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SWIFT Update May 02, 2024

SWIFT Process Issues in Billing and Accounts Receivable

SWIFT Module Support is reporting an increase in Process Instance issues when manually running processes such as Single Action Invoice (SAIP) and ARUpdate. 

To avoid these issues, we are asking users to do the following:

  • Users manually run SAIP. SAIP is a large job that combines many processes across several modules in SWIFT. There are instances where users must rerun an invoice through SAIP, for example, after a correcting a budget check error. Before you run an invoice through SAIP a 2nd or 3rd time, we ask that you research the invoice thoroughly to ensure that rerunning SAIP is necessary.
  • ARUpdate is automatically scheduled to run in a batches five times throughout each business day. We ask that users with permissions to run ARUpdate manually refrain from doing so unless necessary. Please allow your Accounts Receivable transactions to be picked up in the automated batch process.
  • Users should avoid canceling their process requests. Canceling a process instance can cause ARUpdate to fail processing manual and automatic batch runs.

We appreciate your cooperation and apologize for any inconvenience. If you have questions or experience issues, please contact the SWIFT Help Desk by email or phone at 651-201-8100, option 2.


Questions about Suppliers? 

Suppliers (also known as vendors or bidders) refer to individuals or organizations that do business with the State of Minnesota. Suppliers can view events, make bids, and review payments on the Supplier Portal.

  • Check out the SWIFT Vendor Resources page for information about suppliers and the Supplier Portal.
  • For an online demo on how to use the Supplier Portal, view the Supplier Portal video. 
  • If suppliers or bidders have any questions about the Supplier Portal, please refer them to one of the Supplier Contacts below.

SWIFT Vendor Contacts


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 Cancel and Close Purchase Order webinar. 

  • May 21 from at 1 to 2:30 pm.
  • June 11 from  at 9 to 10:30 am.

Here are some quick reference guides to help you.

You can also view a summary in the Cancel and Close Purchase Orders training video.


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.


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

DATES

INTRO

Introduction to SWIFT Navigation webinar

6/5/24

INTRO

Introduction to SWIFT eLearning

Anytime

INTRO

Overview of SWIFT Reporting

6/6/24; 6/27/24

AP

SWIFT Create Vouchers Overview in Accounts Payable webinar

5/21/24

AR

SWIFT Accounts Receivable Part A: Direct Journal Deposits

6/25/24

AR

SWIFT Accounts Receivable Part B: Regular Item Deposits

6/26/24

AR

SWIFT Accounts Receivable Part C: Customer Maintenance
Time, 10:30 a.m. - 12:00 p.m.

6/27/24

BI

SWIFT Billing Part 1

6/19/24

BI

SWIFT Billing Part 2

6/20/24

KK

SWIFT Budget Journal Administration
Time, 9:00 a.m. - 11:15 p.m.

6/13/24

EPM

Build a My Dashboard for SWIFT Reports in EPM lab
Time, 1:00 p.m. - 2:30 p.m.

6/4/24

EPM

Create a SWIFT All Expenditures Report in EPM lab

5/23/24

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; 7/11/24

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
Time, 1:00 p.m. - 2:30 p.m.

5/21/24

PO 

SWIFT Cancel and Close Purchase Orders webinar

5/21/24; 6/11/24

PO

SWIFT Create Purchase Orders Overview webinar

5/16/24

SC

SWIFT Create a Supplier Contract Shell webinar

7/18/24

SC

SWIFT Import and Process Contract Document Electronically webinar
Time, 1:00 p.m. - 2:00 p.m.

On hold

SS

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

11/14/24

SS

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

11/14/24

SS

SWIFT Strategic Sourcing eLearning

Anytime


SWIFT Help Desk

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

EmailSWIFTHelpDesk.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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