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    SWIFT Update January 21 2016

    New SWIFT Reference Guides Posted

    The following new user guides are now available on the SWIFT Reference Guide pages:

    Accounts Payable

    Agency Vendor Inquiry, Entry and Maintenance User Guide (AP6): covers how to use SWIFT to search for existing vendors, register new vendors or make changes to existing vendors.

    Budget (Commitment Control)

    Budget Inquiry and Analysis User Guide (BC1): covers how to inquire and report on budgets using options available in the Commitment Control Module. It includes instructions for using the Appropriation Overview and Budget Overview inquiry pages, as well as running the Manager's Financial, Allotments within Appropriation, and Appropriation Transfer Detail reports.

    •Budget Journal Administration User Guide (BC2): helps staff create and maintain budgets. It provides instructions for entering budget journals and budget transfers, including expense and revenue budgets, anticipated and actual transfers, and roll forwards.

    Purchase Orders

    Create and Update Purchase Orders for Agency Buyer Roles User Guide (PO1): helps agency employees create and maintain purchase orders. It covers blanket and non-blanket purchase orders and their required documents types.

    Additional assistance can be found on the SWIFT Reference Guide page.

    Help Desk Hot Topic

    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 reprint a PO after I've dispatched it?

    A: To reprint an Authorized version of a Purchase Order after you have already Dispatched the PO, do the following:

    1. Navigate to Purchasing, Purchase Order, Review PO information, Print PO.
    2. On the Purchase Orders Print page, create a Run Control ID or enter an existing Run Control ID.
    3. On the Print POs page, enter your Business Unit and PO ID.
    4. In the Miscellaneous Options section, verify that the Print PO Item Description check box is checked.
    5. Click the Save button and then click the RUN button.
    6. On the Process Scheduler Request page, click the OK button.
    7. Back on the Print POs page, click on Report Manager link.
    8. In Report Manager, click on the Administration tab.
    9. The report should be listed in the Description field of the Report List as "POXMLP PRINT- POXMLP PRINT.pdf". Click on the hyperlink to display the purchase order in PDF format.
    10. This report will display with your name as an authorized version. Print the report as you would normally.
     
    Please see the for other ways to print Authorized and Unauthorized versions of Purchase Orders. Print a Purchase Order Quick Reference Guide

    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.

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