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SWIFT Update April 26, 2018


AMA Requires Classification Field to be Set Up for Appropriations in SWIFT

Governmental Accounting Standards Board (GASB) 54 requires the State of Minnesota to classify the fund balance of all governmental funds. This classification is at the fund level for most of the special revenue funds and is based on the fund’s primary revenue source. The Appropriation Maintenance Application (AMA) now requires this classification field be entered when setting up appropriations in SWIFT.

For most of the special revenue funds, the Financial Reporting Unit at Minnesota Management & Budget is reviewing these appropriation classifications to determine if they comply with GASB based on the majority of the revenue for the fund. During this review, some discrepancies were noticed. We will be contacting agencies to determine the correct action that needs to be taken to either get the appropriation classifications to conform to the fund classification or move the appropriations to a more suitable fund based on GASB 54 criteria.

It is also important that agencies review the classification at the appropriation level for the General Fund (fund 1000) and the Restricted Miscellaneous Special Revenue Fund (fund 2000) to make sure the classification complies with GASB 54. Refer to the updated language in the Fund Balance Classification section of the AMA Glossary. If you have any questions, please contact Kim Kildal at 651-201-8150.


New Supplier Portal Overview for Agency Staff Guide  

The new Supplier Portal Overview for Agency Staff User Guide is for state agency employees who use SWIFT and work with vendors (suppliers). They may assist suppliers in registering, set up sourcing events, negotiate contracts, manage purchase orders or make vendor payments. This guide provides a high level overview which includes screenshots and brief descriptions of the areas on the Supplier Portal that may assist agency staff in their work with suppliers.
The guide helps agency staff to:

  • Be familiar with the Supplier Portal entry page
  • Understand the sections of the Supplier Information (Login) page of the Supplier Portal

The Supplier Portal Overview for Agency Staff User Guide is located under the "General/All Modules" section of the Reference Guides.


General Ledger User Guide Revised 

Download a copy of the newly revised General Ledger Journal Entry and Inquiry User Guide. It includes instructions for manually entering journals, inquiring on General Ledger data, and running General Ledger reports.


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
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)
May 16, 2018
8:30 am to 12:00 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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