SWIFT Update February 29, 2024

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:

1. To cancel a contract line.
2. To reactivate a canceled contract line.

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.

• Financial Reporting Specialist (MMB)
• Vendor Payments Specialist (MMB)
• SWIFT Module Support Specialist (MMB)
• Acquisition Management Specialist (Admin)

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.

• If you have questions regarding processing payments for PCards, please contact Angie Brandt (angie.brandt@state.mn.us).
• For questions regarding the state contract or Purchasing Card Use Policy 1b, please contact Robbyn Overall (robbyn.overall@state.mn.us).

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.

• Diverse Spend Report
• Equity Select Activity
• Total Spend for Diversity Reporting – Adjusted Total Spend Using FY

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.

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.