VCU Procurement Services

Before telling a vendor to begin work or place an order, make sure the appropriate VCU purchasing method is approved and in place. For most purchases requiring a purchase order, that means the vendor should have the VCU PO before work begins. Five quick checks Why this matters Getting the purchasing process completed first gives […]

A purchase order or signed agreement may not be the only step required before a firm begins work. Contractor work can trigger access, data, technology, insurance, VCU Facilities Management review, and compliance reviews. Identify those needs before services begin. Identify early whether the contractor will: Reviews that may apply Depending on the engagement, VCU may […]

When a vendor starts work before the appropriate purchasing method is in place, the problem often shows up later—when the invoice arrives. Without a valid purchase order, the invoice may not have the information needed to route and match correctly in Digital Mailroom (DMR). That can leave Accounts Payable trying to determine who ordered the […]

The correct process for changing a purchase order depends on the type of PO, whether invoices have been processed, and what needs to be updated. Common changes Use a Change Request to: For an index, account code, or accounting change, do not simply overwrite accounting on a line with prior activity. Reduce the original line […]

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 […]

We’ve all been there: you’re reviewing your department’s accounts and notice a lingering $1.50 balance on a closed PO from an early payment discount, or you realize an index code was entered incorrectly on a line that has already been paid. In the procurement world, we call the practice of keeping these records accurate and […]

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 […]

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 […]

VCU Procurement Services is updating the way credits are handled in RealSource to improve transparency, compliance, and communication with departments. What’s changing? In the past, some credits were applied informally to offset the invoice. Moving forward, all credits will be  entered into RealSource to offset invoiced items. Most importantly, when a department returns an item […]

We’re making an important update to our shipping policies. The option to use a one-time ship-to-home address will be discontinued. Why the Change? This adjustment allows us to streamline our procurement processes and ensure better tracking and accountability for all shipments. What Are Your Alternatives? If you need to ship items to an employee’s home […]