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SWIFT Update October 12, 2017


Purchase Order Document Types

The SWIFT Help Desk fields many questions about purchase order document types.  Below is a table to help you sort through document types.  For more in-depth information about them, please review the SWIFT Reference Guides.

Doc Type
Title
Brief Description
Released By
APK
Annual Plan Contract
References an Annual Plan Agreement that pre-establishes authority to obtain Professional/ Technical services on demand for specific purposes within an approved dollar limit.
Amount
BPA
Blanket Purchase Agreement
Sets up an “umbrella amount” of money with a single vendor for a specific purpose.
Amount
BPM
Blanket Purchase Against Multiple Vendors
Sets up an “umbrella amount” of money for a specific purpose to be spent with multiple vendors.   
Amount
BPC
Blanket Purchase Against a Contract
Sets up an “umbrella amount” of money against existing State Commodity (SCC), Agency Goods (AGC), State Service (SSC), or Agency Service (ASC) contracts. May also be used against an Interagency Contract (IAC), Joint Powers Contract (JPC), Public/ Private Partnership Contract (PPC) or Software License/Maintenance Contract (SAC).
Amount
BTG
Blanket TG/ED/VO Purchase Order
Sets up an “umbrella amount” of money to TG, ED and VO certified vendors for purchases from $5,000.01 to $25,000.00.
Amount
CEO
Construction Contract Encumbering Order
Sets up an “umbrella amount” of money against existing Building Construction (BCC) or Other Construction (OCC) contracts. May also be used against a Roadway Construction (RWC) contract.
Amount
CRO
Contract Release Order
Places orders against existing State Commodity (SCC), Agency Goods (AGC), State Service (SSC), or Agency Service (ASC) contracts. May also be used against an Interagency Contract (IAC), Joint Powers Contract (JPC), Public/ Private Partnership Contract (PPC) or Software License/ Maintenance Contract (SAC).
Quantity
DPO
Department Purchase Order
Allows buyers to make purchases within you’re their ALP authority up to and including $10,000.00.
Quantity
DTG
Direct TG/ED/VO Purchase Order
Use for purchases from $5,000.01 to $25,000.00 to TG, ED and VO certified vendors for specific purposes.
Quantity
EMR
Emergency Purchase Order
Use for emergencies according to the policy.  Bypasses Human Rights certification.
Quantity
FPO
Field Purchase Order
Use for immediate needs when an employee is not at their primary work location for purchases outside of SWIFT.  The limit is $5,000.00.
Quantity
KEO
P/T Related Contract Encumbering Order
Encumbers funds against Professional/Technical related contracts.
Amount
MSO
Master Services Order
Places orders against Master Service (MSC) contracts.
Amount
MWK
Master Professional/Technical Work Order
Encumbers funds against the individual MWK contracts placed with vendors under the Master Contract (MPK).
Amount
POR
Purchase Order
SWIFT creates a POR when it processes an Open Market Requisition (OMR) through Strategic Sourcing and awards the contract
Depends on Requisition
RMO
Real Estate Remodeling Order
Use for remodeling of leased space if the cost is between $2,500.01 and $8,000.
Quantity
SSO
Single Source Order
Use when only one vendor can provide the good or service. Requires completion of the Single Source Justification Form.
Quantity


Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. Seats are available in the following classes: 

Class 

Date 

Time 

Accounts Payable Voucher Entry, Main, Approval and Reports (AP1)
October 27, 2017 8:30 am to 12:00 pm
Accounts Payable Voucher Entry, Main, Approval and Reports (AP1)
December 14, 2017 8:30 am to 12:00 pm
AR Account Maintenance & Customer Interactions (AR/BI3c)
October 25, 2017
8:30 am to 12:00 pm
AR Direct Journal Deposits (AR/BI3a)
January 11, 2018  
8:30 am to 12:00 pm
AR Item Deposits and Applying Payments (AR/BI3b)
January 23, 2018
8:30 am to 12:00 pm
Billing Advanced (AR/BI2)
February 15, 2018
8:30 am to 4:00 pm
Budget Journal Administration (BC2)
December 7, 2018
8:30 am to 4:00 pm
Create and Manage Contract Documents Electronically (SC2)
November 3, 2017
8:30 am to 2:30 pm
Create and Manage Supplier Contracts (SC1)
November 30, 2017
8:30 am to 4:00 pm
Create and Update Purchase Orders for Buyer Roles (PO1)
November 1, 2017
8:30 am to 4:00 pm
Strategic Sourcing Events for Professional/Technical Services (SS2)
November 16, 2017
8:30 am to 4:00 pm
Create and Update Purchase Orders for Encumbrance Roles (PO4) December 8, 2017
8:30 am to 12:30 pm


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 Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

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.

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