SWIFT Update May 16, 2024

Reminder: Purchase Order Close the Weekend of May 17

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of May 17. 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.

The PO Close job will run three additional times this year to assist in closing documents: June 28, July 26, and the hard close weekend of August 16.

Remember, you can prevent the PO Reconciliation Job from closing a purchase order by clicking the “Hold From Further Processing” checkbox on the purchase order header. 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.

Consider attending a Cancel and Close Purchase Order webinar. 

• May 21 from at 1 to 2:30 pm.
• June 11 from  at 9 to 10:30 am.

Here are some quick reference guides to help you.

• Cancel a Purchase Order 
• Close a Purchase Order in the Buyers Workbench
• Close a Purchase Order Referencing a Contract Using a Change Order
• Close Multiple Purchase Orders Using CSV Files

You can also view a summary in the Cancel and Close Purchase Orders training video.

Use CRO for Orders with MSC Industrial Supply Co.

Due to an error in the Punchout process with MSC Industrial Supply Co., on Contract Release T-572(5), please use a CRO when placing orders until further notice. MNIT is working with the vendor to get the issue resolved as quickly as possible.

This error only impacts MSC Industrial Supply Co. Agencies should continue to use the Punchout process for other vendors.

Asset Management Training Coming Soon

New to Asset Management or want to learn more? Join us for two SWIFT webinars, Asset Management Overview and Asset Management Advanced. The SWIFT Training Team and SWIFT Module Support have teamed up to create these two sessions coming to you on June 26 and 27.

• SWIFT Asset Management Overview, June 26, 2024, 9:00 A.M. - 10:30 A.M. This webinar provides an overview of the Asset Management module. You will gain an overview of the Asset Lifecycle and learn about types of assets, including capital, sensitive, non-ACFR and ACFR assets. AM Category codes, profiles and asset integration will also be covered.
• SWIFT Asset Management Advanced, June 27, 2024, 9:00 A.M. - 10:30A.M. This webinar provides an in-depth review of the Asset Management module, including purchasing, receipting, reviewing, fixing, adjusting quantities and funding distribution. 

You will receive a Teams Invite before the webinars. If you need reasonable accommodations for SWIFT training, please set them up with your agency prior to the training.

SWIFT and EPM Data Warehouse Training

The SWIFT Training team offers training through a variety of methods. There are SWIFT training guides and training videos, EPM training guides, webinars, labs, eLearning, and individual sessions (by request through the SWIFT Help Desk).

Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.

MODULE	WEBINARS/eLEARNING Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.	DATES
INTRO	Introduction to SWIFT Navigation webinar	6/5/24
INTRO	Introduction to SWIFT eLearning	Anytime
INTRO	Overview of SWIFT Reporting	6/6/24; 7/2/24
AM	SWIFT Asset Management Overview	6/26/2024
AM	SWIFT Asset Management Advanced	6/27/2024
AP	SWIFT Create Vouchers Overview in Accounts Payable webinar	5/21/24
AR	SWIFT Accounts Receivable Part A: Direct Journal Deposits	6/25/24
AR	SWIFT Accounts Receivable Part B: Customer Maintenance Time, 10:30 a.m. -  12:00 p.m.	6/26/24
AR	SWIFT Accounts Receivable Part C: Customer Maintenance Time, 2:00 p.m. - 3:30 p.m.	6/26/24
BI	SWIFT Billing Part 1	6/18/24
BI	SWIFT Billing Part 2	6/20/24
KK	SWIFT Budget Journal Administration Time, 9:00 a.m. - 11:15 p.m.	6/13/24
EPM	Build a My Dashboard for SWIFT Reports in EPM lab Time, 1:00 p.m. - 2:30 p.m.	6/4/24
EPM	Create a SWIFT All Expenditures Report in EPM lab	5/23/24
EPM	Introduction to the EPM Data Warehouse for SWIFT	6/18/24
EPM	SWIFT EPM the All Receipts Report	5/22/24
EPM	SWIFT EPM Manager's Financial Report	5/23/24
EPM	SWIFT EPM Formatting Your Report PM session Time, 2:00 p.m. - 3:30 p.m.	7/11/24 am; 7/18/24 pm
EPM	Use SWIFT Standard Reports in EPM lab	6/4/24
EPM	Understand the SWIFT Data in the EPM Data Warehouse webinar	6/6/24
PO	SWIFT Cancel and Close Purchase Orders webinar Time, 1:00 p.m. - 2:30 p.m.	5/21/24
PO	SWIFT Cancel and Close Purchase Orders webinar	5/21/24; 6/11/24
SC	SWIFT Create a Supplier Contract Shell webinar	7/18/24
SC	SWIFT Import and Process Contract Document Electronically webinar Time, 1:00 p.m. - 2:00 p.m.	7/18/24
SS	SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar	11/14/24
SS	SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar Time, 1:00 p.m. - 2:30 p.m.	11/14/24
SS	SWIFT Strategic Sourcing eLearning	Anytime

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 and Resources page.