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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

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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