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Administrator Guide
Last Updated: 2026-07-10
Add Assets to Company Asset Books

Add Assets to Company Asset Books

When you add new asset books to a company with existing assets, you can populate the new asset books using asset information from an existing company asset book.
Workday recommends that you load existing assets to new books with beginning balances using the
Update Asset Book Configuration
 web service. See Concept: Strategies for Populating New Company Asset Books on Existing Assets.
The fiscal schedule of the new company asset book should have fiscal periods from the earliest to the latest effective date for all cost activities that you copy. The depreciation start date for an asset is the earliest transaction effective date for the asset.
You can copy asset information to a company asset book at any time. When you have a lot of assets, we recommend that you run the process during off hours.
Workday doesn't copy the depreciation adjustment option of assets and uses
Depreciation Convention
 for all assets in the new books.
  1. Access the
    Add Assets to Company Asset Book
     task. You can run the task for the whole book, a specific location, or for only a specific asset.
  2. As you complete the
    Criteria
     tab, consider:
    Option Description
    Company
    Select the company to which you want to add assets.
    Company Asset Book To Add Assets To
    Workday adds assets to this company asset book that match the specified criteria including:
    • Expensed assets or assets registered with accounting information assigned but not placed in service.
    • Assets that don't exist in this book yet.
    • Assets that don't have a condition that prevents them from Workday adding them at this time.
    Source Asset Book
    The source asset book that provides the basis for the asset cost in the new book. The source asset book includes historical cost and all cost activities. If you copy assets from the primary accounting book, then Workday excludes impairments from the cost activities making up the asset cost in the nonaccounting book.
    Exclude Assets Disposed Earlier Than
    Workday adds assets with a disposal date on or after this date. Workday doesn't add assets with a disposal date before this date. Workday automatically populates the first day of the current fiscal year.
    Location
    (Optional) Select the specific location that you want to run the job for. Workday copies only the assets for this location to the new asset book.
    Asset ID
    (Optional) Select the specific asset that you want to run the job for. Workday copies only this asset to the new asset book.
    Depreciation Accounting Status
    Define when Workday can or can't create journals for prior periods by setting the:
    • Status of a depreciation expense line for an asset to
      Accounted
       on or before a specific date.
    • Date to record depreciation until the date indicated on a new depreciation schedule.
    Depreciation Information
    Select to apply the depreciation from the new asset book rules or from the source asset book.
    This option doesn't impact the depreciation adjustment option of copied assets, which Workday always populates as
    Depreciation Convention
     for the new book.
    Bonus Depreciation
    Select to use:
    • Bonus depreciation rules.
    • Copy from the source asset book.
    • No bonus depreciation if it doesn't apply.
  3. In the
    Schedule
     tab, set the start date, start time, and time zone for your task.
    The job runs only once.
Workday adds assets that meet the specified criteria to the new company asset book.
  • Confirm that for the new asset book it's zero in the
    Assets to Add
     column. You can run the
    View Company Asset Books
     report to verify the count. The count includes assets disposed of in the current fiscal year that aren't in this book.
  • If a count exists, you have more assets to add before the book is complete. Run the task again, and also verify that:
    • The assets don't have any transactions in process.
    • You assigned asset accounting.
    • The latest disposal date on disposed assets isn't before the specified date.
    • Every fiscal period exists for assets that you depreciate with a depreciation rate basis of
      Number of Days
      .
  • Use the
    Update Asset Book Configuration
     web service to update the historical information when:
    • An asset has historical accumulated depreciation.
    • Workday populated the asset depreciation information based on asset book rules.
  • Provide a depreciation start date to indicate when depreciation starts in Workday. Historical accumulated depreciation includes historical bonus depreciation, so you should update historical bonus depreciation. The depreciable cost in the Workday depreciation schedule excludes historical accumulated depreciation. The historical accumulated depreciation sums the depreciation on all cost activities that have a transaction effective date before the depreciation start date.