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SWIFT Update May 23, 2024

Voucher Clean-Up Reminder

In preparation for the upcoming hard close, agencies should ensure all transactions are fully processed in SWIFT. To help identify unprocessed transactions in Accounts Payable, agencies can run the queries below:

For Accounts Payable, agencies can run the M_AP_GBL_EXCEPTION query to see a complete list of vouchers with exceptions. 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.

To assist with voucher maintenance, there are several queries agencies can run:

  • 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

Hard close is scheduled for August 16, 2024. This is the deadline for processing most BFY 2024 transactions. Review denied vouchers or unposted journal vouchers which can still have valid budget status. Denied vouchers should be corrected, closed, or deleted. Journal vouchers that have been unposted must be reposted.

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


FY24 Requisitions: Close or Modify if not Awarded by June 30, 2024

Review your open requisitions to prepare for the year-end close. Each buyer is responsible to make sure that their agency's requisitions are properly completed by the fiscal year-end. SWIFT Support staff will no longer review requisitions or contact buyers about their requisitions for fiscal year-end. SWIFT Support staff will close requisitions with pre-encumbrance balances as of July 1, 2024.

If your agency has requisitions using non-continuing funds that you will not award by June 30, cancel them or change the funding to reflect the new budget year. If your agency has requisition lines tied to a pending event in the Sourcing module, you must first cancel the event or close the event line before you can close or change the requisition line.

To locate requisitions with pre-encumbrance balances, buyers should run the Encumbrance Certification Report.
Navigate to the Encumbrance Certification Report: Navbar, Navigator, SWIFT, Purchasing, Reports, Encumbrance Certification Rpt. Enter a Run Control ID and then enter your Report Request Parameters to run the report in SWIFT.

Please see the SWIFT Procurement Year End Processing Tips guide on Minnesota Management and Budget's website for help with the year-end close.


Statewide Payroll Services Has an Opening!

Join the Statewide Payroll Services team. Please see the Job Posting Number below for the full-time employment opportunity within Statewide Payroll Services at Minnesota Management and Budget.

Please share with anyone who may be interested in and qualified for the position.


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.


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

6/26/24

AM

SWIFT Asset Management Advanced

6/27/24

AP

SWIFT Create Vouchers Overview in Accounts Payable webinar

8/20/24

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

7/11/24

EPM

Introduction to the EPM Data Warehouse for SWIFT

6/18/24

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 Create Purchase Orders webinar

8/15/24

PO 

SWIFT Cancel and Close Purchase Orders webinar

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.

EmailSWIFTHelpDesk.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.


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