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SWIFT Update June 17, 2021

2021 Fiscal Year End Reminders 

2022 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2022 or process actual transfers for budget period 2022 before July 1. Minnesota Management and Budget's (MMB) SWIFT Module Support Unit will be monitoring for 2022 transfers and will have agencies reverse transactions with a transfer correction for transfers that are processed before July 1. Agencies can process anticipated transfers (XATs) prior to July 1 in order to set up expense budgets and encumbrances.

Processing Fiscal Year 2021 Activity by June 30
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2021 accounting transactions are complete. To the extent possible, these transactions should be fully processed by June 30.
1.  Identify and process all known receipt and expenditure corrections related to FY 2021.

2.  Deposit at the bank and record in SWIFT all miscellaneous cash receipts received on or before June 30.

3.  Review transactions to make sure they are fully processed in SWIFT. Below are some resources to help with this review:
Accounts Receivable:

Accounts Payable:
  • SWIFT Query M_AP_GBL_EXCEPTION: Identifies unpaid vouchers with exceptions for a specified date range.
  • SWIFT Query M_AP_GBL_UNPOSTED_JOURNAL_VCHR: Identifies unposted journal vouchers.
  • Research Unpaid Vouchers Quick Reference Guide

4.  Review and close negative encumbrances. You can identify them by running the M_PO_GBL_NEG_ENCUMB_KK query in the Query Viewer.

5.  Statewide indirect cost invoices are due June 30. Agencies should make all efforts to pay them timely. The invoices do not include the federal portion as this is paid separately.
Your agency should have or will be receiving an email or mail item containing any open/unpaid invoices for the 3rd quarter billings along with the 4th quarter billings from MMB’s Fiscal Services Unit.

6.  Agencies need to process their federal receipt vouchers for the indirect costs timely as well to be included in the reverse bilateral netting process. Please see the Annual Budget and Accounting Instructions - Document 2 when it becomes available for details on how to enter federal indirect cost vouchers.
The reverse bilateral netting process will be run on the following dates:

  • June 25, 2021
  • July 6, 2021
  • July 20, 2021
  • August 3, 2021
  • August 17, 2021

7.  Agencies are to complete any known FY 2021 transfers by June 30 so that the FY and budget fiscal year (BFY) are the same. This helps minimize manual adjustments in the Annual Comprehensive Financial Report. 

8.  All goods and services must be encumbered according to MMB Statewide Operating Policy 0901-02, Fiscal Year-End Closing Transactions - Pre-Encumbrances/Requisitions, Encumbrances/Purchase Orders, Expenditures/ Payment Vouchers. Payments for services rendered or goods ordered after June 30 must be made from BFY 2022.
For questions about processing these transactions, please contact the SWIFT Help Desk. 

Purchase Order Close – Wednesday, June 30 

As part of the year-end clean-up activities, the PO Reconciliation (PO Close) Job is scheduled to run Wednesday, June 30. 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 next scheduled run of the PO Close Job is the hard close weekend of August 20.

Remember: You can prevent the PO Reconciliation Job from closing a purchase order by selecting 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.

Help Desk Hot Topic

This Week's FAQ: How do I Close or Cancel Unneeded Supplier Contracts?

The Department of Administration's Office of State Procurement (OSP) recommends that agencies cancel or close existing supplier contracts that they no longer need. Cancelling or closing these contracts streamlines reports both for agencies and for OSP.
•    Cancel supplier contracts that have no activity against them. An activity includes purchase orders, receipts, and vouchers.
•    Close supplier contracts that have no activity against them.

For more information, please review the Close or Cancel a Supplier Contract or Lines Quick Reference Guide.

SWIFT Training and Resources

The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.

  • Quick Reference Guides and Training Videos: Please check the Training and Support Resources page for the quick reference guides and training videos/ You will find reference guides covering all modules on SWIFT. We are adding new training videos in the most commonly used modules.
  • Webinars: We are offering modified online versions of our classroom training. They are shorter and meant to provide basic demonstrations of the SWIFT modules. If you are newer to SWIFT, please consider taking the Introduction to SWIFT: Navigation webinar before enrolling in a module-specific webinar.
  • One-On-One Sessions: If you would like one-on-one training on a SWIFT module not offered through a webinar, please email to request a one-on-one session.

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:




Billing Part 1

June 16, 2021

9:30 a.m. - 11:00 a.m.

Billing Part 2

June 16, 2021

1:00 p.m. - 2:30 p.m.

Introduction to SWIFT Navigation

June 23, 2021

9:30 a.m. - 11:30 a.m.

Introduction to SWIFT Reporting

June 30, 2021

9:30 a.m. - 11:30 a.m.

Create System-Generated Contract Documents Electronically

July 13, 2021

9:00 a.m. - 10:30 a.m.

Import and Process a Contract Document Electronically

July 15, 2021

9:00 a.m. - 10:00 a.m.

Overview of Accounts Payable

Aug 3, 2021

9:30 a.m. - 10:30 a.m.

Create a Contract Shell

Aug 5, 2021

9:00 a.m. - 10:00 a.m.

Overview of Creating Purchase Orders

Aug 24, 2021

9:00 a.m. - 10:30 a.m.

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 Training Guide page.

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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