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SWIFT Update January 30 2014

Billing Process Change

In developing the printing of Statements for the Accounts Receivable module using XML as the print driver, we have determined that a change to the Billing process will have to be made. The change will allow for multiple return addresses and phone numbers to be printed on the invoice and statement which has been a requested change for quite some time.

Because of that change, we STRONGLY RECOMMEND that all agencies change their invoice form to XMLPUB. The Crystal invoice does not allow for the multiple return addresses and the change to allow it will be applied to both invoices and statements thus requiring the use of XML invoices. At your request we will change your default invoice form to XMLPUB so you will not have to change each invoice.

For those that submit an IF0616 interface, the INVOICE-FORM-ID should be changed to XMLPUB. In our AR workgroup meetings we have discussed the process changes. If you have any questions, let Ben or Jerry know or send an email to MMB AGENCY ASSISTANCE. At the time statement printing becomes available, approximately 2 months, it will be a required change. Thanks for your cooperation.

Bookmarks and Browsers

When creating a bookmark to access SWIFT or the administrative portal, make sure you are only bookmarking the portal login page, and not a specific page within the application. Once logged into the Portal use the URL links provided to access the applications. This sends your authorization data to the applications for single sign on. If you logon to the Portal and use a previously saved URL to a page in the application the authorization data is not transferred and you will be prompted to logon a second time for the application.

Also, make sure to avoid using multiple tabs or windows while logged in using the same browser. If a second tab or window is needed or generated, it should be closed immediately after you are done using it (or the original tab or window should be closed) in order to prevent inadvertently being timed out from the system. Time outs are based on the longest idle open tab or window, so even if one has been continuously active in one tab, the longest idle tab or window will trigger the time out.

Lastly, if you have a need to have different portal sessions open at the same time (i.e., SWIFT and SEMA4), it is recommended you use two different browsers (i.e., Internet Explorer and Firefox) to run these sessions in order to avoid time out and caching issues.

New Quick Reference Guide

There is a new QRG available for the Strategic Sourcing module on the SWIFT website Quick Reference Guide page. The Closing an Event and Changing The Status QRG guides you through the process to change an event that will not be awarded, or only partially awarded from the status of "Pending Award" to "Not Awarded" or "Awarded".

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.

651-201-8100, option 2; Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays

SWIFT Update Listserv

The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers.
It is also sent to a larger listserv composed of SWIFT end users - to be removed or added to this SWIFT Update list.
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