SWIFT Update December 1, 2022

 

Budget Update: Non-Federal Appropriations

On November 30, the “G” budget authority option was removed for all Budget Period 2022 non-federal appropriations that were granted cash flow assistance. As a result, agencies can no longer spend estimated receipts that have not yet been collected in these appropriations.

Item Substitutions Should Not be Accepted for Catalog Punchout Orders

When placing orders through the Catalog Punchout process in the EProcurement module, the system records detailed item information for each line on the purchase order. The detailed information includes supplier item information cross-walked to SWIFT category information, unit of measure, and unit price. To keep SWIFT in-sync with the item information on the purchase order line with what is received, the PO line information cannot be changed on punchout orders.

When a supplier offers a substituted item, a new punchout order needs to be created with the substituted item information. Accepting a substitution without creating a new order will cause issues when matching and processing payments.

When offered a substitute item from a supplier, it should always be rejected. If the substitute is acceptable for your needs, obtain the supplier item information and create a new punchout order for the substitute. Creating a new order will ensure SWIFT has the current information and will process to payment without issues.

SWIFT Supplier Portal Account Changes

Starting Thursday, December 1st, there will be a change to how suppliers and bidders obtain a user ID (login) for the Supplier Portal. These changes provide additional security for the Supplier Portal. When suppliers or bidders register on the Supplier Portal, they are assigned a user ID. Some larger organizations request multiple user IDs for the same supplier. If additional user IDs are needed, the supplier or bidder will need to contact the Vendor Payments Help Desk at MMB. This is only necessary if they do not have an existing user ID.

Where should bidders or suppliers go for help?
For further assistance, please contact the EFT Helpline:

For additional information, please see the Request User ID to Access Supplier Portal Quick Reference Guide.

SWIFT and EPM Data Warehouse Training

The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

  • Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
  • SWIFT Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
  • EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
  • eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you can request a Certificate of Completion. 
  • One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at SWIFTHelpDesk.MMB@state.mn.us.

Upcoming SWIFT Training

To enroll in a SWIFT training, sign in to Self Service or the Administrative Portal and select the Learning Management tile.

  1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
  2. From the Search Results, select the webinar you would like to take.
  3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

Currently, there are seats still available for the following webinars and eLearning.

MODULE

WEBINARS/eLEARNING
Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.

DATE(S)

INTRO

Introduction to EPM Data Warehouse/SWIFT
1 p.m. to 2:30 p.m.

12/8/22

INTRO

Introduction to SWIFT Navigation webinar

12/15/22; 1/12/23; 2/16/23;3/15/23

INTRO

Introduction to SWIFT Reporting webinar

12/13/22; 1/11/23; 2/9/23; 3/8/23

INTRO

Introduction to SWIFT eLearning

Anytime

AP

SWIFT Create Vouchers Overview in Accounts Payable webinar

1/10/23

AR

SWIFT Accounts Receivable Apply Payments to Invoices webinar

2/15/23

AR

SWIFT Accounts Receivable Direct Journal Deposits webinar

2/14/23

AR

SWIFT Accounts Receivable Maintenance Worksheets webinar

2/16/23

BI 

SWIFT Billing Part 1 webinar

1/25/23

BI

SWIFT Billing Part 2 webinar

1/26/23

EPM

Build a My Dashboard for SWIFT Reports in EPM lab

3/1/23

EPM

Create a SWIFT All Expenditures Report in EPM lab

2/2/23

EPM

SWIFT EPM Create and Save a New Analysis lab

12/15/22; 3/22/23

EPM

SWIFT EPM Create and Save the All Receipts Report lab

1/12/23

EPM

SWIFT EPM Create and Save the Manager's Financial Report lab

1/31/23; 3/30/23

EPM

Understand the SWIFT Data in the EPM Data Warehouse webinar

2/1/23

EPM

Use SWIFT Standard Reports in EPM lab

12/8/22

KK

SWIFT Budget Journal Administration webinar
Time, 9 a.m. - 11 a.m.

1/19/23

PO

SWIFT Create Purchase Orders webinar

12/14/22

SC

SWIFT Create a Supplier Contract Shell webinar
Time, 9 a.m. - 10 a.m.

5/4/23

SC

SWIFT Import and Process a Contract Document Electronically webinar
Time, 1 p.m. - 2 p.m.

5/4/23

SS

SWIFT Strategic Sourcing 1: Create, Post and Approve Events webinar

3/9/23

SS

SWIFT Strategic Sourcing 2: Analyze and Award Events in webinar
Time, 1 p.m. - 2:30 p.m.

3/9/23

SS

SWIFT Strategic Sourcing eLearning

Anytime

SWIFT Help Desk

Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

Email: SWIFTHelpDesk.MMB@state.mn.us

Phone: 651-201-8100, option 2

Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday (closed holidays)

When contacting the SWIFT Help Desk, make sure to include details about your question or issue, including:

  • Your Business Unit
  • Description of the issue/question
  • SWIFT 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 Training Guides and Resources page.

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