Primary navigation

    SWIFT Update July 18, 2024


    Voucher Clean-Up Reminder

    In preparation for the upcoming hard close, agencies should ensure all transactions are fully processed in SWIFT. To help identify unprocessed transactions in Accounts Payable, agencies can run the queries below:

    For Accounts Payable, agencies can run the M_AP_GBL_EXCEPTION query to see a complete list of vouchers with exceptions. Throughout the year, we recommend running this query for the entire current fiscal year and include past fiscal years. For previous fiscal years, it can be harder to clean up these vouchers due to closed accounting periods. If that is the case, please contact the SWIFT Help Desk for assistance.

    To assist with voucher maintenance, there are several queries agencies can run:

    • M_AP_GBL_DENIED_VOUCHERS: Vouchers that have been denied
    • M_AP_UNAPPROVED_VOUCHERS: Vouchers that have been denied or pending approval
    • M_AP_GBL_RECYCLED_VCHRS: Vouchers in recycle status
    • M_AP_GBL_VOUCHER_BUILD_ERROR: Interface vouchers that failed voucher build
    • M_AP_UNPAID_VOUCHERS: Vouchers that are unpaid
    • M_AP_GBL_UNPOSTED_JOURNAL_VCHR: Unposted journal vouchers
    • M_AP_GBL_BUD_EXCEPTION: Vouchers with budget exceptions
    • M_AP_GBL_MATCH_EXCEPTIONS: Vouchers with match exceptions
    • M_AP_GBL_NEGATIVE_VOUCHERS: Negative vouchers

    Hard close is scheduled for August 16, 2024. This is the deadline for processing most BFY 2024 transactions. Review denied vouchers or unposted journal vouchers which can still have valid budget status. Denied vouchers should be corrected, closed, or deleted. Journal vouchers that have been unposted must be reposted.

    Please see the Accounts Payable Quick Reference Guides for helpful information on deleting and closing vouchers in SWIFT.

    Reminder: Customer Refunds

    Refunding customers requires collaboration between Accounts Receivable (AR) staff and Accounts Payable (AP) staff. Refunds are initiated with a maintenance worksheet in the AR module. There is a batch process that shares refund information with the AP module where a voucher for the refund is generated to make payment. To make a refund payment to a customer, the customer must have a Supplier ID. Customers are set up at the Business Unit level, whereas Suppliers are shared enterprise wide for the State of Minnesota.

    Before starting a refund, you must locate the Supplier ID and connect it to the Customer record. The Customer and Supplier must be linked together for this process to work. Once the refund payment has been completed in the AP module, it is important for agency staff to disconnect that Supplier ID from their customer record. If you do not disconnect the Supplier ID, another agency wanting to process a refund, will be unable to connect the Supplier ID to their customer record. Therefore, no further refunds from other agencies can be processed for this customer.

    To learn more about customer refunds, please refer to the Processing Refunds Quick Reference Guide.

    Respond to Problem Reports

    Encumbrance Certification

    • Agencies must cancel all encumbrances for the fiscal year unless the agency head certifies that goods were purchased or services were rendered by June 30, 2024 (MS 16A.28).
    • Agencies must certify encumbrances by completing and returning the certification report to Minnesota Management and Budget (MMB).

    Appropriation Problem Reports

    • MMB will continue to send these out every Monday.
    • These reports identify appropriations that are over-obligated, over-extended, or have open requisitions (pre-encumbrances) or anticipated transfers.
    • Agencies must resolve these conditions by August 9, 2024, in preparation for hard close on August 16, 2024.

    Reminder: If payroll costs need to be moved to resolve any of these issues, the deadline for payroll mass expense transfers is noon on July 26, 2024.

    How to Process Transactions During the Close Period   

    The close period is July 1 through August 16, 2024. When entering transactions in the close period, do not let the Accounting Date default to the current date. Also, see instructions in the Annual Budget and Accounting Instructions - Document 3.

