Understand the different charge types in Partner Center reconciliation files
Applies to: Partner Center | Partner Center for Microsoft Cloud for US Government
Appropriate roles: Admin agent | Billing admin | Global admin
This article describes the mappings between an invoice section and associated charge types that might be on your reconciliation file. Your invoice provides a summary of charges. Your reconciliation file provides a detailed breakdown of line-item transactions, including charge types. For more information on reconciliation files, see how to use reconciliation files.
Both usage-based reconciliation files and license-based reconciliation files only show usage-related transactions and charges (units consumed and related charges).
Note
One-off credits, discounts or refunds that appear on the invoice as Adjustments are not shown in the reconciliation file.
Map charge types to invoice charges
To cross-reference charge amounts between your invoice and reconciliation file, use the filter options in Microsoft Excel. Filter by charge types on your reconciliation file to map the invoice charges to a set of charge breakdowns on the reconciliation file.
License-based charges
To map these license-based charges to your invoice, sum the Amount column from the license-based file.
| Charge description (ChargeType column in reconciliation file) | 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. |
One-time charges
To map these one-time charges to your invoice, sum the Amount column from the license-based file.
| Charge description (ChargeType column in reconciliation file) | Charge explanation |
|---|---|
| new | Used when a new purchase is made. |
| renew | Used when a subscription is renewed after the end of the term. |
| cycleCharge | Recurring charges for a subscription. |
| addQuantity | Used in both the refund of the original purchase and adjusted charges after increasing seats. |
| removeQuantity | Used in both the refund of the original purchase and adjusted charges after reducing seats. |
| moveQuantity | Used in both the refund of the original purchase and adjusted charges after merging to an existing subscription. |
| cancelImmediate | Used when a subscription is canceled. |
| convert | Used when a license is upgraded or converted from trial to paid. |
| changeBillingPlan | Used when billing plan is switched from monthly to annual or vice versa. |
| customerCredit | Used when credits are given (for example, Azure, SLA, and so on). |
| extendTerm | Used when a trial period is extended beyond the time limit. |
Usage charges
To map these usage charges to your invoice, sum the PretaxCharges column from the usage-based file.
| Charge description (ChargeType column in reconciliation file) | 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. |
Credits
To map these credits to your invoice:
- Sum the TotalForCustomer from the license-based file.
- Sum the PostTaxTotal column from the usage-based file.
| Charge description (ChargeType column in reconciliation file) | Charge explanation |
|---|---|
| Offset a line item | Partial or whole refund to a line item, including taxes. |
Usage-based discounts
To map these usage-based discounts to your invoice, sum the PretaxCharges column from the usage-based file.
| Charge description (ChargeType column in reconciliation file) | 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. |
License-based discounts
To map license-based discounts to your invoice, sum the TotalOtherDiscount column from the license-based file.
License-based discounts may be applied to multiple charge types.