🔍Reporting Lost Assets

How to report lost assets in the Asset Management module

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 Lost

• Asset cannot be found after search

• Asset was stolen

• Asset was misplaced and considered unrecoverable

• Asset disappeared (e.g., during move, natural disaster)

Important: Reporting lost reduces the total quantity of the asset. The item is removed from available inventory.

---

2. 📍 Access the Feature

From Asset List:

1. Go to Assets → Assets

2. Click on the asset

3. 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 Details

Required Information

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 Information

Field	Description
Description	Circumstances, location last seen, police report number, etc.

Reference

• Remaining Quantity — Shows current available vs. total before this action

---

4. ✅ Save the Report

Click Save. The system will:

• ✅ Generate a unique lost report code

• ✅ Reduce total quantity of the asset

• ✅ Update total_lost counter

• ✅ Record the event in inventory history

• ✅ Log the action in the audit log

• ✅ Trigger webhook asset.lost (if configured)

---

5. ⚠️ Validation Rules

• Quantity cannot exceed available quantity (total - allocated)

• Quantity must be a positive integer

• Lost Time is required

---

6. 📊 Impact on Inventory

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 Practices

• 📋 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