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SWIFT Update October 10, 2019

Sneak Peek: Accounts Receivable, Billing, and Strategic Sourcing Modules 

When you login to SWIFT after the upgrade on December 2, you'll see a new look and navigation for Accounts Receivable, Billing and Strategic Sourcing modules. 

Accounts Receivable Module

The upgrade will impact some processing of transactions, including approvals for write-offs and refunds, an automatic maintenance of credit bills, enhanced audit logs, and other items.

View the Overview of Changes and the Quick Start Guide to see more.  

9.2 10.10 Accounts Receivable

Billing Module

The Billing module offers a new look and feel with same the functionality. There are some enhancements including an approval tile, automatic maintenance of credit bills, new warnings on the single action invoice process, and other features. 

View the Overview of Changes and the Quick Start Guide to see more.  

9.2 10.10 Billing

Strategic Sourcing Module

The Strategic Sourcing module is greatly improved. You will see enhancements to all sections of the event record that make it easier for creating, managing, and reporting on events. 

View the Overview of Changes and the Quick Start Guide to see more.  

9.2 10.10 Sourcing

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

SWIFT Electronic Signature Process is Changing in 9.2

The current electronic document signature process will no longer be available in the upgraded version of SWIFT. The State contracted with DocuSign, Inc. to facilitate the electronic signature process and provide support.

Because the signature process is being replaced, agencies using the current electronic signature process in SWIFT must complete any existing signature process prior to the SWIFT Upgrade begin date of November 26.

The signature process for documents that have started, but not completed by the upgrade date, will need to be cancelled and re-routed using the new electronic signature process.

The upgraded signature process uses a person’s email address for routing and no longer requires the signers to create a Supplier Portal or SWIFT account and user ID to be able to sign electronically. When routing electronic documents for signature SWIFT interacts with DocuSign to obtain current information as to the signature status.

More information will be provided on the electronic signature process as SWIFT gets closer to the go-live date.

SWIFT 9.2 Limited Upgrade Deadline Requirement for Solicitation Events 

SWIFT is scheduled to be upgraded to the latest software version the weekend of November 27, 2019. A requirement for the upgrade is solicitation events cannot be at a “Posted” status during the upgrade process. When creating solicitations from now through November 27, 2019, it is important to remember the sourcing event end date and time must be prior to the November 27, 2019, upgrade weekend. Events do not have to be awarded, but cannot end after the upgrade on November 27, 2019.

All events at a “Posted” status will be set to “Pending Award” or “Cancelled” before SWIFT is shut down Wednesday evening, November 27, 2019. A response entered by agency staff must be entered prior to November 27, 2019, as a response cannot be entered once the event is in a “Pending Award” status.

If you have an event(s) that you want to begin working on post upgrade, these events may be entered prior to the upgrade, as long as the “Begin Date” and “End Date” are after the upgrade and it is in an “Open” status. Do not post the event until after the upgrade is complete.
Should you have a sourcing event that cannot be completed prior to November 27, 2019, please contact Luke Jannett for Acquisitions events and Rachel Dougherty for Professional/Technical Sourcing events.

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
  • 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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