Share via

Understand your invoice

Appropriate roles: User management admin | Billing admin | Admin agent | Sales agent

Understand your bill. It lists all charges and credits for your Cloud Solution Provider (CSP) program.

Where do I find your legacy (D-series) and new commerce (G-series) invoices?

To view and download your invoices, navigate to the Billing workspace in Partner Center. This workspace provides an overview of your billing and history. Additionally, you can download reconciliation files and manage your customers' Azure spending in this workspace.

To find and download your invoices:

  1. Sign in to Partner Center and select the Billing workspace.

  2. Go to the Billing overview (NCE) task menu.

  3. Navigate to the Billing | Billing Overview (NCE) page.

  4. Choose the desired year and currency (if multiple currencies are available) in the upper right corner.

  5. Select the invoice number.

  6. Find the invoice on the side panel.

  7. Select Download report.

What are the different invoice types?

Identify invoice types by their prefixes.

  • Legacy invoice: Starts with "D," cover Office/Dynamics 365 and Azure 145 P.
    • Available two days after your monthly billing anniversary date.
  • New commerce invoice: Starts with "G," include Azure plans, online services, software subscriptions, and marketplace/non-Microsoft products and services.
    • Available by the eighth of every month.

We generate invoices in the partner's billing currency. However, invoices issued before August 2021 in the European Union (EU) used the customer's currency.

Note

Access invoices from the "Billing" workspace of the Partner Center portal or via billing APIs.

What are the common fields in invoice PDF?

  • Invoice number: Identifies each invoice through a unique number.
  • Billing period: Displays the time frame for charges, including the start and end dates.
  • Invoice date: Indicates when the invoice was created.
  • Payment due date: Specifies the deadline for payment. Late payments might cause service interruptions.
  • Charges: Lists the amount owed for the billing period.
  • Credits: Credits for outages, Azure usage, or other reasons.
  • Payment instructions: Provides details on how to make the payment (remember to include the invoice number in your payment).

What are the new commerce invoice PDF fields?

See the fields of LRD (limited risk distributors) and non-LRD invoices for new commerce. Some of these attributes apply only to LRD invoices.

Attribute Definition
Invoice Number Invoice number for a non-LRD partner
Invoice (Document) Date Invoice generation date
Payment Terms Payment term length
Billing Number Invoice number for an LRD partner
Billing Profile Partner Identifier
PO Number Purchase order number
State of Destination and Code Partner location and unique location identifier
Tax Invoice Number Country-specific or region-specific invoice sequence number
Tax Invoice Date Invoice generation date
Credit Note Number Country-specific or region-specific sequence number
Credit Note Date Credit notes generation date
Original Billing Number Initial invoice for these products
Total Amount Amount due
Due on Payment due date
Sold To Product sold location
Bill To Invoice sent location
Billing Period Month of transactions
Charges Total monthly charges
Credits Total monthly credits
Subtotal Total after deducting the credit
Tax Tax added to the subtotal
Payment Instructions Steps to pay invoices. Include the invoice number with your payment.
Purchases Product name.
Publisher name Non Microsoft product publisher names
Publisher address Non Microsoft product publisher addresses
Pricing Currency Product pricing currency
Exchange rate to billing currency Exchange rate used to convert to billing currency
Date range Billing period

What are legacy invoice PDF fields?

Here are the key fields of the legacy invoice:

Attribute Definition
US FEIN Federal Employer Identification Number (FEIN). Your United States federal tax identifier number.
Customer number Customer number
Bill to Address where we send your invoice. You can change your company name and address in your Partner Center billing profile.
License-based charges Sum of all charges for Office and Dynamics products
Usage-based charges Sum of all charges for Azure products
Other products and services Charges for canceling, activating, or changing your offer or instance.
Discounts Discounts you receive from the subscription's regular charges.
Credits Credits or adjustments
Subtotal Total before taxes and tax-exclusive charges and credits.
Tax Total tax amount for your charges. We sum the TaxAmount of your usage-based data and the Tax of your license-based data.
Other credits Tax-exclusive credits.
Total current charges Amount due in your billing currency for the billing period.
Payment instructions How to pay your invoices. Include your invoice number when making a payment.
Invoice no A unique number to identify each invoice.
Billing period Timeline during which transactions occurred.
Invoice date Billing anniversary date on which your invoice is generated each month.
Payment terms Length of time to make payments.
Payment due date Date by which your payment must be received.
Customer PO Purchase number order.
Customer service Website URL to access customer service.
Service recipient Address where the service is being used. (The legal company address associated with company vetting.)

How do I find my partner tenant ID?

Your partner tenant ID isn't listed on your invoice. To find your partner tenant ID, follow these straightforward steps:

Steps to identify the partner tenant ID

  1. Download invoice reconciliation information:
    • Access and download your invoice reconciliation files or line items from the Partner Center portal or via APIs.
  2. Search for the "PartnerId" field:
    • Open the downloaded file and look for the column or attribute labeled "PartnerId."
    • The value of this column or field represents your partner tenant ID.

Why does the tenant ID matter?

Partner tenant ID is important for the following reasons:

  • Ensure accurate billing: The partner tenant ID ensures invoices are correctly attributed to your organization.
  • Streamline account management: It helps you manage accounts and reconciliation processes more efficiently.
  • Resolve issues quickly: If there are discrepancies in billing, the partner tenant ID is crucial for resolving issues.

Tip

  1. Verify the partner tenant ID:
    • Cross-check the ID with your Microsoft Entra ID in the "Accounts" workspace.
  2. Use the ID for reconciliation:
    • Use the partner tenant ID when reviewing or reconciling invoices to ensure proper alignment with your accounts.

Understanding your tenant ID helps ensure accurate billing and better management of your accounts.

Where do I find my statement of account?

We understand the importance of managing your payments. While we don't provide a consolidated account statement for all pending or overdue invoices, you can easily track your account balance and payment details by following these steps:

  1. Step 1: Access the Partner Center portal
    1. Sign in to Partner Center.
    2. Go to the Billing workspace.
    3. Select "Billing overview (NCE)" to view your billing-related information.
  2. Step 2: View your account balance
    • Check the "Billing overview (NCE)" page for the amount you owe to Microsoft.
  3. Step 3: Review individual invoices Each invoice includes:
    • Invoice number: A unique identifier.
    • Payment status: Indicates if the invoice is paid, due, or overdue.
    • Due amount: The amount owed.
    • Due date: The payment deadline.
  4. Step 4: Find or calculate your total account balance
    • Sum up the due amounts from all listed invoices or find the account balance on the "Billing overview (NCE)" page.
    • Pay this total amount to keep your account current and avoid service interruptions.
  5. Step 5: Make payments and take further actions
    • To avoid service disruptions, follow the payment instructions included in your invoices.
    • To resolve discrepancies or clarify any questions, contact the support team.

Note

  • No consolidated statement: A single consolidated account statement isn't available.
  • Avoid service disruptions: Pay all pending or overdue invoices by their due dates.
  • Payment options: Find payment methods and instructions on the invoice.

Tip

Check the Billing overview (NCE) page periodically to stay informed about your account status.

By following these steps, you can monitor your account balance effectively and ensure timely payments. If you need further assistance, reach out to your account manager or the support team.

Why do I get multiple invoices in a billing period or month?

You might receive more than one invoice or multiple invoices for a month or billing period for several reasons. These reasons include separate billing for different products, credit notes for returns, rebilled invoices, and tax regulations.

  • Separate billing for Microsoft and non-Microsoft products and services: We issue separate invoices for Microsoft and non-Microsoft (marketplace) products and services due to billing policies in some countries or regions. As a result, you receive two separate invoices each month or billing period. For example, you receive one invoice for Azure subscriptions and another for third-party SaaS products purchased via the marketplace.
  • Credit notes for adjustments: If you see multiple invoices only in certain billing periods, it could be due to credits for returns. We issue one invoice for the billing events for the current billing period. We also issue other invoices or credit notes for returns of products or services bought in previous billing periods under different company codes or Regional Operations Centers.
  • Rebilled invoices: If your invoice for the current billing period is voided due to an error or adjustments, and then rebilled, both the voided and rebilled invoices appear in your records.
  • Tax or VAT invoices: According to local regulations, certain countries or regions require separate tax invoices for each billing period. These invoices are either automatically provided in Partner Center or available upon request via support.

Note

Make sure that the tax amount on your tax invoices matches the total tax amount in your commercial invoice for the same billing period. To compare the taxes, follow these steps:

  • Gather all tax invoices for the billing period, including negative tax invoices for credit notes.
  • Sum up all the tax amounts.
  • Compare the total with the tax amount on your commercial invoice.

To ensure transparency and clarity in your billing, we follow regional requirements and maintain accurate records.

How do I obtain my tax or VAT invoices?

