Missing Pieces
How, when and why of recording missing pieces
Missing Pieces - Toy Records
Through the toy page you can see a record of the missing pieces, current and past, for the toy, and whom they are allocated to.
Through this page you can only Replace missing pieces. To return found missing pieces, please follow this process.
The example toy below has a variety of missing piece scenarios
1. Member has lost a piece, but no replacement or charge has been allocated.
2. Member has lost a piece, been charged, and the piece is still missing.
3. Member has lost a piece, then returned it (no charge allocated).
4. Member has lost a piece, it has been replaced with a spare but no charge allocated.
5. Member has lost a piece, been charged, then returned the piece and had the charge reversed.
6. Piece has been lost "in toy library" (or essentially anywhere other than the most recent borrower).
Reporting Missing Pieces
To report a missing piece, there two options - either allocate it to a previous borrower, or designated it as "unknown" (previously labelled as Lost in Toy Library).
Select the option appropriate for the scenario using the links on the left hand side of the screen.
Nominate which pieces are missing (not how many remain). Choose which member you would like to allocate the missing piece to. If the toy has been borrowed by the same member multiple times, each borrowing period will be listed individually.
Click on the Report as missing button.
You should now see the following screen.
Decide whether the toy can be returned to shelf, or the piece can be replaced by a spare that you hold, or if the item is unplayable until the missing piece is returned (e.g. a jigsaw missing a piece).
From this screen you can also go the member's page to send them an email about missing pieces.
If the toy is unplayable in its current state, choosing Update Toy record will change the status to M (Missing an important piece, so in storage), as seen below.
If you need to report a piece is has disappeared somewhere other than a member (e.g. toy library or other unknown scenario), the screen will show as seen below.
Returning Missing Pieces
How to return a missing piece, including if it has been "given up on" (fee charged).
Missing pieces are returned through the member's Missing Pieces page, located in the menu on the left side of their profile.
This example member has three scenarios in which a piece may be returned:
1. The piece has already been replaced.
Clicking return here will remove the missing piece flag from both the toy and member (but keep the record as a previous/past missing piece). As the piece was marked as replaced, there will be no adjustments made to the pieces list as no change was made when the piece was replaced. It is up to the organisation whether they wish to remove the replacement piece from the toy and put the original back in, or keep the original aside as another spare.
2. The piece has not been replaced.
Clicking return here will remove the missing piece flag from both the toy and member (but keep the record as a previous/past missing piece), and update the pieces list text. NOTE: If a missing piece was flagged as "very important" and the toy was put into the Missing (Pieces) location, returning the piece does not take the toy out of the Missing location. This will need to be done manually through the toy's Edit Toy page.
3. The piece has been charged for.
Returning a piece that has been given up on/charged for will log the returned date, and issue a credit to the member based on the amount set in toy library settings. If the piece had been replaced, no change will be made to the pieces list; if it was not replaced, it will amend the pieces list to return the piece (same as examples above).
