Customer Specific Procedures

LINC Workshop and Show Order and Billing

Overview

LINC has Sites at schools in several Missouri School Districts. LINC utilizes Mad Science as a science enrichment program provider at a number of school within these districts. The LINC organization has centralized Payables in the Finance dept at LINC 's main office. Site contacts who arranged the programs with Mad Science are required to submit invoice approval paperwork to Finance before payment is made.

In order to help the LINC payment work smoothly with a minimum of confusion, Mad Science has agreed to the following for order confirmation and invoicing:

• Confirmations will be sent to the Site contact only at time of booking, and should clearly be labeled as "This is not an Invoice";

• Mad Science will send only one invoice one time per event;

• Each invoice will contain only 1 program activity, unless the activity is necessarily a series (e.g. ASP) or immediately adjacent in time and place;

• Invoices will be sent to both the Site contact and to accounting@kclinc.org on Monday of the week in which the program takes place.

Details

1. WBST

   1. Orders will be entered in WBST as 1 program item per order (add-on merchandise or additional charges are ok on the same invoice).

   2. WBST Site contact email address(es) will be the only email address on the Confirmation address list. Accounting should NOT be copied.

   3. The Confirmation sent to the Site contact should not be labeled or referred to as an Invoice. The document must state clearly "This is not an Invoice".

2. Invoice (Quickbooks)

   1. Each QB Invoice will contain only one program activity (as noted above), and will have a unique invoice number.

   2. Invoices will be sent from Quickbooks on Monday of the week in which the activity takes place.

   3. Invoice emails will be addressed to both the Site Contact and to accouting@kclinc.org.