Department Only Information
Mark Your Calendars – RealSource Launch Date is May 13, 2019
After months of careful planning, design and testing, we are pleased to announce the launch of VCU’s new source-2-pay system, RealSource, on Monday, May 13, 2019 at 8am. The launch will include VCU’s new vendor master, eProcurement, receiving and A/P systems. At launch, departments will have access to:
- 26 e-Catalogs
- Customized requisition forms
- Simplified receiving
- New direct pay forms
Training classes are scheduled for both campuses and will run through May 8. They include both hands-on training for requesters (high-volume users) and auditorium/lecture hall training for shoppers and approvers. Registration is currently open at training.vcu.edu. While no training will be available for the week of May 13, training will resume on May 20. Key cutover activities and dates are listed below.
To practice using the tool, users may select the login icon above to access the RealSource Test Environment. A comprehensive User's Guide is also below.
How do I login to RealSource? From MyVCU or from the RealSource website. Central Authentication Service is required to access the system.
Why can’t I login? All VCU employees with an “eid” should be able to login to RealSource. If you’re experiencing login problems, close all other applications, clear your browsing history and restart your computer. RealSource should work on any browser, however, trying another browser may also help. If you need help, contact the RealSource HelpDesk RealSource@vcu.edu or 8-1077 (Option 6).
How do you log out? Exit the application as you would any other VCU app.
How can I find out how to use RealSource? A comprehensive Help Guide was provided during training sessions and is available in the Departments Only tab of the RealSource website.
My department is incorrect, how do I fix it? A person with RealSource approval authority, which is usually a fiscal manager, can send a “RealSource User Request Form” from the RealSource homepage to correct this.
I need to be or add a Requester, what do I do? Contact your fiscal manager/approver and ask them to submit a “RealSource User Request” form from the RealSource homepage.
What are the differences in the roles for shoppers, requesters and approvers?
See Page 4 of the Help Guide for a more comprehensive explanation. The Help Guide is available in the Departments Only tab of the RealSource website.
- All VCU employees and student workers with a VCU assigned eid are shoppers. A shopper is someone who can start a requisition (only). Shoppers must assign their shopping carts to a requester for review. Shoppers can also process a receiver in RealSource once their goods/services are received.
- Certain VCU employees approved by Fiscal Managers can serve as requesters. Requesters review shopping carts prior to advancing them to approvers for approval.
- An approver is a person who approves requisitions sent to them by requesters, and approve (or reject them). These approvals trigger the purchase order. Approvers also approve requests for one-time payments.
How quickly do transactions process in RealSource? RealSource is real-time. Transactions will process in a split or within a few seconds.
How do I get a student set up in Chrome River? Utilize the Existing Vendor Request form found under System Request on Shopping homepage. You must click the Yes box for Chrome River and provide the Student Name, Address and Vendor Number.
Can we see travel reimbursements in this system? No, these can only be viewed in Chrome River.
Can we do personal or reimbursements using RealSource? No, these continue to be processed in Chrome River.
How do I activate a vendor that is showing inactive (red X) in RealSource? Utilize the Existing Vendor Request form found under System Request on Shopping homepage. You must provide the Vendor Name, Vendor Number, Vender email address and indicate if this is a Chrome River reimbursement request.
How do I find out if my vendor is in RealSource? Select the Vendors icon to the left of the homepage, then “Search for a Vendor.”
Why can’t I find my vendor in RealSource? The vendor was not migrated from Banner, has not registered in RealSource or has never done business with VCU.
How do I request a new vendor? See page 19 of the Help Guide. Select the Vendors icon to the left of the homepage, then “Add Vendors.” There are 2 types of registration, one for individuals and one for all other vendors (full registration).
How long will it take to process a new vendor request? This depends on the quality of information provided in your request and the responsiveness of your vendor. Vendor registration invitations will be processed within 3 business days. Departments should alert vendors to register ASAP, otherwise purchases/payments will be needlessly delayed. The registration process is simple and takes only 10 minutes to complete.
What happens if a vendor refuses to register in eVA or RealSource? Vendor Support can add vendors to RealSource by proxy, however, similar to the past, this will occur very sparingly. Registration is important to ensuring VCU has accurate vendor information and assists in precluding fraud.
How can vendors get information about RealSource? They can access the Vendors Only tab on the RealSource website or call Procurement Services at (804) 828-1077.
If a vendor is not sure where to go to register for RealSource, where do I go to direct them? Vendors can only register by invitation. For a vendor to “receive” an invitation, a VCU department must submit a Request New Vendor form, whether the vendor is a new or existing vendor.
Is there a cost for vendors to register in RealSource? No. However, RealSource vendors must also register in eVA and the state will continue to assess eVA fees. eVA registration is statutorily required of all state vendors, including those who do business with VCU.
