Receiving in RealSource: A Small Step That Makes a Big Difference 📦
System receiving in RealSource is more than just a formality—it confirms that goods or services have actually been delivered before payment is released. When receiving is delayed, payments often stall, which can affect vendor relationships and cash flow.
Why it matters: Timely system receiving supports Early Payment Discounts (EPD) and ensures compliance with the Prompt Pay Act, keeping VCU’s financial processes running smoothly.
Best practices for efficient receiving:
⏱️ Receive promptly – Enter system receiving within 1–2 business days of delivery or service completion to prevent invoices from sitting in the queue.
✅ Verify before receiving – Only complete system receiving when delivery or service is confirmed. If not personally verified, confirm with someone who has direct knowledge.
📎 Attach supporting documentation – A packing slip, email confirmation, or signed form keeps the record clean and supports the control behind the process.
💡 Use the correct receiving method – Standard POs are received by quantity, while declining balance POs are received by dollars. Choosing the correct method keeps records accurate and avoids confusion.
Receiving is a team effort: Both requesters and shoppers can complete system receiving in RealSource—approvers cannot. Departments should ensure the right people are informed and ready to handle receipts, and clear communication helps avoid bottlenecks.
Helpful resources: Step-by-step instructions, a short training video, and FAQs are available on the Procurement website. RealSource also includes a built-in guide (click the gold star) for easy reference.
Completing system receiving may seem small, but it has a big impact—preventing payment delays, reducing match exceptions, and making the process smoother for everyone involved.
Categories Procurement Services