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April 30, 2026
For users of SWIFT Accounting and Procurement modules and those who use SWIFT data in the EPM Data Warehouse.
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In preparation for the upcoming hard close, agencies should ensure that all transactions are fully processed in SWIFT. We are seeing an unusually high number of unpaid Interagency vouchers that require prompt cleanup.
To review all vouchers with exceptions, agencies can run the M_AP_GBL_EXCEPTION query. Throughout the year, we recommend running this query for the entire current fiscal year and including past fiscal years. For previous fiscal years, it may be more difficult to resolve vouchers due to closed accounting periods. If this occurs, please contact the SWIFT Help Desk for assistance.
These queries can help you find unprocessed vouchers:
- 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_GBL_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_GBL_NEGATIVE_VOUCHERS. Negative vouchers.
This query can help you identify Interagency Invoices and their status:
- M_CM_GBL_INTAGCYAR_LOOKUP. Look Up Status of Invoice.
Things to remember:
- Review denied vouchers or unposted journal vouchers due to the potential for having an impact on expense budgets.
- Denied vouchers should be corrected, closed, or deleted.
- Journal vouchers that have been unposted must be reposted.
- You cannot delete a voucher that has been posted. Instead mark the posted voucher for closure. This reverses the accounting entries and closes the voucher during the nightly batch.
Hard close is scheduled for August 14, 2026. This is the deadline for processing most BFY 2026 transactions.
Please see the Accounts Payable Quick Reference Guides for helpful information on deleting and closing vouchers in SWIFT.
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As part of the year end clean-up activities, the PO Recon (PO Close) job is scheduled to run the weekend of May 8. The PO Reconciliation Job closes purchase orders that have been fully matched by setting the Status to “Complete.” See the SWIFT Procurement Year End Processing Tips for additional information.
The PO Close job will run two additional times this year to assist in closing documents: June 30 and the hard close weekend of August 14.
Remember, you can prevent the PO Reconciliation Job from closing a purchase order by selecting the “Hold From Further Processing” checkbox on the purchase order header. You can use this checkbox if you plan on increasing the purchase order at a later date.
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In preparation for the year-end close, agencies can start reviewing their purchase orders now. There are several ways to cancel or close purchase orders depending on how it was created and how it was used.
Consider attending a webinar (sign up through Self-Service ELM Learning Management):
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Cancel and Close Purchase Orders Webinar: May 20 from at 9 to 10 am
Utilize the Quick Reference Guides below:
You can also view a summary in the Cancel and Close Purchase Orders training video.
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The SWIFT Training team offers SWIFT module training through a variety of methods at no additional cost to the agency. There are SWIFT training guides and training videos, webinars, eLearning, and individual sessions (by request through the SWIFT Help Desk).
Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.
Module
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SWIFT Webinars & eLearning
Sessions run 9:00 - 10:30 a.m., unless otherwise noted
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Dates
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Intro
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Introduction to SWIFT Navigation webinar
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5/12/26
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Intro
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Introduction to SWIFT Navigation eLearning
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Anytime
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Intro
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Overview of SWIFT Reporting webinar
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5/20/26; 6/23/26; 7/22/26
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AP
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SWIFT Vouchers and Accounts Payable, Overview webinar
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5/13/26
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PO
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SWIFT Cancel and Close Purchase Orders webinar
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5/20/26
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BI
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SWIFT Billing Part 1 webinar
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5/6/26; 8/5/26
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BI
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SWIFT Billing Part 2 webinar
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5/7/26; 8/6/26
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KK
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SWIFT Budget Journal Administration Part 1 webinar
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6/10/26
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KK
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SWIFT Budget Journal Administration Part 2 webinar
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6/11/26
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SS
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SWIFT Strategic Sourcing eLearning
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Anytime
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The SWIFT Training team offers EPM Data Warehouse training for SWIFT data through a variety of methods at no additional cost to the agency. There are EPM training guides, videos, labs, and individual sessions (by request through the SWIFT Help Desk).
Find current EPM Data Warehouse training in Learning Management. Enter "EPM" in the Find Learning text entry box.
EPM Data Warehouse Labs
Sessions run 9:00 - 10:30 a.m., unless otherwise noted
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Dates
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Introduction to the EPM Data Warehouse for SWIFT Data webinar
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6/4/26
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SWIFT EPM Create and Save an All Expenditures Report lab
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5/19/26
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SWIFT EPM Create and Save an All Receipts Report lab
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5/14/26
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SWIFT EPM Create and Save a Manager's Financial Report lab
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5/13/26
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SWIFT EPM Create and Save a New Analysis lab
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5/21/26
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SWIFT EPM Format Your Report lab
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6/3/26
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SWIFT EPM Using Standard Reports and Understanding the Data webinar
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6/24/26
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Maintenance Window: SWIFT is unavailable during the statewide systems maintenance window, every Sunday from 6:00 AM - 2:00 PM.
We want to hear from you! Email the SWIFT Training and Help Desk team using the button below to share your ideas or suggestions about improving user experiences with our systems, training opportunities, newsletter notifications, or system issues.
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All current SWIFT users should receive the SWIFT Update for timely notifications of important deadlines, upcoming system upgrades, scheduled maintenance, and training opportunities. Let us know if someone on your team is not receiving important updates or news from us.
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