Resolving Missing License Change Logs in Work 365

Modified on Thu, Mar 20 at 12:03 PM

Applies to: Work 365 | Audience: Administrators, Billing Teams

Overview

License Change Logs (LCLs) in Work 365 play a critical role in:

✔ Tracking subscription modifications
✔ Ensuring accurate invoicing
✔ Managing provisioning processes

Missing or inconsistent LCLs can lead to billing discrepancies and subscription management issues.
This guide provides step-by-step instructions to identify and resolve missing or misaligned LCLs in Work 365.

Identifying Missing or Inconsistent License Change Logs

Run the License Change Log Mismatch Report

✅ Navigate to Work 365 > Reports > License Change Log Mismatch.
✅ This report lists subscriptions where the total quantity differs between the parent subscription and its associated LCLs.

Steps to Resolve LCL Discrepancies

1. Review the Report Findings

✅ Examine the subscriptions listed in the mismatch report.
✅ Understand the extent of discrepancies before making any changes.

2. Access the Affected Subscription

✅ Navigate to Work 365 > Subscription Management > Subscriptions.
✅ Open the subscription identified in the mismatch report.

3. Add Missing License Change Logs

✅ Within the subscription record, locate the License Change Logs section.
✅ Click the "+" button to add a new LCL.

4. Fill in the Required Fields:

Field	Description
Name	Use the subscription’s name.
Provisioning Status	Set to "Provisioned" if the change is active; otherwise, choose the appropriate status.
Invoice	Link to the relevant invoice if the change has been billed; leave blank if not yet invoiced.
Status Reason	Select "Active" for pending invoicing or "Archived" if already invoiced.
Effective Date	Set to the date when the change was requested or took effect.
Quantity	Enter the quantity that aligns the total LCL quantities with the parent subscription’s quantity.

5. Save and Verify

✅ After adding the necessary LCLs, click Save.
✅ Re-run the License Change Log Mismatch Report to confirm that the discrepancies have been resolved.

Preventive Measures

? ✔ Avoid Deleting LCLs
✔ Do not delete or deactivate LCL records, as they are essential for:
✔ Maintaining accurate audit trails
✔ Ensuring correct invoicing

? ✔ Regular Audits
✔ Periodically run the License Change Log Mismatch Report to proactively identify and address inconsistencies.