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SWIFT Update June 23, 2022

SWIFT System Availability (Including Supplier Portal and Mobile Inventory)  

SWIFT will be unavailable on Thursday, June 30, 2022, beginning at 6 p.m. for soft close. The system will become available Friday, July 1, 2022, once soft close is complete. A system notification email will be sent to users when the system is up.

Reminder to Buyers:Please be aware of the system downtime. This includes the Supplier Portal. Avoid scheduling events to close on July 1st. Depending on when the system becomes available, bidders and suppliers may or may not have time to enter bid responses if an event is scheduled to close on July 1, 2022.

Reminder: Self Service and SEMA4 Unavailable Sunday, June 26, 2022  

Self-Service and SEMA4 will be unavailable due to system maintenance on Sunday, June 26, 2022 at 6:00 a.m. till 8:00 p.m. Please plan around this time to minimize the interruption of critical business functions.

Statewide systems impacted by the maintenance include:

  • Self Service
  • Enterprise Learning Management (ELM)
  • Recruiting Solutions
  • SEMA4

Purchase Order Close – Thursday, June 30  

As part of the year-end clean-up activities, the PO Reconciliation (PO Close) job is scheduled to run Thursday, 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 19.

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.

EPM Data Warehouse Upgrade Changes Starting July 11

When you sign into the EPM Data Warehouse, formerly OBIEE, on July 11, you’ll notice some changes after the upgrade.

A new look and feel with the State of Minnesota branding

EPM Data Warehouse Banner

Renamed Statewide dashboards to match the State branding

  • “OBIEE Support” will become the “EPM Data Warehouse Quick Links.”
  • “OBIEE Data Dictionary” will become the “EPM Data Warehouse Data Dictionary.”
  • “OBIEE Overview” will become the “EPM Data Warehouse Overview.”

New search and sort options inside the Subject Areas
You will be able to search inside the Subject Areas to easily find a folder or data element within it. When you are inside the Subject Areas pane, select the Search icon. Enter a keyword or the wildcard (%) in the Search box and select the Enter key. The folder or data element will appear at the top of the list.

Search in Subject Area Section

New sort inside the Subject Areas
You will be able to sort the folders inside the Subject Areas to find a folder more easily.

Sort in Subject Areas

New search feature inside the Subject Areas when creating a new analysis
When you select New on the top menu to create a new analysis or prompt, you’ll see a popup window. You can enter a search term to find Subject Areas more easily from the list. 

Search in New Subject Area

Save columns to the Catalog
Most EPM Data Warehouse users can save items to their My Folder. The upgrade will allow you to save columns in My Folder.

IMPORTANT! You will not be able to save your Favorites. Make a list of your Favorites now including the name and location of the report in a file. Once the upgrade is live, you will need to navigate to the location of your favorites and add them back in.

2022 Fiscal Year-End Reminders 

2023 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2023 or process actual transfers for budget period 2023 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 2022 Activity by June 30 
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2022 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 2022.
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 (including Statewide Systems Billing) fourth-quarter invoices are due June 30, 2022.

Agencies should make all efforts to pay them timely. We are seeing a few agencies that still have not paid their first through third quarter invoices. Please check the open receivable activity reports in the EPM Data Warehouse in the Accounts Receivable Dashboard. Your agency should have or will be receiving an email or mail item containing any open/unpaid invoices for the third quarter billings along with the fourth quarter billings from MMB’s Fiscal Services Unit. 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. Please see the Annual Budget and Accounting Instructions - Document 2 for details on how to enter federal indirect cost vouchers. The reverse bilateral netting process will be run on the following dates:

  • 6/27/2022
  • 7/05/2022
  • 7/19/2022
  • 8/02/2022
  • 8/16/2022

7.  Agencies are to complete any known FY 2022 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 2023.

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

REMINDER: Notice of New Local Taxes  

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2022.

The sales and use tax rate changes apply to sales made on or after July 1, 2022. 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.

Purchase orders entered in SWIFT on or after July 1, 2022, 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 Update the Sales Tax Settings on an Existing Purchase Order quick reference guide. You can also view the Update Sales Tax on an Existing Purchase Order video.  

Impact of the New Local Tax 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.

Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period:

SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities or counties. New purchase orders, created on or after Friday, July 1, 2022, 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 it if the 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.

Reminder: FY22 Requisitions: Close or modify if not awarded by June 30, 2022

SWIFT Support staff will no longer review requisitions or contact buyers about their requisitions for fiscal year-end.

Each buyer is responsible to make sure that their agency's requisitions are properly completed by the fiscal year-end. 

  • SWIFT Support staff will close requisitions with pre-encumbrance balances as of July 1, 2022.
  • 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.  

Reminder: Payroll Budget Fiscal Year (BFY) 2022 Deadlines

BFY 2022 Closing Deadlines:

  • 6/21/2022 - Agencies using Self Service Time and Labor must complete all position funding updates by the end of the day.
  • 7/8/2022 - BFY 2022 All other Position Funding updates must be completed by noon.
  • 7/18/2022 - BFY 2022 Relocation Expense reports must be received by noon.
  • 7/21/2022 - BFY 2022 Business Expense, Travel Advance Settlements, and Business Expense Transfers must be completed by the end of the day.
  • 7/22/2022 - BFY 2022 Prior Pay Period Adjustments and Retroactive Pay Adjustments must be completed by the end of the day.
  • 7/29/2022 - BFY 2022 Mass Expense Transfers must be completed by noon. 

SWIFT Training

The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

  • Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
  • SWIFT Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
  • EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
  • eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you can request a Certificate of Completion.
  • One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at

Upcoming SWIFT Training

To enroll in a SWIFT training, sign in to Self Service or the Administrative Portal and select the Learning Management tile.

  1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
  2. From the Search Results, select the webinar you would like to take.
  3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

Currently, there are seats still available for the following webinars and eLearning.






Introduction to SWIFT eLearning


Self-Paced Class


Strategic Sourcing eLearning


Self-Paced Class


Create Contract Shell webinar

June 14, 2022

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


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

June 15, 2022

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


Budget Journal Administration webinar

June 16, 2022

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


Build a My Dashboard for SWIFT Reports lab

June 22, 2022

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


Strategic Sourcing Pt 1 of 2: Create, Post, Approve Events webinar

June 23, 2022

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


Strategic Sourcing Pt 2 of 2: Analyze and Award Events webinar

June 23, 2022

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


Create a SWIFT All Expenditures Report in EPM lab

July 7, 2022

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


Introduction to SWIFT Navigation webinar

July 12, 2022

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


Billing Part 1 webinar

July 20, 2022

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


Billing Part 2 webinar

July 21, 2022

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


Create, Correct, Verify Direct Journal Deposits (Part A) webinar

August 9, 2022

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


Enter Deposits and Payments (Part B) webinar

August 10, 2022

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


Use Maintenance Worksheet (Part C) webinar

August 11, 2022

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

SWIFT Help Desk

Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

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 page.

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