View your usage summary details and download reports for EA enrollments
This article explains how enterprise administrators of direct and indirect Enterprise Agreement (EA) enrollments can view a summary of their usage data, Azure Prepayment consumed, and charges associated with other usage in the Azure portal. Charges are presented at the summary level across all accounts and subscriptions of the enrollment.
Note
We recommend that both direct and indirect EA Azure customers use Cost Management + Billing in the Azure portal to manage their enrollment and billing instead of using the EA portal. For more information about enrollment management in the Azure portal, see Get started with EA billing in the Azure portal.
As of February 20, 2023 indirect EA customers won’t be able to manage their billing account in the EA portal. Instead, they must use the Azure portal.
This change doesn’t affect Azure Government EA enrollments. They continue using the EA portal to manage their enrollment.
Check out the EA admin manage consumption and invoices video. It's part of the Enterprise Customer Billing Experience in the Azure portal series of videos.
Prerequisites
To review and verify the charges on your invoice, you must be an Enterprise Administrator. For more information, see Understand Azure Enterprise Agreement administrative roles in Azure. If you don't know who the Enterprise Administrator is for your organization, create a support request in the Azure portal.
Review usage charges
To view detailed usage for specific accounts, download the usage detail report:
- Sign in to the Azure portal.
- Search for Cost Management + Billing and then select it.
- Select Billing scopes from the navigation menu and then select the billing account that you want to work with.
- In the navigation menu, select Usage + Charges.
- To view details from previous years, select a Timespan.
The following table lists the terms and descriptions shown on the Usage + Charges page in the Azure portal. Charges shown in the Azure portal are in USD currency.
| Term | Description |
|---|---|
| Month | The Usage month |
| Charges against Credits | The credit applied during that specific period. |
| Service Overage | Your organization's usage charges exceed your credit balance |
| Billed Separately | The services your organization used aren't covered by the credit. |
| Azure Marketplace | Azure Marketplace purchases and usage aren't covered by your organization's credit and are billed separately |
| Total Charges | Charges against credits + Service Overage + Billed Separately + Azure Marketplace |
Download usage charges CSV file
Enterprise administrators use the Download Usage + Charges page to download the following reports as CSV files.
- Usage Details - Depending on your selection, the CSV file provides all charges (usage and purchases) including RI (reservation) purchases. Or, amortized charges (usage and purchases) including reservation purchases.
- Marketplace Store Charge - The Marketplace Store Charge CSV file contains the usage-based Marketplace charges breakdown by day for the specified billing period.
- Price sheet - The Price Sheet CSV file contains the applicable rate for each meter for the given Enrollment and Billing Period.
- Balance and Summary - The Balance and Summary CSV file contains a monthly summary of information for balances, new purchases, Marketplace service charges, adjustments, and overage charges.
- Select the Download symbol next to the month's report.
- On the Download Usage + Charges page, select Prepare document for the report that you want to download.
- It could take a while for Azure to prepare your download, depending on your monthly usage. When it's ready for download, select Download csv.
Enterprise administrators can also view an overall summary of the charges for the selected Timespan at the bottom of the Usage + charges page.
Download or view your Azure billing invoice
An EA administrator can download the invoice from the Azure portal or have it sent in email. Invoices are sent to whoever is set up to receive invoices for the enrollment. If someone other than an EA administrator needs an email copy of the invoice, an EA administrator can send them a copy.
Only an Enterprise Administrator has permission to view and download the billing invoice. To learn more about getting access to billing information, see Manage access to Azure billing using roles.
You receive an Azure invoice when any of the following events occur during your billing cycle:
- Service overage - Your organization's usage charges exceed your credit balance.
- Charges billed separately - The services your organization used aren't covered by the credit. You're invoiced for the following services despite your credit balance:
- Canonical
- Citrix XenApp Essentials
- Citrix XenDesktop
- Registered User
- Openlogic
- Remote Access Rights XenApp Essentials Registered User
- Ubuntu Advantage
- Visual Studio Enterprise (Monthly)
- Visual Studio Enterprise (Annual)
- Visual Studio Professional (Monthly)
- Visual Studio Professional (Annual)
- Marketplace charges - Azure Marketplace purchases and usage aren't covered by your organization's credit. So, you're invoiced for Marketplace charges despite your credit balance. In the Azure portal, an Enterprise Administrator can enable and disable Marketplace purchases.
