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 […]
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 […]
New Quick Reference Guide Available for RealSource (2026)
A 2026 Quick Reference Guide for RealSource is now available to help users quickly navigate common tasks and processes. You can access the guide directly in RealSource through the Quick Links section. What’s Inside the Guide The guide covers key RealSource functions, including: Access the Guide Find the Quick Reference (2026) Guide in the Quick […]
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 […]
How to Check Invoice & Payment Details in RealSource
Need to verify the status of an invoice or payment in RealSource? Here’s a quick guide to help you track down the information you need. 🔍 Step 1: Open the Purchase Order (PO) Start by locating the Purchase Order (PO) associated with the invoice you’re checking.Click on the PO to open it. 🧾 Step 2: […]
Tariffs Now Appearing on Invoices: What Departments Need to Know
Recently, we’ve seen a noticeable uptick in tariffs being added to vendor invoices. As global trade policies continue to evolve, these additional charges are becoming more frequent and are now impacting our purchasing costs across several departments. To help manage this change, the Accounts Payable (AP) team has implemented a new communication process: If a […]
Search Smarter, Not Harder in RealSource
Searching made easy! The RealSource Search feature is designed to help you quickly find and manage your purchase orders. With five pre-built searches—like Open POs, Discounts Requiring a Receipt, and Invoices Requiring Receipts—you can narrow your focus and find the exact info you need. Just use the orders icon and filter by department to make […]
Time to Say Goodbye: Retiring Our Old Invoice Email Address!
Just like a favorite old armchair, sometimes things need to be updated. We’re making some improvements to VCU’s invoice submission process, and that means it’s time to retire our old email address, [email protected]. Think of it as a well-deserved retirement! What’s Changing? Starting February 28, 2025, [email protected] will no longer be active for invoice submissions. […]
Make a List and Check It Twice: Receipt Notifications
Processing your receipts promptly ensures that payments are made accordingly before the winter break. This helps avoid any delays or issues that could arise from unprocessed receipts during the holiday season. Check Notifications: Log in to RealSource and review your receipt notifications. Process Promptly: Handle all receipts as soon as you receive them. Stay Organized: […]
