Invoice Status Terms 

Invoices are put into different statuses as they are processed. The following Invoice Status definitions are the order in which an invoice is processed. 

• In Progress means that the vendor's invoice has been electronically entered into the State's payment system by the User Agency (vendor's customer).
• Returned means that the Controller's Office has rejected the invoice and the User Agency must correct and resubmit for payment.
• Ready for AP means that the User Agency's fiscal manager has approved the invoice for payment.
• Approved for Payment means that the State Controller's Office has approved the payment.
• Paid means that the Treasurer has issued a check or authorized an electronic transfer of funds. 

Purchase Order Status Terms 

Purchase Orders are put into different "statuses" as they are processed. The following Purchase Order Status definitions are the order in which a purchase order is processed. 

• Partial Receipt means that the User Agency (vendor’s customer) has recorded partial shipment of goods or partial delivery of services in the electronic payment system. Receipt of goods and services must be recorded before payment can be made.

• Complete Receipt means that the User Agency has recorded complete shipment of goods or complete delivery of services in the electronic payment system.

• Closed means that the Purchase Order has been completed and all appropriate payments have been made. Purchase Orders may be closed when the User Agency marks an invoice “final pay.”

Purchase Order Type Terms 

The State of Rhode Island issues two types of purchase orders: 

• Open Market Purchase Orders are issued for requirements for a specific user agency. Open market orders are for a specific amount of goods or services to be delivered and may provide for multiple deliveries and/or payments based on the percentage completion of the contract.

• Master Blanket Purchase Orders are issued by the RI Division of Purchases to vendors for agreed upon unit pricing for goods or services for a specific period of time (blanket period). There are no order quantities in Master Blankets. No payments are made against Master Blanket Purchase Orders.

• Releases are specific orders created by customer agencies telling the Master Blanket vendor the quantities and items to be delivered. Each release has the same Master Blanket Number but a different Release Number. Payments are only made against Master Blanket Releases. To obtain payment information on this website, the release number must be entered.

Explanation of Dates 

• Invoice Date can be either the date on the vendor’s invoice or the date the vendor’s invoice was entered into the electronic payment system.

• Paid Date is the date the check was issued.

Explanation of ACH Payments 

Automated Clearing House (ACH) is a secure payment transfer system that connects all U.S. financial institutions. The ACH network acts as the central clearing facility for all Electronic Fund Transfer (EFT) transactions that occur nationwide, representing a crucial link in the national banking system. It is here that payments linger in something akin to a holding pattern while awaiting clearance for their final banking destination. Scores of financial institutions transmit or receive ACH entries through ACH operators such as the American Clearing House Association, the Federal Reserve, the Electronic Payments Network, and Visa.

ACH Payments on this website refer only to ACH transfers to Municipalities/ School Districts or to Vendors doing business with the State of Rhode Island.