Your invoice displays Azure usage charges with costs associated to them first, followed by any Marketplace charges. If you have a credit balance, it's applied to Azure usage. Your invoice will display Azure usage and Marketplace usage without any cost last.
Download your Azure invoices (.pdf)
For EA enrollments, you can download your invoice in the Azure portal.
- Sign in to the Azure portal.
- Search for Cost Management + Billing and select it.
- Select Billing scopes from the navigation menu and then select the billing account that you want to work with.
- In the navigation menu, select Invoices. The Invoices page shows all the invoices and credit memos generated for the last 12 months.
- On the Invoices page, find the row of the invoice that you want to download. To the right of the row, select the ellipsis (…) symbol.
- In the context menu, select Download.
- Select Prepare document to prepare the document that you want to download.
- When the document is prepared, select Download.
You can select a Timespan to view up to the last three years of invoice details.
If the invoice has multiple line items that exceed 40 pages for a PDF file, it gets split into multiple document numbers.
The following table lists the terms and descriptions shown on the Invoices page:
| Term | Description |
|---|---|
| Document date | Date that the invoice or credit memo was generated. |
| Document number | Invoice or credit memo number. |
| Billing Period | Billing period that the invoice or credit memo. |
| PO number | PO number for the invoice or credit memo. |
| Total Amount | Total amount of the invoice or credit. |
Updated direct EA billing invoice documents
Azure is enhancing its invoicing experience. The enhanced experience includes an improved invoice PDF file, a summary PDF, and a transactions file.
There are no changes to invoices generated before November 18, 2022.
The invoice notification email address is changing from msftinv@microsoft.com to microsoft-noreply@microsoft.com for customers and partners under the enhanced invoicing experience.
We recommend that you add the new email address to your address book or safe sender list to ensure that you receive the emails.
For more information about invoice documents, see Direct EA billing invoice documents.
Update a PO number for an upcoming overage invoice
In the Azure portal, an Enterprise Administrator for a direct EA enrollment can update the purchase order (PO) for the upcoming invoices. The PO number can get updated anytime before the invoice is created during the current billing period.
For a new enrollment, the default PO number is the enrollment number.
If you don’t change the PO number, then the same PO number is used for all upcoming invoices.
The EA admin receives an invoice notification email after the end of billing period to update PO number. You can update the PO number up to seven days after receiving email notification.
If you want to update the PO number after your invoice is generated, then contact Azure support in the Azure portal.
Check out the Manage purchase order number in the Azure portal video.
To update the PO number for a billing account:
- Sign in to the Azure portal.
- Search for Cost Management + Billing and then select Billing scopes.
- Select your billing scope, and then in the left menu under Settings, select Properties.
- Select Update PO number.
- Enter a PO number and then select Update.
Or you can update the PO number in the Invoice area for the upcoming invoice:
- Sign in to the Azure portal.
- Search for Cost Management + Billing and then select Billing scopes.
- Select your billing scope, then in the left menu under Billing, select Invoices.
- Select Update PO number.
- Enter a PO number and then select Update.
Review credit charges
The information in this section describes how you can view the starting balance, ending balance, and credit adjustments for your Azure Prepayment (previously called monetary commitment).
- Sign in to the Azure portal.
- Search for Cost Management + Billing and select it.
- Select Billing scopes from the navigation menu and then select the billing account that you want to work with.
- In the navigation menu, select Credits + Commitments.
- The Credits tab shows a breakdown of your credits and a graph showing your balance over time.
The following table lists the terms and descriptions shown on the Credits tab.
| Term | Description |
|---|---|
| Month | Month of the credit |
| Starting credit | Starting credit for that month |
| New credit | New credits added |
| Adjustments | Adjustments made in the month |
| Credit applied toward charges | Total amount of the invoice or credit generated |
| Ending credit | Credit end balance |
Below are the Accounting codes and description for the adjustments.
