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    SWIFT Update February 3, 2022


     

    All Statewide Systems will be Unavailable Sunday, February 6, 2022 for System Maintenance

    All statewide systems will be unavailable due to system maintenance on Sunday, February 6, 2022, from 6:00 a.m. to 2:00 p.m.

    Statewide systems impacted by the maintenance include:

    • Appropriate Maintenance Application (AMA)
    • Budget Planning and Analysis System (BPAS)
    • Capital Budget System (CBS)
    • Enterprise Learning Management (ELM)
    • EPM Data Warehouse
    • Fiscal Note Tracking System (FNTS)
    • Self Service
    • SEMA4
    • SWIFT (including Mobile Inventory)

    We apologize for the inconvenience. 

    1099 Forms for Suppliers

    Minnesota Management and Budget (MMB) mailed all 1099 forms to suppliers the week of January 24, 2022. Suppliers may call or email the 1099 Helpline at MMB with questions or to request a copy of the form.

    Suppliers should make sure that their message includes their name, address, email address, and their Supplier ID or the last four digits of their Social Security Number or Business Tax ID.

    Hot Topic: Accounts Payable - Supplier Discounts

    Did you know? You can help the State save money! State Agencies are encouraged to take advantage of early payment discounts. Double check with your suppliers to confirm if they offer discounts for paying early. SWIFT offers a wide variety of pay terms that include discounts for paying early. Enter the full amount of the invoice and choose the correct pay terms. For example, 2% 10/N30 will provide a 2% discount if processed within 10 days or the full amount in 30.

    SWIFT displays the discount amount and discount due date on the payment information tab. Payments processed in time will automatically receive the discount. Additional Pay Terms can be added by contacting the SWIFT Help Desk.

    For more information about payment process and scheduling, view the Date Definitions and Payment Processing reference guide

    EPM Data Warehouse Training  

    Are you new to the EPM Data Warehouse and need basic information about SWIFT reports? Do you have questions about which EPM Data Warehouse reports can give you the SWIFT information you need? The SWIFT Training team is offering support for SWIFT reports in the EPM Data Warehouse.

    • Training Guides: Find quick reference guides on the EPM Warehouse Training page. 
    • Online Labs: Sign up for an informal, online lab about the EPM Data Warehouse. These labs provide training on a SWIFT topic and then allow you to try it along with the SWIFT trainer. Request to be added to the online lab by emailing [email protected]

    Lab Topic

    Description

    Date 

    Time

    Create and Save the All Expenditures Report Lab*

    Learn about a standard All Expenditures Report from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders.

    Feb. 09, 2022

    9:00 a.m. - 10:00 a.m.

    Create and Save the MFR Lab*

    Learn about a standard Manager’s Financial Report (MFR) from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders.

    Feb. 10, 2022

    9:00 a.m. - 10:00 a.m.

    Diverse Spend Reports

    Aaron Anderson, from the Office of Equity in Procurement at the Minnesota Department of Administration, will  provide an overview of three reports for supplier diversity spending. 

    Feb. 17, 2022

    9:00 a.m. - 10:00 a.m.

    Create and Save the All Receipts Report Lab*

    Learn about a standard All Receipts Report from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders.

    Feb. 22, 2022

    9:00 a.m. - 10:00 a.m.

    Understand the SWIFT Data in the EPM Data Warehouse Webinar

    Learn about the structure of canned reports and ways to get the intended SWIFT data effectively and accurately before running or updating reports.

    Feb. 24, 2022

    9:00 a.m. - 10:00 a.m.

    *Note: Prior to taking the specialized report labs (e.g., MFR, All Expenditures, All Receipts), we recommend taking the Use Standard Reports lab.

    SWIFT Training

    The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

    • Webinars: Enroll in upcoming webinars on Learning Management. See Upcoming Webinars below. Webinars run 60 to 120 minutes and include live demos of SWIFT processes.
    • Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
    • Introduction to SWIFT eLearning: This online class demonstrates how to navigate SWIFT, use SWIFT reporting tools, and find additional SWIFT resources. After learning this material at your own pace and passing the quiz, you’ll receive a Certificate of Completion.
    • One-On-One Sessions: Request a one-on-one session with a SWIFT trainer by emailing us at [email protected].

    Upcoming SWIFT Webinars

    To enroll in a SWIFT webinar or eLearning class, sign in to Self Service or the Administrative Portal and select the Learning Management tile.

    1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
    2. From the Search Results, select the webinar you would like to take.
    3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

    Currently, there are seats still available for the following webinars and eLearning.

    Module

    Webinars/eLearning

    Date 

    Time 

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    Self-Paced Class

    PO

    Overview of Purchase Orders webinar

    Feb. 15, 2022

    10:00 a.m. - 11:30 a.m.

    PO

    Overview of Purchase Orders webinar

    Feb. 15, 2022

    1:30 pm. - 3:00 p.m.

    AR

    Create, Correct, and Verify Direct Journal Deposits webinar

    Feb. 15, 2022

    9:00 a.m. - 10:30 a.m.

    AR

    Enter Deposits and Apply Payments for SWIFT Invoices webinar

    Feb. 16, 2022

    9:00 a.m. - 10:30 a.m.

    AR

    Use Maintenance Worksheets to Manage Customer Accounts webinar

    Feb. 17, 2022

    9:00 a.m. - 10:30 a.m.

    AP

    Create Vouchers in the Accounts Payable webinar

    Feb. 23, 2022

    9:00 a.m. - 10:30 a.m.

    EPM

    Introduction to EPM Data Warehouse/SWIFT webinar

    Feb. 23, 2022

    9:30 a.m. - 11:30 a.m.

    SC

    Create Contract Shell webinar

    Mar. 08, 2022

    9:00 a.m. - 10:00 a.m.

    SC

    Import and Process a Contract Document Electronically webinar

    Mar. 15, 2022

    9:00 a.m. - 10:00 a.m.

    SWIFT Help Desk

    Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

    Email: [email protected]

    Phone: 651-201-8100, option 2

    Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday (closed holidays)

    When contacting the SWIFT Help Desk, make sure to include details about your question or issue, including:

    • Your Business Unit
    • Description of the issue/question
    • SWIFT 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 Training Guides page.

    SWIFT Update Newsletter

    The SWIFT Update is sent to everyone on the SWIFT Update subscription list. To subscribe or unsubscribe to this newsletter, use the links below.

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