Troubleshooting Missing Usage-Based Invoices in Work 365

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

Overview

If your usage-based invoices for the current month have not been generated in Work 365, the issue is likely due to unsynchronized Usage Summary records. This guide outlines the necessary steps to efficiently identify and resolve the problem.

Steps to Resolve Missing Usage-Based Invoices

1. Verify Markup Percentage on Usage Subscription

Ensure the Markup % Field is Populated

✅ Navigate to the Usage Subscription and confirm that the Markup % field contains a value.

Update Usage Data if Markup % Was Modified Post-Synchronization

If the Markup % was updated after the Provider Invoice was synced, the usage data requires manual updating to apply the new markup.

✅ To update the markup on usage consumption:
1️⃣ Export the consumption data.
2️⃣ Modify it to include the correct markup.
3️⃣ Re-import it into Work 365.

✅ If an invoice has already been generated for this consumption:
1️⃣ Delete the existing invoice.
2️⃣ Regenerate the invoice to apply the markup change.

2. Check Provider Invoice Synchronization

Confirm Provider Invoice Sync

✅ Ensure that the Provider Invoice has synced to Work 365 and that the Usage Summary Records are available.
✅ If the Provider Invoice has not synced, refer to the Work 365 documentation on Provider Invoices for further guidance.

Address Unresolved References

✅ If the synchronization issue is due to unresolved references, follow the Work 365 guide on addressing unresolved references.

3. Review Synchronization Dates

Assess Data Sync Timing

✅ Check whether the data was synced after the invoice date of the Billing Contracts.
✅ Delays from the provider or unresolved references can impact synchronization.

Manually Regenerate Invoices

✅ If the invoice was not generated due to timing mismatches, manually regenerate invoices for the current billing cycle.

? Example:

• If the Billing Contract invoice date is the 5th of the month, but the Provider Invoice arrives on the 8th, Work 365 will not generate the usage invoice until the data becomes available.

4. Examine Provider Invoice Status

Understand Provider Invoice Import Process

✅ Provider Invoices are imported from Microsoft’s Partner Center through a background job.

Ensure an Active Provider Invoice

✅ Azure Billing requires an Active Provider Invoice with Usage Summary data for the invoicing job to include the data in the invoice.

Status Indicators:

✔ Active:

• Populating: The Provider Invoice is syncing with Work 365 and has not yet reached a final status.
• Active: Both license and usage data have been found.

❌ Inactive:

• Error: The Provider Invoice has encountered an error. The error reason is available under the 'General' tab. Refer to Work 365 Provider Invoices for more details.

Monitor Provider Invoice Synchronization

✅ Once a Provider Invoice is available, Work 365 will attempt to sync it daily.
✅ To receive notifications when the Provider Invoice is available, refer to Provider Invoice Email Notifications in Work 365.

Conclusion

By following these steps, you should be able to identify and resolve issues preventing the generation of usage-based invoices in Work 365. Ensuring proper synchronization, markup verification, and provider invoice status checks will help maintain accurate billing.