Accounts Payable: Understanding Accounting Date Fields
When entering vouchers in SWIFT, it is important to use the correct dates to ensure payments are in compliance with state statutes, laws and policies and are recorded in the proper accounting year. The examples below illustrate how agencies should populate the Goods/Services Received and Accounting Date fields on a Voucher.
Illustration #1: Voucher not referencing with PO Receipt
When entering a voucher not referencing a PO receipt, the user should enter the date the goods or services were received in the Goods/Services Received field. SWIFT will then automatically update the Accounting Date field with the date entered in the Goods/Services Received field. In the example below, a computer was received on June 30, 2015. The user simply enters June 30, 2015 in the Goods/Services Received field and the Accounting Date field is updated with the correct date.
Illustration #2: Voucher Associated with PO Receipt
When entering a voucher that references a PO receipt, the Goods/Services Received and Accounting Date fields are automatically populated from the PO receipt. Using the same example from above where a computer was received on June 30th, the user simply references the PO receipt on the voucher and the Goods/Services Received and Accounting Date fields are automatically populated from the Receipt Date field on the PO Receipt document.
MWK Contracts: Reminder of New Functionality Where a MWK Must Now Reference a MPK
Several updates were made to Master Professional/Technical Work Order (MWK) contracts that went into effect Monday, January 12, 2015. The updates include:
1. The Referenced MPK Contract ID field is required for all MWK contracts. The reason for this new functionality is to establish a system relationship between the Master Professional/Technical
contract (MPK) and the Master Professional/Technical Work Order (MWK) contracts.
2. The MMD Contract Release Number/T–Number value defaults from the referenced MPK contract on all MWK contracts.
3. Validation of the sum of all MWK contracts does not exceed the max amount of the referenced MPK contract.
4. Validation that the date range of the MWK contract (Begin and Expire Dates) falls within the date range of the referenced MPK contract.
Upload a File to the Buyer’s Workbench
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.
Encumbrance Certification & Problem Reports
Encumbrance certification reports will be sent to agency contacts today. All encumbrances for the fiscal year must be canceled unless the agency head certifies that goods were ordered or services rendered by June 30, 2015 (MS 16A.28). Agencies must certify valid encumbrances by completing and returning the certification report to MMB.
The BFY 2015 problem reports were sent to agency contacts earlier this week. The report identifies four appropriation statuses that must be resolved prior to close. They include appropriations that are in an over-obligated or over-expended status as well as appropriations that still have open requisitions or estimated transfer balances.
Thanks in advance to agencies for their prompt attention in completing the encumbrance certification report and resolving budget problems to ensure a successful close.
SWIFT OBIEE New Subject Area Deployment
The OBIEE deployment of new subject areas and changes to existing subject areas has been scheduled for Monday, July 27, 2015, beginning at 4:30 p.m.
The following Subject Areas will be released:
• FMS – APAR - Netted
• FMS – APAR – Not Netted
• FMS – GL - MFR Summary
• SCM – ALL – Encumbrances
• SCM – PROC – Procurement Card Details
• SCM – PROC – Procurement Payments
• SCM – PROC – Purchase Order Dispatch
• SCM – PROC – Purchase Order Distribution Line
• SCM – PROC – Purchase Order Header
• SCM – PROC – Purchase Order Line
• SCM – PROC – Purchase Order Schedule
• SCM – PROC – Receiving Distribution Line
• SCM – PROC – Requisition Distribution Line
• SCM – PROC – Requisitions and Purchase Orders
• SCM – PROC – Supplier Category Line
• SCM – PROC – Supplier Contract Header
• SCM – PROC – Supplier Contract Line
• SCM – PROC – Supplier Contract PO Defaults
• SCM – PROC – Supplier Contract Supplier List
A separate communication regarding reporting changes required to be made to existing Agency reports was sent out several weeks ago and additional changes required after the deployment will be communicated Monday to the affected users.
SWIFT Help Desk
Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.
651-201-8100, option 2 or by email SWIFTHelpDesk.MMB@state.mn.us
Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:
Module (Accounts Payable, Purchase Orders, etc.)
Transaction ID (Voucher ID, PO ID, etc.)
Error Message Print Screen
Additional reference information can be found on the SWIFT website.
SWIFT Update Listserv
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 the SWIFT Update list, please send an email to the Swift Help Desk (SWIFTHelpDesk.MMB@state.mn.us).