SWIFT Gov Delivery Banner

 

Year End Hard Close - AMA and SWIFT System Availability (including Supplier Portal and Mobile Inventory) 

The Appropriation Maintenance Application (AMA), SWIFT Financial Management System (FMS) and Supplier Portal will be unavailable on Friday, August 14, 2026, beginning at 4:00 p.m. for hard close. The system will become available on Monday, August 17, 2026 at 6 am.

What happens at hard close?

First, the fiscal year (accounting year) is closed, and agencies can no longer enter an accounting date prior to July 1, 2026, meaning nothing further can be processed against that year.

  • This facilitates reporting by allowing Minnesota Management and Budget to develop the Annual Comprehensive Financial Report (ACFR) against data that can no longer be changed.
  • It also performs the important function of closing income statement activity into fund balance to create an accurate starting point for the new fiscal year.
  • Remember, the fiscal year is different from the budget fiscal year (BFY). Budget fiscal year (budget period or budget date) is used to control spending authority as required by law and is not closed as part of this process.

Second, any unencumbered balances in BFY 2026 appropriations, depending on the appropriation type, are either closed or rolled forward. Exceptions include continuing or education aids appropriation types where the closing process does not affect unencumbered balances. After the close, agencies can make payments against encumbrances and can cancel encumbrances if no longer needed. Agencies can still deposit receipts to the previous budget fiscal year.

Reminder to Buyers: Please be aware the system downtime includes the Supplier Portal. Avoid scheduling solicitation events to close between this time as responders may need extra time to submit bid responses.

 

Purchase Order Close - Friday, August 14, 2025

As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run Friday, August 14, 2025. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete."

For additional information on this job, see the SWIFT Procurement Year End Processing Tips.

Remember, you can prevent the PO Reconciliation job from closing a purchase order by selecting the "Hold From Further Processing" checkbox on the purchase order header page.

 

Federal Indirect Cost Payments

Agencies need to process their federal receipt vouchers for the indirect costs timely as well to be included in the reverse bilateral netting process. Please see Budget and Accounting Instructions - Document 2 for details on how to enter Federal Indirect Cost Vouchers. Document 2 covers "Establishing Budget Fiscal Year 2027 Budgets and Closing Fiscal Year 2026."  You can find it on the SWIFT Budget and Accounting Instructions page.

The reverse bilateral netting process will run on August 13, 2026.

 

Voucher Clean Up Reminder

Sometimes agencies add a project and/or activity that relate to an existing contract but fail to associate the project/activity to the contract. When this happens, the expenditures are excluded from SEFA reporting. Run the query, “M_GM_GBL_UNBILLED_REIMB_ROWS” from the Query Viewer in SWIFT to obtain a list of 2025 reimbursable transactions without contract numbers.

Refer to the Add Projects and Activities Quick Reference Guide for more information. After completing, please email MMB at AgencyAssistance.MMB@state.mn.us to run the Pricing job to create the billable rows. Once the billable rows are created, the expenditures will properly reflect on SEFA reporting.

If you have questions or issues regarding resolving possible missing expenditures, please contact the SWIFT Help Desk.

In preparation for the upcoming hard close, agencies should ensure that all transactions are fully processed in SWIFT. We are seeing an unusually high number of unpaid Interagency vouchers that require prompt cleanup. 

To review all vouchers with exceptions, agencies can run the M_AP_GBL_EXCEPTION query. Throughout the year, we recommend running this query for the entire current fiscal year and including past fiscal years. For previous fiscal years, it may be more difficult to resolve vouchers due to closed accounting periods. If this occurs, please contact the SWIFT Help Desk for assistance.

These queries can help you find unprocessed vouchers:

  • M_AP_GBL_DENIED_VOUCHERS. Vouchers that have been denied.
  • M_AP_UNAPPROVED_VOUCHERS. Vouchers that have been denied or pending approval.
  • M_AP_GBL_RECYCLED_VCHRS. Vouchers in recycle status.
  • M_AP_GBL_VOUCHER_BUILD_ERROR. Interface vouchers that failed voucher build.
  • M_AP_UNPAID_VOUCHERS. Vouchers that are unpaid.
  • M_AP_GBL_UNPOSTED_JOURNAL_VCHR. Unposted journal vouchers.
  • M_AP_GBL_BUD_EXCEPTION. Vouchers with budget exceptions.
  • M_AP_GBL_MATCH_EXCEPTIONS. Vouchers with match exceptions.
  • M_AP_GBL_NEGATIVE_VOUCHERS. Negative vouchers.

This query can help you identify Interagency Invoices and their status:

  • M_CM_GBL_INTAGCYAR_LOOKUP.  Look Up Status of Invoice.

Things to remember:

  • Review denied vouchers or unposted journal vouchers due to the potential for having an impact on expense budgets.
  • Denied vouchers should be corrected, closed, or deleted.
  • Journal vouchers that have been unposted must be reposted.
  • You cannot delete a voucher that has been posted. Instead mark the posted voucher for closure. This reverses the accounting entries and closes the voucher during the nightly batch.

Hard close is scheduled for August 14, 2026. This is the deadline for processing most BFY 2026 transactions.

Please see the Accounts Payable Quick Reference Guides for helpful information on deleting and closing vouchers in SWIFT.

 

How to Process Transactions During the Close Period

​The close period is July 1 through August 14, 2026. ​When entering transactions in the close period for the closing FY 2026, do not let the Accounting Date default to the current date.

​A. Transfers 

​Agency staff should always use the current date in the Journal Date field when entering budget transfers in SWIFT. The current date populates into the Journal Date field by default. BFY 2026 transfers processed after June 30 must reference the current date/date processed in the Journal Date field and should not be backdated. 

