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SWIFT Update May 4, 2017

SWIFT System Availability

All statewide systems will be unavailable due to system maintenance Saturday, May 6, from 7 a.m. to 1 p.m. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.
Impacted systems include:

  • Self Service
  • SEMA4
  • Recruiting Solutions
  • SWIFT (Including Supplier Portal and Mobile Inventory)
  • SWIFT Data Warehouse (EPM)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Fiscal Note Tracking System (FNTS)
  • Enterprise Learning Management (ELM)

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: Is it possible to reprint an invoice in the Billing module?

A: Users are able to reprint a single invoice from the Bill Summary page of the invoice.

1.  Navigation: Billing, Review Billing Information, Bill Summary.
2.  At the Bill Summary page, validate the Business Unit and enter the Invoice Number for the invoice to be reprinted.
3.  Click the Search button.
4.  In the Search Results listing, click on the link for the Invoice you want to reprint.
5.  On the Bill Summary Info page, click on the View Invoice Image link near the bottom of the page.
6.  The PDF invoice displays in a new window.
7.  Print the PDF file as you would normally and close the window when finished. You will be returned to the Bill Summary page. 

If the invoice was created with "Crystal" format, rather than "XMLPUB", use a different reprint method which can be found in the Reprint Invoices Process Quick Reference Guide.

To learn more about reprinting an invoice in the Billing module, consider taking the Billing Advanced (AR/BI2) class next week. This class provides hands-on training on how to enter bills and credit bills in SWIFT. Participants will also learn how to run and troubleshoot the Single Action Invoice process.

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:




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

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

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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