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SWIFT 

Support Materials


Below you’ll find a listing of available SWIFT training courses, with a brief description of the course. Click the linked course code to open a new page with all related materials for that course including:


  • UPK Player Package (recorded presentation of the course)
  • Training Guide
  • Course Catalog page
  • Course Outline
  • Related documents from the course (if any)
  • SWIFT 101

    SWIFT 101

    SWIFT users have expressed a need for an overview course to help understand the various modules in SWIFT and how they relate to one another. SWIFT 101 is a new course designed to meet the needs of users for basic information about SWIFT. It is intended for individuals who are new to SWIFT as well as those who have been using SWIFT, but need a more comprehensive understanding of how everything works together. Individuals who don't work directly with SWIFT, but are involved in Financial and Procurement processes, may also find this tutorial helpful.


  • AP1 - Agency Accounts Payable

    AP1

    Agency Accounts Payable (AP1) covers all topics related to running Accounts Payable inquiries and reports. Lessons and topics include:

    • Running voucher inquiries to troubleshoot voucher questions
    • Running reports for vendor payment history
    • Running reports on voucher activity
    • Assessing match exceptions
  • AP2 - Voucher Entry, Maintenance, and Corrections

    AP2

    Voucher Entry, Maintenance, and Corrections (AP2) provides an overview of the voucher lifecycle. Lessons and topics include:

    • Identifying different types of vouchers
    • When to use and how to process voucher types
    • Voucher approval process
    • Creating and updating vouchers
    • Administering interagency payments
    • Unposting, deleting, and closing a voucher
  • AP3 - Vendor Entry and Maintenance

    AP3

    Vendor Entry and Maintenance – MMB/MMD (Central) (AP3) covers the process used by MMB/MMD to administer vendor setup and maintenance activities within SWIFT. This course was specifically designed for MMB/MMD Vendor Management staff. Lessons and topics include:

    • Adding a vendor per vendor request
    • Reviewing vendor information per State of MN criteria
    • Approving vendors, including approval roles and responsibilities
    • Maintaining and updating vendor information in SWIFT
    • Using 'Review Vendor Inquiry' for vendor analysis
  • AP4 - eSettlement/Vendor Invoices (Internal)

    AP4

    Online Only

    eSettlement – Vendor Invoices (Internal) (AP4) provides an overview of eSettlements. This course is intended for internal use by State employees. Lessons and topics include:

    • How vendors log in to the SWIFT Supplier Portal to create invoices
    • Viewing the vendor’s invoice
    • Approving the vendor’s invoice
  • AP5 -eSettlement/Vendor Invoices (External)

    AP5

    Online Only

    eSettlement – Vendor Invoices (External) (AP5) provides an overview on how to use SWIFT eSettlements self-service functionality. This course is intended for external use by vendors. Lessons and topics include:

    • Supplier administrator approval agreement process
    • Entering and tracking invoices using online self-service functionality
    • Deleting and printing invoices
    • Viewing payment status and dispute status
    • Viewing aging balances
  • AP6 - Vendor Entry and Maintenance - Agency

    AP6

    Vendor Entry and Maintenance – Agency (AP6) covers the process used for requesting setup and maintenance of vendor activities required for an agency. Requests from agencies are made to MMB. Lessons and topics include:

    • Using the MAPS vendor number to search for the SWIFT vendor number
    • Registering a new vendor
    • Maintaining vendor address and contact information
  • AR-BI1 - Accounts Receivable Customer Setup and Maintenance

    AR - BI1

    Accounts Receivable Customer Setup and Maintenance (AR-BI1) covers the creation and maintenance of customer information in SWIFT. Lessons and topics include:

    • Creating, updating, and maintaining customer information in SWIFT
    • Creating and maintaining customer contacts
    • Creating and updating customer conversations
  • AR-BI2 - Billing Advanced

    AR - BI2

    Billing Advanced (AR-BI2) demonstrates how to use the SWIFT system to enter and manage billing information. Lessons and topics include:

    • Using Standard and Express bill entry to enter billing information
    • Creating, scheduling, and processing recurring and installment bills
    • Working with the Billing Interface
    • Generating invoices for non-consolidated bills
    • Creating adjustments and credit bills
  • AR-BI3 - Accounts Receivable Advanced

    AR - BI3

    Accounts Receivable Advanced (AR-BI3) demonstrates how to use the SWIFT system to manage receivable information. Lessons and topics include:

    • Creating regular and direct journal deposits
    • Applying payments to open items
    • Using the payment predictor process
    • Processing refunds
    • Performing account maintenance processes
    • Managing customer collections
  • AR-BI4 - Billing and Accounts Receivable Viewing Information

    AR - BI4

    Billing and Accounts Receivable Viewing Information (AR-BI4) focuses on reviewing  SWIFT Accounts Receivable (AR) and Billing information. Lessons include:

    • Viewing Billing Information
    • Reviewing Customer Account Information
    • Reviewing Item Information
  • AR-BI5 - Accounts Receivable eBilling Payment

    AR - BI5

    Online Only

    Accounts Receivable eBilling Payment (AR-BI5) covers making payments using the eBilling process. Lessons and topics include:

    • Signing in to the eBilling portal
    • Selecting a customer
    • Reviewing billing information
    • Making payments
    • Starting, reviewing, and searching customer conversations
  • BC1 - Budget Inquiry and Analysis

    BC1

    Online Only

    Budget Inquiry and Analysis (BC1) covers processes used to inquire and report on budget data. Lessons and topics include:

    • SWIFT Chartfields and budget structure
    • Setting up chartfield value combinations
    • Creating a custom appropriation inquiry page
    • Using the ‘Budget Overview Inquiry’ process to view budget activity
    • Resolving budget checking exceptions
    • Running budget reports
    • Performing period and annual budget close processes
  • BC2 - Budget Journal Administration

    BC2

    Online only

    Budget Journal Administration (BC2) shows users how to create and maintain controlled budgets. Lessons and topics include:

    • Creating controlled appropriation, expense, and revenue budget journals
    • Creating controlled budget transfers
    • Approving and denying budget journals and transfers
  • CM30 - Cash Management

    CM30

    Cash Management (CM30) covers the processes involved in handling inter-agency payments. Lessons and topics include:

    • Creating and adjusting an inter-agency bill
    • Creating and adjusting an inter-agency payment/voucher
  • GL1 - General Ledger Foundation

    GL1

    General Ledger Foundation (GL1) begins with an overview of the General Ledger (GL) module and includes SWIFT definitions for Chartfields, Trees, and Ledger. Lessons and topics include:

    • Maintaining chartfields
    • Inquiring on journal entries
    • Viewing ledger data and journal entries
    • Running GL ‘Trial Balance’ and ‘Journal Entry Detail’ reports
  • GL2 - General Ledger Journal Entry Advanced

    GL2

    General Ledger Journal Entry Advanced (GL2) is a continuation of General Ledger 1. Users should have completed GL1 prior to attending GL2. Lessons and topics include:

    • Creating online journals
    • Copying journals
    • Importing journals
    • Understanding journal workflow
    • Approving, denying, and posting journal entries
  • GM1 - Grants Management

    GM1

    Grants Management (GM1) covers all topics related to Grants Management and Awards. Lessons and topics include:

    • Setting up grant proposals and generating awards
    • Billing and cost reimbursement, including grant prepayments and advances
    • Distributing F&A and indirect costs
    • Increasing or decreasing award funding
    • Adjusting the award budget
    • Updating project and activity information
    • Closing grants
    • Grant reports and queries
  • MGR - Manager/Supervisor Approval Activities

    MGR

    Online Only

    Manager/Supervisor Approval Activities (MGR) is specifically designed for managers and supervisors who will be performing/authorizing approvals in SWIFT. Lessons and topics include:

    • Approving asset retirements
    • Approving vouchers
    • Approving bills
    • Approving budgets
    • Approving journal entries
    • Approving vendors
    • Approving procurement transactions
  • NAV - SWIFT Basic Navigation

    NAV

    Online Only

    SWIFT Basic Navigation (NAV) is a prerequisite for all other SWIFT courses. Lessons and topics include:

    • Using the UPK training tool
    • Using menus
    • Navigating through fields and between pages
    • Personalizing SWIFT
    • Selecting an item from a dropdown list
    • Using buttons and tabs
    • Locating information in SWIFT using sort and search functionality
    • Using worklists
  • PC1 - Project Costing

    PC1

    Project Costing (PC1) provides a comprehensive overview of project costing. Lessons and topics include:

    • Creating projects and activities
    • Creating and adjusting project budgets
    • Maintaining project and activity information
    • Running cost collection procedures
    • Creating and updating project assets
    • Project costing queries and reports
  • PO1 - Creating and Maintaining Purchase Orders

    PO1

    Creating and Maintaining Purchase Orders (PO1) gives users an in-depth understanding of the purchasing process, and a high-level understanding of the PO lifecycle. Lessons and topics include:

    • Creating, updating, and canceling purchase orders
    • Purchase Order document types
    • Creating a PO with multiple lines or multiple distributions
    • Locating and correcting errors
    • PO reconciliation
    • PO reports and inquiries
  • PO3 - PO Receiving

    PO3

    Online Only

    PO Receiving (PO3) gives users an in-depth understanding of the receiving process. Lessons and topics include:

    • Creating a receipt from a purchase order
    • Resolving receipt errors and discrepancies
    • Canceling receipts
  • PO4 - Creating Purchase Orders with Encumbrances

    PO4

    Creating Purchase Orders with Encumbrances (PO4) gives users an in-depth understanding of the creation of encumbrance purchase orders and a high-level understanding of the entire PO lifecycle. Lessons and topics include:

