End of Year Accounts Receivable (AR) Reminders

It is important to regularly look for and resolve Accounts Receivable transactions that are incomplete, have not posted, or contain errors. As we approach fiscal year-end, we must be diligent to research and resolve as many issues as possible to ensure accurate end-of-year Accounts Receivable reporting. There are a variety of features in the Accounts Receivable module to help you look for transactions that need attention.

Check for Incomplete Deposits.Refer to the Incomplete Deposits Quick Reference Guide to help you find deposits that are not finished. This inquiry allows you to view posted and unposted deposits that require additional processing. You can monitor the payment amount for the deposit that is still in process, summarize out of balance deposits (only), and/or view a list of incomplete deposits by user.

Check for Incomplete Payments. Refer to the Incomplete Payments Quick Reference Guide to help you find payment worksheets that are not finished and monitor payments that require additional processing. You can view a list of incomplete payments for a Business Unit or a specific user.

Check for AR Pending Items not set to post. Refer to the Groups Not Set to Post Quick Reference Guide to help find pending items that have not posted to the customer accounts by the AR Update process. This inquiry looks for bill groups and maintenance worksheets that have not posted or have encountered errors. Both billing and maintenance groups must be posted since accounting entries have been entered in the Billing module.

Check for “My Work” in the Accounts Receivable WorkCenter. Refer to the Accounts Receivable WorkCenter Quick Reference Guide to help you find transaction exceptions that need resolution in the My Work section of the WorkCenter. Various exceptions including posting errors, deposit balancing errors, and budget check errors.

Contact the SWIFT Help Desk for additional support.

Voucher Clean-Up Reminder

In preparation for the upcoming hard close, agencies should ensure all transactions are fully processed in SWIFT. To help identify unprocessed transactions in Accounts Payable, agencies can use the Query Viewer to run the queries below:

Agencies can run the M_AP_GBL_EXCEPTION query to see a complete list of vouchers with exceptions. Throughout the year, we recommend running this query for the entire current fiscal year and include past fiscal years. For previous fiscal years, it can be harder to clean up these vouchers due to closed accounting periods. If that is the case, please contact the SWIFT Help Desk for assistance.

To assist with voucher maintenance, there are several queries that agencies can run:

• 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

Hard close is scheduled for August 15, 2025. This is the deadline for processing most BFY 2025 transactions.

Things to Remember:

• Review denied vouchers or unposted journal vouchers which can still have a valid budget status.
• 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.

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

Respond to Problem Reports

Encumbrance Certification

• Agencies must cancel all encumbrances for the fiscal year unless the agency head certifies that goods were purchased or services were rendered by June 30, 2025 (MS 16A.28).
• Agencies must certify encumbrances by completing and returning the certification report to Minnesota Management and Budget (MMB).

Appropriation Problem Reports

• MMB will continue to send problem reports out every Monday.
• These reports identify appropriations that are over-obligated, over-extended, or have open requisitions (pre-encumbrances) or anticipated transfers.
• Agencies must resolve these conditions by August 8, 2025, in preparation for hard close on August 15, 2025.

Reminder: If payroll costs need to be moved to resolve any of these issues, the deadline for payroll mass expense transfers is noon on July 25, 2025.

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. You can find it on the SWIFT Budget and Accounting Instructions page.

The reverse bilateral netting process will run on the following dates:

• July 18, 2025
• August 1, 2025
• August 13, 2025

Requirement to Resolve OLT Rows in Grants Module by Hard Close

Agencies must clear up over limit (OLT) rows in the Grants module prior to hard close. Over limit rows represent transactions processed against a grant agreement which have exceeded the established contract Billing Limit. OLT rows will cause complications with SEFA reporting and may require your agency to make manual adjustments to the report if not resolved by hard close.

To obtain a list of over limit transactions for your agency, run the query, "M_GM_GBL_GRNT_OVER_LIMIT_TRANS" from the Query Viewer in SWIFT.

To resolve OLT rows:

• Agencies can process a contract amendment to increase the contract Billing Limit. Refer to the Add or Reduce Grant Funding Quick Reference Guide for instructions. After completing the contract amendment, the OLT rows should disappear following overnight batch processing.
• If total grant expenditures exceed the reimbursable amount of the grant, agencies should process expenditure corrections to move expenditures.

If you have questions or issues regarding resolving OLT rows, please contact the SWIFT Help Desk.

Requirement to Resolve Possible Missing Expenditures in Grants Module

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.

How to Process Transactions During the Close Period

The close period is July 1 through August 15, 2025. When entering transactions in the close period, do not let the Accounting Date default to the current date. Refer to the Annual Budget and Accounting Instructions - Document 3 for more information.

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 2025 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, 2025 and a Received Date of when you deposited the receipt at the bank.
• In the rare exception that a miscellaneous cash receipt (SWIFT directly journalled deposit) is received July 1, 2025 or later and relate to FY 2025, agencies should use an Accounting Date of June 30, 2025 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) 2025 have a matching accounting Fiscal Year (FY) of 2025. Use an Accounting Date of June 30, 2025 or a prior date.
• Process directly journalled deposit corrections for FY 2025 with an Accounting Date of June 30. These must be processed no later than August 15, 2025. Refer to the Annual Budget and Accounting Instructions - Document 3 for additional information and exceptions. 

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 2025.

D. Indirect Cost Payments

If you make indirect cost payments after June 30 that relate to FY 2025, enter the Accounting Date of June 30, 2025. 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 (AM) module will close for FY 2025 activity at the hard close this year on August 15. Agencies should complete all FY 2025 AM transactions on or before that date. FY 2025 transactions entered between July 1 and August 15 must have an Accounting Date of June 30 or prior if they are to be recorded as FY 2025 transactions.

ACFR Asset Certification reports will be available in the EPM Data Warehouse to aid in completing the Asset Certifications. The Capital Asset Certification worksheets and instructions will be emailed for agencies to complete on August 1 and due back August 21, 2025. Send capital asset certification questions to MMB General Accounting. 

Payroll Budget Fiscal Year (BFY) 2025 Deadlines 

• Agency Default Accounts updates are due no later than pay period ending July 15. Transfers can be entered on the Mass Expense Transfer page until noon on July 25.
• Prior Period Adjustments need to be entered by pay period ending July 15. Adjustments can be entered until noon on July 18.

SWIFT Module Training and EPM Data Warehouse Training

The SWIFT Training team offers training through a variety of methods at no cost to the employee. 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.

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.