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SWIFT Update December 29, 2016

Statewide Systems Availability

All statewide systems will be unavailable due to system maintenance Sunday, January 1, from 7 a.m. to noon. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience. 

Impacted systems include:

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

Deleting and Closing Vouchers

Maintaining unprocessed vouchers in SWIFT is important. Unpaid Vouchers that are no longer needed should be deleted or closed. Knowing a few general rules will help make this process easier.
First, check to see if accounting entries have been created. You can check this by going to the summary tab and selecting “Accounting Entries Inquiry” from the View Related drop down and then click Go.

  • Vouchers with accounting entries should be in a posted status and marked for closure.
  • Vouchers without accounting entries should be deleted.

If you are having problems deleting a voucher and there aren’t any accounting entries, look to see if the finalize flag has been set. If it has, undo finalize and save the voucher.
For additional details and helpful hints, please see the SWIFT Reference Guides at: https://mn.gov/mmb/accounting/swift/training-support/reference-guides/ 


REMINDER: Notice on New Local Taxes

Effective January 1, 2017, the Minnesota Department of Revenue will administer the following new sales and use taxes:

  • Cook County, 0.5% Sales and Use Tax
  • Mille Lacs County, 0.5% Sales and Use Tax
  • Pine County, 0.5% Sales and Use Tax
  • Winona County, 0.5% Sales and Use Tax
  • NOTE: Fergus Falls County 0.5% Sales and Use Tax will end

The sales and use tax rate changes apply to sales made on or after January 1, 2017. These taxes will be in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

Purchase orders entered in SWIFT on or after January 1, 2017 will calculate the new tax rates for each county/city. Existing purchase orders and/or their vouchers will need to be adjusted to pay the correct tax if delivery occurs after various dates. 

Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates. For assistance in changing the sales tax on a PO, please consult the Sales Tax Settings on Purchase Orders Quick Reference Guide at: http://mn.gov/mmb-stat/documents/swift/training/referenceguides/swift-po-sales-tax-qrg.pdf


REMINDER: Impact of New Local Taxes on Accounts Payable and Purchase Orders 

SWIFT will calculate the new local tax rates for each county/city on vouchers if the Invoice Date is on or after the tax Effective Date. If the Invoice Date is before the tax Effective Date, SWIFT will exclude the new tax rates. Please carefully review the tax calculation prior to paying vouchers with Ship To locations within these jurisdictions.

SWIFT will update the new tax codes on purchase orders for all existing Ship To addresses located in the affected cities. SWIFT will update new purchase orders created on or after Friday, January 1, 2017 with the new rate of tax on the Ship To addresses within those counties/cities.

Buyers may or may not need to update existing purchase orders with the updated tax code if the agency processes the payment during any allowed grace period(s). See the general notice for each county/city.

Because of the various transition rules, SWIFT will not automatically update the tax codes on purchase orders affected by the new taxes. If buyers used the Tax Code of 0000 (State Tax only) on purchase orders in the affected cities and counties, buyers must update these purchase order to the new tax code(s) from the 0000 Tax Code.

Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling purchase orders and payments during the transition period.


Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following 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)

February 22, 2017

8:30 am to 4:00 pm

AR Direct Journal Deposits (AR/BI3a)

January 25, 2017

8:30 am to 12:00 pm 

AR Item Deposits & Applying Payments (AR/BI3b)

January 25, 2017

1:00 pm to 4:30 pm

AR Account Maintenance & Customer Interactions (AR/BI3c)

January 26, 2017

8:30 am to 12:00 pm

Billing Advanced (AR/BI2)

January 5, 2017

8:30 am to 4:00 pm

Budget Journal Administration (BC2)

February 2, 2017

8:30 am to 4:00 pm

Create & Manage Purchase Orders for Buyer Roles (PO1)

January 24, 2017

8:30 am to 4:00 pm

Create & Manage Supplier Contracts (SC1) 

January 31, 2017

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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