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SWIFT Update March 2, 2017

Negative Encumbrances on Purchase Orders

Purchase orders with negative encumbrance balances create unauthorized spending authority in appropriations. This unauthorized spending authority can lead to appropriations being over-obligated or over-expended.
Agencies should make every effort to close any unneeded negative encumbrances as they appear. 

Users can search for negative encumbrances using the M_PO_GBL_NEG_ENCUMB_KK query in Query Viewer. We recommend that buyers and budget staff review this query frequently and remedy negative encumbrances as needed as the end of the budget year approaches.

Negative encumbrances generally fall into three categories:

1. Line originally established as positive encumbrance, but currently has a negative encumbrance balance and is in a "Valid" budget check status. If the encumbrance is in the current budget period, these lines should be increased or closed immediately to eliminate the negative encumbrance. If the encumbrance is in a prior budget period, contact Alex Larson at MMB for assistance.

2. Closed negative encumbrance lines in an "Error" budget check status. Attempting to close a negative encumbrance line in a closed budget period will lead to a “Budget on Hold” budget check error. These lines may not appear on open PO encumbrance reports, but are still reflected in encumbrance amounts for the associated budgets. Contact Alex Larson at MMB for assistance with closing these lines.

3. Valid negative encumbrances created by the agency. These lines represent encumbrances that have been entered as a negative value by the agency. Agencies should review and verify that these are still needed, and to verify that there is an offsetting positive encumbrance on the purchase order. If there is not an offsetting encumbrance, the appropriation may be over-obligated upon hard close.

Please contact Alex Larson via email at Alex.Larson@state.mn.us or phone at 651-201-8104 with any questions related to negative encumbrances.


New Payroll Subject Area Available in the SWIFT Data Warehouse

Payroll launched FTE HISTORY, a new Payroll Subject Area Available in the SWIFT Data Warehouse. It provides a standardized FTE based on hours worked as a percentage of full time hours available for each quarter in a fiscal year. The FTE calculation processes once a quarter based on the check dates within the quarter. The FTE History subject area requires the Payroll Funding Salary FTE (Salary Projections/FTE) role. For more information about all Payroll's Subject Areas go to: Data Warehouse HCM Payroll Subject Areas.


Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules. Classes are free of charge and open to everyone. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Seats are available in the following classes:

Class 

Date 

Time 

AP Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

April 27, 2017  

8:30 am to 4:00 pm

AR Direct Journal Deposits (AR/BI3a)

April 18, 2017    

8:30 am to 12:00 pm 

AR Item Deposits & Applying Payments (AR/BI3b)

April 18, 2017

1:00 pm to 4:30 pm

AR Account Maintenance & Customer Interactions (AR/BI3c)

April 19, 2017

8:30 am to 12:00 pm

Billing Advanced (AR/B12)

 May 11, 2017

8:30 am to 4:00 pm

Budget Journal Administration (BC2)

April 12, 2107

8:30 am to 4:00 pm

Create & Manage Supplier Contracts (SC1)

May 17, 2017

8:30 am to 4:00 pm

Create & Update Purchase Orders for Agency Buyers (PO1)

May 3, 2017

8:30 am to 4:00 pm

Strategic Sourcing for Professional/Technical Services (SS2)

March 7, 2017

8:30 am to 4:00 pm

Strategic Sourcing for Professional/Technical Services (SS2)

April 5, 2017 

8:30 am to 4:00 pm


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. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

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