Overview

Provider invoices are Billing records from providers for services that are purchased from them.

Provider Invoices may sync automatically, or Provider invoices can also be created manually for third-party vendors or distributors.

Provider Invoices can be found under the change area for Provider Management->Provider Invoices.

Provider Invoice Statuses

A provider invoice record in Work 365 can have the following statuses.

1. Populating indicates that the import process is currently processing this record.
2. Active indicates that the import process was completed successfully.

Provider Invoice Status Reason

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In order for Azure consumption to be invoiced in Work 365, the Provider Invoice ‘status reason’ must be ‘Active’.

When provider invoices are created manually, the status reason defaults to Populating. This needs to be manually updated to Active for Work 365 to invoice usage consumption for manual usage subscriptions.

1. Active indicates that the import process was completed successfully.

Inactive Statuses

There is only one inactive status for Provider Invoices: Error.

• This status indicates that the provider invoice failed to import due to an error or failed validation.
• The Provider Invoice record will display the failure reason in its message field.

Reasons Why Provider Invoice Import May Fail

There are three primary reasons why a Provider Invoice import may fail:

1. Unresolved References

• One or more records required by the Provider Invoice were not found in Work 365.
• The Provider Invoice record will show an error message indicating the missing references.
• A Missing References file will be created in the Notes section of the invoice.
  • This file provides detailed information about the missing records.

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For guidance on resolving these issues, refer to the section: Resolving Unresolved References

2. Checksum Failed

• Work 365 only imports data if the total of usage and license summaries matches the total in the invoice header.
• If the totals do not match, the invoice is rejected and marked as an error.
• The system will attempt to sync again automatically the next day.

Best Practice

• If the difference is less than $0.50 (in any currency), you can override the error and manually sync the invoice.
• For larger discrepancies, contact the provider to investigate missing or incorrect data.

3. Handling Provider Invoice Changes

Sometimes, a provider may update the invoice amount after it has already been successfully imported.

Example Scenario

• March 1: Invoice D0010XYZ is imported with a value of $10,000.
• March 5: Provider updates the invoice value to $12,000.

Work 365 does not automatically update the invoice total. Instead:

• An email notification is sent.
• Manual action is required to address the discrepancy.

Manually Downloading a Provider Invoice

To manually initiate a sync for a Provider Invoice:

1. Go to Work 365 ➤ Provider Invoices ➤ Sync Provider Invoice
2. Select the Provider.
3. A list of invoices from the provider will populate.
4. The status of each invoice is shown in the dropdown.

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Active Provider Invoices cannot be re-downloaded. To re-download:

• First deactivate (recommended) or delete the existing Provider Invoice record.

Deactivating a Provider Invoice

There may be cases where a successfully imported Provider Invoice needs to be re-synced. Work 365 does not allow downloading of Provider Invoices that are already Active.

In such cases, you must either:

• Deactivate the Provider Invoice (recommended), or
• Delete the Provider Invoice record

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Important: Work 365 will not allow deactivation of a Provider Invoice if it's child records have been invoiced. You must remove the reference from those child records before deactivation is possible.

Provider Invoice Import Summary Notification

Work 365 runs a daily sync job to import eligible Provider Invoices from automatic providers.

In addition to syncing, Work365 sends a daily notification email summarizing:

• Which Provider Invoices succeeded
• Which Provider Invoices failed

Customizing the Notification

• The notification template can be edited by navigating to: Work 365 ➤ Email Templates
• Set the "To" field in the template to specify the recipients who should receive the notification.

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See the section: Email Templates for more details.