Data Clean-Up Recommendations for Work 365

Modified on Fri, Feb 14 at 12:12 PM

Applies to: Work 365
Audience: Administrators, Billing Teams

Overview

After syncing data into Work 365, it’s crucial to perform data clean-up and system configuration to ensure accurate billing and optimal system performance. Neglecting these steps can lead to:

❌ Incorrect billing cycles
❌ Inaccurate pricing
❌ Unbilled subscriptions
❌ Delayed Azure billing

This guide outlines the recommended steps to prepare your system for effective billing operations.

Prerequisites

Before proceeding, ensure the following steps are completed:

✔ Installation of the Work 365 application
✔ Completion of the Admin Hub setup
✔ Data synchronization to your environment (typically via the Onboarding App)

Recommended Data Clean-Up Steps

1. Configure Provider Accounts

✅ Map each tenant in the Partner Center to the corresponding CRM account to ensure data syncs correctly.
✅ If a CRM account does not exist, create one and add additional details as needed.

2. Set Up Billing Contracts

Ensure the following settings are correctly configured to prevent invoicing errors:

Setting	Recommendation
Type & Billing Policy	Ensure these are configured correctly to avoid invoicing errors.
Start Date	Set a uniform start date (e.g., 2nd or 3rd day of the month). For Azure billing, use the 15th to maintain consistency.
Naming	Use clear, standardized names, especially for clients with multiple contracts or different billing policies.
Billing Frequency	Verify that it aligns with your invoicing schedule.
Default Price List	Ensure every billing contract has an assigned default price list.
Automation Settings	Consider disabling automation features (Auto-sync, Auto-send, Auto-charge) during data clean-up to prevent premature client interactions.

3. Review Subscriptions

Focus on the following critical fields to ensure billing accuracy:

Field	Requirement
Customer	Mandatory field
Billing Contract	Mandatory field
Price List	Essential for pricing
Sales Unit	Essential for pricing
Selling Price per Unit	Essential for pricing
Cost Price per Unit	Essential for pricing
Provider	Mandatory field
Provider Account	Mandatory for automatic providers

After addressing these fields, review additional fields as necessary.

4. Examine License Change Logs (LCLs)

✅ Provisioning Status: Review the provisioning status of LCLs.

Billing contracts and subscriptions should be reviewed first, since missing data can cause LCL provisioning failures.
A failed LCL can still be invoiced, so ensure all relevant data is in place.

✅ Status Reason:

✔ Archive LCLs that should not be billed to prevent them from appearing on invoices.
✔ This can also be managed through the Onboarding App.

5. Utilize Dashboards for Monitoring

Leverage the following dashboards to identify and resolve data issues:

Dashboard	Purpose
Billing Administrator Dashboard	Monitors billing-related tasks and potential issues.
Manager Dashboard	Provides an overview of system operations and highlights areas needing attention.

Additional Recommendations:

✔ Create custom views, scheduled reports, and dashboards tailored to your organization’s needs to effectively track relevant data.

Conclusion

By meticulously performing these data clean-up and configuration steps, you can ensure that Work 365 operates efficiently, leading to accurate billing and streamlined system behavior.