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SWIFT Update April 13, 2023

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. In order to record the refund, agency staff need to use both the Accounts Receivable and Accounts Payable modules in SWIFT. The Process a Supplier Refund QRG walks through this process for doing a full or partial refund. During the process you will use account 498999 for both Accounts Receivable and Accounts Payable transactions. By following this process 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 MMB financial reporting team at year-end.

Accounts Receivable Specialist – Finance Specialist I

Minnesota Management and Budget is hiring a permanent position working as Accounts Receivable Specialist with the General Accounting Team.

Accounts Receivable Specialist - Finance Specialist I – This position closes on May 2, 2023. 

This position works with the General Accounting Team related to Cash Receipts and Accounts Receivables. This position serves as the functional expert for the state-wide accounts receivable and loans receivable management for Minnesota Management and Budget. The person will also assist and provide guidance to other state agencies, coordinate the receivable certifications, and analyze loans and receivable activity for the state’s financial statements. 

This is a telework position and the incumbent will be required to complete a telework agreement. The incumbent may be expected to work in the office on occasion.

Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. 

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 2024-25 Budgets and Closing Fiscal Year 2023.

The Agency Annual Schedule is also posted on the SWIFT Budget and Accounting Instructions page, so your agency can stay current on upcoming deadlines.

Establishing FY 2024-25 Dedicated Appropriations

Reminder - AMA is available to set up dedicated appropriations for the 2024-25 biennium. 

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 webinar offered in May or June.

  • Cancel and Close Purchase Order: May 18 and June 13, at 9 to 10:30 am.
  • Cancel a Requisition Referencing a Purchase Order: May 18 and June 13 at 1 to 2:30 pm

Here are some quick reference guides to help you.

You can also view a summary in the Cancel and Close Purchase Orders Video tutorial.

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.


Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.



Introduction to EPM Data Warehouse/SWIFT

6/7/23; 8/9/23


Introduction to SWIFT Navigation webinar

5/17/23; 6/8/23; 7/20/23


Overview of SWIFT Reporting webinar

5/4/23; 6/8/23; 7/12/23; 8/3/2023


Introduction to SWIFT eLearning



SWIFT Create Vouchers Overview in Accounts Payable webinar



SWIFT Accounts Receivable Direct Journal Deposits webinar



SWIFT Accounts Receivable Apply Payments to Invoices webinar



SWIFT Accounts Receivable Maintenance Worksheets webinar



SWIFT Billing Part 1 webinar

4/26/23; 7/26/23


SWIFT Billing Part 2 webinar

4/27/23; 7/27/23


Build a My Dashboard for SWIFT Reports in EPM lab

5/10/23, 7/6/23; 9/7/23


Create a SWIFT All Expenditures Report in EPM lab

5/3/23; 7/11/23; 10/4/23


Create and Save an All Receipts Report in EPM lab



SWIFT EPM Create and Save a New Analysis lab



SWIFT EPM Create and Save the Manager's Financial Report lab

5/25/23; 7/20/23


Understand the SWIFT Data in the EPM Data Warehouse webinar

5/16/23; 7/13/23; 10/4/23


Use SWIFT Standard Reports in EPM lab

5/9/23; 7/18/23; 9/13/23


SWIFT Budget Journal Administration webinar
Time, 9 a.m. - 11 a.m.

5/11/23; 6/22/23


SWIFT Cancel and Close Purchase Orders webinar



SWIFT Create Purchase Orders webinar



SWIFT Create a Supplier Contract Shell webinar
Time, 9 a.m. - 10 a.m.



SWIFT Import and Process a Contract Document Electronically webinar
Time, 1 p.m. - 2 p.m.



Strategic Sourcing Part 1: Create, Post, and Approve Events

6/14/23; 8/29/23


Strategic Sourcing Part 2: Analyze and Award Events
Time, 1:00 p.m. - 2:30 p.m.

6/14/23; 8/29/23


SWIFT Strategic Sourcing eLearning


SWIFT Help Desk

Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

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:

  • Your Business Unit
  • Description of the issue/question
  • SWIFT 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 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.

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