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SWIFT Update October 13, 2016

Statewide Systems Availability

All statewide systems will be unavailable due to system maintenance this Sunday, October 16 from 7 a.m. to noon. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.
Note: The SWIFT Data Warehouse (EPM) and OBIEE reporting and analysis tool will be available during the maintenance period.
Impacted systems include:

  • Self Service
  • SEMA4
  • Recruiting Solutions
  • SWIFT (Including Supplier Portal and Mobile Inventory)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Enterprise Learning Management (ELM)
  • Fiscal Note Tracking System (FNTS)

Help Desk Hot Topic

Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Q: The buyer on the purchase order (PO) is out of the office, but the PO requires a change.  What can an agency do to make this change and approve the PO?

A: SWIFT requires a change order on the PO to update the buyer and make the necessary changes. Here are the steps to create a change order and make the updates.  NOTE:  If you do not follow the steps in this order, you will not be able to change the buyer.

Step 1: Access the PO in SWIFT.

Step 2: Click the Change Order icon on the PO Header.

Step 3: Make sure to update the Buyer field first.

Step 4: Click Save.
You may get a message that the defaults will switch to those of the updated buyer.

Click OK to change the buyer. You will also be changing the Location, if different than your default, which affects the tax rate. 

Click Cancel to update the buyer, but leave the defaults and Location as previously set up. 

Step 5: Update the necessary fields on the PO. 

Step 6: Click Save Depending on the change (such as increasing the amount), SWIFT may restart the workflow. Depending on the change, it may require a Budget Check and an Approval. 

Step 7: Dispatch the PO. Step 8: Click the View Approval links at bottom of PO page to verify that it routed to the new buyer correctly. For additional information about updating the buyer on a purchase order, both planned or in case of an absence, see the Set up Temporary Approvers for Purchase Orders QRG.

Sign Up for SWIFT Classroom Training! 

SWIFT classroom training is scheduled for the Accounts Payable, Accounts Receivable, Commitment Control (Budgeting), and Purchasing modules. Classes are free of charge and open to everyone. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Seats are available in the following classes:




Accounts Payable Voucher Entry, (AP2)

December 19, 2016

  8:30 am to 4:00 pm

AR Direct Journal Deposits (AR/BI3a)

October 19, 2016

8:30 am to 12:00 pm

AR Item Deposits and Applying Payments (AR/BI3b)

October 19, 2016

1:00 pm to 4:30 pm

AR Account Maintenance and Customer Interactions (AR/BI3c)

October 20, 2016

8:30 am to 12:00 pm

Budget Journal Administration (BC2)

November 16, 2016

8:30 am to 4:00 pm 

Create and Manage Supplier Contracts (SC1)       

November 30, 2016

8:30 am to 4:00 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

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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