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SWIFT Update November 7, 2019

Sneak Peek: Supplier and PCard Modules

When you login to SWIFT on December 2, 2019, you'll see a new look and navigation for the Supplier and PCard modules.  

Supplier Module

Changes to the Supplier module include navigation, steps to register suppliers and bidders, and supplier change requests. Vendors are called "Suppliers." Businesses can register as a bidder, which allows them to more readily respond to events. When bidders are awarded an event, they must register as a supplier.

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

PCard Module

The Procurement Card (PCard) module has few changes. They are mostly related to navigation and left menu options. 
View the Overview of Changes and the Quick Start Guide to see more.

pcard upgrade

Use and Save Vanity URLs

REMINDER: As part of the SWIFT, Self Service, and Administrative Portal upgrade, portal URLs will be replaced with “vanity” URLs. A “vanity” URL is a shorter URL that is more descriptive and automatically redirects a user to the application.

The following portals have new vanity URLs.

We recommend that you use the new URLs and save it to your favorites now.

  • When you login on December 2, 2019, you will be able to access these portals.
  • The updated link will redirect to a different link until December 2, 2019. You will need to update that redirected link now in your browser.
  • Make sure to update the link in the Favorites on the browser’s Properties menu.

View the How to Save Vanity URLs guide on how to save these vanity URLs to your browser's Favorites. It includes instructions for Internet Explorer, Chrome, and Firefox.

If you have questions about how to save favorites in your browser, contact the SWIFT Help Desk.

Transaction Cleanup Prior to SWIFT Limited Upgrade Go-Live

Prior to the new version of SWIFT going live on December 2, 2019, agencies should take time to review and clean up old, unneeded, and stuck transactions in SWIFT. Please review the following transactions and take steps to process or delete them. Clearing these old transactions will help ensure a smooth transition to the new version of the system. If you need any assistance, please contact the SWIFT Help Desk.

Approval Worklist

Every SWIFT approver should clean up worklist items by selecting the "Mark as Worked" button for any transactions in the Worklist no longer needing action.

Commitment Control

Process or delete denied or unneeded Budget Journals and Transfers.

  • Navigate to Enter Budget Journals and Enter Budget Transfers pages and search for transactions with a Budget Header Status not equal to "Posted" to identify these transactions.
  • If you determine that the journal is no longer needed, go to the Budget Lines tab of the journal, select “Delete” from the Process drop-down menu. Select the Process button.
budget Jounrals cleanup

Accounts Receivable

Review AR Pending Groups not set to post or with posting errors. 

  • Navigate to Groups Not Set to Post page (Accounts Receivable – Pending Items – Review Items – Groups Not Set to Post) and search by Business Unit.
  • To set groups with a posting status of Not Posted to post, select the View Details button to open the Group Details page. Then, select the Group Action tab and set the Posting Action to "Batch Standard."
  • Contact the SWIFT Help Desk for assistance with AR groups with posting errors.
groups not set to post
Review incomplete Deposit and Payment transactions.
  • Check for Direct Journal payments in budget error status.
  • Navigate to Commitment Control – Review Budget Check Exceptions – Revenues – Direct Journal.
  • Enter your Business Unit.
  • Search for transactions where Process Status equals "Errors Exist" to identify transactions in error.
  • Delete any wire Deposit transactions that have been denied in Approval Workflow.
  Direct journal screenshot
Process or delete incomplete or unneeded AR Maintenance Worksheets.
  • Navigate to Accounts Receivable – Receivables Maintenance – Maintenance Worksheet – Create Worksheet to review unprocessed Maintenance Worksheets.

Accounts Payable

Review unpaid Vouchers.

  • Run the M_AP_UNPAID_VOUCHERS query in the Query Viewer to identify transactions.
  • If the voucher should be paid, determine why the voucher has not paid (i.e., missing approval, budget error) and remedy as needed.
  • If voucher should not be paid, review the Delete, Close, and Unpost Vouchers guide to determine how to remove the voucher.
Review denied Vouchers.
  • Run the M_AP_GBL_DENIED_VOUCHERS query in the Query Viewer to identify denied voucher transactions for your Business Unit.
  • Correct and resubmit for approval if the voucher is valid.
  • If voucher is no longer needed, review the Delete, Close, and Unpost Vouchers guide to determine how to remove the voucher.

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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