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SWIFT Update June 20, 2019

SWIFT System Availability (including Supplier Portal and Mobile Inventory)

The full nightly batch will run as usual on Friday June 28 and the system will continue to be available for on-line transactions until 6:00 pm on Sunday, June 30. At that time, the system will become unavailable and a limited batch will be run to budget check and post transactions to the general ledger. This batch will exclude all interface and payment processing. Note that even though the system will be available, there will not be SWIFT Help Desk support or Appropriation Maintenance Application loads from the end of the day Friday until the system is back up on July 1.

It is anticipated that the system will be back on-line at 7:00 am on Monday, July 1.

Fiscal Year End Reminders

  • 2020 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2020 or process actual transfers for budget period 2020 before July 1. Minnesota Management and Budget (MMB)'s SWIFT Module Support will be monitoring for 2020 transfers and will have agencies reverse transactions with a transfer correction for those 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 FY 2019 Activity by June 30

As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2019 accounting transactions are complete. To the extent possible, these transactions should be fully processed by June 30.

Agency staff should:
1. Identify and process all known receipt and expenditure corrections related to FY 2019.

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.

Here are some resources to help with this review:

  • Accounts Receivable:
  • o    SWIFT Inquiries for Clean-up and Review reference guide
  • Accounts Payable:
    (Identifies unpaid vouchers with exceptions for a specified date range.)
    (Identifies unposted journal vouchers)
    o    Unpaid Vouchers 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 effort to pay them timely. The invoices do not include the federal portion as this is paid separately.

6. Federal Indirect Cost Payments.
Agencies need to process their federal receipt vouchers for the indirect costs timely as well to be included in the reverse bilateral netting process.
The reverse bilateral netting process will be run on the following dates:

  • June 25, 2019
  • July 9, 2019
  • July 23, 2019
  • August 6, 2019

7. 2019 Transfers.
Agencies are to complete any known FY 2019 transfers by June 30, so that the fiscal year and the budget year are the same. This helps to minimize manual adjustments in the ACFR reporting.

8. BFY 2019 Year-End Spending.

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 2020.

For questions about processing these transactions, contact the SWIFT Help Desk.

Notice on New Local Taxes: Isanti County  

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2019: Isanti County 0.5% Transit Sales and Use Tax

The sales and use tax rate changes apply to sales made on or after July 1, 2019. They will be in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

Agencies entering purchase orders for the new fiscal year, prior to the July 1, 2019 tax effective date, will have the old rate calculated and will need to update their purchase orders.

Purchase orders entered in SWIFT on or after July 1, 2019, will calculate the new tax rates for each county/city. Existing purchase orders and/or their vouchers will need to be adjusted to pay the correct tax if delivery occurs after various dates. Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates.

For assistance in changing the sales tax on a purchase order, please consult the Sales Tax Settings on Purchase Orders guide.

Impact of New Local Tax

Please see the Minnesota Department of Revenue tax notice for the appropriate region for guidance in handling purchase orders and payments during the transition period.
Impact on Accounts Payable:
Vouchers entered in SWIFT on or after the tax effective date will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To locations within these jurisdictions.
Impact on Purchase Orders:
SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after July 1, 2019, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing purchase orders may or may not need to have the tax code updated on the PO if payment can be processed during any allowed grace period(s), again, see the general notice for each county/city. Previously any Ship To addresses in affected cities may have used the tax code of 0000, State Tax only. To calculate the new combined rate, state and local tax rate, the tax code(s) on the purchase order must be updated to the new tax code(s) from the 0000 tax code. Because of the various transition rules, these codes will not be updated by SWIFT and must be updated by the purchase order buyer. 

FY19 Requisitions and/or Events

Fiscal Year 2019 requisitions and/or events tied to those requisitions must be closed or modified if the award will not take place by June 30th.

Requisitions using non-continuing funds that will not be awarded by June 30th must either be canceled or the funding must be changed to reflect the new budget year. If the requisition line is tied to a pending sourcing event, the event must be canceled or the specific event line must be closed before the requisition line can be closed or changed.

Please see the SWIFT Procurement Year End Processing Tips guide available on MMB's website for help with processing procurement documents for the year end close.

Purchase Order Close

As part of the year-end cleanup activities, the Purchase Order Reconciliation (PO Recon) job will be run on June 28.

The PO Recon job closes purchase orders that agencies 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 Recon job will run two additional times this year to assist in closing documents: July 26 and the hard close weekend of August 9.

Remember, you can prevent the PO Recon 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.

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 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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