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This is for Partners that have modern invoices (‘G’ invoices) with Microsoft. When Microsoft sends a credit note for an incorrect amount, there are 3 Provider Invoices that are created in Work 365:

  1. Provider Invoice 1; the original invoice on which had one or more incorrectly billed items.
  2. Provider Invoice 2; the credit note with the amount credited. This is a void invoice, where Microsoft credits back the charge from Provider Invoice 1.
  3. Provider Invoice 3; the new invoice with the correct amount where Microsoft. This is a replacement for the first provider invoice.

Note that Microsoft does not send a Daily Rated Recon File for the Credit note, hence the system tries to import it unsuccessfully with a CheckSum error. In the screenshot below, there are only 2 Daily rated usage reconciliation files - one for the incorrect amount and one for the correct amount.

 

Since a daily rated reconciliation file is not available for this credit note, this process will need to be handled manually as follows:
  • Create a Provider Invoice with details that match the credit note from Microsoft which is Provider Invoice 2. The following fields must match the credit note
    • Name
    • Invoice Date
    • Invoice Number
    • Provider
    • Currency
    • Total Charges

  • Update the status reason to Active
  • Save the record

Uninvoiced Data

If there are no invoices attached the to the Usage Summary for Provider Invoice 1 with the incorrect amount from Microsoft, then delete all the Usage Summary line items.
  • To do that, go to the Provider Invoiceà Child Recordsà Usage summary and check if there are any invoices:
  • See Associated Records:
  • Select the line items and hit delete. Note, only 250-line items can be deleted at one time:

    If this step isn’t taken, then the invoice will contain duplicate usage data from the incorrect data provided by Microsoft- Provider Invoice 1 as well as the correct data Provider Invoice 3
  • Manually generate the invoices for the Billing Contracts.
Invoiced Data
 

If there are invoices attached to the Usage Summary for Provider Invoice 1 which is the incorrect amount from Microsoft, then the following steps will need to be taken:

  • Delete the invoice that has already been generated

  • Create a one-time NRI for each Billing Contract that is associated with the Usage Summary with a negative amount that they were invoiced for. For instance, if the amount based on Provider Invoice 1 was $500 for a Billing Contract, create a one-time NRI with the amount of -$500. For more details on how to create an NRI go here- https://help.work365apps.com/documentation/billing/billing-contract/non-recurring-billing-contracts-non-recurring-items/

  • Generate the invoice manually. This invoice will essentially have at least these 3-line items:

    • The incorrect Usage Summary Amount from Provider Invoice 1 which has the incorrect data from Microsoft
    • The one-time NRI item with the credit back amount
    • The correct Usage Summary Amount from Provider Invoice 3 which has the correct data from Microsoft
Keywords: provider invoice, Microsoft, azure