The Minnesota Department of Natural Resources (DNR) is Seeking a New Lead Agency for the Statewide AP Workgroup

The DNR has long coordinated the Statewide Accounts Payable (AP) Workgroup, a quarterly forum where AP staff from across the State connect, share ideas, and collaborate on common challenges. As we look ahead, we are seeking another agency to assume leadership of this group.

This workgroup remains a valuable resource for AP professionals, and we want to ensure it continues to thrive. The lead agency plays an important role in supporting a strong statewide network and advancing AP best practices.

Workgroup Benefits Include:

• Quarterly virtual meetings to connect with AP colleagues and leaders across State agencies—an excellent networking opportunity.
• Access to a dedicated and active Teams channel for ongoing discussion of AP questions and issues.
• Direct engagement with Minnesota Management and Budget AP subject matter experts.

We are looking for an agency to take on meeting coordination, communications, and general facilitation. The DNR will assist with a smooth transition and provide all existing materials.

End of Year Accounts Receivable (AR) and Billing (BI) Reminders

It is important to regularly look for and resolve Accounts Receivable and Billing transactions that are incomplete, have not posted, or contain errors. As we approach fiscal year-end, we must be diligent to research and resolve as many issues as possible to ensure accurate end-of-year Accounts Receivable reporting. There are a variety of features in both the Accounts Receivable and Billing modules to help you look for transactions that need attention.

Check for Incomplete Deposits. Refer to the Incomplete Deposits Quick Reference Guide to help you find deposits that are not finished. This inquiry allows you to view posted and unposted deposits that require additional processing. You can monitor the payment amount for the deposit that is still in process, summarize out of balance deposits (only), and/or view a list of incomplete deposits by user.

Check for Incomplete Payments. Refer to the Incomplete Payments Quick Reference Guide to help you find payment worksheets that are not finished and monitor payments that require additional processing. You can view a list of incomplete payments for a Business Unit or a specific user.

Check for AR Pending Items not set to post. Refer to the Groups Not Set to Post Quick Reference Guide to help find pending items that have not posted to the customer accounts by the AR Update process. This inquiry looks for bill groups and maintenance worksheets that have not posted or have encountered errors. Both billing and maintenance groups must be posted since accounting entries have been entered in the Billing module.

Check for “My Work” in the Accounts Receivable WorkCenter. Refer to the Accounts Receivable WorkCenter Quick Reference Guide to help you find transaction exceptions that need resolution in the My Work section of the WorkCenter. Various exceptions including posting errors, deposit balancing errors, and budget check errors.

Check for Invoices that are incomplete after the Single Action Invoice Process (SAIP). SAIP is a large process job that communicates across several of the Accounting modules to be finalized and integrated to the customers’ accounts in AR. If you cannot find an invoice in the AR module, it’s because it has not been fully processed from SAIP. Remember to use the Bill Summary Info pages found in the Review Billing collection to ensure the bill has an invoiced status and that other indicators are appropriately complete. For instructions, refer to the View Bill Summary Information Quick Reference Guide. You can also run the M_BI_GBL_BILLS_INV_INCOMPLETE query. This query identifies invoices that are missing required milestones, such as -

• Attach Invoice
• Invoice Printed
• Currency Converted
• GL Entries Created
• AR Pending Item Created

If any of these milestones are missing, refer to the Troubleshoot Single Action Quick Reference Guide to help you correct the bill and run it through SAIP again.

Voucher Clean Up Reminder

In preparation for the upcoming hard close, agencies should ensure that all transactions are fully processed in SWIFT. We are seeing an unusually high number of unpaid Interagency vouchers that require prompt cleanup. 

To review all vouchers with exceptions, agencies can run the M_AP_GBL_EXCEPTION query. Throughout the year, we recommend running this query for the entire current fiscal year and including past fiscal years. For previous fiscal years, it may be more difficult to resolve vouchers due to closed accounting periods. If this occurs, please contact the SWIFT Help Desk for assistance.

