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SWIFT Update May 10, 2018


Purchase Order Close the Weekend of May 18th

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of May 18th. 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.  The Procurement Closing Information is at the bottom of the page.

The PO Close job will run three additional times this year to assist in closing documents: June 29th, July 27th, and the hard close weekend of August 10th.

Remember, you can prevent the PO Reconciliation Job from closing a purchase order by clicking the “Hold From Further Processing” checkbox on the purchase order header page. You can use this checkbox if you plan on increasing the purchase 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.

  • To close purchase orders that reference P/T types of contracts, follow these steps.
  1. Reduce last year’s P/T contract line(s) to the amount expended. 
  2. Close the purchase order using the Buyer’s Workbench.

NOTE: If a new fiscal year purchase order is needed for the same contract, pull updated contract line(s) into a new purchase order to reflect the new or updated amounts. Approve, budget check and dispatch the purchase order.  

Use a new purchase order to avoid known issues with combining multiple fiscal years on a purchase order.
Follow the instructions in the Close a Purchase Order Referencing a Contract Using a Change Order reference guide.


Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  

Seats are available in the following classes:

Class 

Date 

Time 

Accounts Payable Voucher Entry, Main, Approval and Reports (AP1) June 13, 2018
8:30 am to 4:00 pm
Billing Advanced (AR/BI3)
May 22, 2018
8:30 am to 4:00 pm
Create and Update Purchase Orders for Agency Buyer Roles (PO1) June 1, 2018 8:30 am to 4:00 pm
Create and Manage Supplier Contracts (SC1)
May 17, 2018
8:30 am to 4:00 pm
Introduction to SWIFT (INTRO)
May 16, 2018
8:30 am to 12:00 pm


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.

SWIFT Update Mailing List

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Printing the SWIFT Update

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