Use Fixed Assets as a Business Manager
Use the Fixed Assets site when you need to review or update asset records for your school or unit. The site is at https://assets.aad.vt.edu and uses VT CAS sign-in.
Business managers are usually set up as scoped editors. That means you can see, edit, and submit evidence for assets in your assigned school or unit, but not for the entire college.
College-level staff, AAD IT, and designated administrators can see the full college inventory and handle queue, export, user-management, and missing-list administration.
What You Can Do
Section titled “What You Can Do”As a scoped editor, you can:
- Search and filter assets in your school or unit.
- Open asset detail pages.
- Propose location, room, custodian, unit, and surplus updates when the field is editable.
- Submit evidence for missing assets in your scope.
- Review missing and chronic-missing lists for your scope.
- See pending-change chips on assets after edits are submitted.
You will not use the admin queue, Banner handoff export, user-management screen, or missing-list upload screen. College-level staff handle those steps.
Find an Asset
Section titled “Find an Asset”Open Assets from the navigation. Search by asset tag, serial number, model, manufacturer, description, or custodian.
Your view is already limited to the school or unit assigned to your account, so you usually do not need to filter by organization. Use the other filters to narrow the list:
- Search for an asset tag, serial number, model, manufacturer, or description.
- Building to find assets in a specific building.
- Custodian to search by name, PID, or Hokie ID.
- Sync status to separate assets with pending edits from assets already synced with Banner.
- Include chronic-missing or Include disposed only when you intentionally need those records.
Click an asset tag to open the asset detail page.
Read the Asset Detail Page
Section titled “Read the Asset Detail Page”The asset detail page separates Banner data from proposed changes.
Banner-sourced fields, such as manufacturer, model, serial number, condition, last inventory date, acquisition date, amount, ownership, and current location code, are read-only in this app.
Editable sections are used to propose changes. The proposal goes to college-level review before anything is sent to Banner.
Propose an Update
Section titled “Propose an Update”On the asset detail page, update only the fields you know are wrong or incomplete.
Common business-manager updates include:
- Location: Update building and room when the asset moved.
- Custodian: Enter the correct custodian PID when ownership within your unit changed.
- Unit: Correct the school or unit when needed.
- Notes: Add local context for the reviewer.
- Surplus: Mark eligible VT-owned assets for surplus when the surplus process has started.
Click Save changes. The app creates a pending submission. Banner does not change immediately.
After saving, the asset shows pending-change chips beside the affected fields. Those chips are your confirmation that the proposal was captured.
Submit Evidence for a Missing Asset
Section titled “Submit Evidence for a Missing Asset”If an asset is missing, the detail page shows a Submit evidence button.
Use this when you have found or verified the asset and need to document it for audit follow-up.
The evidence form asks for:
- A fresh photo of the asset tag.
- The location where the asset was found.
- Custodian information.
- School or unit.
- Optional notes for the reviewer.
Photos must be current. The app checks photo metadata and rejects old photos.
After submission, the evidence goes to the review queue. College-level staff include accepted evidence in the next Banner handoff process.
Review Missing and Chronic-Missing Assets
Section titled “Review Missing and Chronic-Missing Assets”Use Missing to review assets in your scope that are part of the current missing-list cycle or otherwise need inventory follow-up.
Use Chronic missing to review assets already marked in Banner with chronic missing conditions such as Missing 1, Missing 2, or Miss/Stoln.
These pages use the same search, building, and custodian filters as the main Assets page.
Use My Missing Assets
Section titled “Use My Missing Assets”You may also see My missing assets in the navigation. This is different from your school/unit inventory access.
My missing assets shows current missing-list items personally matched to your roster identity. Use it when the asset is connected to you as an individual custodian.
Use the regular Assets, Missing, and Chronic missing pages for school or unit work.
What Happens After You Submit
Section titled “What Happens After You Submit”A saved edit or evidence submission becomes a pending item for college-level review.
Business managers do not need to export files or update Banner directly. A college-level reviewer handles the queue, Banner handoff CSV, and reconciliation after Banner refreshes.
If a pending submission needs to be corrected, open the asset and save a new correction. The newest pending edit supersedes the older one.
When to Contact AAD IT
Section titled “When to Contact AAD IT”Contact AAD IT when:
- You cannot see an asset you believe belongs to your school or unit.
- Your scope appears wrong.
- You need access added or changed.
- An editable field is blocked unexpectedly.
- A missing asset needs follow-up beyond the normal evidence workflow.
- You are unsure whether a change belongs in Fixed Assets or directly in Banner.
Open a ticket or email aadithelp@vt.edu.