Reporting Lost Assets
When an asset is lost, stolen, or cannot be located, use the Report Lost feature to document the loss, update inventory, and maintain compliance records.
1. When to Report Lostโ
- Asset cannot be found after search
- Asset was stolen
- Asset was misplaced and considered unrecoverable
- Asset disappeared (e.g., during move, natural disaster)
warning
Reporting lost reduces the total quantity of the asset. The item is removed from available inventory.
2. Access the Featureโ
From Asset List:
- Go to Assets โ Assets
- Click on the asset
- Use the Report Lost or Lost action
From Asset Detail:
- Open the asset and find the Report Lost button in the actions menu
3. Fill in Lost Report Detailsโ
Required Informationโ
| Field | Description |
|---|---|
| Lost Code | Auto-generated (e.g., LST-00000001) - editable if needed |
| Quantity | Number of units lost |
| Lost Time | Date and time the loss was discovered or reported |
Optional Informationโ
| Field | Description |
|---|---|
| Description | Circumstances, location last seen, police report number, etc. |
Referenceโ
- Remaining Quantity - Shows current available vs. total before this action
4. Save the Reportโ
Click Save. The system will:
- Generate a unique lost report code
- Reduce total quantity of the asset
- Update
total_lostcounter - Record the event in inventory history
- Log the action in the audit log
- Trigger webhook
asset.lost(if configured)
5. Validation Rulesโ
- Quantity cannot exceed available quantity (total - allocated)
- Quantity must be a positive integer
- Lost Time is required
6. Impact on Inventoryโ
| Before | Action | After |
|---|---|---|
| Total: 10, Available: 6 | Report 2 lost | Total: 8, Available: 4, Lost: 2 |
Lost items are permanently removed from the asset's quantity. They cannot be "un-lost" - you would need to use Additional Asset to add new units if the asset is later found or replaced.
Best Practicesโ
- Document thoroughly - Include police report numbers, witness names
- Review security - Use loss patterns to improve procedures
- Track trends - Run reports to identify high-loss categories
- Insurance - Keep records for insurance claims