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SWIFT Update November 19 2015


Update to Cash Receipts collected by the Department of Revenue

An update will be applied next week to deposits that the Department of Revenue collects on behalf of other state agencies.

Currently, these deposits to receivables in SWIFT are processed under the "G9001" AR Business Unit.

Going forward, these deposits will be separated out and posted in each specific agency's Business Unit for the debt that was collected by the Department of Revenue. These deposits will be coded with a Payment ID starting with "DOR" on the direct journal entry to differentiate them between normal receipts in the agency's Business Unit.

If any of the entries do not post to the respective customer account, the agency is then responsible to post the entry utilizing a Payment Worksheet as they would normally for any entry made by the agency itself. Each agency must also fix direct journals that fail budget check.

The Department of Revenue normally processes deposits on Friday. MMB recommends that agencies check to see that the entries post each Friday. If you have questions, please contact Kris Meyers or the SWIFT Help Desk. Both are aware of the change and will assist in fixing problems.

Supplier Contract Module: Copy a Contract Document Function

A fix has been applied to correct an issue related to the Copy a Contract Document functionality. When you select the Copy From Contract link on the Contract Entry page and search for and select the originating contract, you will always be notified if a contract document exists and you will have the option to copy the document. Previously, in certain instances, the Copy a Contract Document function was not available. With this fix, all contract documents can be copied.
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Reminder: Enter a Fund Balance Classification Code When Requesting Appropriations

This is a reminder to enter a Fund Balance Classification code when submitting requests to add appropriations in funds 1000-2999 per MMB Policy 0301-01. If you are using an outdated appropriation form which doesn't include the attribute, please download a current version from the MMB website (SWIFT Forms). If you would like more detailed information about the codes, please feel free to contact your Executive Budget Officer or Susan Rumpca at susan.rumpca@state.mn.us.


The available codes are R, C and A:

R: Restricted Fund Balance

Fund balance should be reported as restricted when constraints placed on the use of resources are either externally imposed by creditors, grantors, contributors, or law or regulations of other governments; or imposed by law through constitutional provisions or enabling legislation. "Enabling legislation" authorizes the government to assess, levy, charge, or otherwise mandate payment of resources and includes a legally enforceable requirement that those resources be used only for the specific purposes stated in the legislation. Legal enforceability means that a government can be compelled by an external party to use resources created by enabling legislation only for the purposes specified by the legislation. In addition, the restriction must be established at the same time the revenue stream is created. Examples include gifts required to be used for specific purposes and the Legacy Amendment to the Minnesota Constitution, which increased the state sales tax and specified that those taxes be used for clean water, arts and cultural heritage, and outdoors.

C: Committed Fund Balance

Amounts that can only be used for specific purposes pursuant to constraints imposed by formal action of the state's highest level of decision-making authority (legislation) are reported as committed fund balance. These amounts cannot be used for any other purpose unless the government removes or changes the specified use by taking legislative action. Committed fund balance also should incorporate contractual obligations to the extent that existing resources in the fund have been specifically committed for use in satisfying those contractual requirements. One example is taconite taxes that were established prior to the time a fund was established. Later, the legislature committed a portion of the taconite taxes for rehabilitation and diversification of industrial enterprises.

A: Assigned Fund Balance

Amounts that are constrained by the state's intent to be used for specific purposes, but are neither restricted nor committed, should be reported as assigned fund balance. Intent should be expressed by the governing body itself or a body or official to which the governing body has delegated the authority to assign amounts to be used for specific purposes. One example is a commissioner of an agency who budgets a certain amount to be used for a specific purpose.

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 SWIFT 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.
When: January 27, 2016, 8:30 am to 4:00 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.
When: January 12, 2016, 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.
When: January 13, 2016, 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.
When: January 13, 2016, 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.
When: January 28, 2016, 8:30 am to 12:00 pm
Where: Centennial Building, Columbine Room

Help Desk Hot Topic

Q: What internet browsers are supported with SWIFT?
A: Supported internet browsers include:

• Internet Explorer Releases 8, 9, 10 or 11
• Firefox Release 17
• Apple Safari Releases 5, 6 or 7
• Google Chrome Release 24
• Other web browsers may work: however, they may not be supported.

For additional information, please see the SWIFT Software and Hardware Requirements document on MMB's website. (Please note that the software requirements for the SWIFT Data Warehouse (OBIEE) are different from those listed above and are included in this document.)

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.

SWIFT Update Mailing List

The SWIFT Update is set 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 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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