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SWIFT Update (May 12, 2016)


New SWIFT Class “Create and Manage Supplier Contracts” Scheduled

A new SWIFT course is being offered. The “Create and Manage Supplier Contracts” course provides hands-on training on the Supplier Contracts module. Participants will use the supplier contract entry steps to create commodity-based and professional/technical contracts. They will practice updating contracts to understand and resolve errors. They will also gain an overview of the different types of contract documents and when they are used. They will practice using reporting tools related to supplier contracts.

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

June 8, 2016

8:30 am to 12:00 pm

AR Item Deposits and Applying Payments (AR/BI3b)

June 8, 2016

1:00 pm to 4:30 pm

AR Account Maintenance and Customer Interactions (AR/BI3c)

June 15, 2016

8:30 am to 12:00 pm

Budget Journal Administration (BC2)

May 24, 2016

8:30 am to 4:00 pm

Create and Manage Supplier Contracts (SC1)

June 7, 2016

8:30 am to 4:00 pm

Create and Manage Supplier Contracts (SC1)

June 14, 2016

8:30 am to 4:00 pm

Note: SWIFT Training will not be held in July and August due to maintenance that must be performed on the training database, including a refresh from production after the hard close.



Purchase Order Close The Weekend of May 13th

As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of  May 13th. The PO Reconciliation Job closes purchase orders that have been fully matched by setting the status to “Complete”. See the SWIFT Procurement Year End Processing Tips for additional information. 

Remember, you can prevent the PO Reconciliation Job from closing a PO by clicking the “Hold From Further Processing” checkbox on the PO header page should you plan on increasing the order at a later date.



Help Desk Hot Topic

Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new! 

Q: How do I close a purchase order? 

A: Depending on the circumstances, here are options for closing purchase orders: 

1.    PO’s that reference a contract can be closed by following these steps: 1) use a Change Order to reduce the purchase order to what has been paid, and then 2) close it using the Buyer’s Workbench. Follow the instructions in the Close a Purchase Order Referencing a Contract Using a Change Order Quick Reference Guide. 

2.    Individual POs can be closed from the Buyer’s Workbench. Follow the Instructions in the Close an Individual Purchase Order Using the Buyer’s Workbench Quick Reference Guide. 

3.    Multiple POs can be closed by using a CSV (comma separated value) file and the Buyer’s Workbench. To do this, follow the instructions in the Close Multiple Purchase Orders Using CSV Files Quick Reference Guide.


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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