Scheduling License Changes with Work 365

Modified on Mon, Oct 20 at 1:59 PM

Applies to: Work 365 Subscription Management
Audience: System Administrators, Billing & Provisioning Teams

Summary

Work 365 lets you schedule future subscription changes—quantity adjustments, price updates, and cancellations—using Scheduled License Change Logs (SLCLs). On the Effective Date, Work 365 applies the change to the subscription and creates a corresponding License Change Log (LCL) for audit, provisioning, and invoicing.

Key Concepts

Term	Description
Scheduled License Change Log (SLCL)	A record representing a future, scheduled change to a subscription (quantity, price, activation/deactivation).
Quantity Reduction Behavior (QRB)	Subscription/product setting that determines whether reductions are Allowed, Disallowed, or Allowed within a Window.
Quantity Reduction Window (QRW)	Used when QRB = Allowed within Window; defines the number of days after provisioning/renewal when reductions are permitted.
Effective Date	Date when the scheduled change takes effect on the subscription.
Provision On	Date the change is sent to the provider (if applicable) for provisioning/sync.

How to Schedule Common Changes

Change Type	Steps	Notes
Reduce Quantity	1) Open the Subscription. 2) Update Quantity to the new total. 3) Set Change Effective to On Renewal or Custom (choose date). 4) Save.	If QRB = Allowed within Window, the chosen date must fall inside the QRW; otherwise, no SLCL is created.
Increase Quantity	1) Open the Subscription. 2) Update Quantity. 3) Choose Change Effective (On Renewal/Custom). 4) Save.	Increases typically aren’t restricted by reduction windows.
Schedule Cancellation	1) Open the Subscription. 2) Set Deactivate On. 3) Choose whether to Apply Refund. 4) Save.	The Billing Contract must allow refunds if you select Apply Refund.
Price Change	1) Open the Subscription (or Scheduled Change Logs tab). 2) + New SLCL. 3) Update Selling Price per Unit, Cost Price per Unit, or Sales Unit. 4) Set Effective Date and Provision On. 5) Save.	When applied, Work 365 creates an LCL capturing the price update for audit.

What Happens on the Effective Date

The Scheduled Update job finds SLCLs due for execution.
Work 365 updates the Subscription with the new values.
A new LCL is created to record the change (for audit and invoicing).
The SLCL moves to Completed/Archived.

Considerations & Best Practices

Plan ahead: Use On Renewal for changes aligned to contract/billing cycle renewals.
Validate QRB/QRW: Ensure reduction windows permit your planned quantity decrease.
Be precise with dates: Dates outside valid windows can cause scheduling or Merge Failed errors.
Avoid overlap: Only one pending SLCL per subscription to prevent merge conflicts.
Communicate price changes: Notify stakeholders/customers before price updates.
Monitor status: Review Pending, Awaiting Merge, or Failed SLCLs regularly for intervention.
Audit trail: LCLs capture who/what/when—use them for compliance and reconciliation.

Troubleshooting

If a scheduled change doesn’t apply as expected, verify:

Effective Date has passed.
The Scheduled Update job has executed (Work 365 → Administration → Work 365 Jobs).
The SLCL is not in Merge Failed (if it is, see Scheduled License Change Fails).
For reductions, QRB/QRW settings allow the reduction on the chosen date.
There are no overlapping SLCLs on the same subscription.
Subscription is Active; Billing Contract is valid (dates, payment terms, tax setup as needed).
Currency/Sales Unit/Price List on the SLCL matches the subscription.

Quick Health Checks (Before Scheduling)

Subscription Sales Unit (Monthly/Annual) matches intended change.
Billing Contract dates/cadence are correct.
Quantity Reduction Behavior/Window configured for reductions.
No Awaiting/Failed LCLs/SLCLs exist on the same subscription.