The 2021 Agency Annual Schedule is now available on Minnesota Management and Budget's Budget and Accounting Instructions webpage.
Catalog punchouts are a direct connection to a supplier’s online catalog through SWIFT eProcurement. A buyer or requester will log in to SWIFT and access the requisition entry page. A link on the requisition entry page will take the user to the supplier’s online catalog where items are selected for purchase. Selected items are added to the shopping cart on the supplier’s site. When the buyer or requester submits the shopping cart, the items are uploaded into the SWIFT requisition where the user then completes the request. The requisition is then processed to a purchase order and sent to the supplier electronically to complete the order.
The benefits of moving to punchout catalogs are:
• Detailed purchase information is uploaded into SWIFT from the supplier’s web site. Uploading of the data provides:
o Detailed item descriptions
o Quantities purchased
o Unit of measure for the item
o Unit price of the item
o Supplier’s category code cross-walked to the state’s category code
o Supplier’s item ID
o Manufacturer’s Item information
• Uploading of the data from the supplier’s site allows capturing of the details without having to re-type the information making it simpler and faster for the user as well as ensuring greater accuracy.
• Capturing of the detailed purchase information allows for better reporting for both the agency and the enterprise.
• Having detailed purchase information will allow for better spend management.
• Increases transparency of the purchases being made.
• Allows for consolidation of purchases to potentially lower prices.
• Helps to eliminate maverick or rogue purchasing resulting in higher contract usage.
• Ensures purchases are encumbered and approved prior to the order being sent to the supplier.
The Catalog Punchout Project is currently in the pilot phase. Please review the project status and agency rollout schedule here.
Please contact Dave Smith with any questions or concerns regarding the punchout implementation at dave.smith@state.mn.us.
This Week's FAQ: How do I troubleshoot issues with Bilateral Netting?
Question: Why does my interagency voucher say “Hold” on the Netting field? Should I change this?
Answer: SWIFT defaults to “Hold” on the Netting field on the Payments tab only on interagency vouchers. The “Hold” must be on the Netting field of interagency vouchers because it allows the bilateral netting process to identify and process the interagency payment. Do not change this field. SWIFT will update the Netting field to “Selected” after the payment goes through.
For more information about bilateral netting, see the Quick Reference Guide on the SWIFT website.
The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.
To find and enroll in SWIFT webinars, open the Self Service or Administrative Portal and select the ELM tile. On the Learning Management page, select Find Learning on the left menu. On the Find Learning page, enter “SWIFT” in the Description field and choose Search. Seats are available in the following webinars:
|
Webinars |
Date |
Time |
|
SWIFT Create Vouchers Overview in Accounts Payable |
February 2, 2021 |
1:00 PM to 2:30 PM |
|
SWIFT Strategic Sourcing Events Part 1: Create, Post, and Approve Events |
February 3, 2021 |
9:30 AM to 11:30 AM |
|
SWIFT Create Purchase Orders |
February 9, 2021 |
1:00 PM to 2:30 PM |
|
SWIFT Strategic Sourcing Events Part 2: Analyze and Award Events |
February 10, 2021 |
9:30 AM to 11:30 AM |
|
Introduction to SWIFT Navigation |
February 17, 2021 |
9:30 AM to 11:30 AM |
|
SWIFT Create a Supplier Contract Shell |
February 18, 2021 |
1:00 PM to 2:30 PM |
|
Introduction to SWIFT Reporting |
February 24, 2021 |
9:30 AM to 11:30 AM |
|
SWIFT Import and Process a Contract Document Electronically |
March 2, 2021 |
1:00 PM to 2:00 PM |
|
SWIFT Create System-Generated Contract Documents Electronically |
April 21, 2021 |
1:00 PM to 2:30 PM |
You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.
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:
The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.
