SWIFT Update, May 23, 2013

Asset Management Training

Additional sessions have been added to learn the new asset management process. Attendance at one of these sessions is highly encouraged for individuals involved in the asset management process as it will guide you through the revised asset integration process flow, which is designed to eliminate issues in creating the asset record in AM.

There are two additional sessions scheduled:

  • Wednesday, 5/29 9am-12pm
    • SWIFT Conference Room, 4th Floor Centennial Office Building
    • Email This e-mail address is being protected from spambots. You need JavaScript enabled to view it to register, space is limited to 15 participants
  • Wednesday, 5/29 1pm-3pm

SWIFT Year End

Year End is quickly approaching, and the SWIFT team is working hard to help you prepare.

From Accounting:

Year End Dates and other important information can be found online here: http://www.mmb.state.mn.us/maps-budget. The soft close is Sunday, June 30, and the hard close is Saturday, August 17th. Part 1 of the year end instructions can be found at the link above, and part 2 will be published next week.


From Procurement:

The SWIFT Procurement Year End guide send in a previous update is now available online http://www.swift.state.mn.us/fiscal-year-end-2013.

PO Close

Last weekends scheduled run of the PO Reconciliation (PO Close) job ran successfully.  The PO Recon job closed purchase orders that were fully matched by setting the PO status to Complete.   There were 109,276 purchase orders closed; including the closing of 197,554 PO lines, 197,848 schedule lines and 209,601 distribution lines.

The ability to reopen purchase orders is currently not available.  In the meantime any POs closed will have to be created as a new PO.  Closed orders may be copied see the quick reference guide, http://www.swift.state.mn.us/doc/procurement/qrc/adding-po-copy.pdf on how to copy an existing order.

Finalizing POs

Agencies may also have a need to release the pre-encumbrance balances on PO’s before they have voucher activity.  The most effective method to do that is to finalize the PO.  There is a Quick Reference Guide on the SWIFT website, or follow this link to review the process: http://www.swift.state.mn.us/doc/procurement/qrc/closing-req-lines.pdf

PO’s that have been finalized can be reversed by using the undo finalize button and budget checking, if necessary.  While the system allows a user to finalize a PO at either the header or distribution level, the cleanest method to ensure that all pre-encumbrance dollars are appropriately released is to finalize at the header level.

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.

651-201-8100, option 2;  Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays

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