The BDSC does not ship your stocks until we receive either a payment or a purchase order (PO; a formal promise-to-pay agreement). Prior to submitting a stock request, account holders may set up a prepaid account (APMulti account type) or they may send a blanket purchase order (POMulti account type) that covers multiple shipments. Otherwise, a quote is emailed detailing the fees needed to ship your stocks. Once your card payment or PO is on file, your stocks will be prepared for shipment (more at Order Fulfillment).
Note: Unless we have received a PO or payment for your quoted stock request, it will not count toward your volume stock fee discount of any new stock requests (see more at Stock and Handling Fees).
IMPORTANT: Card payments for quotes versus invoices (see below for more) are made at different websites. Payments made at the wrong site will be refunded.Please note which kind of document you have received and follow the instructions below accordingly.
The BDSC sends three different kinds of documents detailing costs to ship your order. You may get one or more depending on your payment method and account type. The document type is listed at the top of the first page.
A QUOTE is the detailed list of costs to ship your stocks. Quotes are sent to BDSC accounts if no prepaid funds (APMulti account type) or no blanket purchase order (POMulti account type) is on file to cover the charges on your quote. Shipment of your stock request requires a PO or payment that covers your quoted total.
A STATEMENT is also a detailed list of costs to ship your order plus any unpaid invoices. Statements are only sent to prefunded accounts or accounts with blanket purchase orders after the request has been packaged to ship. A statement is not a request for payment; its purpose is to help you monitor your remaining balance on account or PO. Report inaccurate information listed on your statement to flyadmin@iu.edu.
An INVOICE is the official Indiana University request for payment when your order is shipped against a PO. Invoices are emailed about a week after shipment for single order POs; invoices are emailed monthly for blanket purchase orders. Any quoted fees for stocks we could not ship will be adjusted prior to invoicing. Indiana University has a net 30 payment term, i.e. payment is to be received within 30 days. Invoices are often sent directly to the accounts payable department and not the BDSC account holder/user. Requests to update the invoicing email address should be sent to flyadmin@iu.edu. If your order was paid after receiving your quote or against funds on your account, no invoice is sent.
Payment may only be made after you receive your quote, only by purchase card (credit/debit card), and only via the BDSC website. Log in to your BDSC account. Click on the Account link in the upper right, then click Orders in the left sidebar menu. Locate the order you’d like to pay and press the Pay Now button in the line of your order. If you do not have a Pay Now button and your order status is PO NEEDED, email us to add a Pay now option for your order (flyadmin@iu.edu). Orders with a status of "Processing", “Ready to Ship”, or “Shipped” cannot be paid by card at the BDSC website.
The Pay Now link opens a web page with your order information prefilled. Enter the required information to submit your payment at the FlexPay secure card payment site. Add your email address if you wish to receive an emailed confirmation of payment. Once a successful payment is submitted, a Print Receipt button is listed next to your order on the BDSC website.
If you do not have a Print Receipt button after your payment was submitted, or if you receive an emailed receipt that says “Reversal”, then your payment submission may have timed out. Return to your BDSC account order page and try again.
If your payment at FlexPay is received by noon Monday (Eastern US time), your stock request will be shipped on Thursday. If your FlexPay payment is received by noon Thursday (Eastern US time), your stock request will be shipped on Monday (see Order Fulfillment for details).
Never send an electronic payment for your quote. Your BDSC order number is not part of the Indiana University financial system and may not be recognized. Payments without an official Indiana University invoice number may remain unidentified.
Please see the Vendor Profile Document for instructions to create your PO correctly. We try our best to accept all submitted POs, but if key information is missing from your document, then will be returned as denied. Your blanket order PO should list your BDSC account number; your single order PO should list your BDSC order number and cover the fees detailed on your quote. Failure to do so often results in delayed shipment as we wait for verification by email.
Templates for both single order POs and blanket order POs are available for customers without an official PO system at your institution. Note these are to be signed by someone with signature authority to do so; someone other than the account holder, i.e. your department head or business representative. Please include at least one additional contact other than the account owner.
Submit your PO to the BDSC by emailing a PDF copy of your official PO to flypurch@iu.edu. Requisitions are not accepted. You may also upload your PO via your BDSC account. Log into your BDSC account, click on Account in the upper right, then click on Purchase Order from the left sidebar. Follow the instructions to upload your document. The BDSC is notified of your upload. Note, your order status does not update upon the upload of your PO. POs must be read and entered by hand and updates occur at the next order processing round.
If your PO is received by noon Monday (Eastern US time), your stock request will be shipped on Thursday. If your PO is received by noon Thursday (Eastern US time), your stock request will be shipped on Monday (see Order Fulfillment for details).
Request an invoice to fund your account at flyadmin@iu.edu. Include the US dollar amount you wish to prepay, your billing address, and an email address to send the invoice. Do not send payment without an official Indiana University invoice. Transmit the invoice number with your payment. The BDSC staff does not have access to the electronic information submitted with your payment. Deposits that do not reference an Indiana University invoice cannot easily be identified resulting in delayed application to your BDSC account.
If your blanket purchase order balance is low, make sure that a pdf copy of your revised/new PO is sent to flypurch@iu.edu. You can also request a quote if needed to create your blanket PO at flyadmin@iu.edu; again, include the US dollar amount and any billing address updates.
Indiana University accepts credit card, check, or electronic transfer payments. Instructions to pay your Indiana University invoice are listed here: (https://controller.iu.edu/services/customers/invoice-payment). This site also includes the link to the secure FlexPay site for card payments. This site is intended for card payments of Indiana University invoices only. This does not link to the BDSC’s card payment site and is not to be used to pay for a quote. See I want to pay for a quote above.
Indiana University policy does not allow bank details to be sent without password-protected encryption. As a result, we cannot include banking details with your invoice. Please contact flyadmin@iu.edu for banking details to make an electronic transfer. You are responsible for any bank fees charged by your bank or any intermediary banks when sending an electronic transfer. Any payment received less than the invoiced amount will result in the unpaid balance being added to your next quote and subsequent invoice.
Multiple people may use the same account and submit stock requests before the accumulated requests are downloaded to calculate fees. Please review carefully before canceling another account user’s requests! All cancelations are permanent.
To cancel the request, log onto your BDSC account, click on Account link in the upper-right. Click on Orders on the left sidebar. All stock requests listed on your Orders page that can be canceled will have a Cancel Order button next to the order number. Review your submitted stock requests by clicking on the Order Number. To cancel an order, click the Cancel Order button. Orders with status "Processing", “Ready to Ship”, or “Shipped” cannot be canceled and fees will be charged.
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