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SWIFT Update March 27 2014

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SWIFT Availability

SWIFT will be unavailable due to routine maintenance from 5:00 PM - Midnight this Saturday, March 29th.

Billing and Accounts Receivable Update

Invoices:

The new XML print solution for AR invoices and statements has been an option available to agencies for the last month. Beginning April 10th, the XML method will be required and agencies will no longer be able to create new invoices using Crystal. Invoices originally created with Crystal will still be able to be printed. Agencies can change to the new solution before April 10th by submitting an email to AgencyAssistance.MMB@state.mn.us.

Technical Note:

For agencies that submit an IF0616 interface, the INVOICE-FORM-ID field (record 1000, beginning position 328) will need to be either left blank or populated with XMLPUB. Interface files with CRYSTAL populated in this field will not load beginning April 10th.

Statements:

On April 10th, XML statements will also be installed. Utilizing XML for statements will allow more detailed information about invoices, payments and maintenance transactions to print on the statement. Agencies will also be able to use multiple return addresses if the statements are for different sections of the same agency. And in the future, statements will be able to be emailed to customers instead of paper only.

Notice on New Local Taxes

This is a reminder the Minnesota Department of Revenue will be administering the following new sales and use taxes effective April 1, 2014:
Local tax Rate Effective Date End Date Tax Line
Wadena County Transit Sales Tax 0.50% 4/1/2014 12/31/2014 521
Wadena County Transit Use Tax 0.50% 4/1/2014 12/31/2014 522

Beltrami County Transit Sales Tax 0.50% 4/1/2014 n/a 526
Beltrami County Transit Use Tax 0.50% 4/1/2014 n/a 527

Beltrami Transit Vehicle Excise Tax $20/vehicle 4/1/2014 n/a 528

The sales and use tax rate changes apply to sales made on or after April 1, 2014, and will be in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

Orders entered in SWIFT on or after April 1, 2014, will calculate the new tax rates for each county/city. Existing orders and/or their vouchers will need to be adjusted to pay the correct tax if delivery occurs after various dates. Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates. For assistance in changing the sales tax on a PO, please consult the Quick Reference Guide for Sales Tax Settings on Purchase Order Documents.

Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period.

SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New orders, created on or after Tuesday, April 1, 2014, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing orders may or may not need to have the tax code updated on the PO if payment can be processed during any allowed grace period(s), again, see the general notice for each county/city.
Previously any ship to addresses in affected cities may have used the tax code of 0000, State Tax only. To calculate the new combined rate, state and local tax rate, the tax code(s) on the PO must be updated to the new tax code(s) from the 0000 tax code. Because of the various transition rules these codes will not be updated by SWIFT and must be updated by the PO buyer.

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.
651-201-8100, option 2; Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
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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