​B. Receipts 

  • ​For SWIFT receipts that were deposited at the bank by June 30 but the deposit entry in SWIFT was not recorded by June 30, use an Accounting Date of June 30, 2026, and a Received Date of when you deposited the receipt at the bank.
  • ​You may receive miscellaneous cash receipts (SWIFT Directly Journalled deposits) that are received July 1, 2026, or later and relate to the previous fiscal year (FY 2026). In these rare exceptions, agencies should use an Accounting Date of June 30, 2026, and a Received Date of the date the receipt was deposited at the bank.
  • ​Make sure that all miscellaneous cash receipt transactions (SWIFT Directly Journalled deposits) coded to Budget Fiscal Year (BFY) 2026 have a matching accounting Fiscal Year (FY) of 2026. Use an Accounting Date of June 30, 2026, or a prior date. 
  • ​Process correcting direct journal entries for FY 2026 with an Accounting Date of June 30. These must be processed no later than August 14, 2026.  

​C. Payments 

For payments, the Accounting Date is based on the Received Date of the goods or services. This Received Date may cause the Budget Date to be different. The goods or services must be received by June 30 to be in accounting FY 2026. 

​D. Indirect Cost Payments 

​If you make indirect cost payments after June 30 that relate to FY 2026, enter the Accounting Date of June 30, 2026. Change this field manually; do not let this date default as SWIFT will default it to the current date. 

​E. Capital Assets 

​The SWIFT Asset Management module (AM) will close FY 2026 activity at the hard close August 14, 2026. Agencies should complete all FY 2026 AM transactions on or before that date. FY 2026 transactions entered between July 1 through August 14 must have an Accounting Date of June 30 or prior to be recorded as FY 2026 transactions.

 

Statewide Systems Maintenance: August 27 – August 31

To keep our statewide systems current, Minnesota Management and Budget, the Department of Administration, and Minnesota IT Services are upgrading the technology that supports all statewide applications. As part of this work, the systems will be updated to the latest version of PeopleTools, the technology that runs PeopleSoft applications. The systems are also being moved to Oracle Cloud Infrastructure (OCI), which is expected to improve processing speed and overall system performance.

The launch date for this project is Monday, August 31, 2026. All statewide systems will be unavailable due to the system-wide upgrade beginning Thursday, August 27, 2026, starting at 4:30 p.m., through Monday, August 31 at 6 a.m. Please plan around this time to minimize the interruption of critical business functions. We apologize for the inconvenience.

Important note for Buyers in SWIFT: Please ensure that your events are not scheduled to start or end during this time as the Supplier Portal will be unavailable.

Note for Daily Interface Uploads: The daily interfaces will only be loaded up until Thursday evening, 8/27/26, at 6:00 PM. They will resume loading SWIFT on Monday morning, 8/31/2026, at 8:00 AM. All files sent in between these dates will sit in pending status on the mainframe FTP site. Agencies that send files with static filenames will need to be mindful of overwriting files that they have already sent to the mainframe FTP site but that haven’t been loaded between these dates due to the upgrade.

Impacted systems include:

  • Appropriate Maintenance Application (AMA)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • EPM Data Warehouse
  • Fiscal Note Tracking System (FNTS)
  • Learning Management (ELM)
  • Recruiting Solutions
  • Self Service
  • SEMA4
  • SWIFT (Including Supplier Portal and Mobile Inventory)

Users must clear their internet browsing history and cache before they log into these systems on Monday, August 31. 

If you experience difficulties trying to log in, view data, or access data in any of the statewide systems mentioned above, clearing your browsing history and cache may help resolve these issues. 

Thank you,

MMB Systems Team

 

SWIFT Module Training

The SWIFT Training team offers SWIFT module training through a variety of methods at no additional cost to the agency. There are SWIFT training guides and training videos, webinars, 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

SWIFT Webinars & eLearning
Sessions run 9:00 - 10:30 a.m., unless otherwise noted

Dates

Intro

Introduction to SWIFT Navigation webinar

9/9/26; 10/7/26; 11/4/26

Intro

Introduction to SWIFT Navigation eLearning

Anytime

Intro

Overview of SWIFT Reporting webinar

8/19/26; 9/24/26; 10/22/26

AP

SWIFT Vouchers and Accounts Payable Overview webinar

11/10/26

PO

SWIFT Purchase Orders Overview webinar

10/6/26

SS

SWIFT Strategic Sourcing eLearning

Anytime

 

EPM Data Warehouse for SWIFT Training

The SWIFT Training team offers EPM Data Warehouse training for SWIFT data through a variety of methods at no additional cost to the agency. There are EPM training guides, videos, labs, and individual sessions (by request through the SWIFT Help Desk).

Find current EPM Data Warehouse training in Learning Management. Enter "EPM" in the Find Learning text entry box.

EPM Data Warehouse Labs
Sessions run 9:00 - 10:30 a.m., unless otherwise noted

Dates

Introduction to the EPM Data Warehouse for SWIFT Data webinar

8/27/26

SWIFT EPM Create and Save an All Expenditures Report lab

9/9/26

SWIFT EPM Create and Save an All Receipts Report lab

9/2/26

SWIFT EPM Create and Save a Manager's Financial Report lab

8/20/26

SWIFT EPM Format Your Report lab

9/16/26

 

Systems Availability and Feedback

Maintenance Window: SWIFT is unavailable during the statewide systems maintenance window, every Sunday from 6:00 AM - 2:00 PM.

We want to hear from you! Email the SWIFT Training and Help Desk team using the button below to share your ideas or suggestions about improving user experiences with our systems, training opportunities, newsletter notifications, or system issues.

 

All current SWIFT users should receive the SWIFT Update for timely notifications of important deadlines, upcoming system upgrades, scheduled maintenance, and training opportunities. Let us know if someone on your team is not receiving important updates or news from us.