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SWIFT Update April 20, 2017

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” check box do on a Purchase Order?

A: The “Hold From Further Processing” check box allows you to hold a purchase order if all of the information on it is not available.  This hold is also useful to prevent the PO Reconciliation Job from closing a purchase order.  The PO Reconciliation Job will run the weekend of May 12th as part of the year end clean-up activities.

You can place a purchase order in "hold" status until you obtain all of the information. By selecting this check box, you cannot:

  • Dispatch a purchase order
  • Cancel a purchase order
  • Close a purchase order

 A hold will not stop a payment from being made. 

The “Hold From Further Processing” check box is located in the Purchase Order Header on the right side of the page.


New SWIFT Class "Strategic Sourcing for Acquisitions" is Scheduled!

The new “Strategic Sourcing for Acquisitions" (SS1) course provides hands-on training on the Strategic Sourcing module. It is designed for agency buyers and contract coordinators to create and manage solicitations in SWIFT for commodities and non-Professional/Technical services.  It is offered on May 23, 2017 from 8:30 am to 4:00 pm. 


Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules.

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

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 Acquisitions (SS1)

May 23, 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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