Assets

The Assets module tracks your organization's physical and digital assets through their full lifecycle — from procurement to disposal. Laptops, phones, software licenses, vehicles, leases, and any custom asset type — all in one registry, with depreciation posted to Finance automatically.

What the Assets Module Does

Workestra's Assets module helps you:

• Asset registry with custom categories — Organize every asset type with category-specific depreciation rules
• Employee assignment — Assign assets to staff (linked to People module) with full assignment history
• Depreciation calculation — Straight-line, declining balance, or custom schedule, with automatic Finance posting
• Maintenance schedules — Recurring maintenance with overdue alerts and cost tracking
• Warranty and lease expiry tracking — Configurable alerts before critical dates
• Software license compliance — Track seats purchased vs. assigned to catch over-allocation
• Portfolio valuation — Book value and net book value across all assets
• Off-boarding checklist integration — Surface assigned assets automatically when an employee is terminated
• Disposal and write-off workflow — Post proceeds and write-offs to Finance as journal entries

How to Enable Assets

1. Navigate to Settings > Modules
2. Find the Assets card
3. Toggle it On
4. Assets appears in your sidebar

Assets Navigation

Core Concepts

Assets

Any tracked item in your organization — hardware, software license, vehicle, lease, or custom type. Each asset has a lifecycle from Ordered through to Retired, with every stage change logged with user and timestamp.

Asset Categories

Organizational groups (e.g., Hardware, Software License, Vehicle, Furniture) that carry their own depreciation rules, useful life, residual value, and GL account. When you categorize an asset, it inherits those defaults automatically.

Depreciation Schedule

The plan for how an asset's value declines over time. Workestra supports three methods — straight-line, declining balance, and custom — and posts depreciation entries to Finance on a monthly, quarterly, or annual schedule.

Maintenance Record

A log of work performed on an asset, including date, description, cost, and technician. Scheduled maintenance generates overdue alerts when a service date passes without a log entry.

Module Connections

People

Assign assets to employees. The employee record in People shows all their assigned assets. When an employee's status changes to Terminated in People, a pop-up lists every asset assigned to them for return.

Finance

Depreciation entries post to Finance automatically on the configured schedule. Disposal proceeds and write-offs post as Finance journal entries, mapped to the GL accounts configured per category.

Procurement

When a Purchase Order for equipment is received in Procurement, an asset record is automatically created pre-filled with the vendor, cost, and purchase date. You add the serial number and assigned employee.

Quick Setup

1. Enable the Assets module in Settings > Modules
2. Create asset categories (Hardware, Software License, Vehicle, etc.)
3. Import your existing asset register via CSV
4. Assign assets to employees
5. Configure depreciation schedule per category

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Next Steps

• Asset Registry — Create and manage asset records
• Maintenance — Schedule and log maintenance work
• Assets Settings — Configure categories, depreciation, and alerts