SWIFT Update September 5, 2024

Statewide Systems Maintenance

All statewide systems will be unavailable due to a PeopleTools patch upgrade starting Saturday, September 7 through Sunday, September 8. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience. This upgrade will have minimal impact on user experience and no impact on application processing.

Users must clear their internet browsing history and cache before they log into these systems on Monday, September 9.

If you experience difficulties trying to log in, view data, or access data in any of the statewide systems mentioned above, clearing your browsing history and cache may help resolve these issues.

Impacted systems include:

  • Self Service
  • SEMA4
  • Recruiting Solutions
  • SWIFT (Including Mobile Inventory)
  • EPM Data Warehouse
  • Appropriate Maintenance Application (AMA)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Fiscal Note Tracking System (FNTS)
  • Learning Management (ELM)

Thank you,

MMB Systems Team

Help Desk Hot Topic: Where is my Customer Invoice?

Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Question: An invoice was created for one of our customers. I received payment and cannot find the item (Invoice ID) to apply the payment and complete the deposit. What should I do?

Answer: Generally, if you cannot find a reference item (Invoice) in the Accounts Receivable module, it is because the invoice was not fully processed by the Single Action Invoice Process (SAIP).

  1. Navigate to the Bill Summary Info pages in the Review Billing Information folder. Navigation: Accounting, Billing, Review Billing, Summary.
  2. Search for the invoice on the Find an Existing Value page for Bill Summary.
  3. The Bill Summary Info page displays. Verify “INV” (Invoiced) displays in the Bill Status field. This indicates whether SAIP has generated an invoice from the bill.
  4. Select the Bill Summary Info 2 tab to view other status indicators. Verify the appropriate statuses have checkmarks in the checkboxes. Checkmarks are required in the following checkboxes:
    • Attach Invoice Image
    • Invoice Printed
    • Currency Converted
    • GL Entries Created
    • AR Pending Item Created

Bill Summary Info 2 checkboxes

  1. If any required boxes are not checked, refer to the Troubleshoot Single Action Quick Reference Guide to help you correct the bill and run it through SAIP.

Self Service Time Entry – Additional Holiday Built in Error for 9/10/2024

When Self Service Time Entry was built for pay period ending (PPE) 9/10/2024, an additional holiday was included in error for 9/4/2024. Statewide Payroll Services has worked with our MNIT partners to update the database and remove the second holiday entry from Self Service time sheets. Please ensure Time Only and Time and Labor reporters update their Earn Code(s) and hours for September 4, as appropriate.

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
Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.

DATES

INTRO

Introduction to SWIFT Navigation webinar

10/15/24

INTRO

Introduction to SWIFT eLearning

Anytime

INTRO

Overview of SWIFT Reporting webinar
9/10/24 Time, 8:30 a.m. - 10:00 a.m.

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

11/5/24

BI

SWIFT Billing Part 1 webinar

11/13/24

BI

SWIFT Billing Part 2 webinar

11/14/24

EPM

Build a My Dashboard for SWIFT Reports in EPM lab

01/16/25

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

10/22/24

EPM

SWIFT EPM Create and Save a New Analysis lab

10/9/24

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

01/16/25

EPM

Understand the SWIFT Data in the EPM Data Warehouse webinar

9/12/24

KK

SWIFT Budget Journal Administration webinar
Time, 9:00 a.m. - 11:15 a.m.

10/23/24

PO

SWIFT Create Purchase Orders Overview webinar

10/1/24

SC

SWIFT Create a Supplier Contract Shell webinar
Time, 9:00 a.m. - 10:00 a.m.

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
 Time, 1:00 p.m. - 2:30 p.m.

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:

  • Your Business Unit
  • Description of the issue/question
  • SWIFT 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 Training Guides and Resources page.