Purchase order lines with negative encumbrance balances create unauthorized spending authority in appropriations. This unauthorized spending authority can lead to appropriations being over-obligated or over-expended once budgets are closed.
Please make every effort to close any unneeded negative encumbrances. Users can search for negative encumbrances using the M_PO_GBL_NEG_ENCUMB_KK query in SWIFT's Query Viewer. Minnesota Management and Budget’s Accounting Services recommends that buyers and budget staff review this query frequently and remedy negative encumbrances as needed as the end of the budget year approaches.
Negative encumbrances generally fall into three categories:
1) The purchase order line is originally established as a positive encumbrance, but now has a negative encumbrance balance.
The purchase order currently has a negative encumbrance balance and is in "Valid" Budget Check status. If the encumbrance is in the current budget period, increase or close these lines immediately to eliminate the negative encumbrance.
2) The purchase order line is closed, but the negative encumbrance balance remains.
The purchase order has a negative encumbrance remaining and is in “Error" Budget Check status. Make sure to check that there are funds in the budget to close this type of negative encumbrance. If the encumbrance is in the current year, agencies may need to adjust budgets for the budget check to succeed. If the encumbrance is in a closed budget period, please contact the SWIFT Help Desk.
3) The agency created a valid negative purchase order line.
Agencies may have intentionally entered the purchase order line as a negative value. Please review and verify that these lines are still needed. Also make sure that there is an offsetting positive encumbrance on the same purchase order. If there is not an offsetting encumbrance, the appropriation budget may be over-obligated upon budget close at fiscal year-end.
Please contact the SWIFT Help Desk with any questions or requests for assistance.
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. How do I create an expenditure correction in the Accounts Payable module in SWIFT?
A. Use a Journal voucher to adjust accounting entries for vouchers that have been posted and paid. The most common use of a journal voucher is to change the funding string on expenditure entries that were entered into SWIFT incorrectly or need to be updated.
See the Journal Vouchers reference guide for additional information.
The SWIFT training team is following the guidance from the Governor’s office on Supporting State Workforce through COVID-19. We are 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:
|
Module |
Webinar |
Date |
Time |
|
Intro |
Introduction to SWIFT Webinar (Navigation) |
June 3, 2020 |
9:30 am to 11:30 am |
|
Intro |
Introduction to SWIFT Webinar (Navigation) |
June 17, 2020 |
9:30 am to 11:30 am |
|
Intro |
Introduction to SWIFT Webinar (Reporting Tools) |
May 27, 2020 |
9:30 am to 11:00 am |
|
Intro |
Introduction to SWIFT Webinar (Reporting Tools) |
June 10, 2020 |
9:30 am to 11:00 am |
|
Intro |
Introduction to SWIFT Webinar (Reporting Tools) |
June 26 2020 |
9:30 am to 11:00 am |
|
PO |
SWIFT Overview on Purchase Orders Webinar |
June 2, 2020 |
8:30 am to 10:00 am |
|
SC1 |
SWIFT Create a Contract Shell Webinar |
June 16, 2020 |
8:30 am to 10:00 am |
|
SC2 |
SWIFT Overview on Creating Contract Documents Electronically Webinar |
May 26, 2020 |
8:30 am to 10:00 am |
You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.
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:
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.
