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Billing Module Update: Use "XMLPUB" Invoice Form on All New Bills

Agencies should select "XMLPUB" in the Invoice Form field when creating new bills in SWIFT (see red box in illustration below). Currently, SWIFT allows users to choose either "XMLPUB" or "Crystal" when creating new bills. The Crystal option will be discontinued in May 2016 when a SWIFT People Tools upgrade will be performed. After the upgrade, agencies will still be able to reprint prior bills created in Crystal but will no longer be able to produce new bills in Crystal.

Please take steps to ensure all new bills are created with Invoice Form "XMLPUB". This may require you to change the Invoice Form to "XMLPUB" on Credit Bills and Bill Templates.

billing-invoice



Reminder: Strategic Sourcing Event Help

Agency buyers who need assistance with Strategic Sourcing events should contact the SWIFT Help Desk.


Sign Up for Upcoming SWIFT Training

SWIFT classroom training is also scheduled for the Accounts Payable, Purchasing, Billing and Accounts Receivable modules. Classes are free of charge. 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

AR Direct Journal Deposits (AR/BI3a)

March 30, 2016

8:30 am to 12:00 pm

AR Item Deposits and Applying Payments (AR/BI3b)

March 30, 2016

1:00 pm to 4:30 pm

AR Account Maintenance and Customer Interactions (AR/BI3c)

April 6, 2016

8:30 am to 12:00 pm

Billing Advanced (AR/BI2)

April 20, 2016

8:30 am to 4:00 pm

Budget Journal Administration (BC2)

March 16, 2016

8:30 am to 4:00 pm

Budget Journal Administration (BC2)

April 13, 2016

8:30 am to 4:00 pm

Create and Update Purchase Orders for Agency Buyers (PO1)

March 15, 2016

8:30 am to 4:00 pm

Create and Update Purchase Orders for Agency Buyers (PO1)

April 14, 2016

8:30 am to 4:00 pm

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

March 31, 2016

8:30 am to 4:00 pm


Statewide Financial Policies and Procedures

The following Statewide Operating Policy has been updated and posted to the Statewide Financial Policies webpage of the MMB website under Chapter 1:

• 0102-01.2, Risk Assessment

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.

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