Statewide Systems Maintenance

All Statewide systems will be unavailable due to system maintenance Saturday, September 17 at 6:00 a.m. through Sunday, September 18 at 2:00 p.m. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.
 
Impacted systems include:
  • Self Service
  • SEMA4
  • Recruiting Solutions
  • SWIFT (Including Supplier Portal and Mobile Inventory)
  • SWIFT Data Warehouse (EPM)
  • Appropriate Maintenance Application (AMA)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Fiscal Note Tracking System (FNTS)
  • Enterprise Learning Management (ELM)
 
Thank you,
MMB Systems Team

Financial Sanction Message on Vouchers

When saving your voucher, you may receive the Financial Sanctions error as seen in this example. This is a system edit requiring MMB to review the supplier before the voucher will process for payment. If you receive this message, please email the MMB Supplier Support team for assistance: vendor.mmbefax@state.mn.us.

How to Distinguish Customers and Suppliers

Customers and Suppliers.These terms refer to entities such as individuals or organizations that do business with the State of Minnesota. An entity can be both a supplier and a customer. In SWIFT, customers and suppliers are setup and maintained separately.

Customers. Customers are entities that purchase goods and services from State agencies. In SWIFT, external customers are generally set up at the Set ID level and maintained separately by each agency. In some instances, Set IDs within an agency can share customers if requested when creating a new Business Unit. Interagency customers are set up centrally by SWIFT Module Support. SWIFT stores customer information in both the Accounts Receivable and Billing modules. If a customer has billing questions, refer them to the invoicing agency.

Suppliers. Generally, suppliers are entities that provide goods and services to the State of Minnesota, but also includes anyone who receives payments from the State. Suppliers are shared across all State agencies under the “Share” Set ID. Suppliers that provide goods and services can view their contracts, purchase orders, and payments through the Supplier Portal. They can request to update banking information, addresses, and contacts. The Supplier Support team approves registration and change requests. SWIFT stores supplier information in the Supplier module. Direct any questions from suppliers to the SWIFT Vendor Resources on Minnesota Management and Budget’s website.

Reminder: Notice on End of Fergus Falls Local Tax   

The Minnesota Department of Revenue will no longer administer the following sales and use taxes effective October 1, 2022:

• Fergus Falls Sales and Use Tax 0.5%

The sales and use tax rate changes apply to sales made on or after October 1, 2022. They will be in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

Agencies entering purchase orders prior to the October 1, 2022 tax effective date, will have the old rate calculated and will need to update their purchase orders.

Purchase orders entered in SWIFT on or after October 1, 2022, will calculate the new tax rates for each county/city. Existing purchase orders and/or their vouchers will need to be adjusted to pay the correct tax if delivery occurs after various dates. Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates.

For assistance in changing the sales tax on a purchase order, please consult the Update Sales Tax Settings on Purchase Orders guide.  

Reminder: Impact of New Local Tax

Please see the Minnesota Department of Revenue tax notice for the appropriate city or county for guidance in handling purchase orders and payments during the transition period.

Impact on Accounts Payable: Vouchers entered in SWIFT on or after the tax effective date will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To locations within these jurisdictions.

Impact on Purchase Orders: SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after October 1, 2022, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing purchase orders may or may not need to have the tax code updated on the PO if payment can be processed during any allowed grace period(s), again, see the general notice for each county/city. Previously any Ship To addresses in affected cities may have used the tax code of 0000, State Tax only. To calculate the new combined rate, state and local tax rate, the tax code(s) on the purchase order must be updated to the new tax code(s) from the 0000 tax code. Because of the various transition rules, these codes will not be updated by SWIFT and must be updated by the purchase order buyer. 

SWIFT and EPM Data Warehouse Training

The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

• Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
• SWIFT Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
• EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
• eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you can request a Certificate of Completion.
• One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at SWIFTHelpDesk.MMB@state.mn.us.

Upcoming SWIFT Training

To enroll in a SWIFT training, sign in to Self Service or the Administrative Portal and select the Learning Management tile.

1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
2. From the Search Results, select the webinar you would like to take.
3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

Currently, there are seats still available for the following webinars and eLearning.

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 page.

SWIFT Update Newsletter

The SWIFT Update is sent to everyone on the SWIFT Update subscription list. To subscribe or unsubscribe to this newsletter, use the links below.