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Single Action Invoice Process (SAIP)

The focus for this week's SWIFT Update is the Single Action Invoice Process (SAIP). Below is a list of what to do (or not do) in common situations for SAIP. 

SAIP is a large job that combines many processes across several modules in SWIFT. SAIP is an on-demand job that users must manually run. A single instance of SAIP can take several minutes. To avoid issues when running SAIP, users should remember to:

  • Ensure the current instance of SAIP is fully processed before running another instance of SAIP. Running more than one instance of SAIP together can interrupt the processes and cause them to fail.  Please make sure you see "Success" in the Run Status and "Posted" in the Distribution Status before launching a new instance of SAIP. 

SAIP with success and posted statuses

  • If you see "Blocked" in the Run Status, do not do anything. Do not delete or cancel the process. Do not launch a new instance of SAIP. Blocked process instances occur when there are many SAIP requests running together. Blocked instances continue processing after other instances are complete. 

blocked status in the process list of the process monitor

  • After running SAIP, it is best practice to review the Bill Summary pages to ensure the invoice fully processed. Refer to the View Bill Summary Information Quick Reference Guide for more information. 
  • There are instances where you must run an invoice through SAIP a subsequent time, such as, after correcting a budget check error. If you notice "Error" in the Budget Check Status field, research with your Finance team and verify the correct ChartField combination. Rerun the invoice through SAIP after correcting ChartFields. For more information on how to correct a Budget Check error, refer to the Correct Budget Check Errors Quick Reference Guide.

Error in the budget check status field

  • Please do not delete or cancel your SAIP job once it's been launched. If you have questions or experience issues, please contact the SWIFT Help Desk by email or phone at 651-201-8100, option 2.

For additional information, refer to the Single Action Invoice Process or the Troubleshoot Single Action Quick Reference Guides. 

 

Functional Business Analyst Generalist - SWIFT Procurement Support

The Office of State Procurement (OSP) at the Department of Administration is seeking a Functional Business Analyst Generalist to provide expertise and support for Statewide ERP Procurement Modules (PeopleSoft FSCM, known as SWIFT). In this role, you will be responsible for providing application support for planned enhancements or changes to the application as directed across modules, assisting the various procurement module leads with ERP continuous improvement projects, solving difficult problems that the Help Desk cannot handle, and communicating with agencies, OSP, and SWIFT staff to support the State of Minnesota’s business policy and procedure requirements.

This position is eligible for up to a 50% hybrid telework arrangement. With a telework arrangement, additional onsite attendance may be required for team meetings or as requested by management to meet business needs. 

Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. The Job ID is #89261.

 

SWIFT Staff Spotlight: Jennifer Brau

Get to know members of the SWIFT support teams who answer your calls, respond to your emails, and make sure you get the information you need. This spotlight is on Jennifer Brau. Jen is a team member of the SWIFT Module Support unit at Minnesota Management & Budget (MMB). Jen supports the Asset Management Module and allocations with the other modules. Jen also supports agencies that do not have access to SWIFT. 

What are you enjoying in your job so far? 

I love that there is always something new to learn all the time in SWIFT. It really shows how robust and dynamic we are as a state with the different things each agency does for Minnesota. It is really rewarding to be able to help others get their jobs done and keep the wheels moving forward with all of the little jobs we all do. It is also amazing to work with a team with so much knowledge and willingness to teach others what they know. It makes where we work a fun and collaborative place to be every day.

How long have you been with the State of Minnesota? 

I have been with MMB since mid-July of 2025. Before coming to MMB, I worked with the Minnesota Department of Veterans Affairs for about a month shy of 18 years, with the majority of my time focused with the Central Office Finance team as an accounting officer and accounting supervisor senior where I was able to wear many hats handling budgets, vendor payments, assets, a variety of contracts and grants to name a few.

Fun fact!

I love to cook.  At least once a month my family and I try a new food we haven’t had before. I love learning about other ethnicities and trying all of the different flavors there are. Some of my favorite dishes have bold flavors like puerco pibil cooked in banana leaves for hours, aromatic chicken biryani, different meats on the smoker that takes all day, and traditional family recipes like homemade apple sauce and pies.

Jennifer Brau and family

 

How to find the UNSPSC Code for a Procurement Transaction

The United Nations Standard Products and Services Code (UNSPSC) Category Code field in SWIFT is required on all purchasing documents. It must accurately represent the type of purchase. SWIFT has an easy-to-use search tool to help agency staff locate the correct Category Code for a purchase.

You can find the Category Code search tool following this navigation: Navigator, SWIFT, Items, MCD Item Maintenance, MDC Searches, MDC Search. Item Categories defaults.

Each of the three Flex Fields can be populated with a search value. Common search values are Keyword and/or Long Description. Keywords were added to SWIFT’s Category Codes to make it easier to locate the correct code. Results are more accurate using the Long Description field.

MDC Search Catalog with Keywords in FlexFields

SWIFT displays the search results. The search displays up to 100 rows at a time. Look at the top menu bar to see if there are more rows to view. You may need to view all to get the correct UNSPSC code.

Search Results with Keywords

Select the Category Cd link to see if it describes the purchase. SWIFT displays Category Definition and Account Restriction tabs for that record.

Example Category Definition

You can view all Accounts attached to the Category Code using the Account Restrictions tab.

Account Restrictions tab with account codes

For more information, view the Use Category Codes Search Tool Quick Reference Guide.

 

SWIFT Module Training

Module

SWIFT Webinars & eLearning

Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted

DATES

Intro

Introduction to SWIFT Navigation webinar

11/12/25; 12/9/25

Intro

Introduction to SWIFT Navigation eLearning

Anytime

Intro

Overview of SWIFT Reporting webinar

11/13/25; 12/11/25

AR

SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar

10/28/25

AR

SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar

10/29/25

AR

SWIFT Accounts Receivable Part C: Maintenance Worksheets webinar

10/30/25

BI

SWIFT Billing Part 1 webinar

11/19/25

BI

SWIFT Billing Part 2 webinar

11/20/25

KK

SWIFT Budget Journal Administration Part 1

11/5/25

KK

SWIFT Budget Journal Administration Part 2

11/6/25

SS

SWIFT Strategic Sourcing eLearning

Anytime

 

 

EPM Data Warehouse for SWIFT Training

Module

EPM Data Warehouse Labs for SWIFT Data

Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted

DATES

EPM

Introduction to the EPM Data Warehouse for SWIFT lab

12/3/25

EPM

SWIFT EPM Create and Save a New Analysis lab

11/18/25

EPM

SWIFT EPM Format Your Report

12/17/25

 

 

Systems Availability and Feedback

Maintenance Window: SWIFT is unavailable during the statewide systems maintenance window, every Sunday from 6:00 AM - 2:00 PM.

We want to hear from you! Email the SWIFT Training and Help Desk team using the button below to share your ideas or suggestions about improving user experiences with our  systems, training opportunities, newsletter notifications, or system issues.

 

All current SWIFT users should receive the SWIFT Update for timely notifications of important deadlines, upcoming system upgrades, scheduled maintenance, and training opportunities. Let us know if someone on your team is not receiving important updates or news from us.

 


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