🎯 Will It Hit This Fiscal Year? The Four-Step “Payable” Test
It’s the question we hear more than any other this time of year: “How do I make sure this hits the current fiscal year?” The answer isn’t “send the invoice early” or “submit the req in May.” It’s a four-step chain — and every link has to connect by the deadline on the Year-End Calendar. […]
đź”’ A Quick Heads-Up on Social Security Numbers
We wanted to share a friendly reminder that’s been on our radar lately. Procurement Services has noticed an uptick in documents being submitted — attached to requisitions, uploaded into systems, sent over email — that include full Social Security Numbers (SSNs). We know this is almost always unintentional, so we wanted to make it easy […]
2026 Fiscal Year End Calendar
Greetings! As we approach the end of the fiscal year, let’s ensure a smooth wrap-up for 2026. Please take note of the key dates and tasks in the procurement closing schedule located in the document library on the Procurement Service website. Year End Activities FY26 VCU Procurement Services
Why the PO Date Matters for Early Payment Discounts
Early Payment Discounts (EPDs) help VCU stretch its purchasing dollars by allowing certain vendors to accept slightly reduced payments in exchange for faster payment than the standard 35-day terms. The program usually runs smoothly, but questions often arise during vendor transitions—when a vendor is added to or removed from the program. EPD terms follow the […]
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 […]
Procurement Refresh: Flipping the Script on “Flippers”
Over the years, some departments used a legacy workaround commonly called a “Flipper” in RealSource. We’ve shared guidance on this before, but we still see some usage and questions come up. Whether you’re new to the university or just need a quick refresher, here’s why flippers are officially retired and how you can handle your […]
Timely Receiving: Keep Payments Moving (and Capture Discounts)
Completing receiving in RealSource as soon as goods arrive or services are performed is one of the easiest ways to prevent invoice delays. If receiving isn’t completed, invoices may be unable to process for payment—even when everything else is correct. Why it matters Timely receiving helps VCU: Common myths (and the facts) Myth Fact “I […]
đź•’ Last Procurement Virtual Office Hour of the Year
As we prepare to close for winter break, we invite you to join us for the final Procurement Virtual Office Hour of the year. This session is a great opportunity to: Join Us Every Tuesday | 1:00–2:00 p.m. | via ZoomOur Virtual Office Hour connects you directly with Procurement Services specialists for real-time support and guidance. […]
Countdown to Winter Break: Key Dates and Reminders
As the winter break quickly approaches, the university will begin its annual holiday closing period. To help you plan ahead and avoid last-minute surprises, we’ve prepared our Winter Closing Schedule, outlining when offices and services will be unavailable. Why This Matters Understanding the winter closing schedule allows you to plan your work, purchases, and communications […]
Update to the One-Time Payment Request Form
We’ve made an important update to the One-Time Payment Request Form to better support departmental and Accounts Payable (AP) needs. A new question has been added to the form: “Does this payment require a document to accompany the check?” If your department requires a document to be sent with the check, simply select “Yes” when […]
