The Appropriation Maintenance Application (AMA), SWIFT, the Supplier Portal, and Mobile Inventory will be unavailable on Friday, June 30, 2023, beginning at 6 p.m. for soft close. The system will become available Sunday, July 2, 2023, 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 between June 30 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.
As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run Friday, June 30, 2023. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete."
For addition information on this job, see the SWIFT Procurement Year End Processing Tips.
The PO Close job will run again on the hard close weekend of August 18 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.
The Annual Budget and Accounting Instructions - Document 3 is now posted on the SWIFT Budget and Accounting Instructions page. The current year document is posted under Establishing Budget Fiscal Years 2024-2025 Budgets and Closing Fiscal Year 2023.
2024 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2024 or process actual transfers for budget period 2024 before July 1. Minnesota Management and Budget's (MMB) SWIFT Module Support Unit will be monitoring for 2023 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 2023 Activity by June 30
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2023 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 2023.
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 30, 2023. 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:
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 2023 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 2024.
For questions about processing these transactions, please contact the SWIFT Help Desk.
BFY 2023 Closing Deadlines:
Vendor Ombudsperson – Acquisition Management Specialist
The Department of Administration is hiring for a permanent position supporting the SWIFT Procurement Team. The Vendor Ombudsperson/Acquisition Mgmt Spec position is a part of the operations/functional support unit. This position will support effective and efficient vendor utilization of the SWIFT system and serve as a vendor liaison for agencies on vendor-related matters. The Ombudsperson will be responsible for managing vendor communications, ongoing vendor training activities, and play a key role in planning, organizing, educating, and implementing the SWIFT vendor management activities and support across partnering agencies and internal or external vendor groups.
This position is eligible for a hybrid telework arrangement. Completion of a telework agreement will be required. Onsite attendance is required at least one (1) scheduled day per month or as requested by management to meet business needs.
The Vendor Ombudsperson - Acquisition Management Specialist, job ID 66658, vacancy will be open through 7/6/2023.
Minnesota Management and Budget is hiring a permanent Banking Services Director (State Program Administrator, Manager Principal) position. The Director oversees the banking services and cash management functions of state government. The position supervises staff in the Banking Services Section responsible for the state’s warrant processing, ACH and wire payments, cash positioning, account reconciliations, transaction approvals, account establishment and management, and other responsibilities
Banking Services Director – This position closes July 5, 2023.
This position will have the flexibility to telecommute, work a hybrid schedule, or work in the office. The incumbent will be required to complete a telework agreement. The incumbent may be expected to work in the office on occasion.
Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. Job ID is 66621.
Starting July 1, 2023, agencies will be able to directly select a certified TG/ED/VO company for a contract valued up to $100,000. To learn more about how to leverage Equity Select, please review the PowerPoint Instruction Guide.
As part of the expansion of the Equity Select program, the maximum amount allowed on BTG and DTG purchase orders will be increased from $25,000 to $100,000.
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Blanket Targeted Purchase Order (BTG) |
Used only for purchases from Targeted Group, Economically Disadvantaged, and Veteran Owned (TG/ED/VO) vendors when using Equity Select. They are amount-based (ranging from >$5,000.00 to $100,000.00). If referencing a contract, use Contract Document Types AGC, ASC, or PTK. |
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Direct Targeted Purchase Order (DTG) |
Used only for purchases from Targeted Group, Economically Disadvantaged, and Veteran Owned (TG/ED/VO) vendors when using Equity Select. They are quantity-based (ranging from >$5,000.00 to $100,000.00). If referencing a contract, use Contract Document Type AGC or ASC. |
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2023:
The sales and use tax rate changes apply to sales made on or after July 1, 2023. 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, 2023 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, 2023, 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.
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.
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.
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, 2023, 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.
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.
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MODULE |
WEBINARS/eLEARNING
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DATES |
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INTRO |
Introduction to EPM Data Warehouse/SWIFT |
6/7/23; 8/9/23 |
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INTRO |
Introduction to SWIFT Navigation webinar |
6/8/23; 7/20/23 |
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INTRO |
Overview of SWIFT Reporting webinar |
6/8/23; 7/12/23; 8/3/2023 |
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INTRO |
Introduction to SWIFT eLearning |
Anytime |
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AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
6/1/23 |
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AR |
SWIFT Accounts Receivable Direct Journal Deposits webinar |
8/8/23 |
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AR |
SWIFT Accounts Receivable Apply Payments to Invoices webinar |
8/9/23 |
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AR |
SWIFT Accounts Receivable Maintenance Worksheets webinar |
8/10/23
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BI |
SWIFT Billing Part 1 webinar |
7/26/23 |
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BI |
SWIFT Billing Part 2 webinar |
7/27/23 |
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EPM |
Build a My Dashboard for SWIFT Reports in EPM lab |
7/6/23; 9/7/23 |
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EPM |
Create a SWIFT All Expenditures Report in EPM lab |
7/11/23; 10/4/23 |
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EPM |
Create and Save an All Receipts Report in EPM lab |
7/13/23 |
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EPM |
SWIFT EPM Create and Save a New Analysis lab |
6/14/23 |
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EPM |
SWIFT EPM Create and Save the Manager's Financial Report lab |
7/20/23
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EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
7/13/23; 10/4/23 |
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EPM |
Use SWIFT Standard Reports in EPM lab |
7/18/23; 9/13/23 |
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KK |
SWIFT Budget Journal Administration webinar |
6/22/23 |
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PO |
SWIFT Cancel and Close Purchase Orders webinar |
6/13/23 |
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PO |
SWIFT Cancel Requisitions webinar
|
6/13/23 |
|
PO |
SWIFT Create Purchase Orders webinar |
6/6/23 |
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SS |
Strategic Sourcing Part 1: Create, Post, and Approve Events |
6/14/23; 8/29/23 |
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SS |
Strategic Sourcing Part 2: Analyze and Award Events |
6/14/23; 8/29/23 |
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SS |
SWIFT Strategic Sourcing eLearning |
Anytime |
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.
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