Reminder: Purchase Order Close the Weekend of May 17
As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of May 17. 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 PO Close job will run three additional times this year to assist in closing documents: June 28, July 26, and the hard close weekend of August 16.
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. You can use this checkbox if you plan on increasing the purchase order at a later date.
Late Payments on Purchasing Card Statements
US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank and available to view in SWIFT. However, the Late Payment transaction cannot be reconciled the same way other transactions are reconciled.
To pay a late fee associated with a PCard statement, agencies must manually add this fee to their monthly PCard voucher by adding a line and entering the information. Make sure to enter Late Payment Charge in the Description field. In the Account field use Expense code 430008 (Interest Pd To Vend Late Pymt). After the line has been added, provide the voucher number to Angie Brandt, and she will remove the transaction from the PCard pages.
As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.
Updating or Editing a Supplier Contract Shell in SWIFT
If a supplier contract shell must be edited or updated, the Office of State Procurement recommends that in most cases agencies should update the existing record. There are limited circumstances when an agency should create a new version of a contract shell.
Users should create a new version of a contract shell ONLY if one of these reasons apply:
Refer to the Create a New Version of a Supplier Contract Quick Reference Guide.
To edit a contract shell, refer to the Edit a Supplier Contract Shell Quick Reference Guide.
Editing a contract shell includes, but is not limited to, adding contract lines, changing contract dollar amounts, changing Administrator/Buyer, extending the contract Expire Date, and amending contract documents.
There are two options to view contract changes.
Option 1: Select the View Changes link in the contract Header section.
Option 2: Select Contract Change History from the left menu on the Contract Entry page.
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 |
6/5/24 |
|
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 |
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 |
6/19/24 |
|
BI |
SWIFT Billing Part 2 |
6/20/24 |
|
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 |
6/18/24 |
|
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 |
7/17/24 |
|
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.
