Changing a Worksheet's Submission Date
Moving a submitted worksheet to the day the work was done when it went in with the wrong date, and what that changes in your accounts and on each job.
Each job on a worksheet goes into your accounts on its Status Date, which is the day it was marked complete or missed unless you chose another. Fill in a worksheet a few days after the work and submit it without changing those dates, and everything goes in on the day you submitted it: the charges, payments and tips, and each job's last done and due dates. Change Submission Date moves the worksheet to the day the work was really done.
Changing the Date
- Where it is: Open the submitted worksheet and choose More Actions > Change Submission Date. On a phone, tap More under the worksheet's name. It shows once the worksheet has been submitted, if your role can submit worksheets.
- Submission date: The popup opens on the date the worksheet's jobs went in on. Choose the day the work was done. It can't be a day still to come.
- Change Date: Work Planner asks if you're sure, as it changes the dates in your accounts, and says how many transactions will move and from when to when. Choose Yes, Change Date to go ahead, or Cancel to go back and pick another date.
What Changes
- Transactions: The charges, payments, payment fees and tips the worksheet put in your accounts move to the new date. Your balances, reports and invoices follow, and if your business sends its accounts to Xero, the new dates go there too.
- Card and Direct Debit payments: A payment taken by card or Direct Debit from the worksheet keeps its own date, as that's when the money was taken.
- Invoices: The lines on any invoice the worksheet raised move with their charges. The invoice keeps its own date and number, as it may already be with the customer.
- Last done: Each completed job's last done date becomes the new date. A missed job's last done date stays as it was.
- Due and next due: Worked out again from the new date, as if the worksheet had gone in on that day. A Due date you chose yourself in the job's popup stays.
- The worksheet: Each job's Status Date becomes the new date. The worksheet's name stays as it is, so rename it as well if it carries the date.
- Automations: Nothing is marked again, so no automation sends a customer anything a second time.
The change is noted in the activity log, with the date it was moved from and to.
Jobs Done Again Since
If a job on the worksheet has been done or missed again after the new date, on another worksheet or from the job itself, it keeps the due dates that later visit gave it, so its schedule isn't wound back, and if that visit was done, its last done date too. Its transactions on this worksheet still move. The message after the change says how many jobs that was.
When It Can't Be Changed
- Jobs on different dates: Change Submission Date is greyed out when the worksheet's jobs don't all have the same date, such as when some were given their own Status Date, or one of their transactions has been moved to another date in your accounts since. Point at it to see why. On a phone, the reason shows under it. Change those transactions one at a time instead. See Editing a Transaction.
- Jobs moved to another business: If any of the worksheet's jobs, or their customers, have since moved to another business, the date can't be changed.
- Before it's submitted: Change the Status Date in a job's popup instead. Changing one asks whether it's for Just this one or All items on this worksheet.
VAT and Income Tax
If some of the transactions are in a VAT return or Income Tax update you've already sent to HMRC, Work Planner says so before you confirm. They still move, and the difference goes in your next VAT return, while your next Income Tax update sends the whole tax year again with the new dates, as when you change a transaction yourself.
Related articles
- Worksheet Detail Screen: Where More Actions and the worksheet's other actions are.
- Submit Options: What submitting a worksheet puts in your accounts.
- Editing Worksheet Item Payment and Reference Fields: The Status Date and the other fields in a job's popup.
- Editing a Transaction: Changing a single transaction's date or amount.