License Mapping and Configuration Options

This article explains the main options available when mapping a Microsoft 365 licence or subscription row to your PSA.

Sync 365 can show licences in two ways:

• Licences view: shows a combined licence row.
• Subscriptions view: shows the underlying subscription rows.

You can set the default view in Tools > Settings > Default licenses view.

Split and merge subscription rows

The licence table includes Split and Merge controls.

• Split: separates a licence into its underlying subscription rows.
• Merge: combines subscription rows back into one licence row.

Use Split when different subscriptions need different billing profiles, prices, terms, or PSA mappings. Use Merge when all subscriptions for that licence should be billed the same way.

Billing profile

The billing profile is the Sync 365 link to the product or service in your PSA. Select the billing profile that matches the item you want to bill.

For NCE subscriptions, it is common to use separate billing profiles for monthly/monthly, annual/monthly, and annual/annual terms.

Agreement or contract

Select the PSA agreement or contract that the licence or subscription row should sync to.

Each mapped row needs a billing profile and a target agreement or contract before Sync 365 can update the PSA.

Allow negative prorate

This option allows Sync 365 to add a prorated credit when the licence quantity reduces.

Leave this disabled unless you intentionally want quantity reductions to create negative prorated entries in the PSA.

Override start date

The override start date lets you control the initial sync date for a licence or subscription row.

This is mainly used during onboarding or migration, where you want Sync 365 to start billing from a specific date, such as the first day of the next billing period.

Included licence quantity

This lets you include a number of licences at no charge.

For example, if the active licence count is 10 and the included quantity is 2, Sync 365 will bill for 8.

Minimum licence quantity

This sets the minimum quantity Sync 365 should bill, even if the active quantity drops below that number.

For example, if the minimum quantity is 5 and the tenant only has 3 active licences, Sync 365 will continue to bill 5.

Overwrite invoice description

This lets you replace the PSA product description with your own invoice description.

Other selected invoice description options may still be added to this description.

Add usernames to invoice

This adds the usernames of the people assigned to the licence into the PSA invoice description.

You can also choose formatting options, such as whether names are comma-separated, listed, or numbered.

Term and end date

When using subscription rows, Sync 365 can add subscription term and end-date details to the invoice description where this information is available.

This can help customers understand whether a line relates to a monthly or annual subscription.

Show unassigned licence count

This can show the number of available or unassigned licences in the invoice description or related output, depending on your configuration.

Exclude licence

Use this option when a licence or subscription row should not be billed and should not raise Missing Billing Profile alerts.

This is commonly used for free licences, trial licences, internal-use licences, or licences you never intend to bill.

Best practice

• Use clear billing profile names for each licence and term.
• Split subscription rows when different subscription terms need different billing profiles.
• Merge subscription rows when they can be billed as one combined licence count.
• Use override start dates during migration to align with your PSA billing period.
• Exclude licences that should never be billed.

Related articles

• Split and merge subscriptions
• Billing Profile Naming Best Practices
• Missing Billing Profile alerts
• MS New Commerce Experience 2022