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SWIFT Update December 12 2014

New Email Message for Cancelled Purchase Orders

Currently, the email notification for cancelled PO's that is sent to vendors is the same as the email that is sent for issuance of new PO's. This has at times created confusion on the vendor side since the vendors need to open the attached PO before they can determine that the PO is being cancelled and not a new PO they need to fulfil.

When a PO is cancelled and dispatched, a new email notification message is sent to the vendor that clearly identifies the cancellation of the PO. This should help to avoid confusion for vendors. See below for an example of the message.


New Accounts Payable Quick Reference Guide

Journal vouchers are used to adjust accounting entries after a voucher has been posted and paid, or to make an intra-agency payment within your agency if an invoice has not been created in SWIFT. Journal vouchers do not process through pay cycle like regular vouchers and are not issued payment reference numbers. To create a journal voucher, users must select Voucher Style - Journal Voucher. Voucher style cannot be changed once the voucher has been created. If you realize an expense correction was saved using an Online Regular Voucher style, contact the SWIFT help desk for guidance.


More information regarding journal voucher uses and the correct steps to create a journal voucher can be found in the Journal Voucher QRG posted on MMB's website.

Notice on New Local Taxes

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2015:

Fillmore County 0.5% Transit Sales and Use Tax and
Todd County 0.5% Transit Sales and Use Tax

The sales and use tax rate changes apply to sales made on or after January 1, 2015, and will be in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

Orders entered in SWIFT on or after January 1, 2015, will calculate the new tax rates for each city. Existing orders and/or their vouchers will need to be adjusted to pay the correct tax if delivery occurs after various dates. Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates. For assistance in changing the sales tax on a PO, please consult the Quick Reference Guide for Sales Tax Settings on Purchase Order Documents.

Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period.

AR/BI2 Billing Advanced Class Scheduled

The AR/BI2 Billing Advanced course provides hands-on training on how to use the SWIFT system to enter and manage billing information. Participants will learn how to use the standard entry process to enter bills online in SWIFT. They will learn time-saving ways to create bills using the Copy Bill and Copy Bill Group processes. They will also create, schedule, and process recurring bills. Participants will learn how to generate invoices for non-consolidated bills and troubleshoot the Single Action Invoice process. They will also learn how to create credit bills.
Session: January 14, 2015
Time: 8:30 am to 4:00 pm
Where: Centennial Building, Columbine Room
Registration: Register for this classroom training through the Learning folder in Employee Self-Service. We plan to offer this class monthly. Additional session dates will be added in the near future.

SWIFT HelpDesk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.
651-201-8100, option 2; Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
Additional reference information can be found on the SWIFT website.

SWIFT Update Listserv

The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to a larger listserv composed of SWIFT end users - to be removed or added to this SWIFT Update list, go to the SWIFT Newsletter List.

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