SWIFT Update October 1, 2020
REMINDER: End of East Grand Forks Local Tax
The Minnesota Department of Revenue will no longer administer the following sales and use taxes effective October 1, 2020:
East Grand Forks 1% Sales and Use Tax Ends September 30, 2020
The sales and use tax rate changes apply to sales made on or after October 1, 2020. 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, 2020 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, 2020 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.
Impact of Local Tax Change
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, 2020, 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 purchase order if payment can be processed during any allowed grace period(s). See the notice for each impacted county or 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.
Help Desk Hot Topic
The Help Desk Hot Topics feature Frequently Asked Questions answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new.
Q.How do I close a purchase order?
A. You can cancel or close a purchase order in four different ways depending on the status and type of update. You may be able to cancel or close all or part of it.
1. Cancel a purchase order that has no receipts or vouchers against it directly on the purchase order.
2. Close a purchase order that references a contract using a change order and the Buyer's Workbench.
3. Close a purchase order that does not reference a contract in the Buyer's Workbench.
4. Create a csv file and then close multiple purchase orders in the Buyer's Workbench.
For more information about closing purchase orders, refer to the Purchasing reference guides. There is also a new video demonstrating the basics for canceling and closing purchase orders.
New Online Learning for Purchase Orders
Need to learn (or remember) how to create, or cancel and close a purchase order, or set up temporary approver in the Purchase Order module in SWIFT? Check out the latest series of video tutorials demonstrating the step-by-step process, including:
Spotlight on SWIFT Staff
Get to know the SWIFT Help Desk members who answer your calls, respond to your emails, and make sure that you get the information you need. This spotlight is Sheilah Kue, Help Desk Support on the SWIFT Help Desk and Training team at Minnesota Management and Budget (MMB).
How long have you been with MMB? I have been with MMB for a total of 3 ½ years. I started with Enterprise Employee Resources and was there for 2 years. I left to work at DNR for 6 months. I returned to MMB working in Fiscal Services. Now, I’ve been with the SWIFT Help Desk for almost a year. What's your favorite part of your job? Besides having an awesome team to work with, I am always learning something new.
Fun Fact: My household is dominated with girls. I have 3 daughters and 2 puppies (American pitbull and Malti-poo), which are also females.
Reminder: The SWIFT Help Desk Remains Open
Please contact the SWIFT Help Desk for any questions, concerns, or issues you have with SWIFT.
SWIFT Training and Resources
The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.
- Quick Reference Guides and Training Videos: Please check the Training and Support Resources page for the quick reference guides and training videos/ You will find reference guides covering all modules on SWIFT. We are adding new training videos in the most commonly used modules.
- Webinars: We are offering modified online versions of our classroom training. They are shorter and meant to provide basic demonstrations of the SWIFT modules. If you are newer to SWIFT, please consider taking the Introduction to SWIFT: Navigation webinar before enrolling in a module-specific webinar.
- One-On-One Sessions: If you would like one-on-one training on a SWIFT module not offered through a webinar, please email SWIFT.Project@state.mn.us to request a one-on-one session.
To find and enroll in SWIFT webinars, open the Self Service or Administrative Portal and select the ELM tile. On the Learning Management page, select Find Learning on the left menu. On the Find Learning page, enter “SWIFT” in the Description field and choose Search. Seats are available in the following webinars:
SWIFT Training Guides and Resources
You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.
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 Training Guide page.
SWIFT Update Mailing List
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Printing the SWIFT Update
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