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    SWIFT Update February 13, 2025

    Reminder to Close or Cancel Expired Contracts

    The Department of Administration's Office of State Procurement (OSP) recommends that agencies cancel or close existing supplier contracts that they no longer need. Cancelling or closing these contracts streamlines reports both for agencies and for OSP.

    • Cancel supplier contracts that have no activity against them. An activity includes purchase orders, receipts, and vouchers.
    • Close supplier contracts that have activity against them.

    Review the Close or Cancel a Supplier Contract or Lines Quick Reference Guide for more information.

    You can find Contract IDs by Business Unit and Origin that have expired or will expire using this query in the Query Viewer: M_SC_GBL_EXPR_CNTRCTS_BU_ORGN.

    This query provides information such as the Status, Begin and Expire Dates, Buyer, Supplier, Maximum Amount, Total Released Amount, and Remaining Released Amount.

    To find out more about queries and the Query Viewer, refer to the Overview of SWIFT Reporting User Guide.

    SWIFT Hot Topics: Single Action Invoice Process

    SWIFT Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Training and Help Desk team. Use these as a friendly reminder of a process or as an opportunity to learn something new!

    Q. Can I run the Single Action Invoice Process (SAIP) for an invoice while another SAIP job is still processing?

    A. No. You should not run bills through SAIP until the first occurrence has completed. Running multiple occurrences of SAIP can cause the original process to fail. If SAIP fails for a particular invoice, you will likely need to run that invoice again with a new instance of SAIP.

    Refer to the Single Action Invoice Process and the Troubleshoot Single Action Quick Reference Guides for more information regarding SAIP.

    SWIFT Module Training 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.

    MODULE

    WEBINARS/LABS/eLearning
     Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted

    DATES

    INTRO

    Introduction to SWIFT Navigation webinar

    3/12/25, 4/8/25

    INTRO

    Overview of SWIFT Reporting webinar

    3/19/25, 4/17/25, 5/15/25, 6/12/25, 7/17/25

    AR

    SWIFT Account Receivable Part A: Direct Journal Deposits webinar

    4/8/25

    AR

    SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar

    4/9/25

    AR

    SWIFT Accounts Receivable Part C: Maintenance Worksheets webinar

    4/10/25

    AP

    SWIFT Create Vouchers Overview in Accounts Payable webinar/

    4/2/25

    BI

    SWIFT Billing Part 1 webinar

    3/26/25, 6/25/25

    BI

    SWIFT Billing Part 2 webinar

    3/27/25, 6/26/25

    EPM

    Build a My Dashboard for SWIFT Reports in EPM lab 

    3/6/25

    EPM

    Create a SWIFT All Expenditures Report in EPM lab

    5/6/25

    EPM

    Create a SWIFT All Receipts Report in EPM lab

    2/27/25, 6/18/25

    EPM

    Introduction to the EPM Data Warehouse for SWIFT webinar

    4/9/25

    EPM

    SWIFT EPM Create and Save a New Analysis lab

    3/5/25

    EPM

    SWIFT EPM Formatting Your Report lab

    5/22/25

    EPM

    SWIFT EPM Manager's Financial Report lab

    4/16/25

    EPM

    Use SWIFT Standard Reports in EPM lab

    3/5/25, 4/16/25

    EPM

    Understand the SWIFT Data in the EPM Data Warehouse webinar

    3/4/25, 4/15/25

    EPro

    SWIFT Create a Catalog Punchout Requisition webinar

    3/26/25; 4/17/25

    KK

    SWIFT Budget Journal Administration webinar Part 1 webinar

    2/12/25, 5/7/25

    KK

    SWIFT Budget Journal Administration webinar Part 2 webinar

    2/13/25, 5/8/25

    PO

    SWIFT Create Purchase Orders Overview webinar

    4/3/25

    SC

    SWIFT Create a Supplier Contract Shell webinar
    Time: 9:00 a.m. - 10:00 a.m.

    4/1/25

    SS

    SWIFT Strategic Sourcing eLearning

    Anytime

    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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