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SWIFT Update November 29, 2018


Troubleshooting Issues with Bilateral Netting   

Bilateral netting processes interagency transactions by automatically offsetting interagency Accounts Payable (AP) vouchers against open interagency Accounts Receivable (AR) invoices. 

Agencies should periodically run the M_CM_GBL_INTAGCYAP_UNPAID query to identify interagency vouchers which are failing to net and pay, and take appropriate action to resolve these unpaid vouchers.

Interagency vouchers net when the following criteria are met:

  • The Vendor ID on the voucher and the Customer ID on the invoice match.
  • The Invoice Number on the voucher and the bill match. Bilateral netting requires a case-sensitive match.
  • The Amount on the voucher and the bill match. Do not submit a voucher for a partial payment.

To identify why interagency vouchers are failing to net, users can run the M_CM_GBL_INTERAGENCYPMTS_BFY or M_CM_GBL_INTERAGENCYPMTS_FY queries. These two queries each return a list of open SWIFT AR interagency invoices for which an agency is the customer. 

Users can compare the results of these queries against the results of the unpaid vouchers query to identify mismatches in Amounts or Invoice Numbers which may prevent vouchers from netting.

Vouchers will also fail to net if the billing agency has failed to create an AR transaction, or if the billing agency has closed the AR invoice in SWIFT.

Users should reach out to the contact listed on the invoice or the billing agency directly if a voucher is failing to net due to a missing AR transaction.

Please contact the SWIFT Help Desk if further assistance is needed to resolve any bilateral netting issues.


Notice on New Local Taxes 

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2019:

  • Dodge County 0.5% Transit Sales and Use Tax
  • Goodhue County 0.5% Transit Sales and Use Tax
  • Sherburne County 0.5% Transit Sales and Use Tax

The sales and use tax rate changes apply to sales made on or after January 1, 2019. 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.

Purchase orders entered in SWIFT on or after January 1, 2019, 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 Sales Tax Settings on Purchase Orders Reference Guide.


Impact of the New Local Tax 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.

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

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 Tuesday January 1, 2019, 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. To calculate the new combined rate, state and local tax rate, the tax code(s) on the purchase order must be updated to the new tax code(s) from the 0000 tax code. Because of the various transition rules, these codes will not be updated by SWIFT and must be updated by the purchase order buyer.


SWIFT Classroom Training

The SWIFT training team does not offer classroom training in the summer.  Please refer to the SWIFT Reference Guides page or contact the SWIFT Help Desk for questions.


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.

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