Year End Hard Close - FMS Availability
The SWIFT Financial Management System (FMS) will be unavailable on Friday, August 16, 2024, beginning at 6 p.m. for hard close. The system will become available on Monday, August 19, 2024, at 6 a.m.
What happens at hard close?
First, the fiscal year (accounting year) is closed and agencies can no longer enter an accounting date prior to July 1, 2024, meaning nothing further can be processed against that year.
Second, any unencumbered balances in BFY 2024 appropriations, depending on the appropriation type, are either closed or rolled forward. Exceptions include continuing or education aids appropriation types where the closing process does not affect unencumbered balances. After the close, agencies can make payments against encumbrances and can cancel encumbrances if no longer needed. Agencies can still deposit receipts to the prior budget fiscal year.
Reminder to Buyers: Please be aware the system downtime includes the Supplier Portal. Avoid scheduling solicitation events to close early next week as responders may need extra time to submit bid responses.
Updated Warrant Policy, Procedure, and Forms
MMB updated the policy, procedure, and forms related to Warrant Special Handling Request. The documents can be accessed on MMB's web page, Chapter 8 - Expenditures.
MMB Statewide Operating Policy 0802-02 Warrant Special Handling Request
Please note that in accordance with updated Policy 0802-02 Warrant Special Handling Request, authorized signatures are required on the following forms: Memo to Request a Stop Payment, Request for Address Corrections, Wire Transfer Request, Warrant Special Handling Request, and Request for Refund of Sales Tax.
To adhere to Policy 0802-02 Warrant Special Handling Request, agencies are required to complete and return to MMB, Form 0802-02.02F Authorized Signatures, which serves as the delegation of staff identified as authorized signers and authorized to pick up warrants.
Note: the Vendor Payments team will be emailing an assignment for agencies to review and update their delegated staff for authorized signature and authorized pickups at the end of August. The completed assignment will be due to MMB by September 13, 2024. We thank you in advance for your prompt attention and response to this assignment because MMB will be unable to process future requests if they are not signed by authorized staff.
Wire Payments
Reminder that all wire payment requests with completed documentation must be submitted no later than 3 p.m. for next day processing to syscomp.mmb@state.mn.us.
We kindly ask that agencies submit this information as soon as possible the day before the wire is to be processed. This allows appropriate time to review the documentation and SWIFT voucher. Errors in documentation or voucher processing may cause delays in wire requests being sent on the day requested by the agency.
The completed documentation should include the Form 0802-02-03X Wire Transfer Form and Form 0802-02.01F Warrant Request Form.
If you are requesting a foreign wire transfer payment, please include the IRS W-8 series form, Foreign Supplier Payment Intake Form, Form 0802-02-03X Wire Transfer Form, and Form 0802-02.01F Warrant Request Form.
Purchase Order Close - Friday, August 16, 2024
As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run Friday, August 16, 2024. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete."
For additional information on this job, see the SWIFT Procurement Year End Processing Tips.
Remember, you can prevent the PO Reconciliation job from closing a purchase order by selecting the "Hold From Further Processing" checkbox on the purchase order header page.
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
|
DATES |
|
INTRO |
Introduction to SWIFT Navigation webinar |
9/4/24 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
INTRO |
Overview of SWIFT Reporting webinar
|
8/8/24; 9/10; 10/10 |
|
AR |
SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar |
9/17/24 |
|
AR |
SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar |
9/18/24 |
|
AR |
SWIFT Accounts Receivable Part C: Maintenance Worksheets |
9/19/24 |
|
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
8/20/24 |
|
BI |
SWIFT Billing Part 1 webinar |
8/28/24 |
|
BI |
SWIFT Billing Part 2 webinar |
8/29/24 |
|
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab
|
9/5/24 |
|
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
10/3/24 |
|
EPM |
Create a SWIFT All Receipts Report in EPM lab |
10/16/24 |
|
EPM |
Introduction to the EPM Data Warehouse for SWIFT webinar |
8/22/24 |
|
EPM |
SWIFT EPM Create and Save a New Analysis lab |
8/22/24 |
|
EPM |
SWIFT EPM Formatting Your Report lab |
9/24/24 |
|
EPM |
SWIFT EPM Manager's Financial Report |
10/30/24 |
|
EPM |
Use SWIFT Standard Reports in EPM lab |
9/5/24 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
9/12/24 |
|
KK |
SWIFT Budget Journal Administration webinar
|
10/23/24 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
8/15/24 |
|
SC |
SWIFT Create a Supplier Contract Shell webinar
|
1/7/25 |
|
SS |
SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar |
11/14/24 |
|
SS |
SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar |
11/14/24 |
|
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:
Additional assistance can be found on the SWIFT Training Guides and Resources page.
