Primary navigation

    SWIFT Update May 22, 2025

    Voucher Clean Up Reminder

    In preparation for the upcoming hard close, agencies should ensure all transactions are fully processed in SWIFT. To see a complete list of vouchers with exceptions, agencies can run the M_AP_GBL_EXCEPTION query.  Throughout the year, we recommend running this query for the entire current fiscal year and include past fiscal years. For previous fiscal years, it can be harder to clean up these vouchers due to closed accounting periods. If that is the case, please contact the SWIFT Help Desk for assistance.

    These queries can help you find unprocessed vouchers:

    • M_AP_GBL_DENIED_VOUCHERS. Vouchers that have been denied.
    • M_AP_UNAPPROVED_VOUCHERS. Vouchers that have been denied or pending approval.
    • M_AP_GBL_RECYCLED_VCHRS. Vouchers in recycle status.
    • M_AP_GBL_VOUCHER_BUILD_ERROR. Interface vouchers that failed voucher build.
    • M_AP_UNPAID_VOUCHERS. Vouchers that are unpaid.
    • M_AP_GBL_UNPOSTED_JOURNAL_VCHR. Unposted journal vouchers.
    • M_AP_GBL_BUD_EXCEPTION. Vouchers with budget exceptions.
    • M_AP_GBL_MATCH_EXCEPTIONS. Vouchers with match exceptions.
    • M_AP_GBL_NEGATIVE_VOUCHERS. Negative vouchers.

    Things to remember:

    • Review denied vouchers or unposted journal vouchers due to the potential for having an impact on expense budgets.
    • Denied vouchers should be corrected, closed, or deleted.
    • Journal vouchers that have been unposted must be reposted.
    • You cannot delete a voucher that has been posted. Instead mark the posted voucher for closure. This reverses the accounting entries and closes the voucher during the nightly batch.

    Hard close is scheduled for August 15, 2025. This is the deadline for processing most BFY 2025 transactions.

    Please see the Accounts Payable Quick Reference Guides for helpful information on deleting and closing vouchers in SWIFT.

    SWIFT Data is Available to the Public on Transparency

    Did you know that SWIFT budget, payment, contract, grant, and purchase order information is available to the public on the TransparencyMN website? TransparencyMN uses citizen-friendly public reports from the EPM Data Warehouse.

    For example, if you create contract shells in the Supplier Contracts module, you are familiar with the required Statement of Purpose field. This field is visible to the public in the Contracts and Grants Open Checkbook on the TransparencyMN website. Remember to write a clear, concise, and easy to understand Statement of Purpose of the contract for our citizens.

    Here’s an example of a Statement of Purpose and Amounts in the MN Open Checkbook.
    TransparencyMN showing the Statement of Purpose and Amounts

    SWIFT Hot Topic: 

    The Help Desk Hot Topics feature Frequently Asked Questions 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 is the Message Center on the Administrative Portal?

    A. It provides important messages from Minnesota Management and Budget. It also lists the latest SWIFT Newsletter and the most recent SWIFT and EPM Data Warehouse webinars and labs. To view available messages, select the Message Center tile in the Administrative Portal.

    Message Center tile in the Administrative Portal

    The Message Center page displays. You can see links to the latest SWIFT newsletter article, the SWIFT training calendar, and SWIFT Help Desk contact information. 

    Message Center, showing last newsletter, training calendar, and Help Desk Contact

    SWIFT Module Training and EPM Data Warehouse Training

    The SWIFT Training team offers training through a variety of methods at no cost to the employee. 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/LABS/eLearning
     Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted

    DATES

    INTRO

    Introduction to SWIFT Navigation webinar

    6/4/25, 7/8/25

    INTRO

    Overview of SWIFT Reporting webinar

    6/12/25, 7/17/25, 8/15/25, 9/18/25

    AP

    SWIFT Create Vouchers Overview in Accounts Payable Webinar

    10/16/25

    AR

    SWIFT Create, Correct and Verify Direct Journal Deposits webinar

    7/8/25

    AR

    SWIFT Enter Deposits and Apply Payments for SWIFT Invoices webinar

    7/9/25

    AR

    SWIFT Use Maintenance Worksheets to Manage Customer Accounts webinar

    7/10/25

    BI

    SWIFT Billing Part 1 webinar

    6/25/25, 8/27/25

    BI

    SWIFT Billing Part 2 webinar

    6/26/25, 8/28/25

    EPM

    Build My Dashboard for SWIFT Reports lab

    6/12/25

    EPM

    Create a SWIFT All Expenditures Report in EPM Lab

    10/1/25

    EPM

    Create a SWIFT All Receipts Report in EPM lab

    6/18/25, 9/25/25

    EPM

    Introduction to the EPM Data Warehouse for SWIFT webinar

    6/10/25

    EPM

    SWIFT EPM Create and Save a New Analysis lab

    6/5/25, 8/21/25

    EPM

    SWIFT EPM Create and Save the Manager's Financial Report lab

    8/7/25

    EPM

    SWIFT EPM Formatting Your Report lab

    9/24/25

    EPM

    Use SWIFT Standard Reports in EPM lab

    6/11/25

    EPM

    Understand the SWIFT Data in the EPM Data Warehouse webinar

    6/17/25

    EPRO

    SWIFT Create a Catalog Punchout Requisition webinar

    7/17/25

    PO

    SWIFT Cancel and Close Purchase Orders webinar

    6/5/25

    PO

    SWIFT Create Purchase Orders in SWIFT webinar

    6/26/25

    SC

    SWIFT Create a Supplier Contract Shell webinar
    NOTE: Webinar is from 9 am to 10 am

    9/4/25

    SS

    SWIFT Create, Post, Approve Events webinar (SS1)
    NOTE: Introduction to SWIFT Navigation webinar is required.

    7/10/25

    SS

    SWIFT Analyze and Award Events webinar (SS2)
    NOTE: Introduction to SWIFT Navigation webinar is required.
    NOTE: Webinar is from 1 pm to 2:30 pm

    7/10/25

    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.

    back to top