AMA and SWIFT System Availability (including Supplier Portal and Mobile Inventory)
The Appropriation Maintenance Application (AMA), SWIFT, the Supplier Portal, and Mobile Inventory will be unavailable on Sunday, June 30, 2024, beginning at 6 p.m. for soft close.
We encourage users to complete transactions on Friday, June 28, 2024, as there is no SWIFT Help Desk support on the weekend.
The system will become available Monday, July 1, 2024, once soft close is complete. A system notification email will be sent to users when the system becomes available.
Reminder to Buyers:
Please be aware of the system downtime. This includes the Supplier Portal. Avoid scheduling events to close between June 28 and July 2. Depending on when the system comes up, bidders and suppliers may or may not have time to enter bid responses if an event is scheduled to close over soft close weekend.
2024 Fiscal Year-End Reminders
2025 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2025 or process actual transfers for budget period 2025 before July 1. Minnesota Management and Budget's (MMB) SWIFT Module Support Unit will be monitoring for 2024 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 2024 Activity by June 30
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2024 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 2024.
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:
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 28, 2024.
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 on the Budget and Accounting Instructions webpage. for details on how to enter federal indirect cost vouchers.
The reverse bilateral netting process will be run on the following dates:
7. Revenue Clearing Accounts.
Agencies may have created revenue clearing accounts in SWIFT to receive and distribute revenue as part of internal business processes. When the fiscal year ends, it is especially important to monitor these accounts to ensure that all distributions have been made and the clearing account has reached zero by June 30. If your agency has revenue accounts set up for this purpose, review and complete all distributions by June 30.
8. Agencies are to complete any known FY 2024 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.
9. 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 2025.
For questions about processing these transactions, please contact the SWIFT Help Desk.
Purchase Order Close - Sunday, June 30, 2024
As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run Sunday, June 30, 2024. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete." The PO Close job will run again on the hard close weekend of August 16 to assist in closing documents. 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.
For addition information on this job, see the SWIFT Procurement Year End Processing Tips.
Notice on New Local Tax
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2024:
The sales and use tax rate changes apply to sales made on or after July 1, 2024. 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, 2024 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, 2024, 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 PO, please consult the Update the Sales Tax Settings on a Dispatched Purchase Order Quick Reference Guide.
Impact of Local New Tax
Please see the Minnesota Department of Revenue tax notice for the appropriate city 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, 2024, 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.
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.
Reminder: Payroll Budget Fiscal Year (BFY) 2024 Deadlines
BFY 2024 Closing Deadlines:
Late Payments on Purchasing Card Statements
US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank and available to view in SWIFT. However, the Late Payment transaction cannot be reconciled the same way other transactions are reconciled.
To pay a late fee associated with a PCard statement, agencies must manually add this fee to their monthly PCard voucher by adding a line and entering the information. Make sure to enter Late Payment Charge in the Description field. In the Account field use Expense code 430008 (Interest Pd To Vend Late Pymt). After the line has been added, provide the voucher number to Angie Brandt, and she will remove the transaction from the PCard pages.
As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.
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
|
DATES |
|
INTRO |
Introduction to SWIFT Navigation webinar |
7/23/24 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
INTRO |
Overview of SWIFT Reporting webinar |
7/2/24; 8/8/24 |
|
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
8/20/24 |
|
BI |
SWIFT Billing Part 1 webinar |
8/28/24 |
|
BI |
SWIFT Billing Part 2 webinar |
8/29/24 |
|
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab
|
9/5/24 |
|
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
7/11/24 |
|
EPM |
Introduction to the EPM Data Warehouse for SWIFT webinar |
8/22/24 |
|
EPM |
SWIFT EPM Formatting Your Report lab
|
7/11/24 am; 7/18/24 pm |
|
EPM |
SWIFT EPM Manager's Financial Report |
7/25/24 |
|
EPM |
Use SWIFT Standard Reports in EPM lab |
9/5/24 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
9/12/24 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
8/15/24 |
|
SC |
SWIFT Create a Supplier Contract Shell webinar |
7/18/24 |
|
SC |
SWIFT Import and Process Contract Document Electronically webinar
|
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 |
11/14/24 |
|
SS |
SWIFT Strategic Sourcing eLearning |
Anytime |
SWIFT Help Desk
Contact the SWIFT Help Desk for any SWIFT-related questions or issues.
Email: SWIFTHelpDesk.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:
Additional assistance can be found on the SWIFT Training Guides and Resources page.
