Annual Budget and Accounting Instructions - Document 3
The Annual Budget and Accounting Instructions - Document 3 was released last week. This document provides instructions to agencies on preparing for the state's fiscal year close. Agencies on the Accounting Coordinators list should have received this report via email. It will also be available on MMB's website at http://mn.gov/mmb/accounting/swift/budg-acct-instr/.
The Location Field on the PO Distribution Controls Where an Asset's Assigned Location is in the Asset Management module of SWIFT
When purchasing an asset item it is important to verify the value in the Location field on the PO distribution. The Location entered on the Details/Tax tab also is used to assign the location of the asset(s) in the Asset Management (AM) system. The Location field should be updated to the location value where the asset will be delivered as this controls both the amount of sales taxes paid and where the asset is located. Agencies can change the Location in the AM system once it has been interfaced.
Asset Profiles are assigned to selected categories in SWIFT as a default value. The default may be changed or deleted for each distribution of the order. The item being purchased will interface to the AM system if it is assigned an Asset Profile ID. The Profile ID field is on the Asset Information tab of the distribution. If this field is populated with a value it will be sent to the AM system as an asset.
The Location code that defaults when creating an order is typically from the Buyer setup. While it is important to check the Location on each order, it is more important when entering a new PO to verify the defaulted value. To view the default value for your buyer record, navigate to the Buyer Setup page below. To change the default values on your buyer record you will need to submit a security change request.
Changes to SWIFT Data Warehouse
On July 19th, MMB made changes to the All Expenditure and All Receipts Subject Areas in OBIEE. The changes ensure all SWIFT transactions coded to revenue accounts are included in the All Receipts Subject Area and all activity coded to expense accounts are included in the All Expenditure Subject Area. Users who have developed OBIEE reports with prompts against the All Expenditure Subject Area may need to adjust their reports to get them to run.
Agencies who currently download data from the SWIFT Data Warehouse staging tables should be aware that as of July 21st the Expenditure and Receipts Detail X3 tables were made available and contain more complete information on each transaction. If agencies need the additional information, the data extractions should be repointed to the X3 tables. While the X2 tables will continue to be available, agencies are encouraged to use the X3 tables for new development and to change existing extracts to the X3 tables.
Agencies running reports from the data warehouse staging tables should be aware that as of July 21st the Expenditure and Receipt Detail X3 tables were made available and contain more complete information than what is currently on the X2 tables. The X2 tables will still exist and be refreshed each night so agencies can make this transition at their leisure.
For additional information, please see the latest bulletins posted on the SWIFT Data Warehouse website, http://mn.gov/mmb/accounting/swift/reporting/swift-data-warehouse/bulletins/.
SWIFT Help Desk
Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.
651-201-8100, option 2; Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
Additional reference information can be found on the SWIFT website.
SWIFT Update Listserv
The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to a larger listserv composed of SWIFT end users - to be removed or added to this SWIFT Update list, go to the SWIFT Newsletter List
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