    A. Transfers

    Agency staff should always use the current date in the Journal Date field when entering budget transfers in SWIFT. The current date populates into the Journal Date field by default. BFY 2024 transfers processed after June 30 must reference the current date/date processed in the Journal Date field, and should not be backdated.

    B. Receipts

    • For SWIFT receipts that were deposited at the bank by June 30 but the deposit entry in SWIFT was not recorded by June 30, use an Accounting Date of June 30, 2024 and a Received Date of when you deposited the receipt at the bank.
    • For miscellaneous cash receipts (SWIFT directly journaled deposits) that are received July 1, 2024 or later and relate to FY 2024, agencies should use an Accounting Date of June 30, 2024 and a Received Date of the date the receipt was deposited at the bank.
    • Make sure that all miscellaneous cash receipt transactions (SWIFT Directly Journaled deposits) coded to Budget Fiscal Year (BFY) 2024 have a matching accounting Fiscal Year (FY) of 2024. Use an Accounting Date of June 30, 2024 or a prior date.
    • Process correcting direct journal entries for FY 2024 with an Accounting Date of June 30. These must be processed no later than August 16, 2024. See the Annual Budget and Accounting Instructions - Document 3 for further details and exceptions.

    C. Payments

    For payments, the Accounting Date is based on the Received Date of the goods or services. This Received Date may cause the Budget Date to be different. The goods or services must be received by June 30 to be in accounting FY 2024.

    D. Indirect Cost Payments

    To correctly account for indirect cost payments related to Fiscal Year 2024 that are made after June 30, it's essential to manually set the Accounting Date to June 30, 2024. Doing so prevents SWIFT from defaulting to the current date. Agencies should make all efforts to process these payments as promptly as possible. Review the open receivable activity reports located in the EPM Data Warehouse under the Accounts Receivable Dashboard to identify any outstanding invoices. Please note that these invoices do not include the federal portion as these are paid through a separate process.

    E. Capital Assets

    The SWIFT Asset Management module (AM) will close for FY 2024 activity at the hard close this year on August 16. Agencies should complete all FY 2024 AM transactions on or before that date. FY 2024 transactions entered between July 1 and August 16 must have an Accounting Date of June 30 or prior if they are to be recorded as FY 2024 transactions.

    ACFR Asset Certification reports will be available in the EPM Data Warehouse to aid in completing the Asset Certifications. The Capital Asset Certification worksheets and instructions will be emailed for agencies to complete on August 1 and due back August 19, 2024. Send capital asset certification questions to Rachel.Vasend@state.mn.us.

    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 Budget and Accounting Instructions Document 2 for details on how to enter Federal Indirect Cost Vouchers. You can find it on the SWIFT Budget and Accounting Instructions page.

    The reverse bilateral netting process will run on the following dates:

    • July 30, 2024
    • August 13, 2024

    Reminder: Payroll Budget Fiscal Year (BFY) 2024 Deadlines

    BFY 2024 Closing Deadlines:

    • 7/18/2024. BFY 2024 Business Expense, Travel Advance Settlements, and Business Expense Transfers must be completed by the end of the day.
    • 7/19/2024. BFY 2024 Prior Pay Period Adjustments and Retroactive Pay Adjustments must be completed by noon.
    • 7/26/2024. BFY 2024 Mass Expense Transfers must be completed by noon.

    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
    Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.

    DATES

    INTRO

    Introduction to SWIFT Navigation webinar

    7/23/24

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    INTRO

    Overview of SWIFT Reporting webinar

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

    9/5/24

    EPM

    Create a SWIFT All Expenditures Report in EPM lab

    10/3/24

    EPM

    Introduction to the EPM Data Warehouse for SWIFT webinar

    8/22/24

    EPM

    SWIFT EPM Formatting Your Report lab
    PM session Time, 2:00 p.m. - 3:30 p.m.

    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 1/7/25

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

    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:

    • 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 and Resources page.

    back to top