SWIFT Update, March 29, 2013

SWIFT Unavailable this Sunday

The SWIFT Project team has been asked by several agency CFOs to make a “point in time” copy of the SWIFT production system this weekend.  In order to accomplish this, the system will be unavailable to users between 7 a.m. and midnight on Sunday, March 31. The system will be back up for use as usual on Monday morning. Thanks for your understanding.

Strategic Sourcing Issue Workaround

We are continuing to have an issue with the workflow process for Strategic Sourcing events in SWIFT. The issue is when the event workflow is “Denied” the event is not being set back to an “Open” status allowing changes to be made. The status stays at “Pending” post approval and shows the workflow as denied.

The workaround for this problem is to create a “New Version” of the event so a new workflow is initiated.

Strategic Sourcing Class Scheduled

Strategic Sourcing 2 for P/T Contracts – This two-day class is for those who work with RFPs, RFIs and PT contracts.

When: April 2-3, 8:30 a.m. to 4 p.m.

Where: Centennial Building, Columbine Room.

Registration: Register for classroom and online training classes through the Learning folder in Employee Self-Service.

Two New Supplier Contracts Quick Reference Guides (QRGs)

  • Internal Signatures on Supplier Contracts

SWIFT now enables Contract Administrators to process a contract document electronically, including both external and internal signatures. See the Internal Signatures on Supplier Contracts QRG for more.

  • Contract Document Approval Workflow

All contract documents must be approved before they can be signed. SWIFT uses predefined approval workflow to route the document for approvals. The Contract Document Approval Workflow QRG tells you more.


SWIFT Website Homepage Simplified

All SWIFT help related information is now in one place on the SWIFT website homepage.


Help Desk


Quick Reference Guides (reorganized list to locate your QRG faster)

Webinar Recordings



SWIFT Self-Helps

Updates, fiscal year-end information and system status are organized under Announcements, and Logins now provides access to the SWIFT Administrative Portal, Supplier Portal and Employee Self-Service from the SWIFT homepage.

Additional Information on New Local Taxes

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective April 1, 2013.

Cloquet 0.5% Sales and Use Tax – Tax Code 0282

Marshall 0.5% Sales and Use Tax – Tax Code 0705

Medford 0.5% Sales and Use Tax  – Tax Code 0712

Hermantown increase to 1% (currently 0.5%) Sales and Use Tax – Tax Code 0528

The sales and use tax rate changes apply to sales made on or after April 1, 2013, and 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 (city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

Orders entered in SWIFT on or after April 1, 2013, will calculate the new tax rates for each city. Existing 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. Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period.






Please note the following additional information below concerning these local taxes:

SWIFT has been updated with the new tax codes for all existing ship-to addresses located in the affected cities. New orders, created on or after Monday, April 1,2013, will calculate the new rate of tax for the ship-to addresses within those cities. Existing orders may or may not need to have the tax code updated on the PO if payment can be processed during any allowed grace period(s) – see the general notice for each city. If changes are needed, please hold until April 1 to process.

Previously any ship-to addresses in Cloquet, Marshall and Medford used the tax code of 0000, State Tax only. To calculate the new combined rate, state and local tax rate, the tax code(s) on the PO must be updated to the new tax code(s) from the 0000 tax code. Because of the various transition rules these codes will not be updated by SWIFT and must be updated by the PO buyer.

Hermantown needs to be treated a bit differently since it is not a new tax. Existing orders that do not need to be updated with the new rate will be okay unless a change order is done to the PO; any changes after April 1, the PO will calculate the new local tax rate. If you must pay the new rate on existing POs, a change order will need to be done on the PO to get it to recognize the new rate.

For assistance in changing the sales tax on a PO, please consult the Quick Reference Guide for Sales Tax Settings on Purchase Order Documents.

SWIFT Update Listserv

The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to a larger listserv composed of SWIFT end users – to be removed or added to this SWIFT Update list, go to http://www.mmb.state.mn.us/finlist/listinfo/swift_newsltr