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.
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.
The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.
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:
|
Webinars |
Date |
Time |
|
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. |
Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
651-201-8100, option 2 or by email SWIFTHelpDesk.MMB@state.mn.us 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:
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