CloudCockpit Reconciliation

Reconciliation and Invoices Overview

What is reconciliation?

Reconciliation is the process of reviewing each product charge to ensure billing data is accurate and aligned with configured pricing margins.

In CloudCockpit, you set margins for resellers, customers, and subscriptions. These margins are reflected in reconciliation files, which form the basis for invoicing your partners or customers.


Types of reconciliation files

CloudCockpit provides these types of reconciliation files:

One Time
Includes Software Subscriptions, Perpetual Software, Reserved Instances, Azure Plan, Azure Savings Plan, New Commerce Experience (e.g., Office 365), and Marketplace charges.

License
Contains legacy licensing charges.

Usage
Covers Azure Legacy usage charges. Available only to CSPs and Resellers.

Daily rated usage
Includes Azure Plan charges discriminated by Azure Subscription. Available only for the CSP and Resellers.


When are reconciliation files available?

The availability of reconciliation files in CloudCockpit depends on Microsoft’s invoice release schedule.

License and Usage
Usually available two days after your CSP billing anniversary.
Example: If your anniversary is on September 12, your invoice will be available after September 14.
The billing period for these files is a month and starts on your billing anniversary date.

One Time and Daily Rated Usage 
Usually available by the 8th of each month.
The billing period is a full calendar month.


Invoice currency

License and Usage invoices
Are billed in your local currency, which is also used for pricing.

One Time invoice
May show a different pricing currency from the invoice billing currency.


How to download the reconciliation files



How can I change the reconciliation file culture format?

To modify the file format after it's been generated, please open a support ticket.


Price Margin Changes and Reconciliation Files

If you have changed the price margins after the reconciliation file was generated and want them updated, please request a regeneration by opening a support ticket.
Changes apply globally to all customers, not individually.


Can I integrate the invoice information with external systems?

Yes, if you have API access to CloudCockpit, you can retrieve invoice and charge details using the following endpoints:
  1. Obtain all invoices
  2. Obtain the charges of a license invoice
  3. Obtain the charges of a usage invoice
  4. Obtain the charges of a one time invoice
  5. Obtain the charges of a daily rated usage invoice

For more information, check the API documentation relevant for your context:
  1. CloudCockpit API for CSP
  2. CloudCockpit API for Reseller
  3. CloudCockpit API for Customer


How do Legacy licenses charges work?

There are two main billing scenarios: annual and monthly.
For more details, see:
  1. Annual billing scenarios
  2. Monthly billing scenarios


What is a New Commerce charge cycle?

A New Commerce charge cycle defines the number of days you're charged for a subscription.
It’s not the same as a calendar month or billing period.

The charge cycle is based on the purchase or renewal date of the subscription.

For example, if you purchase a subscription on February 21, the cycle runs until March 20.
The charge cycle ends one day before the same date of the following month or year or billing term, depending on the billing plan.

Charge type
Description
new
Applied when you initially purchase a subscription.
renew
Applied when a subscription is extended for another term, typically for the same duration as the original subscription period.
cycleCharge
Refers to the recurring fees charged at regular intervals (like monthly or annually) for the continued use of a subscription.
addQuantity
When your customers require more licenses or units of the product or service, you can increase the quantity. This charge type adjusts the billing accordingly by refunding or charging the difference based on the new quantity.
removeQuantity
If customers need to reduce the number of licenses or units, you can increase the quantity. This charge type adjusts the billing by issuing refunds or modifying charges to reflect the decreased quantity.
moveQuantity
Applies when you transfer licenses from one subscription to another, typically for upgrading to an advanced subscription or consolidating multiple subscriptions. It involves adjusting the billing to reflect the changes.
cancelImmediate
When you decide to cancel a subscription, this charge type is applied. It stops future billing and access to the product or service, closing out the subscription.
convert
This charge type is versatile and applies in several scenarios: upgrading from a free trial to a paid subscription, migrating to an advanced subscription, or changing the billing plan (like monthly to annual). It reflects the adjustment in billing due to these changes.
customerCredit
Microsoft might offer credits to customers for different reasons, like service level agreement (SLA) breaches, service disruptions, or promotions. This charge type keeps track of these credits.
extendTerm
This charge type is used when we extend a product's trial period. It gives customers more time to try the product before buying it. It ensures the billing system shows the extra trial time correctly without charging the customer too soon.


What information is in the reconciliation files?

CloudCockpit’s reconciliation files include nearly all the properties from Microsoft's original files, plus:
  1. Reseller, customer, and subscription price margins
  2. Internal identifiers for Reseller, Customer, and Subscription
  3. Purchase Order (PO) numbers for subscriptions

For a detailed breakdown based on your role, see: