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SWIFT Update December 13, 2018

Notice on New Local Taxes

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2019:

The sales and use tax rate changes apply to sales made on or after January 1, 2019. 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, 2019, 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 for the correct dates.

For assistance in changing the sales tax on a PO, please consult the Sales Tax Settings on Purchase Orders Reference Guide.


Impact of the New Local Tax

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

Impact 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. 

Impact on Purchase Orders: 

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 Tuesday January 1, 2019, 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 PO 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 Topic:  Search for UNSPSC Code 

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: What is the best way to search for a Category/UNSPSC Code? Can I find Accounts related to the Category Codes?

A:  You can use the Category Code Search tool to search for Category Codes in SWIFT.

1. Navigation: Items, MDC Item Maintenance, MDC Searches, MDC Search Item Categories
2. Enter a Search Value in one or more of the Flex Fields.
• Each of the three Flex Fields can be populated with a value to search by. Common search values are Keyword and/or Long Description.
• You can use just one criteria or up to three. Use a “contains” search when prompted for best results.
• Click the Search button. 

unspsc code screenshot 1

Click on an Category Code record to see if it describes the purchase. On the Account Restrictions tab, you can see Accounts attached to the Category Code.
  unspsc screenshot 2


Help Desk Topic:  Search for UNSPSC Code from an Account 

Q: Is it possible to search for a Category/UNSPSC Code from an Account?

You can use the Find Category by Accounts query in the Query Viewer.  M_CG_GBL_FIND_UNSPSC_BY_ACCT

1.    Navigation: Reporting Tools, Query, Query Viewer.
2.    Enter the Query Name in the basic search and click Search.
3.    On the Find UNSPSC by Account query, enter the Account and click View Results.

SWIFT displays the Category Codes attached to the Account you entered.
unspsc screenshot 3


SWIFT Classroom Training

The SWIFT training team does not offer classroom training in the summer.  Please refer to the SWIFT Reference Guides page or contact the SWIFT Help Desk for questions.


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 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. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

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Printing the SWIFT Update

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