Learn about the various charge types in Partner Center reconciliation line items
Applies to: Partner Center | Partner Center for Microsoft Cloud for US Government
Appropriate roles: Admin agent | Billing admin
This article helps you understand the charges in your reconciliation line items. Your invoice summarizes your costs, and the reconciliation line items provide detailed information. This document lists different charge types associated with the line items. For more information, see how to use reconciliation files.
Note
To ensure accurate billing, review both invoices and reconciliation files or line items. Adjustments like one-time credits, discounts, or refunds might not show in the legacy reconciliation files or line items.
Map charge types to invoice charges
To track your charges and check your billing, use Microsoft Excel filters, and compare your invoice and reconciliation line items. By filtering by charge type in the reconciliation line items, you can match invoice charges with details.
Legacy license-based reconciliation charges
To verify legacy license-based charges in your invoice, add up the Amount column in the license-based reconciliation line items.
| Charge description (ChargeType in the reconciliation line items) | Charge explanation |
|---|---|
| Activation fee | The amount charged to the customer when they use the subscription after purchase. |
| Cancel fee | Prorated charges refunded to the customer when associated licenses are changed. |
| Cancel instance prorate | Prorated charges canceled when customer with monthly subscription has subscription suspended and associated licenses changed within the same month. |
| Cycle fee | Periodic charges for a subscription. |
| Cycle instance prorate | Prorated charges assessed from the customer when associated licenses are changed. |
| Prorate fees when cancel | Prorated refund for unused portion of service upon cancellation. |
| Prorate fees when convert away from current offering | Prorated charges after converting away from the current monthly subscription to an annual subscription. |
| Prorate fees when convert to a new offering | Prorated charges after converting a monthly subscription to a new annual subscription. |
| New purchase cycle fee | The charge type for a subscription when using both monthly or annual billing. |
| Prorate fees when purchase | The first cycle fee of a net new subscription. |
| Prorate fee when renew | The first cycle fee of a renewed subscription. |
| Prorate fees when activate | Prorated fees from reactivating suspended subscription until end of billing period. |
New commerce license-based reconciliation charges
To verify new commerce charges in your invoice, sum the Total or Subtotal in the reconciliation line items based on your tax calculation method. If you have a credit note, subtract that amount from the invoice total.
The new commerce reconciliation line items explain each positive or negative charge. For more information, see the table.
| Charge type | Description |
|---|---|
| new | This charge type is applied when you initially purchase a subscription to a product or service. |
| renew | This charge type is applied when a subscription is extended for another term, typically for the same duration as the original subscription period. |
| cycleCharge | This charge type refers to the recurring fees charged at regular intervals (like monthly or annually) for the continued use of a subscription. |
| addQuantity | When your customers require more licenses or units of the product or service, you can increase the quantity. This charge type adjusts the billing accordingly by refunding or charging the difference based on the new quantity. |
| removeQuantity | If customers need to reduce the number of licenses or units, you can increase the quantity. This charge type adjusts the billing by issuing refunds or modifying charges to reflect the decreased quantity. |
| moveQuantity | This charge type applies when you transfer licenses from one subscription to another, typically for upgrading to an advanced subscription or consolidating multiple subscriptions. It involves adjusting the billing to reflect the changes. |
| cancelImmediate | When you decide to cancel a subscription, this charge type is applied. It stops future billing and access to the product or service, closing out the subscription. |
| convert | This charge type is versatile and applies in several scenarios: upgrading from a free trial to a paid subscription, migrating to an advanced subscription, or changing the billing plan (like monthly to annual). It reflects the adjustment in billing due to these changes. |
| customerCredit | We might offer credits to customers for different reasons, like service level agreement (SLA) breaches, service disruptions, or promotions. This charge type keeps track of these credits. |
| extendTerm | This charge type is used when we extend a product's trial period. It gives customers more time to try the product before buying it. It ensures the billing system shows the extra trial time correctly without charging the customer too soon. |
Usage charges for legacy
To map these usage charges to your invoice, sum the PretaxCharges from the usage-based reconciliation line items.
| Charge description (ChargeType in the reconciliation line items) | Charge explanation |
|---|---|
| Assess usage fee when cancel | Access usage fee upon cancellation for unpaid usage during the current billing period. |
| Assess usage fee for current cycle | Access usage fee for the current billing period. |
New commerce usage-based reconciliation charges
See all the charges and usage for a day in the new commerce usage-based reconciliation line items.
| Charge type | Explanation |
|---|---|
| new | Daily charges for the resource |
Credits
To map these credits to your legacy invoice:
- Sum the
TotalForCustomerfrom the license-based reconciliation line items. - Sum the
PostTaxTotalcolumn from the usage-based reconciliation line items.
| Charge description (ChargeType in the reconciliation line items) | Charge explanation |
|---|---|
| Offset a line item | Partial or whole refund to a line item, including taxes. |
Verify discounts for legacy usage-based products
To verify usage-based discounts to your invoice, sum the PretaxCharges from the usage-based reconciliation line items.
| Charge description (ChargeType in the reconciliation line items) | Charge explanation |
|---|---|
| Activation discount | Discount applied when subscription activated. |
| Cycle discount | Discount applied on periodic charges. |
| Renew discount | Discount applied when subscription renewed. |
| Cancel discount | Charges applied when discounts are canceled. |
Verify discounts for legacy license-based products
To verify license-based discounts to your invoice, sum the TotalOtherDiscount from the license-based reconciliation line items.
License-based discounts can be applied to multiple charge types.