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End-of-Year Reminders for Accounts Receivable

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.

 

Reminder: Purchase Order Close the Weekend of May 8

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of May 8. The PO Reconciliation Job closes purchase orders that have been fully matched by setting the Status to “Complete.” See the SWIFT Procurement Year End Processing Tips for additional information.

The PO Close job will run two additional times this year to assist in closing documents: June 30 and the hard close weekend of August 14.

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. You can use this checkbox if you plan on increasing the purchase order at a later date.

 

Resources, Reviewing Purchase Orders for PO Close

In preparation for the year-end close, agencies can start reviewing their purchase orders now. There are several ways to cancel or close purchase orders depending on how it was created and how it was used.

Consider attending a webinar (sign up through Self-Service ELM Learning Management):

  • Cancel and Close Purchase Orders Webinar: May 20 from at 9 to 10 am

Utilize the Quick Reference Guides below:

You can also view a summary in the Cancel and Close Purchase Orders training video.

 

Hot Topic: Reports in SWIFT & EPM Data Warehouse

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: What are the differences between the reports ran in SWIFT and those from the EPM Data Warehouse?

A: The Enterprise Performance Management (EPM) Data Warehouse is a reporting tool outside of SWIFT. Every evening, there is a batch transfer of data from SWIFT to EPM. The data accessed through EPM is only as recent as the day before.

The reports from SWIFT have real time data. The data is limited by established parameters of the existing query from the Query Viewer or report from the Report Manager. The output and format for SWIFT reports are predetermined and cannot be changed.

Agency staff with approved security can customize the data and display of an EPM report using canned reports and SWIFT Subject Areas. You can save your customized EPM report in various formats.

Both SWIFT and EPM are accessed through the Administrative Portal and require separate security clearance.

 

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

5/12/26; 6/17/26

Intro

Introduction to SWIFT Navigation eLearning

Anytime

Intro

Overview of SWIFT Reporting webinar

4/22/26; 5/20/26; 6/23/26

AP

SWIFT Vouchers and Accounts Payable, Overview webinar

5/13/26

PO

Cancel and Close Purchase Orders webinar

5/20/26

BI

SWIFT Billing Part 1 webinar

5/6/26

BI

SWIFT Billing Part 2 webinar

5/7/26

KK

SWIFT Budget Journal Administration Part 1 webinar

6/10/26

KK

SWIFT Budget Journal Administration Part 2 webinar

6/11/26

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

6/4/26

SWIFT EPM Create and Save an All Expenditures Report lab

4/23/26

SWIFT EPM Create and Save an All Receipts Report lab

5/14/26

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

5/13/26

SWIFT EPM Create and Save a New Analysis lab

5/21/26

SWIFT EPM Format Your Report lab

6/3/26

SWIFT EPM Using Standard Reports and Understanding the Data webinar

6/24/26

 

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.

 

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