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SWIFT Update September 26, 2019


Sneak Peek: New Help Feature and Global Search in SWIFT

When you login to SWIFT in December, you'll see a new Need Help button and Global Search icon.

Need Help?
The Need Help? button is available in all SWIFT modules when you use a page.  It includes Quick Reference Guides (QRG), SWIFT Help Desk information, and Common Utilities.
These help pages will open up in a separate window so you can review the resource while you are working on a transaction.
9.2 Need Help 

Global Search
The new Global Search drop-down menu is available on the top menu bar on every page in SWIFT. Select the drop-down list to search in a module, or select “All” to search across all modules. Type your search criteria in the Search field, and press the Search (>>) button. SWIFT modules to search by include the following:

9.2 Global Search

  • Asset Management
  • Catalog Items
  • Supplier Contract Documents
  • General Ledger
  • Accounts Payable
  • Requisitions
  • Purchasing/Procurement
  • Supplier Information


NEEDED! SWIFT User Acceptance Accessibility Testing Event We are currently working on a limited upgrade to SWIFT, the state’s accounting and procurement system. We are entering our user acceptance testing phase of the project. If you use assistive technology with SWIFT, we need your help to check whether you can conduct your normal business transactions in the upgraded SWIFT system using assistive technology. Please join the user acceptance testing event.

Testers must meet all the following criteria:
  • Access SWIFT on a regular basis to perform your work
  • Use assistive technology such as JAWS, NVDA, or Keyboard
  • Are available to come to the test lab at Minnesota Management and Budget on Monday, October 7

The test will involve performing your regular work functions with a test version of the upgraded SWIFT system. If you identify issues during testing, we will work to address the issue before the system goes live in December.
If you are interested in volunteering for this event, please send an email to SWIFT.project@state.mn.us by Monday, September 23. Indicate your willingness to attend this event. Include your name, agency, contact information and the type of assistive technology you use. To request a reasonable accommodation to enable you to participate in this event, please contact Laurie.m.Hansen@state.mn.us. Background on accessibility testing for this project

We have been testing the accessibility of the SWIFT system and fixing associated issues throughout the life of the project. In addition, we contracted with a third-party vendor who used sighted and non-sighted auditors to test the system with a variety of assistive technology tools and devices. Accessibility-related issues identified to date have been analyzed, logged, and fixed based on the priority of the issue. Some issues were sent to the software vendor to be addressed. We expect to receive fixes from the software vendor in future patches after the project launches. User acceptance testing with assistive technology is another element of our accessibility testing plan.

For more information about the project see the SWIFT, Self Service, and Administrative Portal Upgrade website.


SWIFT Time Out Issues

MMB is aware that some statewide system users are experiencing an issue that kicks them out of SWIFT, returns a blank screen, or sends them back to a home page.

We are working to find the root cause of the issue and are in consultation with the software vendor. We suggest you save work frequently in the system to avoid losing it.

If you experience this issue, please send an email to the SWIFT Help Desk (swifthelpdesk.mmb@state.mn.us) with a brief description of your experience. Include the date, time, browser, and device used (desktop, tablet, or phone).


Notice on New Local Taxes

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective October 1, 2019:

The following local sales and use taxes will be increasing, starting on October 1, 2019.

The sales and use tax rate changes apply to sales made on or after October 1, 2019. 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.

Purchase orders entered in SWIFT on or after October 1, 2019, 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 PO, please consult the Sales Tax Settings on Purchase Orders guide.


Impact of the New Local Tax 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.

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

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 Tuesday October 1, 2019, 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 Help Desk

  • Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
    651-201-8100, option 2 or by email  SWIFTHelpDesk.MMB@state.mn.us
  • Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
  • When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:
  • Issue Description
  • Business Unit
  • 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 Reference Guide page.

SWIFT Update Mailing List

  • The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

Printing the SWIFT Update

  • If you are experiencing issues printing this update, download a PDF version and print that version
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