SWIFT Update May 1, 2025

Single Action Invoice Process and Blocked Status

SWIFT users who run the Single Action Invoice Process (SAIP) job may occasionally see a Blocked status when monitoring the progress of SAIP from the Process Detail window. BIJOB03K is the process name for the SAIP job in the Process Monitor. A Blocked status means that SWIFT is temporarily holding the process until other process instances finish. Blocked process instances are rare and happen when there are many concurrent SAIP requests.

No action is required by the user or SWIFT support staff. An SAIP instance with a blocked status will begin processing once other instances have finished. SWIFT users should not cancel the current SAIP instance or submit a duplicate SAIP request as this can increase the backlog and create further technical issues requiring intervention.

If you are concerned about a specific process instance, please contact the SWIFT Help Desk for support.

Denied CTP Purchase Orders

When a purchase order approval is set to "Denied" on CTP doc type Purchase orders, it causes issues with pre-encumbrance funds on the associated CTR requisition. The funds remain as a pre-encumbrance balance on the requisition and the purchase order stays in a "Denied" status. If you need to deny this type of purchase order, you MUST complete the process by canceling the purchase order and re-sourcing the requisition during the cancellation process. Once that is complete, the requisition must either be edited to use again or canceled to release the pre-encumbrance.

Please refer to the Cancel Punchout Purchase Order (CTP)/Requisition (CTR) Quick Reference Guide for further information.

Guidance on Processing Supplier Refunds

There are times when a supplier refunds a payment or an overpayment. Typically, the supplier sends a refund check to the agency. To process the refund, agency staff must enter transactions in both the Accounts Receivable (AR) and Accounts Payable (AP) modules in SWIFT. The Process a Supplier Refund Quick Reference Guide demonstrates how to process a full or partial refund from a supplier. Use account code 498999 for both AR and AP transactions. Using this account code allows you to fix any 1099 implications from the original voucher and accurately record the refund. However, if the refund crosses fiscal years from the original expenditure and the dollar amount is considered material to the agency and/or program, the amount should be reported to the MMB financial reporting team at year-end.

Reminder: Purchase Order Close the Weekend of May 16

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of May 16. 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 two additional times this year to assist in closing documents: June 30 and the hard close weekend of August 15.

Remember, you can prevent the PO Reconciliation Job from closing a purchase order by selecting 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.

SWIFT Module Training and EPM Data Warehouse Training

The SWIFT Training team offers training through a variety of methods at no cost to the employee. 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/LABS/eLearning Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted	DATES
INTRO	Introduction to SWIFT Navigation webinar	5/7/25, 6/4/25
INTRO	Overview of SWIFT Reporting webinar	5/15/25, 6/12/25, 7/17/25
BI	SWIFT Billing Part 1 webinar	6/25/25
BI	SWIFT Billing Part 2 webinar	6/26/25
EPM	Build My Dashboard for SWIFT Reports lab	6/12/25
EPM	Create a SWIFT All Expenditures Report in EPM lab	5/6/25
EPM	Create a SWIFT All Receipts Report in EPM lab	6/18/25
EPM	Introduction to the EPM Data Warehouse for SWIFT webinar	6/10/25
EPM	SWIFT EPM Create and Save a New Analysis lab	6/5/25
EPM	SWIFT EPM Formatting Your Report lab	5/22/25
EPM	Use SWIFT Standard Reports in EPM lab	6/11/25
EPM	Understand the SWIFT Data in the EPM Data Warehouse webinar	6/17/25
KK	SWIFT Budget Journal Administration webinar Part 1 webinar	5/7/25
KK	SWIFT Budget Journal Administration webinar Part 2 webinar	5/8/25
PO	SWIFT Cancel and Close Purchase Orders webinar	5/15/25, 6/5/25
PO	SWIFT Create Purchase Orders in SWIFT webinar	6/26/25
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:

• 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.

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