SWIFT, including the Supplier Portal and Mobile Inventory, will be unavailable on Saturday, October 12 through Sunday October 13, 2024, for the PeopleTools patch upgrade.
Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.
Reminder to Buyers:
Please be aware of the system downtime, including the Supplier Portal. Avoid scheduling events to close between October 12 and October 13. Depending on when the system comes up, bidders and suppliers may or may not have time to enter bid responses if an event is scheduled to close over the weekend.
Wire Payments
As a reminder, all wire payment requests with completed documentation must be submitted no later than 3 p.m. for next-business day processing to syscomp.mmb@state.mn.us. Completed documentation includes the Form 0802-02-03X Wire Transfer Form and Form 0802-02.01F Warrant Request Form.
We kindly ask that agencies submit this information as soon as possible, but no later than the business day before you want the wire processed. This allows appropriate time to review the documentation and SWIFT voucher. Errors in documentation or voucher processing may cause delays in sending the wire payments on the day as requested. For assistance with the wire transfer process, please contact System Compliance, syscomp.mmb@state.mn.us.
Agencies must use an Accounting Date in an open period when creating a bill in the Billing module. The current open periods are 7/1/2024 through 12/31/2024. SWIFT no longer allows agencies to save a bill in a RDY (Ready) status if the Accounting Date is not in an open period.
SWIFT Process Issues in Billing and Accounts Receivable
SWIFT Module Support is reporting an increase in Process Instance issues when manually running processes such as Single Action Invoice (SAIP) and ARUpdate. To avoid these issues, we are asking users to do the following:
We appreciate your cooperation and apologize for any inconvenience. If you have questions or experience issues, please contact the SWIFT Help Desk by email or phone at 651-201-8100, option 2.
Late Payments on Purchasing Card Statements
US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank and available to view in SWIFT. However, the Late Payment transaction cannot be reconciled the same way other transactions are reconciled.
To pay a late fee associated with a PCard statement, agencies must manually add this fee to their monthly PCard voucher by adding a line and entering the information. Make sure to enter Late Payment Charge in the Description field. In the Account field use Expense code 430008 (Interest Pd To Vend Late Pymt). After the line has been added, provide the voucher number to Angie Brandt, and she will remove the transaction from the PCard pages.
As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.
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 |
10/15/24 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
INTRO |
Overview of SWIFT Reporting webinar
|
10/10/24; 11/7/24; 12/12/24 |
|
AR |
SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar |
1/7/25 |
|
AR |
SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar |
1/8/25 |
|
AR |
SWIFT Accounts Receivable Part C: Maintenance Worksheets |
1/9/25 |
|
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 |
1/16/25 |
|
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 |
10/23/24 |
|
EPM |
SWIFT EPM Create and Save a New Analysis lab |
10/9/24 |
|
EPM |
SWIFT EPM Formatting Your Report lab |
09/24/24 |
|
EPM |
SWIFT EPM Manager's Financial Report |
10/30/24 |
|
EPM |
Use SWIFT Standard Reports in EPM lab |
1/16/25 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
12/3/24 |
|
KK |
SWIFT Budget Journal Administration webinar
|
10/23/24 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
10/1/24 |
|
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.
