Date: April 5, 2012
To: SWIFT Sponsors, Project Managers, Readiness Coordinators, CFOs
Re: Year-end Requisition and PO Close Process in SWIFT

Planning for the fiscal year-end in SWIFT is well underway. The first step is to begin running SWIFT processes that will close fully-sourced requisitions and fully-received and/or fully-invoiced purchase orders. SWIFT will automatically close these transactions; agencies will not be required to manually close them.

The SWIFT processes will only close fully-sourced requisitions and fully received and/or fully invoiced purchase orders that have been inactive for 90 days and cancelled transactions that have been inactive for 30 days. The first weekly run of this process in production is scheduled for the weekend of April 20, 2012. Note: A requisition or purchase order with any balance amount will not be closed in this automated process, regardless of its age or activity.

To assist you in preparing for this process, we have posted the following documents to the SWIFT website:

• Requisition Reconciliation Report: Lists requisitions for all agencies that are qualified for closing, based on a run of reconciliations processes in a non-production environment containing production data as of 03/23/2012. This PDF is 6 pages.
• PO Reconciliation Report: Lists all purchase orders for all agencies that are qualified for closing, based on a run of POs in a non-production environment containing production data as of 3/23/12. This PDF is 1,791 pages.

Please review your agency’s requisitions and POs on these reports. If you know of purchase orders or requisitions that should not be closed, we recommend the transactions be modified in SWIFT so there is more current activity against the transaction and therefore it will not close on April 20, 2012.

Once the requisitions are closed, agencies will not be able to make changes to the transactions without first reopening the specific requisition or PO. Quick Reference Guides have been posted to the SWIFT Website, which describe the processes for reopening closed requisitions and POs.

• Reopen Closed Requisitions
• Reopen Closed POs

In addition, after the requisitions and purchase orders are closed they will no longer be viewable in the Manage Requisitions and Add/Update Purchase Order pages. Instead, they can be viewed in their respective inquiry pages.

• Purchasing > Requisitions > Review Requisition Information > Requisitions
• Purchasing > Purchase Orders > Review PO Information > Purchase Orders

After the first run of the purchase order and requisition closing processes on April 20, the processes will be scheduled to run weekly.

If you have questions, please contact the SWIFT Help Desk at 651-201-8100 option 7.

Annual Budget and Accounting (Closing) Instructions

In early May the 2012 Annual Budget and Accounting (Closing) Instructions will be distributed to all agencies. The 2012 annual closing process will have many general similarities to prior years but will be updated for SWIFT. Key dates may be published sooner.

SWIFT Project