These queries can help you find unprocessed vouchers:

• M_AP_GBL_DENIED_VOUCHERS. Vouchers that have been denied.
• M_AP_UNAPPROVED_VOUCHERS. Vouchers that have been denied or pending approval.
• M_AP_GBL_RECYCLED_VCHRS. Vouchers in recycle status.
• M_AP_GBL_VOUCHER_BUILD_ERROR. Interface vouchers that failed voucher build.
• M_AP_UNPAID_VOUCHERS. Vouchers that are unpaid.
• M_AP_GBL_UNPOSTED_JOURNAL_VCHR. Unposted journal vouchers.
• M_AP_GBL_BUD_EXCEPTION. Vouchers with budget exceptions.
• M_AP_GBL_MATCH_EXCEPTIONS. Vouchers with match exceptions.
• M_AP_GBL_NEGATIVE_VOUCHERS. Negative vouchers.

This query can help you identify Interagency Invoices and their status:

• M_CM_GBL_INTAGCYAR_LOOKUP.  Look Up Status of Invoice.

Things to remember:

• Review denied vouchers or unposted journal vouchers due to the potential for having an impact on expense budgets.
• Denied vouchers should be corrected, closed, or deleted.
• Journal vouchers that have been unposted must be reposted.
• You cannot delete a voucher that has been posted. Instead mark the posted voucher for closure. This reverses the accounting entries and closes the voucher during the nightly batch.

Hard close is scheduled for August 14, 2026. This is the deadline for processing most BFY 2026 transactions.

Purchase Order Close - Tuesday, June 30, 2026

As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run on Monday, June 30, 2025. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete." The PO Close job will run again on the hard close weekend of August 15 to assist in closing documents. Remember, you can prevent the PO Reconciliation job from closing a purchase order by selecting the "Hold From Further Processing" checkbox on the purchase order header page.

Sales and Use Tax Updates

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2026:

Meeker County Transit

The sales and use tax rate changes apply to sales made on or after July 1, 2026. They will be in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

Agencies entering purchase orders for the new fiscal year, prior to the July 1, 2026, tax effective date, will have the old rate calculated and will need to update their purchase orders.

Purchase orders entered in SWIFT on or after July 1, 2026, will calculate the new tax rates for each county/city. Existing purchase orders and/or their vouchers will need to be adjusted to pay the correct tax if delivery occurs after various dates. Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates.

For assistance in changing the sales tax on a PO, please consult the Update the Sales Tax Settings on an Existing Purchase Order Quick Reference Guide.

Impact of New Local Tax

Please see the Minnesota Department of Revenue Notices for the appropriate city for guidance in handling purchase orders and payments during the transition period.

Impact on Accounts Payable: Vouchers entered in SWIFT on or after the tax effective date will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To locations within these jurisdictions.  

Impact on Purchase Orders: SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after April 1, 2026, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing purchase orders may or may not need to have the tax code updated on the PO if payment can be processed during any allowed grace period(s), again, see the general notice for each county/city. Previously any Ship To addresses in affected cities may have used the tax code of 0000, State Tax only.

2026 Fiscal Year-End Reminders

Appropriation Transfers/Roll Forward

Agencies must not roll forward appropriation balances into budget period 2027 or process actual transfers for budget period 2027 before July 1. MMB SWIFT Module Support will be monitoring for 2027 transfers and will have agencies process a transfer correction for transfers that are processed in error. Agencies should enter anticipated transfers (XAT) if they need to encumber funds prior to July 1.

Processing Fiscal Year 2026 Activity by June 30 

As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2026 accounting transactions are complete. To the extent possible, the following transactions should be fully processed by June 30. 

​A. Receipts and Expenditures. Identify and process all known receipt and expenditure corrections related to FY 2026. 

​B. Direct Journal Deposits. Deposit all miscellaneous cash receipts received on or before June 30 at the bank and record them in SWIFT. 

​C. Transactions in General. Review transactions to make sure they are fully processed in SWIFT. Below are some resources to help you identify transactions that need work:

Accounts Receivable:

• Use the My Work section on the Accounts Receivable WorkCenter to identify transactions that need to be resolved. 