    • Creating, updating, and canceling purchase orders with encumbrance
    • Locating and correcting errors
    • Closing a PO encumbrance
    • PO reports and inquiries
  • PO-I - Purchase Order Inquiry

    PO-I

    Online Only

    Purchase Order Inquiry (PO-I) covers all topics related to viewing purchase order information. Lessons and topics include:

    • Viewing inquiry on amounts encumbered
    • Viewing activity summary
    • Viewing document status
    • Viewing PO Inquiry
  • RPT9 - Running SWIFT Reports and Queries

    RPT9

    Online Only

    Running SWIFT Reports and Queries (RPT9) covers how to run existing reports and queries within the SWIFT application. Lessons and topics include:

    • Using Query Viewer to locate, run, view, save, and print queries
    • Running a query with output to Excel or HTML
    • Adding a query to My Favorite Queries
    • Scheduling a query
    • Running a financial report
    • Running a procurement report
  • SC1 - Creating and Managing Encumbered Contracts

    SC1

    Creating and Managing Encumbered Contracts (SC1) shows users how to create and mange encumbered contracts in SWIFT. Note: This is the Phase 1 content that is supplemented by the SC - Phase II materials. Lessons and topics include:
    • Creating encumbered supplier contracts
    • Amending encumbered supplier contracts
    • Creating ad-hoc documents
    • Monitoring supplier contract agreements
    • Supplier contract reports and queries
    • Contract doc types: ASK, EAK, GRK, IAK, JPK, LDK, LSK, PPK, PTK, and RMK
  • SC2 - Creating and Managing Commodity Contracts

    SC2

    Creating and Managing Commodity Contracts (SC2) shows users how to create and manage commodity contracts in SWIFT. Note: This is Phase 1 content that is supplemented by the SC- Phase II materials. Lessons and topics include:
    • Creating commodity based supplier contracts
    • Amending commodity based supplier contracts
    • Creating ad-hoc documents
    • Monitoring supplier contract agreements
    • Supplier contract reports and queries
    • Contract doc types: AGC, ASC, IAC, JPC, PPC, SAC, SCC, SSC, and MSC
  • SC - Phase II

    SC - Phase II

    Course User Guide Only

    Supplier Contract Management - Phase II covers all Supplier Contract Management content that was deferred from the intial rollout of SWIFT. Lessons and topics include:

    • Creating and editing electronic contract documents
    • Creating and editing electronic ad hoc documents
    • Importing contract documents
    • Routing contract documents for internal or external collaboration
    • Routing contract documents for approval
    • Managing the document signature process
    • Amending electronic contract documents
  • SS1 - Basic Strategic Sourcing: Create, Approve, and Process Sourcing Events/Bids

    SS1

    Basic Strategic Sourcing: Create, Approve, and Process Sourcing Events/Bids (SS1) gives users an understanding of SWIFT functionality used to create Buy RFB Event transactions. Lessons and topics include:

    • Creating RFB Buy Events
    • Creating an event from a requisition
    • Copying an existing event
    • Modifying an event
    • Creating bid factors
    • Managing and analyzing bid responses
    • Awarding events
    • Canceling and closing events
  • SS2 - Strategic Sourcing Events for Professional/Technical Services

    SS2

    Strategic Sourcing Events for Professional/Technical Services (SS2) gives users an understanding of the process to create and maintain Strategic Sourcing events created for Professional/Technical services which will result in a contract. Lessons and topics include:

    • Create an RFP or RFI Event
    • Understand the Event Workbench
    • Modify an Event Not Yet Posted
    • Update an Event After Collaboration
    • Amend an Event
    • Award an Event
    • Cancel an Event
    • Close an Event
  • SS3 - Strategic Sourcing for Outgoing Grants

    SS3

    Strategic Sourcing Events for Outgoing Grants (SS3) gives user an understanding of the process to create and maintain Strategic Sourcing events created for Professional/Technical Services which will result in a contract. Lessons and topics include:

    • Create an RFP or RFI Event
    • Understand the Event Workbench
    • Modify an Event Not Yet Posted
    • Update an Event after Collaboration
    • Amend an Event
    • Award an Event
    • Cancel an Event
    • Close an Event
  • SS4 - Response on Behalf of a Vendor

    SS4

    Online Only

    Response on Behalf of a Vendor (SS4) gives users an understanding of SWIFT functionality used to create a response on behalf of a vendor.

  • SS5 - eSupplier Portal

    SS5

    Online Only

    eSupplier Portal (SS5) is designed specifically for State of Minnesota vendors who will be accessing the SWIFT eSupplier Portal. Lessons and topics include:

    • Vendor Registration Procedure
    • Resetting passwords
    • Viewing invoices, payments, and account balances
    • Viewing purchase orders and receipts
    • Updating vendor contact information
    • Responding to events