SWIFT Update June 30, 2016
SWIFT Availability (including Supplier Portal and Mobile Inventory)
SWIFT will be unavailable on Thursday, June 30, 2016, beginning at 6 p.m. for soft close. The system will become available on Friday, July 1, 2016, at approximately 12:00 p.m, once soft close is complete. A system notification email will be sent to users when the system becomes available.
SWIFT Data Warehouse EPM Batch
The EPM batch will be delayed on July 1st. An update will be sent to the SWIFT Data Warehouse email list once batch is complete.
Accounts Payable Update: Instructions for Payments to the U of M
When you make a payment to the University of Minnesota, Vendor ID 0000197383, please DO NOT enter information into the Customer Number field.
The University of Minnesota, Vendor ID 0000197383, is unable to electronically post some State of Minnesota payments. When they receive their ACH file from their bank, payments are uploaded to their accounts receivable system. For State of Minnesota payments, the bank file includes the Invoice ID from the Invoice No field in most instances. However, SWIFT has a customization that sends the Customer Number in place of the Invoice No if that field is populated on the voucher. This customization is needed for other vendors who are using the customer account number to post payments.
In an effort to minimize the amount of manual intervention by University staff, MMB is requesting that agencies avoid populating the Customer Number field on payments to the University.
Questions related to this issue can be directed to: EFThelpline.email@example.com.
Annual Budget and Accounting Instructions -- Doc 3
The Annual Budget and Accounting Instructions – Document 3 has been posted to the SWIFT Budget & Accounting Instructions webpage under the Establishing Budget Fiscal Year 2017 Budgets and Closing Fiscal Year 2016 heading.
New Purchase Order Document Types for Equity Select Purchases
As of July 1, 2016, you may directly select a Targeted Group (TG), Economically Disadvantaged (ED), or Veteran-Owned business for purchases up to $25,000. This change results from recent legislation to promote equity in procurement. See 2016 Laws, Chapter 189, Article 12, Sections 4 through 6. This new procurement method is called Equity Select.
When using Equity Select, use one of these two new SWIFT purchase order document types when you are entering either: 1) a purchase order for a one-time purchase up to $25,000; or 2) multiple purchase orders against a contract that has a value, including all extensions, up to $25,000.
Please pick the appropriate doc type:
• BTG – Blanket TG/ED/VO – Amount based purchase order for a single vendor.
• DTG – Direct TG/ED/VO – Quantity based purchase order for a single vendor.
Both document types are to be used for contract* and non-contract purchases where a TG/ED/VO certified vendor has been selected without obtaining other bids.
*NOTE: The BTG and DTG order types are currently available for non-contract purchases, the ability to reference contracts on these documents is in development and will be made available as soon as possible.
Buyers with ALP authority currently capped at $10,000 may use the new Equity Select method up to $25,000. If your agency or office has additional restrictions, please check with your supervisor about this option.
For questions about which vendors are eligible for Equity Select, contact The Office of Equity in Procurement:
• Phone: 651-201-2402
• Email: firstname.lastname@example.org
For questions about entering purchases in SWIFT, contact the SWIFT help desk.
OBIEE Update: Payroll Subject Areas Now Available
New subject areas comprised of Payroll data are now available in OBIEE (Oracle Business Intelligence Enterprise Edition), the SWIFT Data Warehouse query and reporting tool.
OBIEE Payroll Subject Areas include:
• Payroll - Deduction Detail
• Payroll - Earnings by Day
• Payroll - Leave Accrual
• Payroll - Processing Contacts
All users who have roles for Payroll data plus at least one General Warehouse role will have access to these OBIEE Payroll subject areas through the SWIFT Data Warehouse Access page on the SWIFT Administrative Portal.
More detail about these reporting resources can be found on the SWIFT Data Warehouse Bulletins page.
New Purchase Order Receipt QRG Posted
The "Create a Purchase Order Receipt" Quick Reference Guide is now available on the Purchase Orders reference page.
New OBIEE Data Dictionary QRG Posted
The "OBIEE Data Dictionary" Quick Reference Guide is now available on the SWIFT Data Warehouse Training page.
The OBIEE Data Dictionary is the hover over text that is displayed as you navigate OBIEE, the SWIFT Data Warehouse query and reporting tool. The text is updated on an ongoing basis to provide helpful information about each column or field.
Statewide Financial Policies and Procedures
The following Statewide Operating Policy has been updated and posted to the Statewide Financial Policies webpage (http://mn.gov/mmb/accounting/state-financial-policies/) of the MMB website under Chapter 6:
• MMB Statewide Operating Policy 0602-01 Recording and Depositing Receipts
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 SWIFTHelpDesk.MMB@state.mn.us
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.
To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.