SWIFT Update December 14, 2023 

Be Alert: Vendor Payments Fraudulent Emails

Employees at the MMB Vendor Payments Help Desk and in agency accounts payable departments have been recently targeted by imposters sending emails posing as state vendors seeking to access or change vendor payment and banking information. We take information security very seriously and ask that you be vigilant to protect vendor information and prevent fraud. 

Here are a few precautions to take when reviewing emails: 

• Confirm the sender’s identity before replying to emails and before opening attachments or clicking on links, even if they appear to come from a legitimate source. You can do this by comparing the full email address or email domain name with the known email addresses associated with the vendor in the SWIFT Supplier Portal.
  • Please note that imposters can manually change email addresses, such as those listed in the “From” and “Cc” lines, or manipulate hyperlinks, in the body of emails, so you must compare the sender’s email address in the most recent email received and not rely on the email addresses listed in the sender’s signature or those listed in the “From” line for previous emails further down in the email exchange. 
• If an email seems suspicious, call or email the vendor using known vendor email phone numbers or email addresses listed in the SWIFT Supplier Portal to confirm with a vendor representative if the email is legitimate.
• Immediately report any phishing and imposter attempts to MNIT Services at spam.reporting@state.mn.us
• Also immediately notify the MMB Vendor Payments Help Desk if you believe there are fraudulent attempts to access SWIFT vendor information, efthelpline.mmb@state.mn.us

Reprinting Invoices

If you need to resend an invoice to a customer, you may need to reprint an invoice in SWIFT. There are at least a couple of options. One is to navigate to the invoice, select the invoice image, and reprint or download for emailing. The other is to run a process called Reprint Invoices and print or download the file.

Option 1. Print or Download from Invoice Image

1. Navigation: Billing, Review Billing Information, Bill Summary.
2. On the Bill Summary page, verify or update the Business Unit and enter Invoice ID for the invoice to be reprinted.
3. Select the Search button.
4. In the Search Results listing, select the link for the Invoice you want to reprint.
5. On the Bill Summary Info page, select the View Invoice Image link near the bottom of the page.
6. The PDF invoice displays in a new window.

Print or download the PDF file as you would normally and close the window when finished. You are returned to the Bill Summary page

Option 2. Run the Reprint Invoice process.

1. Navigation: Billing, Maintain and Process Bills, Generate Invoices, Reprint Invoices.
2. Enter or add a Run Control ID.
3. The Reprint Invoices dialog page displays.
4. Select “Invoice ID” in the Range Selection section.
5. Enter values in the From Business Unit and Location ID.
6. Enter the invoice id in the From Invoice and To Invoice fields (can enter a range).
7. Select the Run button.
8. Select Report Manager link.
9. Select the PDF file from the Administration tab.
10. Print or download as needed.

Note. If invoice was created using email as the invoice media, reprinting will automatically re-email the invoice to your customer and will not be found in the Report Manager. 

Need Help Finding Contracts that are Expiring?

The Department of Administration's Office of State Procurement (OSP) recommends that agencies cancel or close existing supplier contracts that they no longer need. Cancelling or closing these contracts streamlines reports both for agencies and for OSP.

• Cancel supplier contracts that have no activity against them. An activity includes purchase orders, receipts, and vouchers.
• Close supplier contracts that have activity against them.

Review the Close or Cancel a Supplier Contract or Lines Quick Reference Guide for more information.

You can find Contract IDs by Business Unit and Origin that have expired or will expire using this query in the Query Viewer: M_SC_GBL_EXPR_CNTRCTS_BU_ORGN

This query provides information such as the Status, Begin and Expire Dates, Buyer, Supplier, Maximum Amount, Total Released Amount, and Remaining Released Amount. 

Find out about queries and the Query Viewer in the Overview of SWIFT Reporting User Guide. 

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Spotlight on SWIFT Staff

William Stallworth is a financial specialist on the SWIFT module support team.

How long have you been with MMB? I worked at Minnesota State College and Universities system office for 12 years as an Accounting Officer Senior. January will mark my one-year anniversary at MMB.

What's your favorite part of your job? My favorite part of the job is learning. Running SQL queries to resolve problems, process allocations, to ensure the integrity of data are parts of the job I enjoy. Responding to questions from agencies about Asset Management is another opportunity for me to learn.I am grateful to have Michael Hoye as my team leader.  

Fun Fact: I have dog named after Johnny Cash (JR Cash). He was named by my niece. Many people call me by my middle name, David.

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Help Desk Hot Topic

The Help Desk Hot Topics feature Frequently Asked Questions answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new.

Q. Where can I find SWIFT forms, such as Budget Forms, Vendor Payment Forms, or General Procurement Forms?

A. On MMB's website, all SWIFT forms are located on the SWIFT Forms webpage. You can browse this page to find the Budget, Vendor Payment, or General Procurement Forms that you need.

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SWIFT and EPM Data Warehouse Training

The SWIFT Training team offers training through a variety of methods. There are SWIFT training guides and training videos, EPM training guides, webinars, labs, eLearning, and individual sessions (by request through the SWIFT Help Desk).

Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.

MODULE	WEBINARS/eLEARNING Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.	DATES
INTRO	Introduction to EPM Data Warehouse/SWIFT webinar	1/3/24
INTRO	Introduction to SWIFT Navigation webinar	3/26/24
INTRO	Overview of SWIFT Reporting webinar	1/4/24
INTRO	Introduction to SWIFT eLearning	Anytime
AP	SWIFT Create Vouchers Overview in Accounts Payable webinar	3/6/24
BI	SWIFT Billing Part 1 webinar	1/24/24
BI	SWIFT Billing Part 2 webinar	1/25/24
EPM	Build a My Dashboard for SWIFT Reports in EPM lab Time, 1:00 p.m. - 2:30 p.m.	3/5/24
EPM	Create a SWIFT All Expenditures Report in EPM lab	2/6/24
EPM	SWIFT EPM Create and Save a New Analysis lab
EPM	SWIFT EPM Create and Save the All Receipts Report lab	1/11/24
EPM	SWIFT EPM Formatting Your Report PM session Time, 1:00 p.m. - 2:30 p.m.	12/19/23 pm
EPM	Understand the SWIFT Data in the EPM Data Warehouse webinar	3/14/24
EPM	Use SWIFT Standard Reports in EPM lab	3/5/24
PO	SWIFT Create Purchase Orders webinar	3/13/24
SC	SWIFT Create a Supplier Contract Shell webinar	4/11/24
SC	SWIFT Import and Process Contract Document Electronically webinar Time, 1:00 p.m. - 2:00 p.m.	4/11/24
SS	SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar	4/4/24
SS	SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar Time, 1:00 p.m. - 2:30 p.m.	4/2/24
SS	SWIFT Strategic Sourcing eLearning	Anytime

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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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