Year End Hard Close - FMS Availability

The SWIFT Financial Management System (FMS) will be unavailable on Friday, August 19, 2022, beginning at 6 pm for hard close. The system will become available on Monday, August 22, 2022 at 6 am.

What happens at hard close?

First, the fiscal year (accounting year) is closed and agencies can no longer enter an accounting date prior to July 1, 2022, meaning nothing further can be processed against that year.

• This facilitates reporting by allowing Minnesota Management and Budget to develop the Annual Comprehensive Financial Report (ACFR) against data that can no longer be changed.
• It also performs the important function of closing income statement activity into fund balance to create an accurate starting point for the new fiscal year.
• Remember, the fiscal year is different from the budget fiscal year (BFY). Budget fiscal year (budget period or budget date) is used to control spending authority as required by law and is not closed as part of this process.

Second, any unencumbered balances in BFY 2022 appropriations, depending on the appropriation type, are either closed or rolled forward. Exceptions include continuing or education aids appropriation types where the closing process does not affect unencumbered balances. After the close, agencies can make payments against encumbrances and can cancel encumbrances if no longer needed. Agencies can still deposit receipts to the closed budget fiscal year.

Reminder to Buyers: Please be aware the system downtime includes the Supplier Portal. Avoid scheduling solicitation events to close early next week as responders may need extra time to submit bid responses.

EProcurement Module Upgrade Coming August 29, 2022

Starting in late August 2022, MNIT will update the EProcurement module using fluid design. You will be able to access your existing requisitions. The update will impact how you enter and process requisitions in SWIFT.

IMPORTANT! Follow the steps from the updated EProcurement/Requisitions quick reference guides to process requisitions when they are available.

When you sign into the Eprocurement module on August 29, you’ll notice a new tile, called Requisitions Workcenter. It is mostly used for expediting requisitions.

Other changes include:

• Tile navigation and page functionality
• New features in the Actions menu (e.g., Help and Quick Reference Guides)
• Lookup menu in SWIFT fields

More information will be coming in future newsletters.

Payments

BFY 2022 payments made after June 30, 2022 must be for goods ordered and services performed by June 30, 2022. Generally, these payments must reference a purchase order.

While it is important for agencies to accurately code the date of receipt field throughout the fiscal year, it becomes critical at year-end. The date of goods/services received field is used to determine liabilities for the State’s Annual Comprehensive Financial Report (ACFR). To ensure this information is accurate, agencies must:

• Enter the date they received goods or services accurately in SWIFT, rather than allowing the date to default to the current date. If the service dates on an invoice cross fiscal years, multiple PO receipts are required.
• Complete MMB ACFR confirmation requests received in mid-August to identify any goods and/or services received by June 30, but not coded to fiscal year 2022. Based on materiality thresholds, MMB will send agencies transactions and ask them to identify what portion, if any, is for goods and/or services received by June 30.
• Expenditure Corrections and expenditure refunds should be entered by June 30. The last day to enter these corrections is August 19, 2022. This includes any corrections between fiscal years, which require an AP journal voucher. Whenever possible use the same accounting fiscal year as the original transaction.

Review Vouchers to Prepare for Hard Close

In preparation for the upcoming hard close, agencies should ensure fiscal year 2022 transactions are fully processed in SWIFT. For Accounts Payable, agencies can run the M_AP_GBL_ EXCEPTION _NO_ACCT_DT query to see a complete list of vouchers with exceptions. After hard close, agencies will not be able to process transactions with Accounting Dates prior to July 1, 2022.

Agencies should also be completing regular voucher maintenance including fixing, closing, or deleting vouchers in recycle status, voucher build errors, budget exceptions, match exceptions, or vouchers that have been denied including journal vouchers. Voucher maintenance is usually more difficult after hard close.

To assist with voucher maintenance, there are several queries agencies can run:

• M_AP_GBL_DENIED_VOUCHERS - vouchers that have been denied
• M_AP_UNAPPROVED_VOUCHERS - vouchers that have been denied or pending approval
• M_AP_GBL_RECYCLED_VCHRS - vouchers in recycle status
• M_AP_MMB_VOUCHER_BUILD_ERROR - interface vouchers that failed voucher build
• M_AP_UNPAID_VOUCHERS - vouchers that are unpaid
• M_AP_GBL_UNPOSTED_JOURNAL_VCHR - unposted journal vouchers
• M_AP_GBL_BUD_EXCEPTION - vouchers with budget exceptions
• M_AP_GBL_MATCH_EXCEPTIONS - vouchers with match exceptions
• M_AP_MMB_NEGATIVE_VOUCHERS- negative vouchers

Please see the Accounts Payable Quick Reference Guides for helpful information on deleting and closing vouchers

Encumbrance Certifications Reports

• Agencies must cancel all encumbrances for the fiscal year unless the agency head certifies that goods were purchased or services were rendered by June 30, 2022 (MS 16A.28).
• Agencies must certify encumbrances by completing and returning the certification report to Minnesota Management and Budget (MMB).

Late Payments on Purchasing Card Statements

US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank but are not available during PCard reconciliation in SWIFT. To pay a late fee associated with a PCard statement, agencies need to manually add this fee to their monthly PCard voucher.

As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.

• If you have questions regarding processing payments for PCards, please contact Angie Brandt ([email protected]).
• For questions regarding the state contract or Purchasing Card Use Policy 1b, please contact Sean Torin ([email protected]).

SWIFT and EPM Data Warehouse 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 can request 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.

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