How do you enter a request to add an international vendor without a TIN? The TIN is keyed with all 9s (hover over the field to display the correct number of 9s).
Do we need to collect tax forms (W9, W8)? No, when a vendor is invited to register, they are required to attach their tax form. If the vendor happens to provide it, you can attach it to the Add Vendors request form if you choose, but it is not required.
How do I cancel a PO? Utilize the Cancel PO Request form towards the bottom of the RealSource home page. Note, if a PO has been partially received, it cannot be canceled. Instead a Change Order must be processed to adjust the remaining lines of the PO to zero. See page 65 of the Help Guide.
How do I process a change order? See page 56 of the Help Guide.
Is the declining balance PO the same as the Blanket PO? Yes, however, the declining balance PO is much easier to manage and includes 3 important distinctions.
First, under the old blanket PO, users placed the total dollars in the quantity line with a price of $1 (flipper). Under the declining balance PO, the dollars appear in the “dollars” field and the actual quantity in the “quantity” field (as they should).
Second, the limit of 999,999 simply no longer applies.
Third, under a declining balance PO you will now “receive” by dollars. This is called “cost” vs. quantity receiving. See page 49 of the Help Guide for more information about declining balance purchase orders and cost (vs. quantity) receiving.
If the shopper doesn’t assign the cart, what happens? It will remain in the shopper’s queue until the shopper advances it to a requester and has no impact on Banner Finance.
Can you split accounting on a PO? Yes, both at the header and detail levels.
Can we still see our PO’s in eVA? Yes, but not PO attachments. See the Departments Only tab of the RealSource website for information about finding/viewing eVA POs.
Will there be an Amazon eCatalog? There are no immediate plans for this. Users are encouraged to utilize VCU’s pre-negotiated eCatalogs and contracts before making purchases on other websites.
How does RealSource affect Pcard transactions?
- Pcard users are no longer required to key Pcard transactions into the purchasing system (RealSource).
- There is “no place” in RealSource to place your Pcard information for eCatalog purchases or otherwise. Anything “Pcard” related must be managed in Bank of America’s “Works” system (not RealSource).
- If you put a Pcard order into RealSource, it will pass to Banner and your department will be required to liquidate it.
- “None” of the eCatalog vendors in RealSource, including The Supply Room Company, will accept Pcard orders for eCatalog purchases. Rather, these vendors will electronically bill VCU after (paperless invoicing). Upon your “receipt” of the goods in RealSource, these electronic invoices will be matched against your eCatalog order (and receiver) and paid. If they do not match, they will require reconciliation prior to payment.
What is the One Time Payment form and what can I use it for? Certain services no longer require a purchase order. These can be conveniently paid instead using the One Time Payment form. The types of services include:
(a) awards and prizes,
(c) immigration payments,
(f) research participants, and
(g) revenue refunds.
Note, if you process these as a purchase order, the recipient “will” be assessed eVA fees. So, it is important to pay these using the One Time Payment form instead.
If an invoice comes to me, where do I send it? The same way you do today to email@example.com. This will change to some degree, however, in the August 2019 timeframe – more to come.
I noticed there is a new “Bill to” address in Pennsylvania, what does this mean? VCU’s invoice (or Bill to) address has changed from the PO Box in Richmond to an address in Pennsylvania. This address belongs to a 3rd party contractor who has been hired to receive, scan, conduct a preliminary review of and upload the invoices (data and image) into RealSource. This firm has nothing to do with approving invoices, but merely provides administrative support. You are not required to “notify” your suppliers of this change, this will be generally communicated to vendors in a special campaign after the new fiscal year start.
Will vendors still get paid by paper check? Yes, however, VCU offers convenient ways for vendors to be paid faster via ACH and virtual card payments.
How do I process Pre/Post-Doctoral stipend payments? These are still processed as a PO.
How would we process wire transfers with RealSource? RealSource does not impact wire transfers, the process remains the same.
Has VCU’s payment terms changed? No, they are still Net 30.
Is ImageNow going away? Not quite. Departments can still view historical invoices in ImageNow. Any new invoices will be processed and viewable in RealSource.
How do I process scheduled payments? This process does not change with RealSource.
How do I know if the vendor has submitted an invoice? The requester will receive an alert.
If you were paying living expense stipend, can you use the direct pay form? No, a purchase order is required instead.
What if the invoice that A/P receives directly does not match the purchase order? The process for matching invoices is unchanged. If the invoice doesn’t match within established university tolerances, it will be withheld from payment pending department review.
Will I be able to see invoices and payment information in RealSource? Yes.
How does receiving change? Receiving now occurs in RealSource. See page 63 of the Help Guide. The same persons who receive today can receive in RealSource.
Can shoppers receive? Yes.
Can you export data from RealSource to an excel document? Yes, using the search feature or reporting.