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:

  1. Sign in to the Azure portal.
  2. Search for Cost Management + Billing and then select it.
  3. Select Billing scopes from the navigation menu and then select the billing account that you want to work with.
  4. In the navigation menu, select Usage + Charges.
    Screenshot showing the Usage + charges page.
  5. 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.
  1. Select the Download symbol next to the month's report.
    Screenshot showing the Download option.
  2. On the Download Usage + Charges page, select Prepare document for the report that you want to download.
    Screenshot showing the Prepare document page.
  3. 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.

Screenshot showing a summary of usage charges.

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.

  1. Sign in to the Azure portal.
  2. Search for Cost Management + Billing and select it.
  3. Select Billing scopes from the navigation menu and then select the billing account that you want to work with.
  4. In the navigation menu, select Invoices. The Invoices page shows all the invoices and credit memos generated for the last 12 months.
    Screenshot showing the Invoices page.
  5. 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.
  6. In the context menu, select Download.
    Screenshot showing the Download context menu.
  7. Select Prepare document to prepare the document that you want to download.
    Screenshot showing the Prepare document page when you prepare the invoice.
  8. 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:

  1. Sign in to the  Azure portal.
  2. Search for  Cost Management + Billing and then select  Billing scopes.
  3. Select your billing scope, and then in the left menu under  Settings, select  Properties.
  4. Select  Update PO number.
  5. Enter a PO number and then select  Update.

Or you can update the PO number in the Invoice area for the upcoming invoice:

  1. Sign in to the  Azure portal.
  2. Search for  Cost Management + Billing and then select  Billing scopes.
  3. Select your billing scope, then in the left menu under  Billing, select  Invoices.
  4. Select  Update PO number.
  5. 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).

  1. Sign in to the Azure portal.
  2. Search for Cost Management + Billing and select it.
  3. Select Billing scopes from the navigation menu and then select the billing account that you want to work with.
  4. In the navigation menu, select Credits + Commitments.
  5. The Credits tab shows a breakdown of your credits and a graph showing your balance over time.
    Screenshot showing the Credits tab.

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.

  1. Sign in to the Azure portal.
  2. Search for Cost Management + Billing and select it.
  3. Select Billing scopes from the navigation menu and then select the billing account that you want to work with.
  4. In the navigation menu, select Reservation transactions. Prices shown in the following image are examples.
    Screenshot showing the Reservation transactions page.

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:

  1. In Microsoft Excel, go to File > Open. The Text Import Wizard appears.
  2. Under Original Data Type, choose delimited. Default is Fixed Width.
  3. Select Next.
  4. Under Delimiters, select the box for Comma. Clear Tab if it's selected.
  5. Select Next.
  6. Scroll over to the ResourceRate and ExtendedCost columns.
  7. Select the ResourceRate column. It appears highlighted in black.
  8. Under the Column Data Format section, select Text instead of General. The column header will change from General to Text.
  9. 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