Manually Downloading a Provider Invoice in Work 365

Applies to: Work 365 | Audience: Administrators, Billing Teams

Overview

Work 365 automatically synchronizes provider invoices from partners such as Microsoft and Synnex. However, manual intervention may be required in the following cases:

✔ An automatic sync fails.
✔ A provider invoice needs to be re-downloaded due to data discrepancies.

This guide outlines the step-by-step process to manually download a provider invoice and re-download an active invoice when necessary.

Steps to Manually Download a Provider Invoice

1. Navigate to Provider Invoices

✅ Log in to Work 365.
✅ Go to: Billing and Invoicing > Provider Invoices.

2. Initiate the Sync Process

✅ Click on Sync Provider Invoice to start the manual download process.

3. Select the Provider and Invoice

✅ Choose the relevant provider (e.g., Microsoft, Synnex).
✅ A list of available invoices from the selected provider will be displayed.
✅ Select the invoice you need to download.

4. Override Tolerance (If Applicable)

✅ If previous sync attempts failed due to a checksum error, you may need to enter an override tolerance value.
✅ This value should be a positive number, rounded up to the nearest whole number.

5. Submit for Download

✅ Click Submit to manually download the selected invoice.

Re-Downloading an Active Provider Invoice

By default, Work 365 prevents re-downloading of invoices that are currently marked as Active. If you need to re-download such an invoice, follow these steps:

1. Deactivate the Existing Invoice

✅ Locate the active provider invoice in Work 365.
✅ Open the invoice record.
✅ Click on Deactivate.

Note: Work 365 does not allow deactivation if child records associated with the invoice have already been invoiced.
✔ In such cases, you must remove references from the child records before deactivation.

2. Re-Initiate the Sync Process

✅ After deactivating the invoice, repeat the manual download steps outlined above.

Important Considerations

Checksum Errors
✔ A checksum error indicates discrepancies between provider invoice data and Work 365 records.
✔ Before proceeding with a manual download, verify the accuracy of the data.

Automated Notifications
✔ Work 365 sends daily notifications about provider invoice sync statuses.
✔ Ensure the appropriate recipients are configured in the "To" field of the provider invoice notification email template.