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SWIFT Update August 7 2014


Year End Hard Close - FMS Availability

The SWIFT Financial Management System (FMS) will be unavailable on Friday August 15, 2014, beginning at 6 pm for hard close and to make a year-end copy of production for point in time reporting. The system will become available on Monday August 18, 2014 at 6 am.

FMS Year End Reporting for 2014

FY 2014 Hard Close information will be available from the FMS Year End Reporting page the week of August 25th.

SWIFT FMS System Status Page

The SWIFT system status page can be found on MMB's new website: 
To subscribe to receive email system status updates, please navigate to this page and click on SWIFT System Status Emails link.

Reminder: Encumbrance Certifications due August 15, 2014

The Prior Year Encumbrance Certification Reports that were sent to agency accounting coordinators are due August 15th, 2014. Your prompt attention in certifying valid encumbrances or canceling unneeded encumbrances is appreciated. Please call Patty Moris at 651-201-8192 with any questions.

Purchase Order Close Scheduled for Hard Close Weekend

The PO Reconciliation (PO Close) job is scheduled to run on the hard close weekend of August 15th. The PO Reconciliation 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 Reconciliation job along with other procurement year document processing options and tips. Remember you can prevent the PO Reconciliation 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.

Upload a File to the Buyer's Workbench

If you have a large amount of POs to close for the year end encumbrance certification process, see page 9 of the SWIFT Procurement Year End Processing Tips guide on the process for uploading a CSV file, comma separated file, to the Buyer's Workbench. An Excel file can easily be saved as a .csv file by selecting "CSV (comma delimited)(*.csv)" in the "Save as type:" drop down menu in Excel. Utilizing the CSV upload to the Buyer's Workbench feature can save considerable processing time for those users with many POs that have to be closed.

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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