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SWIFT Update March 1, 2018

Negative Encumbrances of 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 budgets are closed.

Please make every effort to close any unneeded negative encumbrances. Users can search for negative encumbrances using the M_PO_GBL_NEG_ENCUMB_KK query in SWIFT's Query Viewer.  MMB’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 is originally established as a positive encumbrance, but now has a negative encumbrance balance.
The purchase order currently has a negative encumbrance balance and is in "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 is in “Error" Budget Check status. Make sure to check 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.

Please contact the SWIFT Help Desk with any questions or requests for assistance.

Notice on Local Tax Increase  

The Minnesota Department of Revenue will be administering the following change to sales and use taxes effective April 1, 2018:

  • Kandiyohi County increase to 0.5% Sales and Use Tax

The sales and use tax rate change applies to sales made on or after April 1, 2018. These new tax rates are in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

For purchase orders entered in SWIFT on or after April 1, 2018 , SWIFT will calculate the new tax rates for each county/city. Agencies need to adjust the existing purchase orders and/or their vouchers if the delivery occurs after these dates. 

Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates. For assistance in changing the sales tax on purchase order, please consult the Sales Tax Settings on Purchase Orders reference guide.

Impact of Local Tax Increase on Accounts Payable and Purchase Orders 

For vouchers entered in SWIFT on or after the tax effective date, SWIFT will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. It the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To locations within these jurisdictions.

Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period.

The SWIFT Support staff will update SWIFT with the new tax codes for all existing Ship To addresses located in the affected cities. SWIFT will calculate the new rate of tax for Ship To addresses within those counties/cities for new purchase orders created on or after April 1, 2018.

Agency staff must update tax codes for some purchase orders created on or after April 1, 2018.

  • Your agency may need to update the tax codes on existing purchase orders if you can process the payment during any allowed grace period(s). Please look at the general notice for each county/city for information about the grace period(s).
  • Previously your agency may have used the tax code of 0000 (State Tax only) for any Ship To addresses in affected cities. To calculate the new combined rate, state and local tax rate, update the tax code(s) on the purchase order from the 0000 tax code.
  • Because of the various transition rules, SWIFT will not update these codes. The purchase order buyer must update it.

Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  

Seats are available in the following classes:




Accounts Payable Voucher Entry, Main, Approval and Reports (AP1) April 4, 2018
8:30 am to 4:00 pm
AR Account Maintenance & Customer Interactions (AR/BI3c)
April 26, 2018
8:30 am to 12:00 pm
AR Direct Journal Deposits (AR/BI3a)
April 5, 2018
8:30 am to 12:00 pm
AR Item Deposits and Applying Payments (AR/BI3b)
April 19, 2018
8:30 am to 12:00 pm
Billing Advanced (AR/BI3)
May 22, 2018
8:30 am to 4:00 pm
Budget Journal Administration (BC2)
April 10, 2018
8:30 am to 4:00 pm
Create and Manage Contract Documents Electronically (SC2) March 28, 2018
8:30 am to 2:30 pm
Create and Update Purchase Orders for Buyer Roles (PO1) March 6, 2018
8:30 am to 4:00 pm
Introduction to SWIFT (INTRO) March 8, 2018 8:30 am to 12:00 pm
Introduction to SWIFT (INTRO) March 15, 2018
8:30 am to 12:00 pm
Strategic Sourcing for Acquisitions (SS1)
March 7, 2018
8:30 am to 4:00 pm
Strategic Sourcing for P/T Events (SS2)
April 20, 2018
8:30 am to 4:00 pm

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
651-201-8100, option 2 or by email

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:

  • Issue Description
  • Business Unit
  • 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 Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

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.

Printing the SWIFT Update

If you are experiencing issues printing this update, download a PDF version and print that version

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