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SWIFT Update December 10 2015

Statewide Financial Policies and Procedures

The following Statewide Operating Policy has been updated and posted to the Statewide Financial Policies webpage ( of the MMB website under Chapter 8:

• 0801-01 Prompt Payment Processing Policy

Avoiding Issues When Canceling or Resourcing from a Requisition

The SWIFT Help Desk has seen a recent surge in cases involving ePro Requisition pre-encumbrances that are "stuck" and cannot be released. This issue is primarily seen when a PO attached to a Strategic Sourcing Event and Requisition is cancelled. If the cancellation is not performed properly, the pre-encumbrances get stuck and cannot be released without SWIFT support staff intervention.

A new Quick Reference Guide is available on the MMB Website to assist users in canceling and/or resourcing Purchase Orders and Events that have a relationship to a requisition. Before canceling an Event or Order, it is important to decide what are the next steps in the life-cycle of the document(s)?

• Is the event going to be re-awarded or canceled?
• Is the requisition going to be re-sourced or canceled?
• Has the pre-encumbrance been Finalized?

Please see the Cancelling a PO Referencing a Requisition QRG for assistance in processing these types of transactions.

New Procurement Reference Guides Posted and Web Pages Reorganized

The Procurement section of the SWIFT Reference Guides page has been reorganized and new reference guides have been posted to the following pages:

• The Purchase Orders/PCard Reference Guides page was updated with new or revised QRGs (ePro guides have been moved to their own page - see below)

• The General Purchasing Reference Guides page was updated with new or revised QRGs

• The ePro/Requisitions Reference Guides page was created and the related QRGs have been posted on this page

New Asset Reference Guides Posted

The Asset Management Reference Guides page has been updated with new reference guides including the following:

• Purchasing and Receiving Assets User Guide (AM1-Part 1) and Quick Reference Guides (these documents are also available from the Purchase Orders/PCard Reference Guides page)

• Asset Management User Guide (AM1-Part 2) and Quick Reference Guides for commonly used transactions

Reminder: Sign-Up for Upcoming SWIFT Training

SWIFT classroom training is scheduled for the Accounts Payable, Purchasing, Billing and Accounts Receivable modules. 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:




Billing Advanced (AR/BI2)

January 12, 2016

8:30 am to 4:00 pm

Direct Journal Deposits (AR/BI3a)

January 13, 2016

8:30 am to 12:00 pm

AR Item Deposits and Applying Payments (AR/BI3b)

January 13, 2016

1:00 pm to 4:30 pm

Create and Update Purchase Orders for Agency Buyers (PO1)

January 14, 2016

8:30 am to 4:00 pm

Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

January 27, 2016

8:30 am to 4:00 pm

AR Account Maintenance and Customer Interactions (AR/BI3c)

January 28, 2016

8:30 am to 12:00 pm

Create and Update Purchase Orders for Agency Buyers (PO1)

February 24, 2016

8:30 am to 4:00 pm

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: How can you tell if a voucher has been paid?

A: There are two ways to determine if a voucher has been paid.

Option 1: View Payments tab of Voucher

  1. Navigation: Accounts Payable, Vouchers, Add/Update, Regular Entry.
  2. On the Find an Existing Value tab, enter the Business Unit and Voucher ID.
  3. Click the Search button.
  4. Select the Payments tab.
• If the Schedule Payment section on the bottom of the page has a Payment Date and Reference number, the voucher has been paid.

Option 2: View Payment Inquiry

  1. Navigation: Accounts Payable, Review Accounts Payable Info, Payments, Payment.
  2. Enter Remit Vendor (10-digit Vendor ID) and any other search criteria known from the voucher, including Payment Date range.
  3. Click the Search button.
  4. Payment Inquiry Results will display at the bottom of page. Click the Payment Reference ID hyperlink to view the Vouchers for a Payment screen. This will include the voucher information tied to the payment.
  5. The Reconciliation Status is updated for warrant payments:
• "Reconciled" = The warrant is cashed (Reconcile Date will equal the date the warrant was cashed).
• "Unreconciled" = The warrant is outstanding (All ACH payments will remain in an Unreconciled status).

For additional payment status search options, including queries, review the Accounts Payable Payment Status Quick Reference Guide.

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.

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