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SWIFT Update December 21, 2017


New ePro/Requisitions Reference Guides

A requisition in SWIFT is an online form for requesting items or services. SWIFT’s eProcurement module (or ePRO) helps agencies to manage pre-encumbrances. Use requisitions for Open Market Requisitions (OMR), Real Estate Remodeling (RMO) or Construction Contract Encumbering Orders (CEO). Agencies using SWIFT’s Inventory module also use ePro requisitions when drawing from their inventoried items.

Agency buyers, contract coordinators and agency heads with SWIFT approval authority use this module to create and manage requisitions in SWIFT. 

The new and updated ePro/Requisitions reference guides cover the following topics:

  • Use Requisitions in SWIFT User Guide (new)
  • Cancel a Partially Dispatched Requisition Line
  • Cancel a Requisition
  • Change Funding on a Requisition
  • Create a Requisition by Copying an Existing Requisition
  • Create a Requisition Template
  • Edit a CEO or OMR Requisition
  • Edit an Inventory Requisition
  • Edit a Requisition Template
  • Update the Billing Location on a Requisition

SWIFT 9.2 Limited Upgrade

As questions come up about the SWIFT 9.2 Limited Upgrade, please contact the project team by using the project email: SWIFT.Project@state.mn.us


New Customized View in Review Vendors Page

Question: Why do inactive vendors say “Active” on the Review Vendors page? 

Answer: In SWIFT, the Review Vendors page shows a vendor’s “Effective Status” which represents only the status of a specific address, not the vendor itself.
To help remedy this issue, MMB created a new customized view to include both the vendor’s active/inactive Status and the Effective Status of the individual address(es).

To customize your view, follow the steps below.

Step 1: Navigate to the Review Vendors page in SWIFT: Vendors, Vendor Information, Add/Update, Review Vendors

Step 2: As an example, enter “658 CEDAR ST” into the Address field, then click Search.

Step 3: Click on Personalize link. It is found on the right side of the Search Results section.
review-vendors-1 
Step 4: On the Personalize Column and Sort Order page, click on the Copy Settings link at the bottom of the page.

Step 5: On the Copy Settings page, click on the looking glass icon and select “MMB VENDOR REVIEW”. Then, click OK.

Step 6: SWIFT returns you to the Personalize Column and Sort Order page. Click OK on the bottom of the page.

Step 7: SWIFT returns you to the Review Vendors page. Scroll to the top of the page and click the Home link.

Step 8: Return to the Review Vendors page (See Step 1).

Step 9: On the Review Vendors search page, enter "658 CEDAR ST” into the Address field, then click Search.SWIFT now displays both the vendor Status (must be “Approved”) and the address Effective Status (must be “Active”).
  review-vendors-2


Notice on New Local Taxes

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2018. 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.

The following counties begin Transit Sales and Use Tax effective January 1, 2018.

The following cities will have a new Local Sales and Use Tax effective January 1, 2018.

The sales and use tax rate changes apply to sales made on or after January 1, 2018. These taxes 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.

If you enter purchase orders on or after January 1, 2018, SWIFT will calculate the new tax rates for each county/city. You will need to adjust existing purchase orders and/or their vouchers 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 Sales Tax Settings on Purchase Orders Quick Reference Guide.

Impact of Sales Tax Changes on Account Payable

If you entered vouchers on or after the tax effective date, SWIFT 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 addresses within these jurisdictions.

SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. SWIFT will calculate the new tax rate for the Ship To addresses on purchase orders within those counties/cities created on or after January 1, 2018. You may or may not need to update the tax code on existing purchase orders if you can process the payment during any allowed grace period(s). Please view the general notices from the Department of Revenue 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 state and local tax rate, update the tax code(s) on the purchase order to the new tax code(s) from the 0000 tax code. Because of the various transition rules these codes, SWIFT will not automatically update these purchase orders with the new tax codes. The Purchase Order buyer must update them.


Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  
Seats are available in the following classes:

Class 

Date 

Time 

Accounts Payable Voucher Entry, Main, Approval and Reports (AP1) February 1, 2018
8:30 am to 4:00 pm
AR Account Maintenance & Customer Interactions (AR/BI3c)
January 24, 2018
1:00 pm to 4:30 pm
AR Direct Journal Deposits (AR/BI3a)
January 11, 2018  
8:30 am to 12:00 pm
AR Item Deposits and Applying Payments (AR/BI3b)
January 23, 2018
8:30 am to 12:00 pm
Billing Advanced (AR/BI2)
February 15, 2018
8:30 am to 4:00 pm
Budget Journal Administration (BC2)
February 21, 2018
8:30 am to 4:00 pm
Create and Manage Contract Documents Electronically (SC2)
January 19, 2018  
8:30 am to 2:30 pm
Create and Manage Contract Documents Electronically (SC2) March 28, 2018
8:30 am to 2:30 pm
Create and Manage Supplier Contracts (SC1)
February 27, 2018
8:30 am to 4:00 pm
Create and Update Purchase Orders for Buyer Roles (PO1)
January 10, 2017
8:30 am to 4:00 pm
Create and Update Purchase Orders for Buyer Roles (PO1) March 6, 2018  
8:30 am to 4:00 pm
Introduction to SWIFT (INTRO)
January 12, 2018 8:30 am to 12:00 pm
Introduction to SWIFT (INTRO) January 17, 2018 8:30 am to 12:00 pm
Strategic Sourcing for Acquisitions (SS1)
March 7, 2018
8:30 am to 4:00 pm


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

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.

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