In preparation for the upcoming hard close, agencies should ensure fiscal year 2020 transactions are fully processed in SWIFT. For Accounts Payable, agencies can run the M_AP_GBL_EXCEPTION query to see a complete list of vouchers with exceptions. At year end, we recommend including the entire fiscal year (i.e., Accounting Dates from 7/1/2019 to 6/30/2020) when running this query. After hard close, agencies will not be able to process transactions with Accounting Dates prior to July 1, 2020.
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:
As part of the year-end cleanup activities, the Purchase Order Reconciliation (PO Recon) job will be run the weekend of Friday, August 21.
The PO Recon job closes purchase orders that agencies fully matched by setting the Status to “Complete”. See the SWIFT Procurement Year End Processing Tips for additional information. The Procurement Closing Information is at the bottom of the page.
Remember, you can prevent the PO Recon job from closing a purchase order by selecting the “Hold From Further Processing” checkbox on the purchase order header page. You can use this checkbox if you plan on increasing the purchase order at a later date.
During the summer, the SWIFT Training team is offering a limited number of webinars due to the fiscal year-end. The trainers are offering individual sessions instead. Please contact the Help Desk to schedule a session. We continually work on SWIFT training videos.
The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.
To find and enroll in SWIFT webinars, open the Self Service or Administrative Portal and select the ELM tile. On the Learning Management page, select Find Learning on the left menu. On the Find Learning page, enter “SWIFT” in the Description field and choose Search. Seats are available in the following webinars:
|
Webinar |
Date |
Time |
|
Introduction to SWIFT (Navigation) |
August 5, 2020 |
9:30 am to 11:30 am |
|
Introduction to SWIFT (Reporting) |
August 12, 2020 |
9:30 am to 11:00 am |
|
Introduction to SWIFT (Navigation) |
August 19, 2020 |
9:30 am to 11:30 am |
|
Introduction to SWIFT (Reporting) |
August 26, 2020 |
9:30 am to 11:00 am |
You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.
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:
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.
