SWIFT Update May 26, 2022

Denied CTP Purchase Orders

When a purchase order approval is set to "Denied" on CTP doc type Purchase orders, it causes issues with pre-encumbrance funds on the associated CTR requisition. The funds remain as a pre-encumbrance balance on the requisition and the purchase order stays in a "Denied" status. If you need to deny this type of purchase order, you MUST complete the process by canceling the purchase order and re-sourcing the requisition during the cancellation process. Once that is complete, the requisition must either be edited to use again or canceled to release the pre-encumbrance.

Please refer to the updated Cancel Punchout Purchase Order (CTP)/Requisition (CTR) quick reference guide if you have questions.

Help Desk Hot Topic:  Close or Cancel Supplier Contracts

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

Q. How do I Close or Cancel Unneeded Supplier Contracts?

A. The Department of Administration's Office of State Procurement (OSP) recommends that agencies cancel or close existing supplier contracts that they no longer need. Canceling or closing these contracts streamlines reports both for agencies and for OSP.

• Cancel supplier contracts that have no activity against them. An activity includes purchase orders, receipts, and vouchers.
• Close supplier contracts that have no activity against them.

For more information, please review the Close or Cancel a Supplier Contract or Lines quick reference guide.

SWIFT Training

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

• Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
• SWIFT 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.
• EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
• eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you’ll receive a Certificate of Completion.
• One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at [email protected].

Upcoming SWIFT Training

To enroll in a SWIFT training, 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.

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.