Approval Email Notification Issue in SWIFT Modules
Users are reporting that approval email notifications are not being sent by SWIFT. This issue impacts approval notifications for POs, events, and contracts. Other processes requiring approval in SWIFT may also be impacted. MNIT developers are working to resolve this issue as quickly as possible.
The notifications will still appear in your Approvals tile. To ensure approvals are occurring in a timely manner, check your Approvals tile regularly. If urgent approval is needed, consider emailing the approver to let them know it is pending in SWIFT.
Clear Your Browsing Data
Users continue to experience a variety of issues related to the recent Statewide Systems upgrade. The SWIFT Help Desk is experiencing high call and email volumes. We know these interruptions to your work are very inconvenient, and we appreciate your understanding and patience. Many of these problems continue to be resolved by correctly clearing browsing data. Please refer to the Clear Browsing History and Cache Quick Reference Guide and ensure that you follow the steps exactly as instructed for the browser you are using.
Use CRO for Orders with MSC Industrial Supply Co.
Due to an error in the Punchout process with MSC Industrial Supply Co., on Contract Release T-572(5), please use a CRO when placing orders until further notice. MNIT is working with the vendor to get the issue resolved as quickly as possible.
This error only impacts MSC Industrial Supply Co. Agencies should continue to use the Punchout process for other vendors.
Updating or Editing a Supplier Contract Shell in SWIFT
If a supplier contract shell must be edited or updated, the Office of State Procurement recommends that in most cases agencies should update the existing record. There are limited circumstances when an agency should create a new version of a contract shell.
Users should create a new version of a contract shell ONLY if one of these reasons apply:
Refer to the Create a New Version of a Supplier Contract Quick Reference Guide.
To edit a contract shell, refer to the Edit a Supplier Contract Shell Quick Reference Guide.
Editing a contract shell includes, but is not limited to, adding contract lines, changing contract dollar amounts, changing Administrator/Buyer, extending the contract Expire Date, and amending contract documents.
There are two options to view contract changes.
Option 1: Select the View Changes link in the contract Header section.
Option 2: Select Contract Change History from the left menu on the Contract Entry page.
MMB and Department of Administration are Hiring!
MMB and the Dept of Admin are hiring for four great opportunities. Employees have the flexibility to telecommute, work a hybrid schedule, or work in the office. Find out more by selecting the links below.
Late Payments on Purchasing Card Statements
US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank and available to view in SWIFT. However, the Late Payment transaction cannot be reconciled the same way other transactions are reconciled.
To pay a late fee associated with a PCard statement, agencies must manually add this fee to their monthly PCard voucher by adding a line and entering the information. Make sure to enter Late Payment Charge in the Description field. In the Account field use Expense code 430008 (Interest Pd To Vend Late Pymt). After the line has been added, provide the voucher number to Angie Brandt, and she will remove the transaction from the PCard pages.
As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.
EPM Data Warehouse Open Lab
Did you know that the EPM Data Warehouse can help your agency track supplier diversity spending to meet the Governor’s Equity Procurement Goal? Aaron Anderson, from the Department of Equity in Procurement at the Minnesota Department of Administration, created three reports for supplier diversity spending in the EPM Data Warehouse. He stored report samples in a shared folder of the EPM Data Warehouse.
Aaron will provide an overview of these reports and can address questions about them. SWIFT training staff will be there to assist agency staff on how to customize and save these reports in My Folders. Date: Thursday, March 7, 2024 Time: 9:00 am to 10:30 am
Please register for it in Learning Management. It is considered an Open Lab for the EPM Data Warehouse. In Find Learning, search for it using “SWIFT Open Lab.”
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.
MODULE |
WEBINARS/eLEARNING
|
DATES |
INTRO |
Introduction to SWIFT Navigation webinar |
3/26/24 |
INTRO |
Introduction to SWIFT eLearning |
Anytime |
INTRO |
Overview of SWIFT Reporting |
4/4/24 |
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
4/10/24 |
AR |
SWIFT Accounts Receivable Part A: Direct Journal Deposits |
4/9/24 |
AR |
SWIFT Accounts Receivable Part B: Regular Item Deposits |
4/10/24 |
BI |
SWIFT Accounts Receivable Part C: Customer Maintenance |
4/11/24 |
BI |
SWIFT Billing Part 1 |
4/17/24 |
BI |
SWIFT Billing Part 2 |
4/18/24 |
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab
|
3/5/24 |
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
5/7/24 |
EPM |
EPM Open Lab: Diversity Spend Report |
3/7/24 |
EPM |
Introduction to the EPM Data Warehouse for SWIFT |
4/23/24 |
EPM |
SWIFT EPM Manager's Financial Report |
3/21/24 |
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
3/14/24 |
EPM |
Use SWIFT Standard Reports in EPM lab |
3/5/24 |
PO |
SWIFT Create Purchase Orders webinar |
4/2/24 |
SC |
SWIFT Create a Supplier Contract Shell webinar |
4/11/24 |
SC |
SWIFT Import and Process Contract Document Electronically webinar
|
4/11/24 |
SS |
SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar |
5/2/24 |
SS |
SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar |
5/2/24 |
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:
Additional assistance can be found on the SWIFT Training Guides and Resources page.