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SWIFT Update August 12 2015

Year End Hard Close - FMS Availability
The SWIFT Financial Management System (FMS) will be unavailable on Friday August 14, 2015, beginning at 6 pm for hard close and to make a year-end copy of production for point in time reporting. The system will become available on Monday August 17, 2015 at 6 am.


Purchase Order Close Scheduled for Hard Close Weekend
The PO Reconciliation (PO Close) job is scheduled to run on the hard close weekend of August 14th. 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 document for additional information about the PO Reconciliation job along with other procurement year document processing options and tips. 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.


FMS Year End Reporting for 2015
FY 2015 Hard Close information will be available from the FMS Year End Reporting page the week of August 24th.


Statewide Financial Policies and Procedures
The following Statewide Operating Policy, Procedure, and Forms has been updated and posted to the Statewide Financial Policies webpage of the MMB website under Chapter 8:

0802-02 Warrant Special Handling Request Policy
0802-02.1 Warrant Special Handling Request Procedure
0802-02.1F Warrant Request Form
0802-02.2F Authorized Signatures Form
0802-02.3X Wire Transfer Example


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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