Annual Budget and Accounting Instructions Posted
The Annual Budget and Accounting Instructions - Document 1 has been posted to the SWIFT Budget and Accounting Instructions page. You can find this document under Establishing Budget Fiscal Year 2025-26 Budgets and Closing Fiscal Year 2024.
Review Purchase Orders for PO Close
In preparation for the year-end close, agencies can start reviewing their purchase orders now. There are several ways to cancel or close purchase orders depending on how it was created and how it was used. Consider attending a Cancel and Close Purchase Order webinar.
Here are some quick reference guides to help you.
You can also view a summary in the Cancel and Close Purchase Orders training video.
Guidance on Processing Supplier Refunds
There are times when a supplier refunds a payment or overpayment. Typically, the supplier sends a refund check to the agency. To properly record the refund, agency staff need to use both the Accounts Receivable and Accounts Payable modules in SWIFT.
The Process a Supplier Refund Quick Reference Guide provides instructions for processing a full or partial refund. Use Account 498999 for both Accounts Receivable and Accounts Payable transactions. By following this procedure, you can fix any 1099 implications to the original voucher and accurately record the refund. However, if the refund crosses fiscal years from the original expenditure AND the amount is material to the agency and/or program, the amount should be reported to the Minnesota and Management financial reporting team at year-end.
Use CRO for Orders with MSC Industrial Supply Co.
Due to an error in the Punchout process with MSC Industrial Supply Co., on Contract Release T-572(5), please use a CRO when placing orders until further notice. MNIT is working with the vendor to get the issue resolved as quickly as possible.
This error only impacts MSC Industrial Supply Co. Agencies should continue to use the Punchout process for other vendors.
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 |
4/25/24 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
INTRO |
Overview of SWIFT Reporting |
5/2/24; 6/6/24 |
|
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 |
|
KK |
SWIFT Budget Journal Administration
|
6/13/24 |
|
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 the All Receipts Report |
5/22/24 |
|
EPM |
SWIFT EPM Manager's Financial Report |
5/23/24 |
|
EPM |
SWIFT EPM Formatting Your Report |
5/9/24 |
|
EPM |
SWIFT EPM a New Analysis Lab |
5/16/24 |
|
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 Cancel and Close Purchase Orders webinar
|
5/21/24 |
|
PO |
SWIFT Cancel and Close Purchase Orders webinar |
6/11/24 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
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:
Additional assistance can be found on the SWIFT Training Guides and Resources page.
SWIFT Update Newsletter
The SWIFT Update is sent to everyone on the SWIFT Update subscription list. To subscribe or unsubscribe to this newsletter, use the links below.
