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Administrator Guide
Last Updated: 2025-11-28
Update Work Orders

Update Work Orders

You must have the
workorder.update
 or
workorder.owned.update
 permissions.
Work orders are records that are unique to each applicant for each assignment. A work order follows the contractor throughout the entire job workflow, from application to onboarding to completion of the job.
VNDLY populates the work order with initial configuration details from the job, when applicable, as well as specific vendor and candidate details. Once a work order is active, the job and contractor data may become out of sync with the work order; job data is no longer synced to the work order data.
Work orders are created for all modules: Extended Workforce Management (EWM), Statement of Work (SOW), Worker Profile Management (WPM). The fields that display differ for the work order based on module, pay type, and other configurations.
  1. From the header, select
    Work Orders
    .
  2. Locate and open the appropriate work order.
  3. Click
    Update Work Order
    .
  4. As you update the work order, consider:
    Option Description
    Title
    Populates from the related job's title or job template title for WPM.
    Updating the
    Title
     on the work order doesn't affect the job title that it populated from.
    Rehire Eligible
    This information defaults based on the value set on a previously ended work order. To edit this field, navigate to the worker's profile.
    External ID
    A unique ID that connects a VNDLY work order to a corresponding item in an external system. This field is used for Workday-connected tenants.
    Reason for Hire
    The reason for hire for the contingent worker. This field is set based on the
    Job Reason or Hire
     custom data source or within the default
    Reasons
     for Workday connected tenants.
    This is required if you're using the Workforce Connector. See: Reference: General Settings in the General Configuration Tab.
    Name of Person Being Backfilled
    Worker who previously held the job or work order being filled.
    This field only displays if you select a
    Reason for Hire
     of
    Backfill
    .
    Source Type
    Indicates how a worker is engaged, including the process, fees, and system behavior. This information populates from the job or work order.
    You can edit the source type on a work order only if it's one of these types:
    • Directed
    • Payrolled
    • Supplier Sourced
    For all other source types, such as
    Direct Hire
    ,
    Statement of Work
    , and
    Worker Profile
    , you can't change the source type once you set them.
    Job Type
    If your tenant has custom job types set up, you can include variations such as Junior or Senior.
    This field only displays if entered on the job template.
    Job Site
    Indicates where the work will take place. This information populates from the job.
    References the
    Job Project Site
     custom data source.
    Hours Per Week
    Number of hours that the contingent worker is working regularly per week.
    This is required when using the Workforce Connector.
    (Optional) Worker Classification
    The classification of the contractor:
    • W2
    • 1099
    • Corp to Corp
    If you update this field on a work order, the default candidate worker classification is not updated.
    Expense Type
    Indicates the expenditure type for the work order budget.
  5. Under
    Duration
    , consider:
    Option Description
    Start Date
    The first day of the work order.
    If you adjust this field, VNDLY updates the
    Budget
     values accordingly.
    End Date
    The last day of the work order.
    If you adjust this field, VNDLY updates the
    Budget
     values accordingly.
  6. Under
    Payments
    , consider:
    This section only displays for work orders with a
    Pay Type
     of
    Milestone Payments
    .
    You can click
    Add New
    . See: Add Milestone Payments.
  7. Under
    Rates
    , consider:
    Option Description
    Exempt
    Indicates whether VNDLY should automatically apply overtime rules when calculating pay, if configured. This field also tracks whether a contractor is considered exempt or non-exempt.
    Example: If
    Yes
    , overtime rules are not applied for automatic timesheets.
    Overtime Profile
    Indicates the overtime threshold associated with the work order.
    Premium Rate
    Enables you to set rates for workers that may be eligible for an additional premium on top of their base rate.
    Example: Workers on different shifts such as second or third shift.
    Calendar Pay Profile
    Calendars that can indicate holidays on a timesheet. Depending on the configuration, these may have different holiday premiums associated with them.
    Billing Cycle
    Defines the period when provided services are recorded and invoiced.
    Rate Schedule
    Displays all rates, including dates, of the work order.
    You can edit each
    Effective Date Range
     unless the date has passed. You can also add new rate schedules.
  8. Under
    Fee Profile
    , all fee profiles for the work order display.
    Fee profiles are used to add additional markup on types of transactions in VNDLY, where types are represented as service types in a fee profile.
    You can edit existing fee profiles or add new ones as needed. You can also edit the
    Effective Date Rate
     unless the date has passed.
  9. Under
    Organization Unit
    , consider:
    Option Description
    Organization Unit
    Where the work order falls in the hierarchical subdivision of a larger organization.
    Resource Manager
    The resource manager for the work order. This field may display under the
    Managers & Team
     or
    Organization Unit
     section, depending on your configuration of the field
    Show the Resource Manager field next to Organization Unit field
     on the
    Work Order Settings
     page of
    Company Settings
    .
  10. Under
    Managers & Team
    , consider:
    Option Description
    Resource Manager
    The resource manager for the work order. This field may display under the
    Managers & Team
     or
    Organization Unit
     section, depending on your configuration of the field
    Show the Resource Manager field next to Organization Unit field
     on the
    Work Order Settings
     page of
    Company Settings
    .
    (Optional) Program Team Users
    Populates from the job, if applicable. Represents program team or MSP users that are associated with this work order. Selecting a user allows them to show in filters and receive targeted notifications.
    (Optional) Additional Managers
    Populates from the job, if applicable.
    When added, this enables additional users to operate similarly to the assigned resource manager.
    (Optional) Timesheet Approvers
    Populates from the job, if applicable.
    Grants additional users access to approve timesheets related to the work order.
    (Optional) Expense Approvers
    Populates from the job if applicable.
    Grants additional users access to approve expense reports related to the work order.
  11. Under
    Location
    , consider:
    Option Description
    Default Location
    Locations specify where a program wants to hire workers or where a job takes place.
    Temporary Locations
    Locations that can be entered with a set date range.
  12. Under
    Custom Fields
    , any configured fields display.
    This section only displays if custom fields are set up.
  13. Under
    Charge Codes
    , consider:
    Charge codes are segmented cost codes used to precisely allocate time and expenses for project tracking and client invoicing.
    Configuration and field labels are dependent on individual client setups.
    Option Description
    Type
    A unique identifier for the charge code.
    Project Code
    Displays for charge codes configured with a 2-segment structure.
    Task Code
    Displays for charge codes configured with a 2-segment structure.
    Cost Center Code
    Displays for charge codes configured with a 1-segment structure.
  14. Under
    Work Type Information
    , select the
    Work Type Profile
    .
    Work type profiles use the configured work types to enable you to configure and classify types of work when logging time on timesheets.
  15. Under
    Timekeeping
    , review the contractor timekeeping settings.
    You can schedule changes for the worker's timekeeping settings by clicking
    View Contractor Profile
     and navigating to the
    Contractor Timekeeping Settings
     section of the page.
  16. Under
    Tax Overrides
    , click
    Add New Tax Override
    .
  17. Under
    Budget
    , check the box for
    Revise Budget
    .
  18. Click
    Review Changes
    .
  19. Enter the
    Reason for Change
    .
  20. (Optional) Enter a note.
  21. Click
    Submit for Approval
    .