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SWIFT Update May 11, 2017

Purchase Order Close this Weekend

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run this weekend, May 12th. The PO Reconciliation Job closes purchase orders that have been fully matched by setting the status to “Complete”. See the SWIFT Procurement Year End Processing Tips for additional information. It is on the bottom of this page.

The PO Close job will run two additional times this year to assist in closing documents: July 28th and the hard close weekend of August 11th. 

Remember, you can prevent the PO Reconciliation Job from closing a purchase order by clicking the “Hold From Further Processing” checkbox on the PO header page should you plan on increasing the order at a later date.


Help Desk Hot Topic 

Help 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 does the “Hold from Further Processing” check box do on a Purchase Order?

A: The “Hold From Further Processing” check box is located in the Purchase Order Header on the right side of the page.

This checkbox allows you to hold a purchase order if all of the information needed to enter the purchase order is not available. You can place a purchase order in "hold" status until you obtain all of the information.

By selecting this check box, you cannot:

  • Dispatch a purchase order
  • Cancel a purchase order
  • Close a purchase order

A hold will not stop a payment from being made.  


Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules.

Classes are free of charge. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Seats are available in the following classes:

Class 

Date 

Time 

AP Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

June 1, 2017

8:30 am to 4:00 pm

Strategic Sourcing for P/T Services (SS2)

June 7, 2017

8:30 am to 4:00 pm



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  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:

  • 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 Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

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.

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