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Administrator Guide
Last Updated: 2025-06-13
Reconcile Asset Activity and Ledger Accounts

Reconcile Asset Activity and Ledger Accounts

Security:
Report Execution
 domain in the Tenant Non-Configurable functional area.
These composite reports enable you to reconcile activity on assets with the accounting posted to ledger accounts over a time period:
  • Asset to Ledger Reconciliation – Accumulated Depreciation
    .
  • Asset to Ledger Reconciliation – Cost
    .
You can run these reports periodically to locate and reconcile:
  • Asset transactions that Workday doesn't automatically post to the ledger account, for which you need to create accounting journals. Example: You register assets manually.
  • Ledger transactions that Workday doesn't record on assets, for which you need to create asset adjustments. Example: When implementing Workday, you convert your existing assets and create accounting journals for the historical accumulated depreciation on these assets.
  • Timing differences. Example: In January, you place an asset that you haven't registered in Workday in service. After closing the fiscal period for January, you receive an invoice for the asset. You backdate the supplier invoice date and the in-service date for the asset to January. Workday posts the depreciation for the asset in the closest open fiscal period, which is February.
For companies with an alternate ledger currency configured, see reporting considerations in Concept: Alternate Ledger Currency in Assets.
  1. Access the
    Asset to Ledger Reconciliation – Accumulated Depreciation
     report.
  2. As you select your report parameters, consider:
    Option Description
    Company
    You can select either:
    • A company.
    • A company hierarchy with consolidation details.
    • A company hierarchy where all the companies have matching account sets and either matching fiscal schedules or matching alternate fiscal schedules.
    Period
    ,
    Time Period
    , and
    Report Date Option
    These 3 options work together to filter the activity in the report.
    The
    Period
     and
    Time Period
     options enable you to select the time period that you reconcile:
    • Select a fiscal period as a reference.
    • Select a time period from the reference period.
    The
    Report Date Option
     enables you to filter transactions by accounting, creation, or transaction date. This enables you to locate variances caused by timing differences, for instance for lifecycle events where the transaction and accounting dates are in different periods.
    Examples:
    • To view transactions with an accounting date in January 2023, you select:
      • The
        2023 - Jan
         option from the
        Period
         prompt.
      • The
        Current Period
         option from the
        Time Period
         prompt.
      • The
        Accounting Date
         option from the
        Report Date Option
         prompt.
    • To view transactions with a transaction date in 2023, you select:
      • The
        2023 - Jan
         option from the
        Period
         prompt.
      • The
        Current Year
         option from the
        Time Period
         prompt.
      • The
        Transaction Date
         option from the
        Report Date Option
         prompt.
  3. (Optional) Save your report parameters under a
    Filter Name
    .
  4. Review the nonzero values in the
    Variance
     column.
    A nonzero variance indicates that there’s a difference over the selected time period between the total amounts for:
    • Depreciation transactions that you record on assets.
    • Operational and accounting journals on asset depreciation ledger accounts.
  5. To locate and address the cause of nonzero variance, review the values in the other columns.
    Drill down on these values to view the details of the transactions in each category for the selected:
    • Ledger account.
    • Spend category.
    • Journal source.
    • Time period.
    Option Description
    Depreciation Expense Line Detail (A)
    The asset transactions for which Workday creates depreciation expense lines.
    Examples:
    • Post-acquisition cost adjustments.
    • Changes to the useful life of assets.
    • Depreciation that you record on assets.
    Accumulated Depreciation Detail (B)
    The transactions that change the accumulated depreciation amount on assets.
    Example: You partially dispose of an asset on which you've recorded depreciation.
    Total Ledger Depreciation Activity
    The operational and accounting journals on asset depreciation ledger accounts.
    Example: Operational journals that Workday creates when you record depreciation on assets.
  6. Access the
    Asset to Ledger Reconciliation – Cost
     report.
  7. Review the values in the
    Total Variance
     column.
    A nonzero variance indicates that there’s a difference over the selected time period between the total amounts for the:
    • Cost activity that you record on your assets, with or without journals.
    • Operational and accounting journals on asset ledger accounts, with or without cost activity on the asset.
  8. To locate and address the cause of nonzero variance, review the values in the other columns.
    Drill down on these values to view the details of the transactions in each category for the selected:
    • Ledger account.
    • Spend category.
    • Time period.
    Option Description
    Asset Cost Detail with Journals (A)
    The asset cost transactions with associated operational journals.
    Example: You transfer assets to different cost centers.
    Asset Cost Detail without Journals (B)
    The asset cost transactions without operational journals.
    Examples:
    • You register assets manually. Workday doesn't record accounting.
    • You register assets from supplier invoices. Workday records accounting on the supplier invoice.
    These transactions are more likely to require reconciliation.
    Ledger Detail with Asset Transactions (C)
    The operational journals for asset cost transactions.
    Example: Operational journals for supplier invoices from which you register assets.
    Ledger Detail without Asset Transactions (D)
    The accounting journals on asset ledger accounts.
    Example: Accounting journals that you create after manually registering assets.
    These journals are more likely to require reconciliation.
You run the
Asset to Ledger Reconciliation - Accumulated Depreciation
 report for:
Field
Value
Period
October of the current year
Time Period
Current Period
Report Date Option
Transaction Date
You find variance of -246.89 USD for the ledger account
17000:Accumulated Depreciation
 and the spend category
Hardware - Servers
. You review the amounts in the other columns and find:
  • A depreciation expense line detail of 246.89 USD.
  • A total ledger depreciation activity of -493.89 USD.
You drill down on the value in the
Total Ledger Depreciation Activity
 column and find 2 journal lines for the same asset with an accounting date in October.
You run the
Asset to Ledger Reconciliation - Accumulated Depreciation
 report again for:
Field
Value
Period
October of the current year
Time Period
Current Period
Report Date Option
Accounting Date
The variance for the ledger account
17000:Accumulated Depreciation
 and the spend category
Hardware - Servers
 is zero.
When you drill down on the value in the
Depreciation Expense Line Detail (A)
 column, you find 2 depreciation lines for the same asset: 1 in September and 1 in October. From the drill-down report, you navigate to the supplier invoice from which you've registered the asset. You find that you created the supplier invoice in October and backdated it in September. You had already closed the ledger period for September, so Workday posted the depreciation in October.