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May 14, 2026
For users of SWIFT Accounting and Procurement modules and those who use SWIFT data in the EPM Data Warehouse.
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When placing orders through the Catalog Punchout process in the EProcurement module, the system records detailed item information for each line on the purchase order. The detailed information includes the supplier item information cross-walked to SWIFT category information, unit of measure, and unit price. To keep item information accurate and the SWIFT system in sync, line information on CTP doc type purchase orders cannot be changed.
When offered a substitute item from a supplier, it should always be rejected. An unavailable item must be canceled on the PO line, re-sourced back to the requisition, and canceled on the requisition right away. If the substitute is acceptable for your needs, obtain the supplier item information and create a new punchout order for the substituted item. Creating a new punchout order ensures SWIFT has the current item information and can match and process the payment without issues.
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Manually running multiple processes in SWIFT can create Process Instance issues. Commonly run manual processes include Single Action Invoice (SAIP) and ARUpdate.
To avoid issues, we ask users to do the following:
Users manually run SAIP. SAIP is a large job that combines many processes across several modules in SWIFT. There are occasions when users must rerun an invoice through SAIP, for example, after a correcting a budget check error. Before you run an invoice through SAIP a 2nd or 3rd time, we ask that you research the invoice thoroughly to ensure that rerunning SAIP is necessary. Refer to the View Bill Summary Information Quick Reference Guide for more information.
ARUpdate is automatically scheduled to run in a batches five times throughout each business day. We ask that users with permissions to run ARUpdate manually refrain from doing so unless necessary. Please allow your Accounts Receivable transactions to be picked up in the automated batch process. Users should avoid canceling or deleting their process requests. Canceling or deleting a process instance can cause ARUpdate to fail processing manual and automatic batch runs.
We appreciate your cooperation. If you have questions or experience issues, please contact the SWIFT Help Desk.
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The Help Desk Hot Topics feature Frequently Asked Questions answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new.
Q. What is a Run Control ID?
A. A Run Control ID is a database record that remembers and provides values for a request you make in SWIFT. You use Run Control IDs to request scheduled queries, reports, processes, and process jobs. You can use a single Run Control ID to make a variety of requests. Alternatively, you can create multiple Run Control IDs to remember various sets of values for a single request. For example, if you have two business units for which you run processes and reports, you may want a separate Run Control ID to remember the desired values associated with each business unit. In addition, there are some requests that require unique and special Run Control IDs. SWIFT will prompt you when a special Run Control ID is required. You need at least one Run Control ID to make your first request in SWIFT. Please be aware that Run Control IDs cannot be deleted. We suggest you create Run Control IDs sparingly.
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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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6/17/26
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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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8/5/26
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AP
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SWIFT PO Cancel and Close Purchase Orders webinar
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6/15/26
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AR
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SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar
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7/14/26
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AR
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SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar
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7/15/26
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AR
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SWIFT Accounts Receivable Part C: Maintenance Worksheets webinar
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7/16/26
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BI
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SWIFT Billing Part 1 webinar
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8/5/26
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BI
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SWIFT Billing Part 2 webinar
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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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9/2/26
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SWIFT EPM Create and Save a Manager's Financial Report lab
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8/20/26
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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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