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SWIFT Update April 12, 2018

SWIFT Update April 12, 2018

Purchase Order Close the Weekend of May 18th

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of May 18th. The PO Reconciliation Job closes purchase orders that have been fully matched by setting the status to “Complete”. See the SWIFT Procurement Year End Processing Tips for additional information.  The Procurement Closing Information is at the bottom of the page.

The PO Close job will run three additional times this year to assist in closing documents: June 29th, July 27th, and the hard close weekend of August 10th.

Remember, you can prevent the PO Reconciliation Job from closing a purchase order by clicking the “Hold From Further Processing” checkbox on the purchase order header page. You can use this checkbox if you plan on increasing the purchase order at a later date.


Help Desk Hot Topic:

Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Q: What does the “Hold from Further Processing” checkbox do on a Purchase Order?

A: The “Hold From Further Processing” checkbox is located in the purchase order header on the right side of the page. 

This checkbox allows you to hold a purchase order if all of the information needed to enter the purchase order is not available. You can place a purchase order in "hold" status until you obtain all of the information.
By selecting this checkbox, you cannot:

  • Dispatch a purchase order
  • Cancel a purchase order
  • Close a purchase order
A hold will not stop a payment from being made.

Vendor Status Updated to "To Be Archived"

To reduce the size of the SWIFT vendor file, Minnesota Management & Budget (MMB)’s Vendor Group updated the Status of some vendor records to “To Be Archived”. These vendor records had no activity in SWIFT (e.g., payments, purchase orders or contracts). If an agency staff attempts to select one of these vendors, SWIFT will not recognize the Vendor ID.

MMB did not delete or purge the vendor records that were set to “To Be Archived. ” If your agency needs the vendor Status to be changed to “Active”, please contact MMB’s Vendor Group.
Please email the MMB Vendor Group with questions or status change requests. vendor.mmbefax@state.mn.us


Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  

Seats are available in the following classes:

Class 

Date 

Time 

Accounts Payable Voucher Entry, Main, Approval and Reports (AP1) June 13, 2018
8:30 am to 4:00 pm
AR Account Maintenance & Customer Interactions (AR/BI3c)
April 26, 2018
8:30 am to 12:00 pm
AR Item Deposits and Applying Payments (AR/BI3b)
April 19, 2018
8:30 am to 12:00 pm
Billing Advanced (AR/BI3)
May 22, 2018
8:30 am to 4:00 pm
Budget Journal Administration (BC2)
May 10, 2018
8:30 am to 4:00 pm
Create and Manage Contract Documents Electronically (SC2)
May 8, 2018
8:30 am to 2:00 pm
Create and Update Purchase Orders for Agency Buyer Roles (PO1) June 1, 2018 8:30 am to 4:00 pm
Create and Manage Supplier Contracts (SC1)
May 17, 2018
8:30 am to 4:00 pm
Create and Update Purchase Orders for Contract Encumbrance Roles (PO4)
April 27, 2018
8:30 am to 12:30 pm
Introduction to SWIFT (INTRO) April 24, 2018
8:30 am to 12:00 pm
Introduction to SWIFT (INTRO)
May 16, 2018
8:30 am to 12:00 pm
Strategic Sourcing for P/T Events (SS2)
April 20, 2018
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.

Printing the SWIFT Update

If you are experiencing issues printing this update, download a PDF version and print that version

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