SWIFT will be unavailable due to routine maintenance from 8:00 a.m. – 12:00 p.m. this Sunday, August 3rd.
The Prior Year Encumbrance Certification Reports were sent to agency accounting coordinators last Friday and are due August 15th, 2014. Your prompt attention in certifying valid encumbrances or canceling unneeded encumbrances is appreciated. Please call Patty Moris at 651-201-8192 with any questions.
The PO Reconciliation (PO Close) job is scheduled to run on the hard close weekend of August 15th. The PO Reconciliation job closes purchase orders that have been fully matched by setting the PO status to “Complete”. See the SWIFT Procurement Year End Processing Tips document for additional information about the PO Reconciliation job along with other procurement year document processing options and tips. Remember you can prevent the PO Reconciliation job from closing a fully matched order by clicking the “Hold From Further Processing” checkbox on the PO header page should you plan on increasing the order at a later date.
If you have a large amount of POs to close for the year end encumbrance certification process, see page 9 of the SWIFT Procurement Year End Processing Tips guide on the process for uploading a CSV file, comma separated file, to the Buyer’s Workbench. An Excel file can easily be saved as a .csv file by selecting “CSV (comma delimited)(*.csv)” in the “Save as type:” drop down menu in Excel. Utilizing the CSV upload to the Buyer’s Workbench feature can save considerable processing time for those users with many POs that have to be closed.
Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.
651-201-8100, option 2; Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
Additional reference information can be found on the SWIFT website.
The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to a larger listserv composed of SWIFT end users – to be removed or added to this SWIFT Update list, go to the SWIFT Newsletter List