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SWIFT Update May 31, 2018

When should I use AMA? 

Appropriation Maintenance Application (AMA) is the system that agencies use to create new appropriations, establish appropriations in a particular budget period, or modify an existing appropriation. The table below list the transactions agencies can perform using AMA along with other common accounting transactions that must be performed in SWIFT or require submission of a paper form.


Purchase Order Close the Weekend of June 1st

Due to technical issues, the PO Recon (PO Close) job is scheduled to rerun this weekend, June 1st.

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of June 1st. 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 Procurement Closing Information is at the bottom of the page.

The PO Close job will run three additional times this year to assist in closing documents: June 29th, July 27th, and the hard close weekend of August 10th.

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 page. You can use this checkbox if you plan on increasing the purchase order at a later date. 

SWIFT Training Update: UPK e-Learning Tutorials Being Retired 

We plan to retire the SWIFT UPK (User Productivity Kit) e-Learning tutorials effective June 1, 2018. The tutorials will be removed from both Enterprise Learning Management (ELM) and MMB’s SWIFT website. 

The UPK tutorials were created when SWIFT was implemented in 2011. They contain outdated information, and will not work with technology upgrades being planned for the ELM system and Adobe products. 

SWIFT users should refer to the SWIFT Reference Guides page and SWIFT classroom training calendar in the ELM system. In the future, we plan to offer new e-learning training that reflects the changes that will come with SWIFT 9.2 limited upgrade.

Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  

Seats are available in the following classes:




Accounts Payable Voucher Entry, Main, Approval and Reports (AP1) June 13, 2018
8:30 am to 4:00 pm
Introduction to SWIFT (INTRO)
June 20, 2018
8:30 am to 12:00 pm

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
651-201-8100, option 2 or by email

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:

  • Issue Description
  • Business Unit
  • 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 Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

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.

Printing the SWIFT Update

If you are experiencing issues printing this update, download a PDF version and print that version

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