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Administrator Guide
Last Updated: 2026-07-10
Set Up Asset Book Rules

Set Up Asset Book Rules

You can set up asset book rules that determine how Workday populates the accounting treatment and, where applicable, depreciation profile on assets.
Each asset book has its own set of rules, so an asset can have different accounting treatments and depreciation profiles in each book.
You can configure asset book rules only in the primary currency of the company. For companies with an alternate ledger currency configured, see Concept: Alternate Ledger Currency in Assets.
  1. Access the
    Maintain Asset Book Rules
     task.
  2. Specify the conditions for a rule.
    As you complete the task, consider:
    Option Description
    Spend Category
    Select categories or hierarchies with at least 1 trackable spend category. When you don't see the category that you want, use the
    Maintain Spend Categories
     task and select the
    Track Items
     check box.
    Company
    Leave this field blank to apply the rule to all companies.
    When you specify a hierarchy and an
    Amount Threshold
    , all companies in the hierarchy must use the same base currency.
    Company Currency
    The currency for the
    Amount Threshold
    .
    Amount Threshold
    Workday compares the amount threshold against the absolute value of an asset cost. When the cost is greater than the threshold, Workday triggers the rule.
    Invoice Line Amount Basis
    When you specify an
    Amount Threshold
    , Workday evaluates assets based on their
    Unit Cost
     or
    Extended Amount
    .
  3. Specify the accounting treatment and depreciation profile that Workday populates on assets that satisfy the rule conditions.
    When asset book rules might change in the future, Workday recommends that you select a depreciation profile with a depreciation method of
    Rate Schedule
    . Rate schedules enable you to update the depreciation schedule on assets with posted depreciation, without the need to dispose of and register these assets again.
  4. (Optional) Select a resulting depreciation adjustment option.
    You can select a depreciation adjustment option only on asset book rules with a resulting accounting treatment of
    Depreciable Capital Asset
    .
  5. Place the rules in the
    Order
     you want Workday to evaluate them.
  6. (Optional) Click
    Test Asset Book Rules
     to verify the configuration of your asset book rules.
When you register an asset, Workday automatically checks it against the asset book rules and assigns an accounting treatment and depreciation profile.
When no rules exist for a nonprimary asset book, Workday uses the rules of the primary company asset book.
When Workday doesn't find any matching rule, Workday applies the
Expense
 accounting treatment.