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Data Clean-Up Recommendations for Work 365

Applies to: Work 365
Audience: Administrators, Billing Teams

Overview

After syncing data into Work 365, it’s crucial to perform data clean-up and system configuration to ensure accurate billing and optimal system performance. Neglecting these steps can lead to:

❌ Incorrect billing cycles
❌ Inaccurate pricing
❌ Unbilled subscriptions
❌ Delayed Azure billing

This guide outlines the recommended steps to prepare your system for effective billing operations.

Prerequisites

Before proceeding, ensure the following steps are completed:

✔ Installation of the Work 365 application
✔ Completion of the Admin Hub setup
✔ Data synchronization to your environment (typically via the Onboarding App)

Recommended Data Clean-Up Steps

1. Configure Provider Accounts

✅ Map each tenant in the Partner Center to the corresponding CRM account to ensure data syncs correctly.
✅ If a CRM account does not exist, create one and add additional details as needed.

2. Set Up Billing Contracts

Ensure the following settings are correctly configured to prevent invoicing errors:

  • Setting: Type & Billing Policy Recommendation: Ensure these are configured correctly to avoid invoicing errors.
  • Setting: Start Date Recommendation: Set a uniform start date (e.g., 2nd or 3rd day of the month). For Azure billing, use the 15th to maintain consistency.
  • Setting: Naming Recommendation: Use clear, standardized names, especially for clients with multiple contracts or different billing policies.
  • Setting: Billing Frequency Recommendation: Verify that it aligns with your invoicing schedule.
  • Setting: Default Price List Recommendation: Ensure every billing contract has an assigned default price list.
  • Setting: Automation Settings Recommendation: Consider disabling automation features (Auto-sync, Auto-send, Auto-charge) during data clean-up to prevent premature client interactions.

3. Review Subscriptions

Focus on the following critical fields to ensure billing accuracy:

  • Field: Customer Requirement: Mandatory field
  • Field: Billing Contract Requirement: Mandatory field
  • Field: Price List Requirement: Essential for pricing
  • Field: Sales Unit Requirement: Essential for pricing
  • Field: Selling Price per Unit Requirement: Essential for pricing
  • Field: Cost Price per Unit Requirement: Essential for pricing
  • Field: Provider Requirement: Mandatory field
  • Field: Provider Account Requirement: Mandatory for automatic providers

After addressing these fields, review additional fields as necessary.

4. Examine License Change Logs (LCLs)

✅ Provisioning Status: Review the provisioning status of LCLs.

  • Billing contracts and subscriptions should be reviewed first, since missing data can cause LCL provisioning failures.
  • A failed LCL can still be invoiced, so ensure all relevant data is in place.

✅ Status Reason:

✔ Archive LCLs that should not be billed to prevent them from appearing on invoices.
✔ This can also be managed through the Onboarding App.

5. Utilize Dashboards for Monitoring

Leverage the following dashboards to identify and resolve data issues:

  • Dashboard: Billing Administrator Dashboard Purpose: Monitors billing-related tasks and potential issues.
  • Dashboard: Manager Dashboard Purpose: Provides an overview of system operations and highlights areas needing attention.

Additional Recommendations:

✔ Create custom views, scheduled reports, and dashboards tailored to your organization’s needs to effectively track relevant data.

Conclusion

By meticulously performing these data clean-up and configuration steps, you can ensure that Work 365 operates efficiently, leading to accurate billing and streamlined system behavior.