Budget Update: Non-Federal Appropriations
At end of business on November 30, the “G” budget authority option will be removed for all Budget Period 2024 non-federal appropriations that were granted cash flow assistance. As a result, agencies will no longer be able to spend estimated receipts that have not yet been collected in these appropriations.
Purchase Order Document Types
The SWIFT Help Desk fields many questions about purchase order document types. If you are looking for information regarding purchase order document types, there are two Quick Reference Guides (QRGs) that you might find particularly useful.
For more information about purchase orders or purchasing assets in general, please review the Purchase Orders/Purchasing Assets QRGs.
|
Doc Type |
Title |
Brief Description |
Release By |
|
APK |
Annual Plan Contract |
References an Annual Plan Agreement that pre-establishes an authority to obtain Professional/Technical (P/T) services on demand for specific purposes within an approved dollar limit. |
Amount |
|
BPA |
Blanket Purchase Agreement |
Sets up an “umbrella amount” of money with a single supplier for a specific purpose. |
Amount |
|
BPC |
Blanket Purchase Against a Contract |
Sets up an “umbrella amount” Of money against existing State Commodity (SCC), Agency Goods (AGC), State Services (SSC), or Agency Services (ASC) contracts. May be used against an Interagency (IAC), Joint Powers (JPC), Public/Private Partnership (PPC), or Software License/ Maintenance (SAC) contracts. |
Amount |
|
BPM |
Blanket Purchase Against Multiple Suppliers |
Sets up an “umbrella amount” of money with multiple suppliers for a specific purpose. |
Amount |
|
BTG |
Blanket TG/ED/VO Purchase Order |
Sets up an “umbrella amount” of money to Targeted (TG), Economically Disadvantaged (ED), and Veteran Owned (VO) certified suppliers for purchases from $5,000.01 to $100,000.00. |
Amount |
|
CEO |
Construction Contract Encumbering Order |
Sets up an “umbrella amount” of money against existing Building Construction (BBC) or Other Construction (OCC) contracts. May be used against a Roadway Construction (RWC) contract. |
Amount |
|
CRO |
Contract Release Order |
Places orders against existing State Commodity (SCC), Agency Goods (AGC), State Service (SSC) or Agency Services (ASC) contracts. May be used against an Interagency (IAC), Joint Powers (JPC), Public/Private Partnership (PPC), or Software License/ Maintenance (SAC) contracts. |
Quantity |
|
CTP |
Catalog Punchout Purchase Order |
System generated purchase order resulting from the Catalog Punchout Requisition. |
Quantity |
|
DPO |
Department Purchase Order |
Allows buyers to make purchases within their Authority for Local Purchase (ALP), up to and including $10,000.00. |
Quantity defaults |
|
DTG |
Direct TG/ED/VO Purchase Order |
Use for purchases from $5,000.01 to $100,000.00 to TG, ED, and VO certified suppliers for specific purposes. |
Quantity |
|
EMR |
Emergency Purchase Order |
Use for emergencies according to the policy. Bypasses the Human Rights Certification. |
Quantity defaults |
|
FPO |
Field Purchase Order |
Use for immediate needs when an employee is not at their primary work location for purchases outside of SWIFT. The limit it $5000.00. Use according to the ALP manual. |
Quantity defaults |
|
KEO |
P/T Related Contract Encumbering Order |
Encumbers funds against P/T related contracts. |
Amount |
|
MSO |
Master Services Order |
Places orders against Master Services contracts. |
Amount |
|
MWK |
Master P/T Work Order |
Encumbers funds against the individual Master Work Contract (MWK) contracts placed with suppliers under the Master Contact (MPK). |
Amount |
|
POR |
Purchase Order (Requisition) |
SWIFT creates a POR when it processes an Open Market Requisition through Strategic Sourcing and awards the contract. |
Depends on Requisition |
|
RMO |
Real Estate Remodeling Order |
Use for remodeling of leased space if the cost is between $5,000.00 and $99,999.99. |
Amount
|
|
SSO |
Single Source Order |
Use when only one supplier can provide the good or service. Requires completion of the Single Source Justification form. |
Amount
|
ERP/SWIFT Procurement Support Supervisor
The Department of Administration (Admin) is hiring a SWIFT Procurement Support Supervisor (Administrative Planning Director State), who will supervise a team of professional staff to provide effective procurement module management, functional analysis, and business process design, along with testing of system upgrades, changes, and enhancements to the procurement modules in SWIFT. As system module experts, this team provides assistance and training to State agencies, vendors, and other users to optimize their use of the procurement modules in meeting processing and reporting needs.
