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SWIFT Update (May 5, 2016)

Purchase Order Close The Weekend of May 13th

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of  May 13th. The PO Reconciliation Job closes purchase orders that have been fully matched by setting the status to “Complete”. See the SWIFT Procurement Year End Processing Tips for additional information.

Remember, you can prevent the PO Reconciliation Job from closing a PO by clicking the “Hold From Further Processing” checkbox on the PO header page should you plan on increasing the order at a later date.


Help Desk Hot Topic

Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Q: How do I close a purchase order?

A: Depending on the circumstances, here are options for closing purchase orders:

1.    PO’s that reference a contract can be closed by following these steps: 1) use a Change Order to reduce the purchase order to what has been paid, and then 2) close it using the Buyer’s Workbench. Follow the instructions in the Close a Purchase Order Referencing a Contract Using a Change Order Quick Reference Guide.

2.    Individual POs can be closed from the Buyer’s Workbench. Follow the Instructions in the Close an Individual Purchase Order Using the Buyer’s Workbench Quick Reference Guide.

3.    Multiple POs can be closed by using a CSV (comma separated value) file and the Buyer’s Workbench. To do this, follow the instructions in the Close Multiple Purchase Orders Using CSV Files Quick Reference Guide.


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:

  •  Issue Description 
  •  Business Unit
  •  Module (Accounts Payable, Purchase Orders, etc.)
  •  Transaction ID (Voucher ID, PO ID, etc.) 
  •  Error Message Print Screen

Additional assistance can be found on the SWIFT Reference Guide page.


SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.