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SWIFT Update July 11 2014


PO Voucher Budget Dates

When creating vouchers from purchase orders, MMB highly recommends using the Copy Selected Lines button on the Copy Worksheet page. This ensures that the budget date from the PO is brought into the voucher distribution line and can only be changed by the user.

If the Copy PO button or Copy Entire Document button on the Copy Worksheet page is used, the budget date is also brought in from the PO; however, there is a possibility that the budget date could get overwritten if the goods and services received date is changed.

The illustration below shows how to access the Copy Worksheet page.

swift-update-7-3-14

A new query is available to provide additional voucher information, including budget date, for use when approving vouchers (M-AP-GBL-APPROVER-WORKLIST ).

FMS Year End Reporting for FY 2014

A copy of SWIFT production was made at the end of the business day on June 30, 2014. Fiscal year 2014 soft close data is now available to agencies to assist with point in time reporting. The environment will allow users to run queries, inquiries and reports. To access the environment:

1. Log into SWIFT
2. Click the FMS Year End Reporting link
3. Next, click FY 2014 Soft Close

Upcoming Changes to SWIFT Data Warehouse

On July 19th, MMB will make changes to the All Expenditure and All Receipts Subject Areas in OBIEE. The changes will ensure all SWIFT transactions coded to revenue accounts are included in the All Receipts Subject Area and all activity coded to expense accounts are included in the All Expenditure Subject Area. Users who have developed OBIEE reports with prompts against the All Expenditure Subject Area may need to adjust their reports to get them to run.

Agencies who currently download data from the SWIFT Data Warehouse staging tables will need to make sure they execute a full pull of the expenditure and receipt detail X2 tables on the night of July 21st to ensure the agency has complete and accurate data. Agencies should be aware there will be Expenditure and Receipts Detail X3 tables beginning on July 21st that will contain more complete information on each transaction. If agencies need the additional information, the data extractions should be repointed to the X3 tables. While the X2 tables will continue to be available, agencies are encouraged to use the X3 tables for new development and to change existing extracts to the X3 tables.

Agencies running reports from the data warehouse staging tables should be aware the Expenditure and Receipt Detail X3 tables will be available on July 21st and contain more complete information than what is currently on the X2 tables. The X2 tables will still exist and be refreshed each night so agencies can make this transition at their leisure.

Questions regarding the new SWIFT Data Warehouse views should be directed to the SWIFT Help Desk by phone at 651-201-8100, option 2.

TransparencyMN Testing Complete

The testing phase of the TransparencyMN site for budgets and payments has completed. As a result, the site has been taken offline. Please look for a future communication regarding website development and access.

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

See previous issues

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