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Tips on using Science Exchange for R&D services.

How to manage upfront payment and milestones

You are able to add upfront payments and milestones during the quoting phase of a request. This functionality allows, you, as a provider to fulfill and bill throughout the duration of a project, rather than entirely upon completion. 

Prior to accepting an order, Requesters may need to check with their organizations or negotiate payment schedules due to upfront payments and milestones policies. 

To add upfront payments and milestones to a quote:

  1. On the Create Quote page, select ‘Specify a custom payment schedule’

Specify a custom payment schedule
2. Select ‘Add Upfront Payment’ or ‘Add Milestone’

add milestone

3. If applicable, indicate the portions of the payment that will be applied to Shipping and Tax. Add an expected duration and description of the of the milestone.

4. Select ‘Add Another Milestone’

5. Repeat steps 1-5 until the entire project value has been allocated

6. Select ‘Review’

7. Select ‘Send Quote’

Throughout the lifecycle of an order, changes occur. Instructions below detail how to reflect those changes.

  1. In the right corner of the order page, select the icon with a pencil on paper. Hovering over the icon will display “Edit this Order” text
  2. Selecting this icon will take you to the Create Quote page
  3. Scroll to the bottom of the Create Quote page and press Update Order to be taken to the payment schedule page
  4. Make the changes which required editing the order
  5. Scroll to the bottom of the page and select ‘Review’
  6. Selecting this will take you to a Summary page
  7. Save Edit
  8. The order will now reflect the changes made

Occasionally upfront payments and deposits are necessary in order to cover costs. 

  1. If you have specified an upfront payment in your custom payment schedule, Science Exchange will invoice the requesting organization immediately. Science Exchange will remit the payment to you as soon as the upfront payment is received from the requesting organization. **Please note: if payment is required to start work, please communicate this to the requester for expedited payment or this may delay your ability to start work.**

You are able to add upfront payments and milestones during the quoting phase of a request. This functionality allows you, as a provider, to fulfill and bill throughout the duration of a project, rather than entirely upon completion.

  1. Email the invoice corresponding to the completed Milestone to [email protected] and include Science Exchange PO number on the email subject line.

Checklist for timely invoice payment:

  • Submit invoice by email to [email protected]
  • Include one (1) invoice per email in .PDF format
  • Include Unique Invoice Number
  • Include Milestone number
  • Include the PO number
  • Quantity, price and description should mirror PO format

2. Payment will be issued in accordance with the Payment Schedule.