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SWIFT Update April 4, 2014

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Billing and Accounts Receivable XML 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.
 

Setup:

It will be required of all users who run the Single Action Invoice Process (SAIP) to setup a new run control ID on April 10th. We have added a location ID to the SAIP run control so that Agencies can choose the return address they would like displayed on the invoice. If an existing run control is used the return address will not display properly on the invoice.
 
Detailed instructions on how to setup a new run control can be found on the SWIFT website on the Accounts Receivable Quick Reference Guides page.
 

Grant Users:

Agencies that process billing through the grants module will also be required to create a new run control the first time running the Single Action Invoice Process. All other grant related processes will remain the same.
 

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.
 

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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