Timely Receiving: Keep Payments Moving (and Capture Discounts)
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:
- Capture Early Payment Discounts (EPDs), when available
- Meet Prompt Pay expectations
- Reduce past-due invoices and “please receive” follow-ups
- Maintain strong supplier relationships by paying on time
- Reduce administrative burden on AP working vendor statements for past due invoices
Common myths (and the facts)
| Myth | Fact |
| “I need a packing slip to receive.” | No. A packing slip is helpful, but not required. Any reasonable confirmation of receipt works (delivery confirmation, email, screenshot, etc.). |
| “Only the Shopper can receive.” | Shoppers and Requesters can receive. Approvers cannot. |
| “I must wait to receive until everything is delivered.” | You can receive partial deliveries so invoices don’t get stuck waiting on the last box/service. |
The 48-hour habit
A simple way to stay current:
- Receive within 1–2 business days of delivery or service completion.
- Confirm what you received matches the order (items/quantity).
- If you get a monthly past-due reminder, don’t assume it’s already done—quickly confirm receiving is complete and check for any holds.
Thanks for helping keep invoices current, reduce payment delays, and ensure VCU doesn’t miss discount opportunities.
Categories Procurement Services