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SWIFT Update February 4, 2021

Negative Encumbrances on Purchase Order Lines

Purchase order lines with negative encumbrance balances create unauthorized spending authority in appropriations. This unauthorized spending authority can lead to appropriations being over-obligated or over-expended once the budgets are closed. Please make every effort to close any unneeded negative encumbrances.
You can search for negative encumbrances using the M_PO_GBL_NEG_ENCUMB_KK query from the SWIFT Query Viewer. Minnesota Management and Budget’s Accounting Services recommends that buyers and budget staff review this query frequently and remedy negative encumbrances as needed as the end of the budget year approaches. Negative encumbrances generally fall into three categories:

1.    The purchase order line was originally established as a positive encumbrance but now has a negative encumbrance balance. The purchase order currently has a negative encumbrance balance and has a "Valid" Budget Check status. If the encumbrance is in the current budget period, increase or close these lines immediately to eliminate the negative encumbrance.
2.    The purchase order line is closed, but the negative encumbrance balance remains. The purchase order has a negative encumbrance remaining and has an “Error" Budget Check status. Make sure to verify that there are funds in the budget to close this type of negative encumbrance. If the encumbrance is in the current year, agencies may need to adjust budgets for the budget check to succeed. If the encumbrance is in a closed budget period, please contact the SWIFT Help Desk.
3.    The agency created a valid negative purchase order line. Agencies may have intentionally entered the purchase order line as a negative value. Please review and verify that these lines are still needed. Also make sure that there is an offsetting positive encumbrance on the same purchase order. If there is not an offsetting encumbrance, the appropriation budget may be over-obligated upon budget close at fiscal year-end.

If you have any questions about purchase order lines with negative encumbrance balances, please feel free to contact the SWIFT Help Desk.

Procurement Fiscal Year 2021 End Cutoff Dates 

The fiscal year end 2021 deadline established to submit requisitions and procurement requests for the following items is March 12, 2021:

  • Request for Proposals (RFP): If the intended procurement method is to make the acquisition through an RFP, please contact the Office of State Procurement (OSP) as soon as possible to discuss the procurement and appropriate timelines.
  • Agency Single Sources related to Software Licensing and/or Software Maintenance Agreements: Agency software purchases related to Software Licensing and/or Software Maintenance Agreements processed through OSP.
  • Construction: Construction and construction-related requisitions processed through the Real Estate and Construction Office or OSP.
  • Sealed Bids: Requisitions requiring sealed bids (over $50K) processed through OSP.
  • Fiscal Closing/Requisitions: Requisitions over the purchasing Agency's authority processed through OSP (under $50,000).
OSP encourages agencies to submit projects prior to the March 12, 2021 deadline.

SWIFT Training and Resources

The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.

  • Quick Reference Guides and Training Videos: Please check the Training and Support Resources page for the quick reference guides and training videos/ You will find reference guides covering all modules on SWIFT. We are adding new training videos in the most commonly used modules.
  • Webinars: We are offering modified online versions of our classroom training. They are shorter and meant to provide basic demonstrations of the SWIFT modules. If you are newer to SWIFT, please consider taking the Introduction to SWIFT: Navigation webinar before enrolling in a module-specific webinar.
  • One-On-One Sessions: If you would like one-on-one training on a SWIFT module not offered through a webinar, please email to request a one-on-one session.

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: 




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

SWIFT Billing Part 1 Webinar

February 16, 2021

9:00 AM to 11:00 AM

SWIFT Billing Part 2 Webinar

February 16, 2021

1:00 PM to 2:30 PM

Introduction to SWIFT Navigation

February 17, 2021

9:30 AM to 11:30 AM

SWIFT Create Vouchers Overview in Accounts Payable

February 17, 2021

1:00 PM to 2:30 PM

SWIFT Create a Supplier Contract Shell

February 18, 2021

1:00 PM to 2:30 PM

SWIFT Create, Correct and Verify Direct Journal Deposits

February 23, 2021

9:00 AM to 11:00 AM

SWIFT Enter Deposits and Apply Payments for Accounts Receivable Items

February 23, 2021

1:00 PM to 2:30 PM

Introduction to SWIFT Reporting

February 24, 2021

9:30 AM to 11:30 AM

SWIFT Use Maintenance Worksheets to Manage Customer Accounts and Interactions

February 25, 2021

1:00 PM to 2:30 PM

SWIFT Import and Process a Contract Document Electronically

March 2, 2021

1:00 PM to 2:00 PM

SWIFT Budget Journal Administration

March 9, 2021

9:00 AM to 11:00 AM

SWIFT Create System-Generated Contract Documents Electronically

April 21, 2021

1:00 PM to 2:30 PM

SWIFT Training Guides and Resources

You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.

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 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 Training Guide page.

SWIFT Update Mailing List

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.

Printing the SWIFT Update

  • If you are experiencing issues printing this update, download a PDF version and print that version
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