As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run Friday, May 12. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete."
For addition information on this job, see the SWIFT Procurement Year End Processing Tips.
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 18.
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 page. You can use this checkbox if you plan on increasing the purchase order at a later date.
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 webinar offered in May or June.
Here are some quick reference guides to help you.
You can also view a summary in theCancel and Close Purchase Orders Video tutorial.
The SWIFT Help Desk fields many questions about purchase order document types. Below is a table to help you sort through document types. For more in-depth information about them, please review the Purchasing Reference Guides.
|
Doc Type |
Title |
Brief Description |
Released By |
|
APK |
Annual Plan Contract |
References an Annual Plan Agreement that pre-establishes authority to obtain Professional/ Technical services on demand for specific purposes within an approved dollar limit. |
Amount |
|
BPA |
Blanket Purchase Agreement |
Sets up an “umbrella amount” of money with a single supplier for a specific purpose. |
Amount |
|
BPM |
Blanket Purchase Against Multiple Suppliers |
Sets up an “umbrella amount” of money for a specific purpose to be spent with multiple suppliers. |
Amount |
|
BPC |
Blanket Purchase Against a Contract |
Sets up an “umbrella amount” of money against existing State Commodity (SCC), Agency Goods (AGC), State Service (SSC), or Agency Service (ASC) contracts. May also be used against an Interagency Contract (IAC), Joint Powers Contract (JPC), Public/ Private Partnership Contract (PPC) or Software License/Maintenance Contract (SAC). |
Amount |
|
BTG |
Blanket TG/ED/VO Purchase Order |
Sets up an “umbrella amount” of money to TG, ED and VO certified suppliers for purchases from $5,000.01 to $25,000.00. |
Amount |
|
CEO |
Construction Contract Encumbering Order |
Sets up an “umbrella amount” of money against existing Building Construction (BCC) or Other Construction (OCC) contracts. May also be used against a Roadway Construction (RWC) contract. |
Amount |
|
CRO |
Contract Release Order |
Places orders against existing State Commodity (SCC), Agency Goods (AGC), State Service (SSC), or Agency Service (ASC) contracts. May also be used against an Interagency Contract (IAC), Joint Powers Contract (JPC), Public/ Private Partnership Contract (PPC) or Software License/ Maintenance Contract (SAC). |
Quantity |
|
DPO |
Department Purchase Order |
Allows buyers to make purchases within their ALP authority up to and including $10,000.00. |
Quantity |
|
DTG |
Direct TG/ED/VO Purchase Order |
Use for purchases from $5,000.01 to $25,000.00 to TG, ED and VO certified suppliers for specific purposes. |
Quantity |
|
EMR |
Emergency Purchase Order |
Use for emergencies according to the policy. Bypasses Human Rights certification. |
Quantity |
|
FPO |
Field Purchase Order |
Use for immediate needs when an employee is not at their primary work location for purchases outside of SWIFT. The limit is $5,000.00. Use according to policy in ALP manual. |
Quantity |
|
KEO |
P/T Related Contract Encumbering Order |
Encumbers funds against Professional/Technical related contracts. |
Amount |
|
MSO |
Master Services Order |
Places orders against Master Service (MSC) contracts. |
Amount |
|
MWK |
Master Professional/Technical Work Order |
Encumbers funds against the individual MWK contracts placed with suppliers under the Master Contract (MPK). |
Amount |
|
POR |
Purchase Order |
SWIFT creates a POR when it processes an Open Market Requisition (OMR) through Strategic Sourcing and awards the contract. |
Depends on Requisition |
|
RMO |
Real Estate Remodeling Order |
Use for remodeling of leased space if the cost is between $2,500.01 and $8,000. |
Quantity |
|
SSO |
Single Source Order |
Use when only one supplier can provide the good or service. Requires completion of the Single Source Justification Form. |
Quantity |
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 EPM Data Warehouse/SWIFT |
6/7/23; 8/9/23 |
|
INTRO |
Introduction to SWIFT Navigation webinar |
5/17/23; 6/8/23; 7/20/23 |
|
INTRO |
Overview of SWIFT Reporting webinar |
6/8/23; 7/12/23; 8/3/2023 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
6/1/23 |
|
AR |
SWIFT Accounts Receivable Direct Journal Deposits webinar |
5/16/23 |
|
AR |
SWIFT Accounts Receivable Apply Payments to Invoices webinar |
5/17/23 |
|
AR |
SWIFT Accounts Receivable Maintenance Worksheets webinar |
5/18/23 |
|
BI |
SWIFT Billing Part 1 webinar |
7/26/23 |
|
BI |
SWIFT Billing Part 2 webinar |
7/27/23 |
|
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab |
5/10/23, 7/6/23; 9/7/23 |
|
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
7/11/23; 10/4/23 |
|
EPM |
Create and Save an All Receipts Report in EPM lab |
7/13/23 |
|
EPM |
SWIFT EPM Create and Save a New Analysis lab |
6/14/23 |
|
EPM |
SWIFT EPM Create and Save the Manager's Financial Report lab |
5/25/23; 7/20/23 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
5/16/23; 7/13/23; 10/4/23 |
|
EPM |
Use SWIFT Standard Reports in EPM lab |
5/9/23; 7/18/23; 9/13/23 |
|
KK |
SWIFT Budget Journal Administration webinar |
5/11/23; 6/22/23 |
|
PO |
SWIFT Cancel and Close Purchase Orders webinar |
5/18/23; 6/13/23 |
|
PO |
SWIFT Cancel Requisitions webinar
|
5/18/23; 6/13/23 |
|
PO |
SWIFT Create Purchase Orders webinar |
6/6/23 |
|
SS |
Strategic Sourcing Part 1: Create, Post, and Approve Events |
6/14/23; 8/29/23 |
|
SS |
Strategic Sourcing Part 2: Analyze and Award Events |
6/14/23; 8/29/23 |
|
SS |
SWIFT Strategic Sourcing eLearning |
Anytime |
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.
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