VCU Procurement Services

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 […]

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 […]

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: […]

Greetings! As we embrace the winter season, let’s ensure a smooth wrap-up for 2024. Please take note of the key dates and tasks in the procurement closing schedule. For all the details, visit the Winter Wrap-Up 2024 Procurement Closing Schedule.

What Are Commodity Codes and Why Are They Important? Commodity codes are numerical codes used to classify products and services. They help organize and identify items in procurement. Why They Matter: Using commodity codes makes procurement of goods and services more efficient and helps everyone money and stay compliant.

Approving purchase orders (POs) promptly is crucial when dealing with Amazon’s pricing dynamics due to the frequent price fluctuations on the platform. Amazon adjusts prices based on demand, competition, and other factors, which means the cost of items can change multiple times a day. If a PO is not approved quickly, the price of the […]