Learn about the various 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 helps you understand the charges in your reconciliation file. Your invoice summarizes your costs, but the reconciliation file provides more detailed information. It lists each transaction and its charge types, so you can review your financial records and see your total bills. See for more info on reconciliation files how to use reconciliation files.

Note

Your invoice might show one-time credits, discounts, or refunds as Adjustments. However, the legacy reconciliation might not always include these details. To ensure accurate billing information, you should review both invoices and reconciliation together.

Map charge types to invoice charges

To compare the amounts on your invoice and reconciliation file, use the filter options in Microsoft Excel. Select the charge type filter in your reconciliation file to see how invoice charges correspond to reconciliation file details. This simple method helps you monitor your charges and verify your billing information.

Legacy license-based reconciliation charges

To verify legacy license-based charges in your invoice, add up the Amount column in the license-based reconciliation file.

Charge description (ChargeType column in the 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.

New commerce license-based reconciliation charges

To verify new commerce charges in your invoice, add up the Total or Subtotal column in the reconciliation data, depending on your tax calculation method. If you have a credit note, subtract it from the invoice amount.

The new commerce reconciliation data explains every charge or refund. See the following table for more information.

Charge type	Explanation
new	Purchase a new subscription.
renew	Renew a subscription.
cycleCharge	Recurring charges for a subscription.
addQuantity	Refund and adjust charges after adding more licenses or seats.
removeQuantity	Refund and adjust charges after reducing licenses or seats.
moveQuantity	Upgrade to an existing subscription.
cancelImmediate	Cancel a subscription.
convert	Upgrade from a free trial to a paid subscription, to a new subscription, or switch a billing plan (like from monthly to yearly or vice versa).
customerCredit	Credit provided for Azure, breach of service level agreement, etc.
extendTerm	When the product's trial period is extended.

Usage charges for legacy

To map these usage charges to your invoice, sum the PretaxCharges column from the usage-based reconciliation file.

Charge description (ChargeType column in the 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 legacy invoice:

• Sum the TotalForCustomer from the license-based file.
• Sum the PostTaxTotal column from the usage-based file.

Charge description (ChargeType column in the reconciliation file)	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 column from the usage-based reconciliation file.

Charge description (ChargeType column in the 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.

Verify discounts for legacy license-based products

To verify license-based discounts to your invoice, sum the TotalOtherDiscount column from the license-based reconciliation file.

License-based discounts can be applied to multiple charge types.