To obtain tax or VAT invoices for your billing records, follow these steps:

  1. Step 1: Check Partner Center for e-tax invoices: For some countries/regions, Partner Center supports direct download of tax/VAT invoices from the portal.
    1. Sign in to Partner Center.
    2. Go to the Billing workspace and select the invoice to download it.
  2. Step 2: Request via support ticket (if unavailable to download): If tax/VAT invoices aren't downloadable for your country or region:
    1. Open a support ticket in Partner Center.
    2. Include these details:
      • Billing period (for example, January 2024).
        • Invoice numbers.
        • Partner name or tenant ID.
        • Any regional tax compliance requirements.

This structured approach helps you get the invoices you need efficiently and without hassle.

Why do I have different invoice templates?

To comply with legal requirements and ensure clarity in billing, Microsoft uses different invoice templates tailored to specific needs. These templates include LRD (limited risk distributors) invoices and non-LRD invoices, each designed to align with regulatory standards and meet customer expectations.

1. LRD invoice

The LRD (limited risk distributors) invoice template is structured into three main sections to provide clear billing information.

Billing summary

This section provides an overview of your billing details, including:

  • Charges: Total amount due for products and services.
  • Credits: Any refunds, discounts, or adjustments applied.
  • Taxes: Breakdown of applicable taxes.
  • Payment instructions: Information on how and when to make payments.
  • Payment methods: Accepted methods for settling the invoice.

Commercial invoice

The commercial invoice lists all charges incurred during the billing period, categorized as follows:

  • New purchases: Costs for new products or services acquired during the billing period.
  • Adjustments: Changes to previous charges due to service modifications or corrections.
  • Upgrades: Extra costs for upgrading existing services or products.
  • Billing plans payments or cycle charges: Regular charges based on your billing plan or charge cycle.
  • Renewals: Fees for renewing subscriptions or services.
  • Returns or cancellations: Refunds or credits issued for returned or canceled items.

Credit notes

Credit notes are issued for canceled or returned products and services from previous billing periods. Key features include:

  • Refund details: Each credit note corresponds to the original invoice and specifies the refund amount.
  • Separate credit notes: Credit notes are issued separately for each billing period to maintain accurate records.
  • Purpose: Ensures customers receive appropriate refunds and helps maintain transparency in billing.

2. Non-LRD invoice

The non-LRD invoice is designed for simplicity and clarity, making it easier for customers to understand their billing details without extensive legal documentation.

Top section: invoice summary

This section provides a high-level summary of the billing period, including:

  • Charges: Total amount due for products and services.
  • Credits: Any refunds, discounts, or adjustments applied.
  • Taxes: Breakdown of applicable taxes.
  • Payment instructions: Information on how and when to make payments.
  • Payment methods: Accepted methods for settling the invoice.

Subsequent pages: detailed charges

The following pages break down charges for each product and service, including:

  • New purchases: Costs for new products or services acquired during the billing period.
  • Adjustments: Changes to previous charges due to service modifications or corrections.
  • Upgrades: Extra costs for upgrading existing services or products.
  • Billing plans payments or cycle charges: Regular charges based on your billing plan or charge cycle.
  • Renewals: Fees for renewing subscriptions or services.
  • Returns or cancellations: Refunds or credits issued for returned or canceled items.

Why are different templates used?

  • Legal compliance: Certain regions or industries require specific legal documentation (for example, LRD invoices) to meet regulatory standards. Non-LRD invoices are used in regions where such detailed documentation isn't mandatory.
  • Clarity and transparency: Both templates aim to ensure customers can easily understand their billing details, but they cater to different levels of complexity and regulatory requirements.
  • Customer needs: Some customers may require detailed legal documentation (LRD), while others prefer a simpler, more concise format (non-LRD).

How do I identify different invoice types?

Refer to the structure of the invoice:

  • If it includes a billing summary, commercial invoice, and credit notes, it's likely an LRD invoice.
  • If it focuses on a summary of invoice followed by detailed charges, it's likely a non-LRD invoice.

Microsoft uses these tailored invoice templates for ensuring compliance with legal requirements while maintaining transparency and clarity in billing.

How do I check credit notes using invoice reconciliation files or line items?

Follow these steps to check the credit amount:

  1. Open the reconciliation data in Microsoft Excel.
  2. Sort the line items by product name or ID.
  3. Create a pivot table for the sorted line items.
  4. Place OrderId in the Rows section and sum (Total) in the Values section.
  5. Add up the negative amounts.
  6. Compare the sum of negative amounts with the credit note amount for the product. They should match.

Why doesn't the tax amount on the invoice match the tax percentage exactly?

