Using Placeholder Requisitions to Request RFPs and Other Solicitations
If you need Purchasing to run a competitive solicitation, such as an RFP, start by submitting a requisition in RealSource. You do not need to select a vendor first. Why a requisition comes first A requisition is your request for Purchasing to begin work. It is not a solicitation or a purchase order. It gives […]
Keeping Purchase Orders on Track When Work Changes
When the Scope or Cost Changes, Update the PO First. Having a purchase order does not mean a vendor has unlimited authorization to continue working. The PO covers the approved scope and amount. If either changes, address the change before the vendor performs the additional work. A common example A PO is issued for $5,000 […]
Work Started Without a PO? Here’s What to Do
If goods and/or services have already been ordered or a vendor has started work without the required purchase order, contact Procurement Services as soon as you recognize the issue. Do not wait until the invoice arrives to address it. What happens next? When VCU has committed to the delivery and acceptance of goods and services […]
Airgas eCatalog Update and Upcoming Training Sessions
VCU Procurement Services is excited to announce the launch of the new Airgas RealSource e-catalog. Beginning September 21, 2026, departments scheduling gas orders and delivery will use the Aigas RealSource e-catalog — simplifying order placement, billing, and vendor coordination. VCU departments will be able to purchase industrial, medical and specialty gases, laboratory and safety products, […]
Before You Submit a Requisition in RealSource
A little information up front can make a requisition easier to review and process. Before submitting in RealSource, include the documentation and details Purchasing will need to understand the request and determine the appropriate procurement path. What to include Depending on the purchase, this may include: Helpful comments are welcome The comments field can also […]
Airgas eCatalog Launch Update
The launch of the new Airgas eCatalog, originally scheduled for August 14, 2026, has been postponed to allow for additional testing and ensure the catalog is fully functional and ready to provide the best possible experience for the VCU community. We will share an updated go-live date as soon as it is confirmed. Once enabled, […]
Who Signs What? Vendor Contracts at VCU
If a vendor requires VCU to sign any document before you can make a purchase—including online Terms and Conditions (T&Cs), click-through agreements, or even documents associated with a zero-dollar purchase—you must route the document to Procurement Services for review and signature. The purchase amount normally determines how the document should be submitted: Most vendor-supplied agreements […]
How to Make Common PO Changes in RealSource
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 […]
New Airgas eCatalog and Training Available in RealSource
Beginning August 14, 2026, VCU departments will be able to purchase industrial, medical and specialty gases, laboratory and safety products, welding supplies, and related items through the new Airgas eCatalog in RealSource. The catalog will appear under Scientific & Medical in the RealSource Showcase and will provide direct access to VCU pricing while streamlining requisition […]
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 […]
