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SWIFT Update May 13 2015


Purchase Order Close The Weekend of May 15th
As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run this weekend, beginning late evening on May 15th. The PO Reconciliation job closes purchase orders that have been fully matched by setting the PO 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 fully matched order by clicking the "Hold From Further Processing" checkbox on the PO header page should you plan on increasing the order at a later date.

AP2/Voucher Entry, Maintenance, Approval & Reporting Tools Classes Scheduled
This course provides hands-on training on SWIFTs Accounts Payable life cycle from voucher entry through payment. Participants will use the voucher entry steps to create regular vouchers and practice voucher maintenance processes to understand and resolve errors. They will gain an overview of the different types of vouchers and when they are used. Participants will learn about the approval process. They will also practice using reporting tools related to vouchers.

Sessions: May 20, 2015; June 12, 2015 and June 24, 2015

Time: 8:30 am to 4:00 pm

Where: Centennial Building, Columbine Room

Registration: Register for this classroom training through the Learning folder in Employee Self-Service (Catalog Item G10MMB0007). We plan to offer this class monthly. Additional session dates will be added in the near future.

New Functionality and Fixes Related to Electronic Document Signature Process
Several updates and fixes have been made related to the electronic document signature process. The updates to this process include:

1. Ensured that the document is edited at least once before allowing it to be routed for signatures.
2. Ensured that the document is Dispatched before allowing it to be routed for signatures.
3. Enabled functionality to allow multiple vendor (external) signers.
4. Ensured that the Word contract document is updated correctly during the signature process.
5. Enabled functionality to require Internal Electronic Signatures per Document Type.
6. Enabled Electronic Signature Workflow functionality for Central Procurement Staff.
7. Ensured that Ad Hoc documents can only be routed for signatures via User Id.

For additional information regarding these changes, please see the Updated Electronic Document Signature Process on MMB's website.

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 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 the SWIFT Update list, please send an email to the Swift Help Desk (SWIFTHelpDesk.MMB@state.mn.us).

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