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SWIFT Update October 15,2015

SWIFT Financial Management System (FMS) Year End Reporting
In the future, MMB plans to discontinue making copies of the database at both soft and hard close, but have the data available in the warehouse to meet reporting needs. To assist with planning for the transition to the warehouse, please take note of how your agency relies on the soft and hard close databases.

1. What specific reports or queries do you run against the soft and hard close databases?
2. What specific panels/screens within the soft and hard close databases are you accessing?
3. Who are the users within your agency that are accessing the soft and hard close databases?

Please send your answers to the above questions to Michelle Weber, ERP Director, at michelle.weber@state.mn.us, no later than October 30.

Accounts Payable: Vouchers in Recycle Status
Currently there are approximately 50 vouchers in SWIFT in "Recycle Status". Commons reasons that vouchers are placed in Recycle Status include:
• duplicate invoice numbers
• being out of balance
• accounting dates that are not in open periods

Agencies should periodically monitor SWIFT for vouchers that are in Recycle Status and resolve the issues.

To quickly check for vouchers in Recycle Status, navigate to Accounts Payable, Vouchers, Add/Update, Regular Entry, Find an Existing Value tab and search for vouchers with an Entry Status = "Recycle". Agencies can also run query "M-AP-GBL-RECYCLED-VCHRS".


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. Please include the following in 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).


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.
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