SWIFT Update May 12, 2022

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: Update the Buyer on Purchase Order 

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. I need to update a Purchase Order (PO), but the buyer on that PO is out of the office. What can I do to make the necessary changes on the PO prior to approval? 

A. To update the PO in SWIFT, you will need to change the buyer in the PO by creating a change order in SWIFT. To create a change order, make sure to complete all of the following steps in order, or you will not be able to change the buyer and update the PO.

1. Open the PO in SWIFT.
2. Select the Change Order icon on the PO Header.
3. Update the Buyer field.
4. Select Save.
5. You may get a message that the defaults will switch to those of the updated buyer. Select either OK or Cancel. To change the buyer, defaults, and Location, select OK. (This will affect the tax rate.) To update the buyer but not the defaults or Location, select Cancel.
6. Update the necessary fields in the PO.
7. Select Save. Depending on the change (such as increasing the amount), SWIFT may restart the workflow, and the PO may require a Budget Check and Approval.
8. Dispatch the PO.
9. Select the View Approval link toward the bottom of the PO page to verify that it routed to the new buyer correctly.

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.