Do I Need a Change Request?
A Change Request is generally needed when a purchase order no longer reflects the expected price, quantity, funding, scope, or remaining balance. When the change is known in advance Submit a Change Request before the vendor provides additional goods or services when: Cancel or liquidate? For more detail, review Keeping POs Clean: Best Practices in […]
Link the Contract & Protect the Deal in RealSource
When you’re buying from an existing contract, link the contract to your RealSource requisition before you submit it. This matters most for purchases under $10,000, where the requisition typically becomes a purchase order without review by a Procurement Services buyer. If you don’t link the contract, no one else will. Why linking matters Linking connects […]
New Software Release & RealSource Downtime
RealSource will be unavailable due to a scheduled system update beginning Friday, July 17, at 9:00 PM through Sunday, July 19, at 12:00 PM while Release 26.2 is deployed. This is a minor software release, and only minimal changes are included. Users should plan accordingly and complete any time-sensitive transactions before the scheduled downtime. Thank you for your patience and understanding […]
Bring Procurement Services in early — before you sign!
If a purchase involves a vendor contract, quote, order form, or online terms, contact Procurement Services before you sign or accept. Starting early helps identify the right purchasing path and allows time for any required reviews before the product or service is needed. Contact Procurement Services when: Why timing matters A purchase may require sourcing, […]
Upcoming RealSource Downtime
To accommodate the FY26 fiscal year-end closure process, the RealSource system will be unavailable starting Monday, June 29, 2026, at 5:00 PM. The system will be restored on Wednesday, July 1, 2026 or once Banner is back online. If you have any questions or need further assistance, please feel free to reach out. Business Solutions Team
America To Go Catering Training Begins May 27!
In February, we announced VCU’s collaboration with America To Go (ATG) to streamline catering orders, improve compliance, and strengthen visibility into university catering spend. Since then, Procurement Services has been working closely with ATG to prepare the campus community for a smooth transition to the new RealSource e‑catalog. We are now ready to begin the […]
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 […]
Personalizing Your Experience on RealSource
Your digital workspace should adapt to you. Whether you’re coordinating across time zones or require specific accessibility features, adjusting your settings in RealSource only takes a few clicks. How to Update Your Preferences Follow these steps to customize your account: Why Customize? Updating these settings ensures your project deadlines align with your local time and […]
