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    SWIFT Update March 17, 2022

    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 but are not available during PCard reconciliation in SWIFT. To pay a late fee associated with a PCard statement, agencies need to manually add this fee to their monthly PCard voucher.

    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 Sean Torin (sean.torin@state.mn.us).

    New Customized View in Review Suppliers Page

    Question: Why do inactive Suppliers say “Active” on the Review Suppliers page?

    Answer: In SWIFT, the Review Suppliers page shows a supplier’s “Effective Status,” which represents only the status of a specific address, not that of the supplier itself.

    To help remedy this issue, MMB created a new customized view to include both the Supplier’s active/inactive status and removed the Effective Status of the individual address(es).

    To customize your view, follow the steps below.

    Step 1: Navigate to the Review Suppliers page in SWIFT:

    Accounting, Supplier, Supplier Maintenance, Review Suppliers

    Step 2: As an example, enter “658 CEDAR ST” in the Address field, then press Search.

    Step 3: Select the Grid Action Menu button, and then select Personalize.

    Search on Review Suppliers

    Step 4: On the Personalize Column and Sort Order page, select the Copy Settings link at the bottom of the page.

    Step 5: On the Copy Settings page, open the looking glass icon and select “MMB SUPPLIER REVIEW.” Then, press OK.

    Step 6: SWIFT will return you to the Personalize Column and Sort Order page. Press OK at the bottom of the page.

    Step 7: SWIFT will return you to the Review Suppliers page. Your search results should now be updated to show the Supplier Status.

    Review Suppliers

    New to SWIFT? Use Training Videos

    Are you new to SWIFT or a SWIFT module? We have training videos that explain the most common processes in an easy-to-understand format. Find them on the SWIFT Training Videos page.

    Training Videos webpage


    SWIFT Training

    The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

    • Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
    • SWIFT Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
    • EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
    • eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you’ll receive a Certificate of Completion. Currently, Introduction to SWIFT eLearning is available.
    • One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at SWIFTHelpDesk@state.mn.us.

    Upcoming SWIFT Webinars

    To enroll in a SWIFT webinar or eLearning class, sign in to Self Service or the Administrative Portal and select the Learning Management tile.

    1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
    2. From the Search Results, select the webinar you would like to take.
    3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

    Currently, there are seats still available for the following webinars and eLearning.

    Module

    Webinars/eLearning

    Date 

    Time 

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    Self-Paced Class

    EPM

    Introduction to EPM Data Warehouse/SWIFT webinar

    Mar. 23, 2022

    9:30 a.m. - 11:30 a.m.

    EPM

    Build a My Dashboard for SWIFT Reports lab

    Mar. 29, 2022

    9:00 a.m. - 10:30 a.m.

    EPM

    Create an All Expenditures SWIFT Report lab

    Apr. 07, 2022

    9:00 a.m. - 10:30 a.m.

    EPM

    Create and Save the All Receipts Report lab

    Apr. 07, 2022

    9:00 a.m. - 10:15 a.m.

    PO

    Overview of Purchase Orders webinar

    Apr. 12, 2022

    9:00 a.m. - 10:30 a.m.

    EPM

    Create and Save the Manager's Financial Report lab

    Apr. 13, 2022

    9:00 a.m. - 10:15 a.m.

    PO

    Close and Cancel Purchase Orders webinar

    Apr. 14, 2022

    10:00 a.m. - 11:30 a.m.

    BI

    Billing Part 1 webinar

    Apr. 19, 2022

    9:00 a.m. - 10:30 a.m.

    EPM

    Use Standard SWIFT Reports in EPM lab

    Apr. 19, 2022

    9:00 a.m. - 10:30 a.m.

    BI

    Billing Part 2 webinar

    Apr. 21, 2022

    9:00 a.m. - 10:30 a.m.

    EPM

    Understand the SWIFT Data in the EPM Data webinar

    Apr. 26, 2022

    9:00 a.m. - 10:30 a.m.

    EPM

    Create and Save a New Analysis lab

    Apr. 27, 2022

    9:00 a.m. - 10:15 a.m.

    KK

    Budget Journal Administration webinar

    Apr. 28, 2022

    9:00 a.m. - 11:00 a.m.

    AR

    Create, Correct and Verify Direct Journal Deposits

    May 10, 2022

    9:00 a.m. - 10:30 a.m.

    AP

    Create Vouchers Overview in Accounts Payable webinar

    May 10, 2022

    9:00 a.m. - 10:30 a.m.

    AR

    Enter Deposits and Apply Payments for SWIFT Invoices

    May 11, 2022

    9:00 a.m. - 10:30 a.m.

    AR

    Use Maintenance Worksheets to Manage Customer Accounts

    May 12, 2022

    9:00 a.m. - 10:30 a.m.

    SC

    Create Contract Shell webinar

    June 14, 2022

    9:00 a.m. - 10:00 a.m.

    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 page.

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