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    SWIFT Update March 30, 2023


    Annual Budget and Accounting Instructions Posted 

    The Annual Budget and Accounting Instructions - Document 1 has been posted to the SWIFT Budget and Accounting Instructions page. You can find this document under Establishing Budget Fiscal Year 2024-25 Budgets and Closing Fiscal Year 2023.

    Punchout Orders – Expediting Requisitions

    Beginning Friday, April 7, agencies will no longer have the option to expedite a requisition. Requisitions will be processed every two hours when the batch runs. If there is an urgent situation in which an agency cannot wait, they may get assistance in expediting the requisition by contacting the SWIFT Help Desk.

    SWIFT Hot Topic

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

    Q. I need to update a Purchase Order (PO), but the buyer on that PO is out of the office. What can I do to make the necessary changes on the PO prior to approval?

    A. To update the PO in SWIFT, you will need to change the buyer in the PO by creating a change order in SWIFT. To create a change order, make sure to complete all of the following steps in order, or you will not be able to change the buyer and update the PO.

    1. Open the PO in SWIFT.
    2. Select the Change Order icon on the PO Header.
    3. Update the Buyer field.
    4. Select Save.
    5. You may get a message that the defaults will switch to those of the updated buyer. Select either OK or Cancel. To change the buyer, defaults, and Location, select OK. (This will affect the tax rate.) To update the buyer but not the defaults or Location, select Cancel.
    6. Update the necessary fields in the PO.
    7. Select Save. Depending on the change (such as increasing the amount), SWIFT may restart the workflow, and the PO may require a Budget Check and Approval.
    8. Dispatch the PO.
    9. Select the View Approval link toward the bottom of the PO page to verify that it routed to the new buyer correctly.

    For more details about changing the buyer on a PO, see the Set up Temporary Approvers for Purchase Orders Quick Reference Guide.

    SWIFT and EPM Data Warehouse Training

    The SWIFT Training team offers training through a variety of methods. There are SWIFT training guides and training videos, EPM training guides, webinars, labs, eLearning, and individual sessions (by request through the SWIFT Help Desk).

    Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.

    MODULE

    WEBINARS/eLEARNING
    Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.

    DATES

    INTRO

    Introduction to EPM Data Warehouse/SWIFT

    6/7/23; 8/9/23

    INTRO

    Introduction to SWIFT Navigation webinar

    4/12/23; 5/17/23; 6/8/23; 7/20/23

    INTRO

    Overview of SWIFT Reporting webinar

    5/4/23; 6/8/23; 7/12/23; 8/3/2023

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    AP

    SWIFT Create Vouchers Overview in Accounts Payable webinar

    6/1/23

    AR

    SWIFT Accounts Receivable Direct Journal Deposits webinar

    5/16/23

    AR

    SWIFT Accounts Receivable Apply Payments to Invoices webinar

    5/17/23

    AR

    SWIFT Accounts Receivable Maintenance Worksheets webinar

    5/18/23

    BI 

    SWIFT Billing Part 1 webinar

    4/26/23; 7/26/23

    BI

    SWIFT Billing Part 2 webinar

    4/27/23; 7/27/23

    EPM

    Build a My Dashboard for SWIFT Reports in EPM lab

    5/10/23, 7/6/23; 9/7/23

    EPM

    Create a SWIFT All Expenditures Report in EPM lab

    5/3/23; 7/11/23; 10/4/23

    EPM

    Create and Save an All Receipts Report in EPM lab

    7/13/23

    EPM

    SWIFT EPM Create and Save a New Analysis lab

    6/14/23

    EPM

    SWIFT EPM Create and Save the Manager's Financial Report lab

    5/25/23; 7/20/23

    EPM

    Understand the SWIFT Data in the EPM Data Warehouse webinar

    5/16/23; 7/13/23; 10/4/23

    EPM

    Use SWIFT Standard Reports in EPM lab

    5/9/23; 7/18/23; 9/13/23

    KK

    SWIFT Budget Journal Administration webinar
     Time, 9 a.m. - 11 a.m.

    6/22/23

    PO

    SWIFT Cancel and Close Purchase Orders webinar

    5/18/23

    PO

    SWIFT Create Purchase Orders webinar

    4/11/23; 6/6/23

    SC

    SWIFT Create a Supplier Contract Shell webinar
     Time, 9 a.m. - 10 a.m.

    5/4/23

    SC

    SWIFT Import and Process a Contract Document Electronically webinar
     Time, 1 p.m. - 2 p.m.

    5/4/23

    SS

    Strategic Sourcing Part 1: Create, Post, and Approve Events

    6/14/23; 8/29/23

    SS

    Strategic Sourcing Part 2: Analyze and Award Events
     Time, 1:00 p.m. - 2:30 p.m.

    6/14/23; 8/29/23

    SS

    SWIFT Strategic Sourcing eLearning

    Anytime

    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 and Resources 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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