SWIFT Update December 12, 2019
Bidders and Suppliers in SWIFT
Suppliers do not need to fully register in SWIFT to bid on events. They can register as a bidder, which does not require review and approval from the MMB Vendor Support team. However, SWIFT will not allow any agency to create a purchase order, contract or voucher for payment to that bidder until that bidder converts to a supplier. It is up to the bidder to follow the registration process to create and complete their supplier record.
If you have questions about the bidder to supplier conversion, contact the Vendor Support team at firstname.lastname@example.org
Notice on New Local Taxes
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2020.
The sales and use tax rate changes apply to sales made on or after January 1, 2020. They 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 (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.
Purchase orders entered in SWIFT on or after January 1, 2020, will calculate the new tax rates for each county/city. Existing purchase 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 or county for the correct dates.
For assistance in changing the sales tax on a purchase order, please consult the Sales Tax Settings on Purchase Orders guide.
Impact of New Local Tax on Accounts Payable
Vouchers entered in SWIFT on or after the tax effective date will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To locations within these jurisdictions.
Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period.
SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after Wednesday January 1, 2020, will calculate the new rate of tax for the Ship To addresses within those counties/cities. Existing purchase orders may or may not need to have the tax code updated on the purchase order if payment can be processed during any allowed grace period(s). Again, see the general notice for each county/city.
Previously any Ship To addresses in affected cities may have used the tax code of 0000, State Tax only. To calculate the new combined rate, state and local tax rate, the tax code(s) on the purchase order must be updated to the new tax code(s) from the 0000 tax code. Because of the various transition rules, these codes will not be updated by SWIFT and must be updated by the purchase order buyer.
Help Desk Hot Topics
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 do I review or update a Remit To address on a voucher in the Accounts Payable module?
A. Look on the Payments tab on a voucher. You can find the Remit To address in the Payment Information section. The Remit To address defaults based on the supplier’s Location Code selected when the voucher was created.
You cannot edit the Remit To Address field. You can update it by selecting an existing Location Code for that supplier with the address you wish to use. If that address is not attached to a Location Code, submit a Supplier Change Request to add or update the address tied to the location. Contact the Vendor Support team at email@example.com for assistance updating the correct supplier location.
To review how to find the correct Location Code, view the Supplier Query reference guide and follow Steps 3 and 4.
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 SWIFTHelpDesk.MMB@state.mn.us
- 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