Reminder: Review Bill Summary Information
After running the Single Action Invoice Process (SAIP), it is a good idea to review the Bill Summary pages to insure the invoice(s) fully processed.
To verify SAIP fully processed the invoice, navigate to the Bill Summary page.
If you notice "Error" in the Budget Check Status field, research with your Finance team and ensure you have the correct ChartField combination. For more information on how to correct a Budget Check error, refer to the Correct Budget Check Errors Quick Reference Guide.
If you notice the GL Entries Created and the AR Pending Item Created checkboxes are not checked, you may need to rerun the invoice through SAIP. Refer to the View Bill Summary Information and the Troubleshoot Single Action Quick Reference Guides for help in resolving the issue. If you get the same results after running SAIP a second time, please contact the SWIFT Help Desk. Provide the Business Unit, the Invoice ID, and the Process Instance number in your request. Images of Bill Summary 2 page and the Process List page are helpful to research and resolve the issue.
SWIFT Help Desk Schedule
On Thursday, March 21, 11:00 A.M. until 4:00 P.M., the SWIFT Help Desk will attend required training and will not have access to answer phone calls. The team will monitor emails and voicemails and respond as quickly as possible. Thank you for your patience and flexibility during these hours.
Notice on New Local Tax
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective April 1, 2024:
The sales and use tax rate changes apply to sales made on or after April 1, 2024. They will be 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.
Agencies entering purchase orders for the new fiscal year, prior to the April 1, 2024 tax effective date, will have the old rate calculated and will need to update their purchase orders.
Purchase orders entered in SWIFT on or after April 1, 2024, will calculate the new tax rates for each county/city. Existing purchase orders and/or their vouchers will need to be adjusted to pay the correct tax if delivery occurs after various 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 a PO, please consult the Update the Sales Tax Settings on a Dispatched Purchase Order Quick Reference Guide.
Impact of New Local Tax
Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling purchase orders and payments during the transition period.
Impact on Accounts Payable
Vouchers entered in SWIFT on or after the tax effective date will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If 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.
Impact on Purchase Orders
SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after April 1, 2024, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing purchase orders may or may not need to have the tax code updated on the PO if payment can be processed during any allowed grace period(s), again, see the general notice for each county/city. Previously any Ship To addresses in affected cities may have used the tax code of 0000, State Tax only. To calculate the new combined rate, state and local tax rate, the tax code(s) on the purchase order must be updated to the new tax code(s) from the 0000 tax code. Because of the various transition rules, these codes will not be updated by SWIFT and must be updated by the purchase order buyer.
MMB and Department of Administration are Hiring!
Minnesota Management and Budget (MMB) and the Department of Administration are hiring for three 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.
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; 4/25/24 |
|
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; 5/21/24 |
|
AR |
SWIFT Accounts Receivable Part A: Direct Journal Deposits |
4/30/24 |
|
AR |
SWIFT Accounts Receivable Part B: Regular Item Deposits |
5/1/24 |
|
BI |
SWIFT Accounts Receivable Part C: Customer Maintenance
|
5/1/24 |
|
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
|
6/4/24 |
|
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
5/7/24; 7/11/24 |
|
EPM |
Introduction to the EPM Data Warehouse for SWIFT |
4/23/24 |
|
EPM |
SWIFT EPM Manager's Financial Report |
3/21/24 |
|
EPM |
Use SWIFT Standard Reports in EPM lab |
6/4/24 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
6/6/24 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
4/2/24; 5/16/24 |
|
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:
