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SWIFT Update January 15, 2015

Payment of Fees for Use of Epayment Services Provided by US Bank is Being Automated

This topic applies to agencies that use Epayment services provided by US Bank.

MMB has implemented a direct debit payment process to streamline the US Bank E-Payment charges. This process will automatically deduct monthly US Bank E-Payment fees from agency expense budgets via an interface sent from US Bank. This change is an expansion of the current process where credit card fees are automatically deducted from agency SWIFT accounts. Agencies will continue to receive paper invoices detailing the monthly charges; however, staff will no longer create voucher payments to pay the invoices.

The fees for December will be posted using the automated file next week. For following months, the charge will typically appear on the second business day, along with the Visa fees for those agencies that use Credit Cards for payments via the epayment portal. Agencies have provided MMB with an accounting string in a SpeedChart (beginning with "BFK") that will be used to post the fees. The SpeedCharts can be changed just like any other SpeedChart using the SpeedChart template.

If you have questions regarding this process, contact Jerry Voegeli.

SWIFT OBIEE Upgrade

The OBIEE upgrade has been scheduled for Friday, January 16, 2015, beginning at 5:00 p.m.

• Any report changes made between 5:00 p.m. on January 16th and 8:00 a.m. on January 20th will not be migrated to the upgraded environment.
• There will be intermittent OBIEE outages between 5:00 p.m., Friday, January 16, 2015, and 8:00 a.m., January 20, 2015.

Please contact the SWIFT help desk with questions about the system downtime or OBIEE upgrade.

"Make Tabulation Public" Check Box Must be Checked Upon Final Award of Strategic Sourcing Event

Awarded vendors need to see the events they have been awarded in their "My Events Activity" page found on their Supplier Portal Home page.

SWIFT-update-jan15To accomplish this, agency buyers must check the "Make Tabulation Public" checkbox found on the Analyze Total page once the event has been completely awarded. Please be sure to add this step to your procedures for final awarding of an event.

SWIFT-update-jan29

AR/BI2 Billing Advanced Class Scheduled

The AR/BI2 Billing Advanced course provides hands-on training on how to use the SWIFT system to enter and manage billing information. Participants will learn how to use the standard entry process to enter bills online in SWIFT. They will learn time-saving ways to create bills using the Copy Bill and Copy Bill Group processes. They will also create, schedule, and process recurring bills. Participants will learn how to generate invoices for non-consolidated bills and troubleshoot the Single Action Invoice process. They will also learn how to create credit bills.

Session: February 10, 2015
Time: 8:30 am to 4:00 pm
Where: Centennial Building, Columbine Room
Registration: Register for this classroom training through the Learning folder in Employee Self-Service. We plan to offer this class monthly. Additional session dates will be added in the near future.

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 reference information can be found on the SWIFT website.

SWIFT Update Listserv

The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to a larger listserv composed of SWIFT end users - to be removed or added to this SWIFT Update list, go to the SWIFT Newsletter List.

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