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SWIFT Update September 29, 2016

Statewide Systems Availability

All statewide systems will be unavailable due to system maintenance this Sunday, October 2 from 7 a.m. to noon. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.
Note: The SWIFT Data Warehouse (EPM) and OBIEE reporting and analysis tool will be available during the maintenance period.
Impacted systems include:

  • Self Service
  • SEMA4
  • Recruiting Solutions
  • SWIFT (Including Supplier Portal and Mobile Inventory)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Enterprise Learning Management (ELM)
  • Fiscal Note Tracking System (FNTS)

Billing Module Update: Use “XMLPUB” Invoice Form on All New Bills

Agencies should select “XMLPUB” in the Invoice Form field when creating new bills in SWIFT (see red box in illustration below). Currently, SWIFT allows users to choose either “XMLPUB” or “Crystal” when creating new bills. The "Crystal" option will be discontinued in January 2017 when a SWIFT People Tools upgrade will be performed. After the upgrade, agencies will still be able to reprint prior bills created in Crystal but will no longer be able to produce new bills in Crystal. 

Please take steps to ensure all new bills are created with Invoice Form “XMLPUB”. This may require you to change the Invoice Form to “XMLPUB” on Copied Bills, Credit Bills and Bill Templates.

invoice-9-29-2016


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/

The MDHR Request form is located on the SWIFT Forms page and has been updated so you can use this form to request either MDHR or EPC exemptions for vendors.


Help Desk Hot Topic

Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Q: I forgot to select the “Batch Standard” Posting Action when I ran the Single Action Invoice process in the Billings Module and the invoice was not posted to the customer’s account as an open “Item” in the Accounts Receivable (AR) module. What do I need to do to fix this?

A: Staff with the AR-Receivable Supervisor role will need to select the “Batch Standard” Posting Action in the Accounts Receivable module by following the instructions in the Setting Pending Items to Post Quick Reference Guide.

batch-09-29-2016


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 


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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