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SWIFT Update April 13, 2017

Annual Budget and Accounting Instructions

Agencies can now access the 2018 Annual Budget and Accounting Instructions. There are two new instructions:


Project Costing Update:  Revised User Guide Available 

Visit the Project Costing Reference Guide page and download a copy of the newly revised “Project Costing (PC1) User Guide.” It covers how non-grant projects are created, maintained, and closed in the Project Costing module.

Non-grant projects are created when the project and activities are funded by the agency rather than a sponsor and there is no need to bill. The project will be used to perform cost collection only.


Updated Strategic Sourcing Quick Reference Guides 

Agency staff who currently coordinate events or wish to learn about events using SWIFT can view the newly updated Strategic Sourcing Quick Reference Guides.  The 16 new and updated guides cover sourcing for Professional/Technical services and general sourcing topics.


Purchase Order Close the Weekend of May 12th

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of May 12th. 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.  It is on the bottom of this page.

The PO Close job will run two additional times this year to assist in closing documents: July 28th and the hard close weekend of August 11th.

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


Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules.  New sessions include:

  • Budget Journal Administration: May 31, 2017
  • AP Voucher Entry, Maintenance, Approval, Reporting Tools (AP2): June 1, 2017
  • Strategic Sourcing for P/T Services:  June 7, 2017

Classes are free of charge. 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

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

June 1, 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)

May 31, 2017

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

Strategic Sourcing for P/T Services (SS2)

June 7, 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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