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SWIFT Update October 19, 2017

SWIFT Data Warehouse - OBIEE Downtime Thursday Evening 

OBIEE will be unavailable due to system maintenance Thursday, October 19, 2017 from 7:00 p.m. to 8:30 p.m.

Resources for Grant Making

The SWIFT Training team partnered with the Office of Grants Management to offer SWIFT resources for grant makers. They are posted on the SWIFT General Purchasing page.

Typically, grants that provide funding for an outside entity are encumbered in SWIFT in the Supplier Contracts module. This guide provides the steps to enter and execute grant contracts. This guide provides the steps to enter and manage grants in three SWIFT Modules: Supplier Contracts, Purchase Orders and Accounts Payable.
To record outgoing grants into SWIFT:
  • Enter outgoing grant contracts into the Supplier Contracts module.  Code all grants as a Grant (GRK) Contract Type and Category Code of 84101501.
  • Enter the encumbrance into the Purchase Order module. Code the purchase order as a Contract Encumbering Order (KEO) purchase order.

Accounts Payable: Vouchers in Recycle Status 

Vouchers in Recycle Status have failed at least one validation. Common reasons that vouchers are placed in Recycle Status include:
  • Duplicate invoice numbers
  • Being out of balance
  • Accounting dates that are not in open periods
To quickly check for vouchers in Recycle Status:
  • Navigation:  Accounts Payable, Vouchers, Add/Update, Regular Entry, Find an Existing Value
  • Search for vouchers with Entry Status = Recycle.
Agencies can also run query M_AP_GBL_RECYCLED_VCHRS. 
Agencies should periodically monitor SWIFT for vouchers in Recycle Status and resolve the issues.

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: 




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 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

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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