Congratulations to Ron Mavetz!

This week the Director of the SWIFT System Support Unit, Ron Mavetz retired after 34 years of service to the State of Minnesota. The SWIFT System Support team will miss his decision-making skills, his sense of humor, his deep knowledge of SWIFT, his love of accounting software development, and his strong leadership during ongoing transitions from MAPS to SWIFT and all the SWIFT upgrade projects. He leaves a legacy of a clear mission of diligent support of the Statewide financial system that ensures all State agencies can seamlessly conduct their business every day.

New to Accounts Payable or Have Questions About It? Join the Workgroup

An active Statewide workgroup for Accounts Payable (AP) staff meets every quarter. It provides agencies with an opportunity to ask questions and exchange ideas. This workgroup is welcoming AP staff from all agencies to attend! Consider attending to learn about handling common issues in AP and discuss AP-related processes with staff from other State agencies.

The benefits of participating in this workgroup include the following.

• Find AP colleagues and leaders across State agencies during the virtual meetings. This is a great networking resource!
• Take advantage of the dedicated and active Teams channel where you can discuss AP questions or issues outside of the virtual meetings.
• Access the AP subject matter experts from Minnesota Management and Budget who attend these virtual meetings and provide announcements and input about the module.

For more information about the AP Workgroup and to join, contact Christine Eck at Christine.Eck@state.mn.us.

Reminder: Purchase Order Close on May 13

As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run Friday, May 13. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete."

For additional 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 19.

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.

Help Desk Hot Topic: Bilateral Netting

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. What is bilateral netting and how do I troubleshoot issues related to this process in SWIFT?

A. Bilateral netting refers to processing interagency transactions in SWIFT by automatically offsetting interagency Accounts Payable (AP) vouchers against open interagency Accounts Receivable (AR) invoices.

Interagency vouchers net when the following criteria are met:

• The Supplier ID on the voucher matches the Business Unit that sent the invoice (bill), and the Customer Number on the invoice matches the Business Unit generating the voucher/payment.
• The Invoice Number on the voucher and the bill match. (Bilateral netting requires a case-sensitive match.)
• The Amount on the voucher and the bill match. (Do not submit a voucher for a partial payment.)

How to identify interagency vouchers that fail to net and pay:

Run the following query.

• Unpaid Interagency Vouchers: M_CM_GBL_INTAGCYAP_UNPAID

To identify why interagency vouchers are failing to net, run the following two queries to return a list of open SWIFT AR interagency invoices (for which an agency is the customer).

• Interagency Netting by Budget Year: M_CM_GBL_INTERAGENCYPMTS_BFY
• Interagency Netting by Fiscal Year: M_CM_GBL_INTERAGENCYPMTS_FY

You can compare the results of these two queries against the results of the Unpaid Interagency Vouchers query to identify mismatches in Amounts or Invoice Numbers, which may prevent vouchers from netting. Vouchers will also fail to net if the billing agency fails to create an AR transaction or closes the AR invoice in SWIFT.

Make sure to reach out to the contact listed on the invoice or the billing agency if a voucher is failing to net due to a missing AR transaction.

For further assistance to resolve any bilateral netting issues, please contact the SWIFT Help Desk. 

SWIFT Training

The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

• Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
• SWIFT Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
• EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
• eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you’ll receive a Certificate of Completion.
• One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at SWIFTHelpDesk@state.mn.us.

Upcoming SWIFT Training

To enroll in a SWIFT training, sign in to Self Service or the Administrative Portal and select the Learning Management tile.

1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
2. From the Search Results, select the webinar you would like to take.
3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

Currently, there are seats still available for the following webinars and eLearning.

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 page.