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SWIFT Update September 22, 2016

Purchasing Update: Equity Select Order Documents

The DTG (Direct TG/ED/VO) and BTG (Blanket TG/ED/VO) order document types created for the Equity Select program are being updated to only allow purchases from targeted group, economically disadvantaged or veteran-owned businesses for orders from $5,000.01 up to $25,000. Currently, orders in the amount of $5,000 and under are being entered but these are not considered purchases under the Equity Select program. When entering a BPA (Blanket Order to a Single Vendor), you will receive a message that will guide you into entering a BTG if:

  • 1. the vendor is a certified TG/ED/VO vendor, and
  • 2. the order amount is within the $5,000 to $25,000 program limits, and
  • 3. bids have not been entered on the Response Documentation page of the order

The message currently states “Please choose doc type of BTG for this order. (30000,51)”  Although this is a hard error, you can get passed it and still use a BPA by entering any bids obtained on the Response Documentation page. The error message is being updated to make this more clear to you. We plan to complete these updates in the near future.


Purchasing Update: SWIFT Now Verifies a Vendor’s Equal Pay Certification

The Equal Pay Certification (EPC) requirement for vendors was signed into law in May of 2014. SWIFT has been updated to track the beginning and end dates of a vendor’s certification and will check for that certification when a purchase order of $500,000 or more is entered.This  process works the same as the current Human Rights certificate of compliance process, except  the Human Rights check occurs for purchases of $100,000 or more.

For more information on the Equal Pay Certificate see the Minnesota Department of Human Rights website at: https://mn.gov/mdhr/certificates/apply-renew/equal-pay-certificate/

Projects/Grants Reminder: Project ID Format

This is a reminder that projects created in the Project and Grants modules must be created with Project IDs that start with the first three digits of your Business Unit. This is called your “agency mask”.  For example, if your Business Unit is “G1001”, the Project ID must start with “G10”. Make sure to check with your agency for any additional Project ID requirements.

project format screenshot


Sign Up for SWIFT Classroom Training! 

SWIFT classroom training is scheduled for the Accounts Payable, Accounts Receivable, Commitment Control (Budgeting), and Purchasing modules. Classes are free of charge and open to everyone. 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. Seats are available in the following classes:

Class 

Date 

Time 

AP Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

October 5, 2016

8:30 am to 4:00 pm

AR Direct Journal Deposits (AR/BI3a)

October 19, 2016

8:30 am to 12:00 pm

AR Item Deposits and Applying Payments (AR/BI3b)

October 19, 2016

1:00 pm to 4:30 pm

AR Account Maintenance and Customer Interactions (AR/BI3c)

October 20, 2016

8:30 am to 12:00 pm

Budget Journal Administration (BC2)

November 16, 2016

8:30 am to 4:00 pm 

Create and Update Purchase Orders for Agency Buyers (PO1)

September 29, 2016

8:30 am to 4:00 pm


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 assistance can be found on the SWIFT Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

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