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SWIFT Update May 6, 2021

Reminder: PO Close Job to Run May 14

As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run Friday, May 14. 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 20.

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.
Here are some resources 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 a CSV file in the Buyers Workbench.
Consider attending the Cancel and Close Purchase Orders webinar offered in a few weeks.  You can also view the same information in the Cancel and Close Purchase Orders video tutorial.

SWIFT Training and Resources

The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.

  • Quick Reference Guides and Training Videos: Please check the Training and Support Resources page for the quick reference guides and training videos/ You will find reference guides covering all modules on SWIFT. We are adding new training videos in the most commonly used modules.
  • Webinars: We are offering modified online versions of our classroom training. They are shorter and meant to provide basic demonstrations of the SWIFT modules. If you are newer to SWIFT, please consider taking the Introduction to SWIFT: Navigation webinar before enrolling in a module-specific webinar.
  • One-On-One Sessions: If you would like one-on-one training on a SWIFT module not offered through a webinar, please email to request a one-on-one session.

To find and enroll in SWIFT webinars, open the Self Service or Administrative Portal and select the ELM tile. On the Learning Management page, select Find Learning on the left menu. On the Find Learning page, enter “SWIFT” in the Description field and choose Search. Seats are available in the following webinars:




Introduction to SWIFT Navigation

May 12, 2021

9:30 a.m. - 11:30 a.m.

Create Vouchers Overview

May 13, 2021

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

Cancel and Close Purchase Orders

May 18, 2021

9:00 a.m. - 10:30 a.m.

Introduction to SWIFT Reporting

May 19, 2021

9:30 a.m. - 11:30 a.m.

Create System-Generated Contract Documents Electronically

May 25, 2021

9:00 a.m. - 10:30 a.m.

Create, Correct and Verify Direct Journal Deposits                       

May 27, 2021

9:30 a.m. - 11:00 a.m.

Create, Enter Deposits and Apply Payments for Accounts Receivable Items

May 27, 2021

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

Use Maintenance Worksheets to Manage Customer Accounts and Interactions

June 2, 2021

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

Create Purchase Orders

June 3, 2021

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

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 Training Guide page.

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.

Printing the SWIFT Update

  • If you are experiencing issues printing this update, download a PDF version and print that version
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