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Administrator Guide
Last Updated: 2025-11-28
Backdate Work Orders with Previously Approved Timesheets

Backdate Work Orders with Previously Approved Timesheets

  • You must have the
    workorder.modifications.billrate_backdate.create
     permission.
Administrators with the proper permissions can make updates to an already approved work order. Example: The rate on a work order might have a change in the bill rate after timesheets are submitted and approved.
Backdating a bill rate adjusts invoicing for previously submitted timesheets and creates additional invoice line items.
Any backdated change follows restrictions set in the
Backdating Effective Date Tolerance in Weeks
 setting. You can find this setting by navigating to
More
Company Settings
 and selecting
Work Orders
 under
Jobs & Work Orders
. The backdating restrictions can be found in the
Modification
 section. Example: If the value set is 6 weeks, the maximum time that you can backdate the bill rate is back 6 weeks from the current date, then to the beginning of that timekeeping week.
  1. In the header, select
    Work Orders
    .
  2. Open the appropriate work order and click
    Update Work Order
    .
  3. Under
    Rate Schedule
    , click
    Edit
    .
    You see a banner that indicates the change is backdated.
  4. As you enter rate information, consider:
    Option Description
    Effective Date
    Specify the effective date for the usage billing rate. The effective date enables you to price usage-based transactions based on that date, and report on usage billing rates based on that date.
    In Effect Until
    Indicates how you want to determine the length of the change:
    • Specific Date
      : You'll enter the date the change should be in effect until.
    • End Date
      : Indicates the change should be in effect until the end date of the work order.
    End Date
    The date the rate is effective through.
    Pay Rate
    The amount paid to the contractor for their services.
    Bill Rate
    The amount billed for the worker's services.
    Formula Group
    Controls how specific rate logic is applied to the work order. Only formula groups that match the pay type are available for selection.
  5. Click
    Save
    .
  6. Click
    Review Changes
    .
  7. Select the
    Reason for Change
     and click
    Submit for Approval
    .
When a backdated change is made, Workday VNDLY displays a yellow alert banner. After any configured internal or vendor approvals have taken place, any impacted timesheets are updated, and invoice line item are created for rate adjustments. These updated timesheets reflect in the work order's
Activity Log
.