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SWIFT Update September 10 2015

 
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Reminder: All Statewide Systems Unavailable the Weekend of September 12-13, 2015
Due to routine maintenance, all statewide systems will be unavailable the weekend of September 12th and 13th. During this time, users will not be able to access statewide systems available from the SWIFT Administrative Portal, including SWIFT FMS, SWIFT Data Warehouse, ELM, CBS, FNTS, BPAS, Self Service, and SEMA4. The Supplier Portal will also be unavailable.
Systems are expected to be available Monday morning, September 14, 2015.


SWIFT Classes Scheduled for Accounts Payable, Billing & Accounts Receivable Modules
SWIFT classroom training is scheduled for the Accounts Payable, Billing and Accounts Receivable modules. 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. The following is a list of recently scheduled classes:

AP2/Voucher Entry, Maintenance, Approval & Reporting Tools
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: September 29, 2015; October 9, 2015 and November 6, 2015
Time: 8:00 am to 3:30 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: 09/23/2015
Time: 8:30 am to 4:00 pm
Where: Centennial Building, Columbine Room

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: 09/24/2015
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: 09/24/2015
Time: 1:00 pm to 4:30 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: 10/23/2015
Time: 8:30 am to 12:00 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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