| Accounting Code | Description |
|---|---|
| F2 | Contractual Credit |
| F3 | Strategic Investment Credit: Future Utilization Credit |
| O1 | Offer Conversion Credit |
| O2 | Pricing or Billing Credit |
| O3 | Deployment Credit |
| O4 | Offset Service Credit |
| O5 | Coverage Gap Credit |
| O6 | Subscription Interrupt Credit |
| O7 | Technical Concession Credit |
| O8 | Usage Emission Credit |
| O9 | Fraud False Positive Credit |
| O10 | Pricing Alignment Credit |
| O11 | Sponsorship Continuity Credit |
| O12 | Exchange Rate Reconciliation Credit |
| O13 | Microsoft Internal Credit |
| O14 | Supporting Documentation Credit |
| O15 | Support Troubleshooting Credit |
| O16 | Data Center Credit |
| O17 | Backdated Pricing Credit |
| O18 | Strategic Investment Credit: Offset of Past Utilization |
| O19 | Licensing Benefit Credit |
| O20 | Return of Reservation Credit |
| O21 | Service Level Agreement Credit |
| P1 | Custom Billing Credit |
| P2 | Strategic Investment Credit: Planned Usage Credit |
| T1 | Contractual Fund Transfer |
| T2 | Strategic Investment Credit: Transfer of Funds |
| T3 | Volume Licensing Reconciliation Credit |
| T4 | Separate Channel Balance Transfer |
| T5 | Exchange adjustment for Azure reservation |
| U1 | Latent Onboarding Credit |
| U2 | Funding Transfer |
| U3 | Contract Term Transfer |
| U4 | Strategic Investment Credit: Transfer of Utilization |
Review reservation transaction details
You can view all the reservations placed for an Enterprise Agreement in the Azure portal.
- Sign in to the Azure portal.
- Search for Cost Management + Billing and select it.
- Select Billing scopes from the navigation menu and then select the billing account that you want to work with.
- In the navigation menu, select Reservation transactions. Prices shown in the following image are examples.
The following table lists the terms and descriptions shown on the Reservation transactions page.
| Term | Description |
|---|---|
| Date | Date that the reservation was made |
| Name | Name of the reservation |
| Description | Description of the reservation |
| Purchasing Subscription | Subscription under which the reservation made |
| Purchasing account | The purchasing account under which account the reservation made |
| Billing frequency | Billing frequency of the reservation |
| Type | Type of the transaction. For example, Purchase or Refund. |
| Purchase Month | Month of the Purchase |
| MC (USD) | Indicates the Monetary Commitment value |
| Overage (USD) | Indicates the Service Overage value |
| Quantity | Reservation quantity that was purchased |
| Amount (USD) | Reservation cost |
Note
The newly added column Purchase Month will help identify in which month the refunds are updated and helps to reconcile reservation refunds.
CSV report formatting issues
When you view CSV reports in Excel and your billing currency is Euros, you might have formatting issues that involve commas and periods.
The costs shown are examples.
For example, you might see:
| ServiceResource | ResourceQtyConsumed | ResourceRate | ExtendedCost |
|---|---|---|---|
| Hours | 24 | 0,0535960591133005 | 12,863,054,187,192,100,000,000 |
However, you should see:
| ServiceResource | ResourceQtyConsumed | ResourceRate | ExtendedCost |
|---|---|---|---|
| Hours | 24 | 0,0535960591133005 | 1,2863054187192120000000 |
The formatting issue occurs because of default settings in Excel's import functionality. Excel imports all fields as General text and assumes that a number is separated in the mathematical standard. For example: 1,000.00.
If your currency uses a period (.) for the thousandth place separator and a comma (,) for the decimal place separator, it will display incorrectly. For example: 1.000,00. The import results may vary depending on your regional language setting.
To import the CSV file without formatting issues:
- In Microsoft Excel, go to File > Open. The Text Import Wizard appears.
- Under Original Data Type, choose delimited. Default is Fixed Width.
- Select Next.
- Under Delimiters, select the box for Comma. Clear Tab if it's selected.
- Select Next.
- Scroll over to the ResourceRate and ExtendedCost columns.
- Select the ResourceRate column. It appears highlighted in black.
- Under the Column Data Format section, select Text instead of General. The column header will change from General to Text.
- Repeat steps 8 and 9 for the Extended Cost column, and then select Finish.
Tip
If you have set CSV files to automatically open in Excel, you must use the Open function in Excel instead. In Excel, go to File > Open.
Next steps
- To learn about common tasks that an enterprise administrator accomplishes in the Azure portal, see EA Billing administration on the Azure Portal.
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