SWIFT Update July 20, 2023

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:

August 1, 2022

August 15, 2022

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, 2023 (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 11, 2023, in preparation for hard close on August 18, 2023.

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 28, 2023.

Review Vouchers to Prepare for Hard Close

In preparation for the upcoming hard close, agencies should ensure fiscal year 2023 transactions are fully processed in SWIFT. For Accounts Payable, agencies can run the M_AP_GBL_ EXCEPTION _NO_ACCT_DT query to see a complete list of vouchers with exceptions. After hard close, agencies will not be able to process transactions with Accounting Dates prior to July 1, 2023.

Agencies should also be completing regular voucher maintenance including fixing, closing, or deleting vouchers in recycle status, voucher build errors, budget exceptions, match exceptions, or vouchers that have been denied including journal vouchers. Voucher maintenance is usually more difficult after hard close.

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

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

Finance Accounting Supervisor – SWIFT Module Support

Minnesota Management and Budget (MMB) is hiring a Finance Accounting Supervisor supporting SWIFT (StateWide Integrated Financial Tools).

This position supervises the SWIFT Module Support Unit that provides assistance and training to state agencies to optimize their use of the state accounting and procurement tools, SWIFT, and supports effective financial management for their programs. This position also provides accounting and administrative support services to small agencies, controls appropriation entry, coordinates the annual fiscal year end process, and provides functional analysis, design and testing of system changes to SWIFT.

This position will have the flexibility to telecommute, work a hybrid schedule, or work in the office. 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 #67426.

How to Process Transactions During the Close Period

The close period is July 1 through August 18, 2023. 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 2023 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, 2023 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, 2023 or later and relate to FY 2023, agencies should use an Accounting Date of June 30, 2023 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) 2023 have a matching accounting Fiscal Year (FY) of 2023. Use an Accounting Date of June 30, 2023 or a prior date.

Process correcting direct journal entries for FY 2023 with an Accounting Date of June 30. These must be processed no later than August 18, 2023. 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 2023.

D. Indirect Cost Payments

If you make indirect cost payments after June 30 that relate to FY 2023, enter the Accounting Date of June 30, 2023. Change this field manually; do not let this date default as SWIFT will default it to the current date.

E. Capital Assets

The SWIFT Asset Management module (AM) will close for FY 2023 activity at the hard close this year on August 18. Agencies should complete all FY 2023 AM transactions on or before that date. FY 2023 transactions entered between July 1 and August 18 must have an Accounting Date of June 30 or prior if they are to be recorded as FY 2023 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 21, 2023. Send capital asset certification questions to Travis.Creel@state.mn.us.

Reminder: Payroll Budget Fiscal Year (BFY) 2023 Deadlines

BFY 2023 Closing Deadlines:

7/20/2023 - BFY 2023 Business Expense, Travel Advance Settlements, and Business Expense Transfers must be completed by the end of the day.

7/21/2023 - BFY 2023 Prior Pay Period Adjustments and Retroactive Pay Adjustments must be completed by noon.

7/28/2023 - BFY 2023 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 EPM Data Warehouse/SWIFT

8/9/23; 10/12/23

INTRO

Introduction to SWIFT Navigation webinar

8/15/23; 9/12/23; 10/17/23

INTRO

Overview of SWIFT Reporting webinar

8/3/2023; 9/7/2023

INTRO

Introduction to SWIFT eLearning

Anytime

AP

SWIFT Create Vouchers Overview in Accounts Payable webinar

8/1/23

AR

SWIFT Accounts Receivable Direct Journal Deposits webinar

8/8/23

AR

SWIFT Accounts Receivable Apply Payments to Invoices webinar

8/9/23

AR

SWIFT Accounts Receivable Maintenance Worksheets webinar

8/10/23

BI

SWIFT Billing Part 1 webinar

7/26/23

BI

SWIFT Billing Part 2 webinar

7/27/23

EPM

Build a My Dashboard for SWIFT Reports in EPM lab

9/7/23

EPM

Create a SWIFT All Expenditures Report in EPM lab

10/4/23

EPM

SWIFT EPM Create and Save a New Analysis lab

9/28/23

EPM

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

9/20/2023

EPM

Understand the SWIFT Data in the EPM Data Warehouse webinar

10/4/23

EPM

Use SWIFT Standard Reports in EPM lab

9/13/23

PO

SWIFT Create Purchase Orders webinar

8/8/23

SC

SWIFT Create a Supplier Contract Shell webinar
Time, 9 a.m. - 10:am

8/17/23

SC

SWIFT Import and Process Contract Document Electronically webinar
Time, 1:00 p.m. - 2:00 p.m.

8/17/23

SS

Strategic Sourcing Part 1: Create, Post, and Approve Events

8/29/23

SS

Strategic Sourcing Part 2: Analyze and Award Events
Time, 1:00 p.m. - 2:30 p.m.

8/29/23

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.

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