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SWIFT Update March 30, 2017

Changes to the Retire/Reinstate Asset Page

There are several changes to the Retire/Reinstate Asset page to help agencies manage assets.
1. Users no longer need to submit Retired Assets for approval on the Retire/Reinstate Asset page.

  • Navigation: Asset Management, Asset Transactions, Asset Disposal, Retire/Reinstate Asset.
  • Use the “Save”, “Return to Search”, “Previous in List”, “Next in List” and “Notify” buttons that are located at the bottom of the page.
  • There is no “Submit” button now.
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2. Users can now partially dispose of an asset.
  • Use the retirement amount (Cost) or quantity to partially dispose of an asset.
  • If users enter retirement amount, SWIFT will adjust the quantity by the same percentage as the cost and vice versa.
  • However if users enter both, SWIFT calculates the quantity using the amount you entered. SWIFT will not use the quantity you entered.
3. The Description box on the Other Options tab is now available.
  • Users can add up to 254 characters on the Description box for the retirement record. 3-30-17-Asset-update 
4. The Disposal Worksheet functionality has been restored.
  • The Disposal Worksheet is very useful to dispose of a large quantity of assets.
  • Users who want to use this worksheet and need more information about it can contact the SWIFT Help Desk. 
  • Contact the SWIFT Helpdesk at 651-201-8100, option 2 or by email SWIFTHelpDesk.MMB@state.mn.us. 

Invoice Date Added to Voucher Header Folder for OBIEE Subject Areas

The SWIFT Data Warehouse has added the Invoice Date to the Voucher Header folder in the following Subject Areas.
OBIEE Subject Areas amended are:

  • FMS - ALL - Expenditures
  • FMS - ALL - Receipts
  • FMS - AP - Account Entries
  • FMS - AP - Voucher Distribution Line
  • FMS - APAR - Netted
  • FMS - APAR - Not Netted

If you have any questions regarding the amended subject areas, please contact the SWIFT Helpdesk 651-201-8100, option 2 or by email SWIFTHelpDesk.MMB@state.mn.us.  

Check out the SWIFT Data Warehouse bulletins.


Notice on New Local Taxes

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective April 1, 2017:

  • Lake County 0.5% Sales and Use Tax

The sales and use tax rate changes apply to sales made on or after April 1, 2017.  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.

Purchase orders entered in SWIFT on or after April 1, 2017, 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 Sales Tax Settings on Purchase Orders Reference Guide.


Impact of the New Local Tax 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.

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

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 Friday, April 1, 2017, 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.


Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules. Classes are free of charge and open to everyone. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Seats are available in the following classes: 

Class 

Date 

Time 

AP Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

April 27, 2017  

8:30 am to 4:00 pm

AR Direct Journal Deposits (AR/BI3a)

April 18, 2017    

8:30 am to 12:00 pm 

AR Item Deposits & Applying Payments (AR/BI3b)

April 18, 2017

1:00 pm to 4:30 pm

AR Account Maintenance & Customer Interactions (AR/BI3c)

April 19, 2017

8:30 am to 12:00 pm

Billing Advanced (AR/B12)

 May 11, 2017

8:30 am to 4:00 pm

Budget Journal Administration (BC2)

April 12, 2107

8:30 am to 4:00 pm

Create & Manage Supplier Contracts (SC1)

May 17, 2017

8:30 am to 4:00 pm

Create & Update Purchase Orders for Agency Buyers (PO1)

May 3, 2017

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  SWIFTHelpDesk.MMB@state.mn.us

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.

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