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SWIFT Update (March 24, 2016)

Supplier Contracts: Vendor List Functionality Added to Grant Contracts (GRK)

The Supplier Contracts module has been updated to allow for Vendor List functionality for Grant Contracts (GRK).

The purpose of the Add Vendor List link is to create one grant contract in SWIFT where there are multiple grant recipients.

The Add Vendor List link will display on the Contract Entry page after selecting the "GRK" Contract Type on the Add a Document page and saving the contract.

03-24-001 As shown in the print screen below, each recipient, along with the amount of the grant, can be listed on the Vendor List page. There are no system edits on the Vendor List page to enforce the entered amounts. This page is for tracking purposes only.

03-24-002


Strategic Sourcing: Editing a Strategic Sourcing Event

When editing a Strategic Sourcing Event, the following steps should be used: 1. Select the Edit icon  found on the Event Search Criteria page for the event you wish to edit.
2. Be sure to add additional language at the beginning of your description informing the vendors of what changes you have made.

03-24-003 3. After selecting the Save Event button, be sure to select "Yes" to the Recreate Event Files message that appears. This ensures that any attachments that you have added and the Event Details PDF are updated and sent to the vendors in their edit notifications.

03-24-004


Sign Up for Upcoming SWIFT Training

SWIFT classroom training is scheduled for the Accounts Payable, Accounts Receivable,  Billing, Commitment Control (Budgeting), and Purchasing 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 

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)

April 13, 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

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

May 25, 2016

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.

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