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UAFR - Asset Search

The Asset Search function allows users to search for information about a Banner inventory equipment record assigned to any Organization code by using various search criteria. Asset Search is a query page which means that data cannot be updated, but users can search for and review data. Asset Search provides the same information which is available in the Banner Fixed Asset Master Query Page, except for the funding and capitalization details.

Search Assets Field Definitions

Here is a definition of the search fields used in the Search Assets section.

PTag: The Permanent Tag is a 9-digit reference number used on the Banner record and on physical labels to identify an equipment item.

Chart: A one-digit code within the C-FOAPAL string which indicates the University: 1 = Urbana/Champaign; 2 = Chicago; 4 = Springfield; 9 = System Offices.

Org: A 6-digit code within the C-FOAPAL string used to identify a functional reporting unit (such as a school, college, or department): Level 1: University; Level 2: Administrative Rollup; Level 3: College; Level 4: School/Sub-College; Level 5: Department Rollup; Level 6: Department / Sub-Org.

Manufacturer: The manufacturer of the equipment item or the vendor from which the item was purchased (for example: Dell or Amazon).

Model: The model of the equipment item (for example: T700).

Commodity Code: A standard code assigned to an equipment item indicating the useful life for the purpose of calculating the depreciation of the item.

Serial # / VIN #: The unique number that identifies the equipment item.

Part # / Vehicle Tag: The fleet number assigned by Carpool Fleet (for example: 33668-22).

Description: A description of the equipment item useful for conducting biennial inventory.

Custodian: The name of the custodian of the equipment item; individual using the equipment.

Equipment Manager: The name of the equipment manager of the equipment item; individual responsible for a lab or room where equipment is located.

Active Statuses Checkbox: This checkbox selects all equipment records in Banner without a ‘C’ or ‘D’ status code.

Inactive Statuses Checkbox: This checkbox selects all equipment records in Banner with a ‘C’ or ‘D’ status code.

Family Lookup Field Definition

Here is a definition of the search field used in the Family Lookup section.

Parent or Child PTag: The Permanent Tag is a 9-digit reference number used on the Banner record and on physical labels to identify an equipment item.

Conduct a Search

There are two types of searches:

    • Search Assets: Search all assets across the University of Illinois system.
    • Family Lookup: Search all assets in a particular family.

Enter the Search Criteria for Search Assets

  1. Login to FABweb/Biennial Inventory at https://fabweb.uillinois.edu/
  2. Select the Asset Search tab.
  3. Enter data into at least one of the search criteria fields in the Search Assets section.
    NOTE: Wildcard searches are allowed on all search fields with two characters minimum required and no special characters needed.
    NOTE: It is not necessary to enter data into all of the fields. Any field that is left blank will be excluded from the search criteria.
  4. Select the Choose Custodian button to open a popup window with additional lookup fields.
    1. Use the lookup fields to identify a custodian to use in the search.
    2. Select the radio button that corresponds to a specific person in the results list and then select the Apply button.
  5. Select the Choose Equipment Manager button to open a popup window with additional lookup fields.
    1. Use the lookup fields to identify an equipment manager to use in the search.
    2. Select the radio button that corresponds to a specific person in the results list and then select the Apply button.
  6. Select the Choose Location button to open a popup window with additional lookup fields.
    NOTE: The Choose Location button will only appear when the Org field is populated.
    1. Use the lookup fields to identify a location to use in the search criteria.
    2. Select one specific location within the Full Location Title window and then select the Apply button.
  7. Select one or more of the required checkboxes to filter the search results:
    1. Active Statuses: Select this checkbox to search all equipment records in Banner without a ‘C’ or ‘D’ status code
    2. Inactive Statuses: Select this checkbox to search all equipment records in Banner with a ‘C’ or ‘D’ status code
    3. Select both checkboxes to search all records in Banner
  8. Select the Search button.
  9. Select the Clear button next to the Custodian, Equipment Manager, or Location fields to clear those fields specifically or select the Clear Search Fields to clear all fields.

Enter the Search Criteria for Family Lookup

  1. Login to FABweb/Biennial Inventory at https://fabweb.uillinois.edu/
  2. Select the Asset Search tab.
  3. Enter data into the Parent or Child PTag field.
    NOTE: This field requires an accurate full 9-digit PTag number; wildcard searches are not allowed. 
  4. Select one or more of the required checkboxes to filter the search results:
    1. Active Statuses: Select this checkbox to search all equipment records in Banner without a ‘C’ or ‘D’ status code
    2. Inactive Statuses: Select this checkbox to search all equipment records in Banner with a ‘C’ or ‘D’ status code
    3. Select both checkboxes to search all records in Banner
  5. Select the Search all items in family button.

View the Search Results Display

  1. The initial search results will display at the bottom of the Asset Search query page.
    NOTE: The Records per page drop-down menu may be used to display 10, 25, 50, or all records in the search results.
    NOTE: If greater than 150 results are returned in the search results, then a warning message will read: “Too many records returned for your search criteria. Only showing the first 150 results.”  
    NOTE: The Search within filtered results field works as a wildcard search within only the search results list.
    NOTE: Hovering over the magnifying glass icon in the Commodity column will display the commodity code description.

View the Details for an Equipment Item

  1. Select the hyperlinked PTag number of a specific equipment item from the search results to view additional details in the Inventory Details page.
    NOTE: The Inventory Details page will open in the same tab. 
  2. The Inventory Details page will display:
    1. PTag
    2. Chart-Org
    3. Banner System Status
    4. Description
    5. Location
    6. Custodian  
    7. Equipment Manager
    8. Condition
    9. Manufacturer
    10. Model
    11. Serial #VIN
    12. Part Number/Vehicle Tag
    13. In-Service Date
    14. Entity
    15. Family Indicator
    16. Parent/Primary PTag
    17. OTag
    18. Commodity
    19. AssetType
    20. Title To
    21. Item Cost
    22. Family Cost
    23. If the equipment item is part of a Banner family, then a table will be populated with the Family Indicator, PTag, and Description columns listing all the items in that same family and the hyperlinked PTag number will open the page of the corresponding item. 
    24. Select the Back to Search button to return to the main Asset Search query page where the original search criteria will be saved.

Spreadsheet Export

  1. Select the CSV or Excel button to export the search results to a CSV or Excel spreadsheet.




Keywords:equipment management, property, fixed asset, property accounting   Doc ID:121652
Owner:Derek B.Group:University of Illinois Training and Development Resources
Created:2022-10-03 09:29 CSTUpdated:2022-11-09 11:50 CST
Sites:University of Illinois Training and Development Resources
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