SWIFT Update April 4, 2019

Annual Budget and Accounting Instructions

Agencies can now access the 2020 - 2021 Annual Budget and Accounting Instructions. There are two new instructions.

SWIFT 2019 Agency Annual Schedule (Excel format)
Annual Budget and Accounting Instructions - Document 1

Both can be found on the Budget and Accounting Instructions page.

AMA System Updates for 2019

Appropriation Maintenance Application (AMA) system updates for 2019 are now available in production.

Agencies can now create a new Appropriation ID and establish it in both budget periods of a biennium.
Other system enhancements include pop-up text box entry forms for the three Legal Citation fields and improved Edit screen navigation features.

You can find more information in the February 2019 and March 2019 issues of the Budget Systems Newsletter.

Purchase Order Document Types

The SWIFT Help Desk fields many questions about purchase order document types. Below is a table to help you sort through document types. For more in-depth information about them, please review the SWIFT Reference Guides page.

Doc Type	Title	Brief Description	Released By
APK	Annual Plan Contract	References an Annual Plan Agreement that per-establishes authority to obtain Professional/ Technical services on demand for specific purposes within an approved dollar limit.	Amount
BPA	Blanket Purchase Agreement	Sets up an “umbrella amount” of money with a single vendor for a specific purpose.	Amount
BPM	Blanket Purchase Against Multiple Vendors	Sets up an “umbrella amount” of money for a specific purpose to be spent with multiple vendors.	Amount
BPC	Blanket Purchase Against a Contract	Sets up an “umbrella amount” of money against existing State Commodity (SCC), Agency Goods (AGC), State Service (SSC), or Agency Service (ASC) contracts. May also be used against an Interagency Contract (IAC), Joint Powers Contract (JPC), Public/ Private Partnership Contract (PPC) or Software License/Maintenance Contract (SAC).	Amount
BTG	Blanket TG/ED/VO Purchase Order	Sets up an “umbrella amount” of money to TG, ED and VO certified vendors for purchases from $5,000.01 to $25,000.00.	Amount
CEO	Construction Contract Encumbering Order	Sets up an “umbrella amount” of money against existing Building Construction (BCC) or Other Construction (OCC) contracts. May also be used against a Roadway Construction (RWC) contract.	Amount
CRO	Contract Release Order	Places orders against existing State Commodity (SCC), Agency Goods (AGC), State Service (SSC), or Agency Service (ASC) contracts. May also be used against an Interagency Contract (IAC), Joint Powers Contract (JPC), Public/ Private Partnership Contract (PPC) or Software License/ Maintenance Contract (SAC).	Quantity
DPO	Department Purchase Order	Allows buyers to make purchases within you’re their ALP authority up to and including $10,000.00.	Quantity
DTG	Direct TG/ED/VO Purchase Order	Use for purchases from $5,000.01 to $25,000.00 to TG, ED and VO certified vendors for specific purposes.	Quantity
EMR	Emergency Purchase Order	Use for emergencies according to the policy. Bypasses Human Rights certification.	Quantity
FPO	Field Purchase Order	Use for immediate needs when an employee is not at their primary work location for purchases outside of SWIFT. The limit is $5,000.00. Use according to policy in ALP manual.	Quantity
KEO	P/T Related Contract Encumbering Order	Encumbers funds against Professional/Technical related contracts.	Amount
MSO	Master Services Order	Places orders against Master Service (MSC) contracts.	Amount
MWK	Master Professional/Technical Work Order	Encumbers funds against the individual MWK contracts placed with vendors under the Master Contract (MPK).	Amount
POR	Purchase Order	SWIFT creates a POR when it processes an Open Market Requisition (OMR) through Strategic Sourcing and awards the contract.	Depends on Requisition
RMO	Real Estate Remodeling Order	Use for remodeling of leased space if the cost is between $2,500.01 and $8,000.	Quantity
SSO	Single Source Order	Use when only one vendor can provide the good or service. Requires completion of the Single Source Justification Form.	Quantity

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

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Printing the SWIFT Update

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