SWIFT Update January 11, 2024

Voucher Clean Up Reminder

As a reminder, agencies should be completing regular voucher maintenance including fixing, closing, or deleting vouchers in recycle status, and correcting voucher build errors, budget exceptions, match exceptions, or vouchers that have been denied including journal vouchers. This includes monitoring unpaid vouchers and fixing them so they can pay, including negative vouchers.

For Accounts Payable, agencies can run the M_AP_GBL_EXCEPTION query to see a complete list of vouchers with exceptions. Throughout the year, we recommend running this query for the entire current fiscal year and include past fiscal years. For previous fiscal years, it can be harder to clean up these vouchers due to closed accounting periods. If that is the case, please contact the SWIFT Help Desk for assistance.

To assist with voucher maintenance, there are several queries agencies can run:

• 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

Please see the Accounts Payable Quick Reference Guides for helpful information on deleting and closing vouchers in SWIFT.

New to Accounts Payable or Have Questions About It? Join the Workgroup  

An active statewide workgroup for Accounts Payable (AP) staff meets quarterly, with a meeting scheduled for January 18, 2023. It provides agencies with an opportunity to ask questions and exchange ideas. This workgroup is welcoming AP staff from all state agencies to attend! Consider attending to learn about handling common AP issues and discuss AP-related processes with staff from around the state.

The benefits of participating include:

• Find AP colleagues and leaders across state agencies during the virtual meetings. This is a great networking resource!
• Take advantage of the dedicated and active Teams channel where you can discuss AP questions or issues outside of the virtual meetings.
• Access the AP subject matter experts from Minnesota Management and Budget who attend these virtual meetings and provide announcements and input about the module.

For more information about the AP Workgroup and to join, contact Ashley Kastner at Ashley.Kastner@state.mn.us

SWIFT Staff Spotlight: Nancy Lee

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 Nancy Lee. Nancy is a team member of the SWIFT Module Support unit and supports the Accounts Receivable and Billing modules.

How long have you been with Minnesota Management and Budget (MMB)?
I’ve been with MMB for almost 5 years on the SWIFT Module Support team.

What's your favorite part of your job?
I thoroughly enjoy the analysis, design, configuration, testing, and maintenance of SWIFT. The most rewarding aspect of the job is to constantly develop skills to be successful and support state agencies in understanding and resolving SWIFT problems. Also, it’s amazing to work in a collaborative atmosphere, where the team and I work closely together.

Fun Fact:My most listened-to artist is BTS, and I’ve attended 11 of their concerts.

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.

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:

• Your Business Unit
• Description of the issue/question
• SWIFT 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 Training Guides and Resources page.

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