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.
Option 2. Run the Reprint Invoice process.
Note. If an 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.
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. The supplier offers discounts for early payment. How do I record that on a voucher?
A. Did you know that you can help the State save money! State agencies are required to take advantage of early payment discounts. Double check with your suppliers to confirm if they offer discounts for paying early. SWIFT offers a wide variety of Pay Terms that include discounts for paying early.
Enter the full amount of the invoice and choose the correct Pay Terms. For example, 2% 10/N30 will provide a 2% discount if processed within 10 days or the full amount within 30. SWIFT displays the discount amount and discount due date on the Payment Information tab. Payments not processed in time for the supplier to receive the payment early will pend for 30 days. You can add additional Pay Terms by contacting the SWIFT Help Desk.
For more information about payment process and scheduling, view the Date Definitions and Payment Processing Quick Reference Guide.
Late Payments on Purchasing Card Statements
US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank and available to view in SWIFT. However, the Late Payment transaction cannot be reconciled the same way other transactions are reconciled.
To pay a late fee associated with a PCard statement, agencies must manually add this fee to their monthly PCard voucher by adding a line and entering the information. Make sure to enter Late Payment Charge in the Description field. In the Account field use Expense code 430008 (Interest Pd To Vend Late Pymt). After the line has been added, provide the voucher number to Angie Brandt, and she will remove the transaction from the PCard pages.
As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Card Use Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.
ERP/SWIFT Procurement Support Supervisor
The Department of Administration (Admin) is hiring a SWIFT Procurement Support Supervisor (Administrative Planning Director State), who will supervise a team of professional staff to provide effective procurement module management, functional analysis, and business process design, along with testing of system upgrades, changes, and enhancements to the procurement modules in SWIFT. As system module experts, this team provides assistance and training to State agencies, vendors, and other users to optimize their use of the procurement modules in meeting processing and reporting needs.
Admin offers a hybrid work environment. With a telework arrangement, onsite attendance may be required for team meetings or as requested by management to meet business needs. At a minimum, two (2) onsite days per month will be required. Completion of a telework agreement will be required.
The first review of applications/resumes for the SWIFT Procurement Support Supervisor, Job ID 81598, will begin after 12/02/2024.
State employees interested in the position should apply to Job ID 81598.
Sales and Use Tax Updates
Starting January 1, 2025, the 0.5% Lanesboro sales and use tax will no longer apply.
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2025:
The sales and use tax rate changes apply to sales made on or after January 1, 2025. 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.
Agencies entering purchase orders for the new fiscal year, prior to the January 1, 2025 tax effective date, will have the old rate calculated and will need to update their purchase orders.
Purchase orders entered in SWIFT on or after January 1, 2025, 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 purchase order, please consult the Update the Sales Tax Settings on an Existing Purchase Order Quick Reference Guide
Impact of 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 January 1, 2025, 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.
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/LABS/eLearning
|
DATES |
|
INTRO |
Introduction to SWIFT Navigation webinar |
1/8/25 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
INTRO |
Overview of SWIFT Reporting webinar |
1/15/24; 2/19/25, 3/19/25 |
|
AR |
SWIFT Account Receivable Part A: Direct Journal Deposits webinar |
1/7/25 |
|
AR |
SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar |
1/8/25 |
|
AR |
SWIFT Accounts Receivable Part C: Maintenance Worksheets webinar |
1/9/25 |
|
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
2/11/25 |
|
BI |
SWIFT Billing Part 1 webinar |
3/26/25 |
|
BI |
SWIFT Billing Part 2 webinar |
3/27/25 |
|
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab |
1/16/25 |
|
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
2/4/25 |
|
EPM |
Create a SWIFT All Receipts Report in EPM lab |
2/27/25 |
|
EPM |
Introduction to the EPM Data Warehouse for SWIFT webinar |
2/13/25 |
|
EPM |
SWIFT EPM Create and Save a New Analysis lab |
3/5/25 |
|
EPM |
SWIFT EPM Formatting Your Report lab |
5/1/25 |
|
EPM |
SWIFT EPM Manager's Financial Report lab |
1/16/25 |
|
EPM |
Use SWIFT Standard Reports in EPM lab |
1/16/25 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
3/4/25 |
|
KK |
SWIFT Budget Journal Administration webinar Part 1 webinar |
2/12/25 |
|
KK |
SWIFT Budget Journal Administration webinar Part 2 webinar |
2/13/25 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
2/12/25 |
|
SC |
SWIFT Create a Supplier Contract Shell webinar |
1/7/25 |
|
SS |
SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar |
2/6/25 |
|
SS |
SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar |
2/6/25 |
|
SS |
SWIFT Strategic Sourcing eLearning |
Anytime |
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:
