or by typing ALT+O.



  2. This will yield the Items Out view of the Patron Status workform.



  3. Select the item(s) you wish to declare as lost and click the Declare Lost icon or type CTRL+L.   If selecting multiple items, hold the CTRL key while selecting items and click on the Declare Lost icon or type CTRL+L.



  4. The Declare lost item pop-up will appear containing item and patron information and a summary of the fines for the lost item.



    Note:

    The Total amount is set by the default unit price for the material type assigned to the item when linking.  Please refer to Appendix A: Material Types and Default Unit Prices for information on the default prices for material types.



  5. You may change the amount owed in the Amount field and choose to pay the fee, waive the fee, or charge the fee to the patron’s account.  Select the appropriate action from the Actions drop-down menu.

    1. Paying the Fee

      1. If the patron is paying for the lost item, select Pay from the Actions drop-down menu.



      2.  Select a payment method from the Payment Method drop-down menu.



      3. Click ‘OK’.

      4. A receipt will be automatically generated and the item is no longer on the patron’s Items Out list.



    2.  Waiving the Fee

      1. If waiving the fee, select Waive from the Actions drop-down menu.



      2. Click ‘OK’.

      3. The item is no longer on the patron’s Items Out list.



    3. Charging the Fee

      1. If charging the fine to the patron’s account, select Charge from the Actions drop-down menu.



      2. Click ‘OK’.

      3. The charge now appears on the patron’s account.

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