Sometimes, invoices show tax amounts that don’t match the net charges multiplied by the tax rate. The difference occurs because we round down the tax for each billing line item to two decimal places before adding them together.

Let's say you bought two items for $9.75 and $10.25, each with a 10% tax rate. First, calculate the tax for each item: $9.75 x 0.1 = $0.975 (rounded to $0.98) and $10.25 x 0.1 = $1.025 (rounded to $1.03). The total before tax is $20, and the expected tax is $20 x 0.1 = $2. However, the reconciliation line items show the combined tax as $2.01 ($0.98 + $1.03) due to rounding.

Product Charge amount Tax
Product 1 $9.75 $0.98
Product 2 $10.25 $1.03

There's a one-cent difference between the line-item level tax total ($2.01) and the expected total tax ($2).

The invoice shows total tax as $2.01.

To update the PO number, billing or shipping addresses, or other CSP business profile information, follow the steps on the step-by-step guide:

For future invoices

You can directly update your company profile information to modify details like the PO number, bill-to address, and ship-to address, or other relevant details allowed for modification.

  • Access your company profile: Sign in to Partner Center and go to the Account settings workspace.
  • Update your information: Look for options related to your profile in the verify or update your company profile information page and update them as necessary.
  • Verify your changes: Check the invoices for the upcoming billing period to ensure the changes are correctly reflected.

For past invoices

Modifying already-issued invoices is more complex. Here's what the process involves:

  • Open a support ticket: Sign in to Partner Center and submit a support ticket.
  • Provide justification: Include a concise and compelling business reason for updating past invoices, such as for compliance or audit purposes.
  • Request for invoice adjustment: Ask to void the original invoice and generate a new one with the updated details.
  • Wait for approval: This process requires approval from the compliance team and may take some time depending on the complexity and volume of changes.

Important

  • Timeline: Updating past invoices can be time-consuming, so plan accordingly if the updates are urgent.
  • Follow up: Allow some time for the compliance team to review your request and follow up if necessary.

By following these steps, you can successfully update your PO number, addresses, and other details for future and past CSP invoices. This process ensures your records are accurate and compliant.

What is invoice rebilling?

Rebilling invoices ensure your financial records and transactions are precise and compliant. Here's why rebilling occurs and how it benefits you:

Why are invoices rebilled?

Rebilling corrects errors or updates details in the original invoice to reflect accurate information. Common reasons include:

  • Partner details: To update addresses, tax IDs, or contact information.
  • Purchase order (PO) updates: To align invoices with revised purchase orders for accounting compliance.
  • Cost corrections: To fix pricing errors like discounts not applied or miscalculations.
  • Regulatory compliance: To ensure invoices meet local tax or legal requirements.

How does rebilling work?

  • Void the original invoice: The original invoice is labeled as "VoidNote" with a negative amount equals to the original invoice amount and assigned a new invoice number.
  • Issue a new invoice: Contains corrected details and a new invoice number is issued.
  • Maintain the original billing period: Both void and rebilled invoices keep the original billing period. This consistency helps in tracking all invoices together.

What are the benefits of rebilling?

  • Accuracy: Ensures charges and partner details are error-free.
  • Compliance: Aligns with tax laws, contractual terms, or audit standards.
  • Trust: Demonstrates commitment to transparency and accountability.

What should I do with rebilled invoices?

  • Check Partner Center: Review rebilled invoices in the Billing workspace.
  • Reconcile records: Match rebilled invoices with originals using "VoidNote" labels.
  • Contact support: Reach out for unresolved discrepancies or clarification.

By understanding and managing rebilled invoices effectively, maintain accurate financial records and foster a transparent and reliable business environment.

How does currency conversion work?

When managing financial transactions and currency conversions, it's essential to follow specific guidelines that ensure clarity and accuracy. This approach not only maintains precision but also respects regional standards.

For JPY, KRW, and TWD:

  • No decimal places: When we convert amounts to Japanese Yen (JPY), South Korean Won (KRW), and New Taiwan Dollar (TWD), we eliminate decimal places. These currencies are typically used without fractions, aligning with common practices and enhancing clarity in financial records.

For all other supported currencies:

  • Rounding to two decimal places: To ensure precision and consistency, amounts in all other supported currencies are rounded to two decimal places. This practice aligns international standards and facilitates straightforward financial management across various transactions.

By adhering to these guidelines, we maintain the integrity of financial data and ensure all conversions are handled with utmost precision. This approach simplifies managing multi-currency transactions and facilitates smooth financial operations.

Related content