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