Accounts Payable:

• SWIFT Query M_AP_GBL_EXCEPTION: Identifies unpaid vouchers with exceptions for a specified date range.
• SWIFT Query M_AP_GBL_UNPOSTED_JOURNAL_VCHR: Identifies unposted journal vouchers. 
• Research Unpaid Vouchers Quick Reference Guide. 

​D. Negative Encumbrances. Review and close negative encumbrances. You can identify them by running the M_PO_GBL_NEG_ENCUMB_KK query in the Query Viewer. 

​E. Statewide Indirect Costs. Statewide Indirect Cost (including Statewide Systems Billing) fourth-quarter invoices are due June 30, 2026. Agencies should make all efforts to pay them timely. We are seeing a few agencies that still have not paid their first through third quarter invoices. Please check the open receivable activity reports in the EPM Data Warehouse in the Accounts Receivable Dashboard. Your agency should have or will be receiving an email or mail item containing any open/unpaid invoices for the third quarter billings along with the fourth quarter billings from MMB’s Fiscal Services Unit. The invoices do not include the federal portion as this is paid separately. 

​F. Federal Indirect Cost Payments. For Federal Indirect Cost Payments, agencies need to process their federal receipt vouchers for the indirect costs timely to be included in the reverse bilateral netting process. Please see the Annual Budget and Accounting Instructions - Document 2 on the Budget and Accounting Instructions webpage for details on how to enter federal indirect cost vouchers. 

​The reverse bilateral netting process will be run on the following dates: 

• 6/30/2026
• 7/2/2026
• 7/16/2026
• 7/30/2026 ​
• 8/13/2026

​ ​G. Revenue Clearing Accounts. Agencies that use revenue clearing accounts in SWIFT to collect and distribute revenue as part of internal business processes, need to monitor these accounts. As the fiscal year ends, it is especially important to ensure that all distributions have been made, and the clearing account has reached zero by June 30. If your agency has revenue accounts set up for this purpose, review and complete all distributions by June 30. 

​H. Budget Transfers. Agencies are to complete any known FY 2026 transfers by June 30 so that the FY and budget fiscal year (BFY) are the same. This helps minimize manual adjustments in the Annual Comprehensive Financial Report. 

​I. Encumbrances. All goods and services must be encumbered according to MMB Statewide Operating Policy 0901-02, Fiscal Year-End Closing Transactions - Pre-Encumbrances/Requisitions, Encumbrances/Purchase Orders, Expenditures/ Payment Vouchers. Payments for services rendered or goods ordered after June 30 must be made from BFY 2027. 

SWIFT, AMA, Supplier Portal, Mobile Inventory Unavailable June 30

The Appropriation Maintenance Application (AMA), SWIFT, the Supplier Portal, and Mobile Inventory will be unavailable on Tuesday, June 30, 2026, beginning at 6:00 p.m. for soft close. These systems will become available on Wednesday, July 1, 2026, once soft close is complete. A system notification email will be sent to users when they become available.

Reminder to Buyers:

Payroll Budget Fiscal Year (BFY) 2026 Deadlines

• Position Funding must be completed by July 1, 7 p.m.
• Cash Receipt Transactions Generated by SEMA4 transactions processed for pay period ending June 30, must have verifications complete by July 2, 12 p.m..
• Relocation Expense Reports and Expense Transfers must be received at Statewide Payroll Services by July 13, 12 p.m.
• Employee Business Expense Reports and Business Expense Transfers are due by July 16, 12 p.m.
• Employee Travel Advances must be settled no later than pay period ending July 14. The deadline for entering these travel advance settlements is July 16, 12 p.m.
• Prior Period Adjustments must be entered by pay period ending July 14. Adjustments can be entered until July 17, 12 p.m.
• Mass Expense Transfers due on pay period ending July 14. These transfers can be entered in SEMA4 until July 24, 12 p.m.
• Agency Default Accounts updates no later than pay period ending July 14. Transfers can be entered on the Mass Expense Transfer page until July 24, 12 p.m.
• SpeedCharts If the current accounting strings and percentages of a SpeedChart are correct for BFY 2027, no changes are needed. The recommended deadline for new or updated SpeedCharts is July 1, 7 p.m.