Missing License Change Logs (and How to Fix Them)

Modified on Fri, Oct 24 at 10:10 AM

Applies To: Work 365 (Dynamics 365 / Power Platform)
Audience: Billing Administrators, System Administrators, Finance Teams

Overview

License Change Logs (LCLs) track every subscription change in Work 365 and drive accurate proration, invoicing, and audit history. If LCLs are missing, deactivated, or mismatched, you can see missed charges, reconciliation gaps, or inconsistent reporting.

Why This Happens

Common root causes:

Manual deletion or deactivation of LCLs (avoid except in controlled corrections).
Failed sync/import during install, migration, or data refresh that prevented LCL creation.
Quantity mismatch: the sum of LCL quantities ≠ Subscription quantity.
Skipped historical LCLs during earlier invoice runs (older LCLs left unbilled).
Custom automation overwriting LCL fields or status.

Resolution Steps

✅ Step 1: Identify Affected Subscriptions

Go to Work 365 → Reports → License Change Log Mismatch.
Review flagged subscriptions where:
- Total(LCL Quantity) ≠ Subscription Quantity, or
- LCLs are missing, inactive, or not invoiced.
Tip: Create a companion view “Uninvoiced LCLs (Active)” to spot LCLs with no Invoice/Invoice Line link.

✅ Step 2: Restore / Add the Missing LCLs

For each affected Subscription:

Open the Subscription record.
In License Change Logs subgrid, select + New License Change Log and populate:

Field	Guidance
Name	Use the subscription name (readability).
Subscription	Auto-populated when added from the subgrid.
Provisioning Status	Not Applicable (for “Do Nothing” provider) or Awaiting Provisioning if change must provision.
Invoice	Link if already billed historically; otherwise leave blank.
Status Reason	Active (pending billing) or Archived (if already billed).
Effective Date	Sub start date for the initial LCL, or the actual change date for later LCLs.
Quantity	Set so Σ LCL quantities = Subscription quantity (e.g., Subscription=10, existing LCLs=6 → new LCL=4).
Sales Unit, Unit Price, Unit Cost, Order Ref	Mirror the Subscription values.

Save the LCL.
Re-run License Change Log Mismatch to confirm resolution.
Bulk fixes: Use Advanced Find to locate multiple affected Subscriptions/LCLs and Bulk Edit where appropriate.

✅ Step 3: Address the Root Cause

Investigate and remediate:

Accidental deletion/deactivation → Restrict delete privileges on LCL; train users to Archive instead of delete.
Import/Sync failures → Review integration logs and re-run the failed job; validate post-run that LCLs are created.
Custom automation → Audit plugins/flows touching LCLs; add guards to prevent unintended updates.

Optional controls

Power Automate alert for LCL Mismatch report results.
Scheduled system view emails (e.g., weekly) for Uninvoiced or Failed/Merge-Failed LCLs.

Related Health Checks (Quick Wins)

Uninvoiced LCLs: Ensure pending LCLs are included on the next (or corrective) invoice.
Failed / Awaiting LCLs: Resolve older provisioning failures first—downstream LCLs won’t merge while prior ones are incomplete.
Unit/Price completeness: Confirm Sales Unit and Selling Price per Unit exist on LCLs; missing values block invoicing.
SLCL pipeline: If using Scheduled LCLs (SLCLs), verify none are stuck in Merge Failed (fix cause, set back to Awaiting Merge, and reprocess).

Best Practices

? Don’t delete LCLs; Archive after invoicing to preserve audit history.
? Run License Change Log Mismatch weekly/monthly to catch issues early.
? Make all subscription updates (qty, price, (de)activation) inside Work 365 to auto-generate LCLs.
? Document manual corrections (who, when, why) for auditability.
⚙️ Monitor integrations after each sync/upgrade to ensure LCL creation is healthy.

Summary

Missing or mismatched LCLs undermine billing accuracy. Use the LCL Mismatch report to find gaps, recreate missing LCLs so totals align with the subscription, and implement preventive controls (permissions, alerts, and process discipline). With these steps, your invoicing and audit trail remain complete and reliable.