Admin offers a hybrid work environment. With a telework arrangement, onsite attendance may be required for team meetings or as requested by management to meet business needs. At a minimum, two (2) onsite days per month will be required. Completion of a telework agreement will be required.
The first review of applications/resumes for the SWIFT Procurement Support Supervisor, Job ID 81598, will begin after 12/02/2024.
State employees interested in the position should apply to Job ID 81598.
Late Payments on Purchasing Card Statements
US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank and available to view in SWIFT. However, the Late Payment transaction cannot be reconciled the same way other transactions are reconciled.
To pay a late fee associated with a PCard statement, agencies must manually add this fee to their monthly PCard voucher by adding a line and entering the information. Make sure to enter Late Payment Charge in the Description field. In the Account field use Expense code 430008 (Interest Pd To Vend Late Pymt). After the line has been added, provide the voucher number to Angie Brandt, and she will remove the transaction from the PCard pages.
As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Card Use Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.
Updating or Editing a Supplier Contract Shell in SWIFT
If a supplier contract shell must be edited or updated, the Office of State Procurement recommends that in most cases agencies should update the existing record. There are limited circumstances when an agency should create a new version of a contract shell.
Users should create a new version of a contract shell ONLY if one of these reasons apply:
Refer to the Create a New Version of a Supplier Contract Quick Reference Guide.
To edit a contract shell, refer to the Edit a Supplier Contract Shell Quick Reference Guide.
Editing a contract shell includes, but is not limited to, adding contract lines, changing contract dollar amounts, changing Administrator/Buyer, extending the contract Expire Date, and amending contract documents.
There are two options to view contract changes.
Option 1: Select the View Changes link in the contract Header section.
Option 2: Select Contract Change History from the left menu on the Contract Entry page.
SWIFT and EPM Data Warehouse Training
The SWIFT Training team offers training through a variety of methods. There are SWIFT training guides and training videos, EPM training guides, webinars, labs, eLearning, and individual sessions (by request through the SWIFT Help Desk).
Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.
|
MODULE |
WEBINARS/eLEARNING
|
DATES |
|
INTRO |
Introduction to SWIFT Navigation webinar |
10/15/24 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
INTRO |
Overview of SWIFT Reporting webinar
|
10/10/24; 11/7/24; 12/12/24 |
|
AR |
SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar |
1/7/25 |
|
AR |
SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar |
1/8/25 |
|
AR |
SWIFT Accounts Receivable Part C: Maintenance Worksheets |
1/9/25 |
|
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
11/5/24 |
|
BI |
SWIFT Billing Part 1 webinar |
11/13/24 |
|
BI |
SWIFT Billing Part 2 webinar |
11/14/24 |
|
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab |
1/16/25 |
|
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
10/3/24 |
|
EPM |
Create a SWIFT All Receipts Report in EPM lab |
10/16/24 |
|
EPM |
Introduction to the EPM Data Warehouse for SWIFT webinar |
10/23/24 |
|
EPM |
SWIFT EPM Create and Save a New Analysis lab |
10/9/24 |
|
EPM |
SWIFT EPM Formatting Your Report lab |
12/19/24 |
|
EPM |
SWIFT EPM Manager's Financial Report |
10/30/24 |
|
EPM |
Use SWIFT Standard Reports in EPM lab |
1/16/25 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
12/3/24 |
|
KK |
SWIFT Budget Journal Administration webinar
|
10/23/24 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
10/1/24 |
|
SC |
SWIFT Create a Supplier Contract Shell webinar
|
1/7/25 |
|
SS |
SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar |
11/14/24 |
|
SS |
SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar |
11/14/24 |
|
SS |
SWIFT Strategic Sourcing eLearning |
Anytime |
SWIFT Help Desk
Contact the SWIFT Help Desk for any SWIFT-related questions or issues.
Email: SWIFTHelpDesk.MMB@state.mn.us
Phone: 651-201-8100, option 2
Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday (closed holidays)
When contacting the SWIFT Help Desk, make sure to include details about your question or issue, including:
Additional assistance can be found on the SWIFT Training Guides and Resources page.
