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SWIFT Update May 28 2015


Updates to Manufacturer Information on Requisitions and Purchase Orders
Several updates will be applied on Friday, May 29th, that relate to the Manufacturer and Manufacturer Item ID fields that impact ePro requisitions and purchase orders. For additional information regarding these updates, please see the Updates to Manufacturer Information guide on MMB's website.


Updates to Purchase Orders with MN.IT as the Vendor
An update will be applied on Monday, June 1st, that will ensure that purchase orders created with the MN.IT vendor ID will not create assets. If a purchase order with an asset category code is created to the MN.IT vendor, the system will not automatically create an asset. This modification will help ensure that assets are not double counted in SWIFT. Without this modification, agencies could create assets when they issue a purchase order to MN.IT and MN.IT would duplicate the asset when creating the order to the vendor.


SWIFT Classes Scheduled for Accounts Receivable & Billing Modules
SWIFT classroom training is scheduled for the Accounts Receivable and Billings modules. You can enroll for this training through the Learning folder in Employee Self-Service. Tip: Search the Catalog using keyword "SWIFT" to find and enroll in classes currently scheduled. The following is a list of recently scheduled classes:

AR/BI3a - Direct Journal Deposits
The AR/BI3a Accounts Receivable - Direct Journal Deposits course provides hands-on SWIFT training on how to enter direct journal deposits (cash receipts) and create accounting entries. Participants will also learn how to create wire deposits that require approval by MMB, resolve budget errors, reverse and correct direct journal deposits, and process a returned item for a direct journal deposit.
This class is designed for the AR-Payment Processing Accountant SWIFT role but is limited to processing direct journal deposits.

Date: 06/16/2015

Time: 8:30 am to 12:00 pm

Where: Centennial Building, Columbine Room

AR/BI3b - AR Item Deposits and Applying Payments
The AR Item Deposits and Applying Payments course provides hands-on SWIFT training on how to enter deposits for "AR Items" (customer invoices created in the SWIFT Billing Module). Participants will enter deposits using the regular and express deposit entry methods. Participants will enter a wire deposit that requires approval by MMB. Participants will also learn how to use payment worksheets to apply payments to specific AR Items or apply payments "On Account".
This class is designed for the AR-Payment Processing Accountant SWIFT role but is limited to processing AR Item deposits.

Date: 06/17/2015

Time: 8:30 am to 12:00 pm

Where: Centennial Building, Columbine Room

AR/BI3c - AR Account Maintenance and Customer Interactions
The AR Account Maintenance and Customer Interactions course provides hand-on SWIFT system training on how to create maintenance worksheets to apply credit bills and "On Account" amounts to customer accounts. Participants will learn how to process returned items, write-offs, and refunds. They will also learn how to transfer an AR Item to a different customer. Participants will create and review customer statements.
This class is designed for the AR-Receivable Specialist and AR-Receivable Supervisor SWIFT roles.

Date: 06/18/2015

Time: 8:30 am to 12:00 pm

Where: Centennial Building, Columbine Room

AR/BI2 Billing Advanced
The AR/BI2 Billing Advanced course provides hands-on training on how to use the SWIFT system to enter and manage billing information. Participants will learn how to use the standard entry process to enter bills online in SWIFT. They will learn time-saving ways to create bills using the Copy Bill and Copy Bill Group processes. They will also create, schedule, and process recurring bills. Participants will learn how to generate invoices for non-consolidated bills and troubleshoot the Single Action Invoice process. They will also learn how to create credit bills.

Date: 06/25/2015

Time: 8:30 am to 4:00 pm

Where: Centennial Building, Columbine Room


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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