SWIFT Update May 4, 2023

Purchase Order Close – Friday, May 12, 2023

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.

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 webinar offered in May or June.

Cancel and Close Purchase Order: May 18 and June 13, at 9 to 10:30 am.
Cancel a Requisition Referencing a Purchase Order: May 18 and June 13 at 1 to 2:30 pm.

Here are some quick reference guides to help you.

Learn about the difference between closing and canceling a purchase order.
Close an individual purchase order in the Buyers Workbench.
Close an individual purchase order referencing a contract with a change order in the Buyers Workbench.
Close multiple purchase orders using CSV files in the Buyers Workbench.

You can also view a summary in theCancel and Close Purchase Orders Video tutorial.

Purchase Order Document Types

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

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 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 Time, 9 a.m. - 11 a.m.	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 Time, 1 p.m. - 2:30 p.m.	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 Time, 1:00 p.m. - 2:30 p.m.	6/14/23; 8/29/23
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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