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SWIFT Update July 21, 2016

Reminder: SWIFT FY 2016 Closing Deadlines Approaching

This is a reminder that many FY 2016 closing deadlines are fast approaching. These are important tasks which agencies need to accomplish to ensure a successful hard close on August 12th. The full schedule is available on the Budget and Accounting Instructions web page.

Accounts Payable Update: Targeted Vendors

Beginning Monday, July 25th, the Accounts Payable module will be updated to adjust Pay Terms for online vouchers from Net 30 to Net 15 days for vendors that are currently certified in SWIFT as Targeted Group (TG), Economically Disadvantaged (ED) or Veteran Owned (VO).  This update may result in vouchers paying 15 days earlier for TG/ED/VO vendors.  AP users will receive a message: "TG, ED or VO certified vendor. Pay Terms set to 15 days."  This change will not affect the current prompt pay calculations and users will still be able to update the Pay Terms field to take advantage of any discounts or to make an earlier payment.

This modification was requested by the Department of Administration and the Contracting Practices Committee of the Governor’s Diversity & Inclusion Council.

Purchase Order Close Job Scheduled for July 29th and Hard Close Weekend

Due to the large number of purchase orders processed by agencies each fiscal year, the PO Reconciliation (PO Close) job will be run three times this year, instead of the usual two, to assist in closing FY 2016 purchase orders.
    •    The first PO Close job was run on May 13th
    •    The next PO Close job is scheduled to run on Friday, July 29th
    •    The job is scheduled to run again on the FY 2016 hard close weekend of August 12th

The PO Close job closes purchase orders that have been fully matched by setting the PO status to “Complete”. See the SWIFT Procurement Year End Processing Tips document for additional information about the PO Close job along with other procurement year document processing options and tips.

Remember, you can prevent the PO Close job from closing a fully matched order by clicking the “Hold From Further Processing” checkbox on the PO header page should you plan on increasing the order at a later date.

New SWIFT Purchase Order Reference Guides Posted

The following new Purchase Order User Guides are now available on the Purchase Order reference page.
    •    Purchase Order Receiving (PO3)
    •    Create and Update Purchase Orders for Contract Encumbrance Roles (PO4)

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

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.

SWIFT Training

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.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

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