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SWIFT Update February 23, 2023 

Finance Accounting Supervisor - General Accounting

MMB's Accounting Services Division is looking for a Finance Accounting Supervisor in the Statewide Accounting Section. This position supervises the staff and operations of the General Accounting and the Cash Management units. The General Accounting unit maintains the chart of accounts and the statewide reconciliations for SWIFT. The Cash Management unit manages the state’s banking operations.

This position will have the flexibility to telecommute, work a hybrid schedule, or work in the office. The incumbent may be expected to work in the office on occasion. Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. 

Please share this position opening with colleagues and friends who may be interested. Job ID is 63332.

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.

SWIFT Hot Topics

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. What’s the difference between the SWIFT data I get directly from SWIFT queries and reports and the SWIFT data I get from EPM Data Warehouse?

A. SWIFT queries and reports have real time data. The data output and format for SWIFT reports and queries are predetermined and limited.

The EPM Data Warehouse is a reporting tool outside of SWIFT in the Administrative Portal. The SWIFT data in the EPM Data Warehouse is not live SWIFT data. SWIFT completes batch processing overnight every business day. Then through another batch process, SWIFT data is loaded into the EPM Data Warehouse. You can create, customize, and save reports to include data from a particular subject area. The EPM Data Warehouse allows you to manipulate what data is included, determine how it is viewed, and refresh the results easily.

SWIFT 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.


Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.



Introduction to EPM Data Warehouse/SWIFT

 4/5/23; 6/7/23


Introduction to SWIFT Navigation webinar

 3/15/23; 4/12/23;5/17/23; 6/8/23


Introduction to SWIFT Reporting webinar

 3/8/23; 4/6/23; 5/4/23; 6/8/23


Introduction to SWIFT eLearning



SWIFT Create Vouchers Overview in Accounts Payable webinar



SWIFT Accounts Receivable Direct Journal Deposits webinar



SWIFT Accounts Receivable Apply Payments to Invoices webinar



SWIFT Accounts Receivable Maintenance Worksheets webinar



SWIFT Billing Part 1 webinar



SWIFT Billing Part 2 webinar



Build a My Dashboard for SWIFT Reports in EPM lab



Create a SWIFT All Expenditures Report in EPM lab



SWIFT EPM Create and Save a New Analysis lab

3/22/23; 6/14/23


SWIFT EPM Create and Save the All Receipts Report Lab



SWIFT EPM Create and Save the Manager's Financial Report lab

 3/30/23; 5/25/23


Understand the SWIFT Data in the EPM Data Warehouse webinar



Use SWIFT Standard Reports in EPM lab

2/28/23; 5/9/23


SWIFT Budget Journal Administration webinar
Time, 9 a.m. - 11 a.m.



SWIFT Create Purchase Orders webinar

4/11/23; 6/6/23


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



SWIFT Import and Process a Contract Document Electronically webinar
Time, 1 p.m. - 2 p.m.



SWIFT Strategic Sourcing 1: Create, Post and Approve Events webinar



SWIFT Strategic Sourcing 2: Analyze and Award Events in webinar
Time, 1 p.m. - 2:30 p.m.



SWIFT Strategic Sourcing eLearning


SWIFT Help Desk

Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

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.

SWIFT Update Newsletter

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