June 25, 2026

For users of SWIFT Accounting and Procurement modules and those who use SWIFT data in the EPM Data Warehouse.

Contents

• The Minnesota Department of Natural Resources (DNR) is Seeking a New Lead Agency for the Statewide AP Workgroup
• End of Year Accounts Receivable (AR) and Billing (BI) Reminders
• Voucher Clean Up Reminder
• Purchase Order Close - Tuesday, June 30, 2026
• Sales and Use Tax Updates
• 2026 Fiscal Year-End Reminders
• SWIFT, AMA, Supplier Portal, Mobile Inventory Unavailable June 30
• Payroll Budget Fiscal Year (BFY) 2026 Deadlines
• SWIFT Module Training
• EPM Data Warehouse for SWIFT Training

The Minnesota Department of Natural Resources (DNR) is Seeking a New Lead Agency for the Statewide AP Workgroup

The DNR has long coordinated the Statewide Accounts Payable (AP) Workgroup, a quarterly forum where AP staff from across the State connect, share ideas, and collaborate on common challenges. As we look ahead, we are seeking another agency to assume leadership of this group.

This workgroup remains a valuable resource for AP professionals, and we want to ensure it continues to thrive. The lead agency plays an important role in supporting a strong statewide network and advancing AP best practices.

Workgroup Benefits Include:

• Quarterly virtual meetings to connect with AP colleagues and leaders across State agencies—an excellent networking opportunity.
• Access to a dedicated and active Teams channel for ongoing discussion of AP questions and issues.
• Direct engagement with Minnesota Management and Budget AP subject matter experts.

We are looking for an agency to take on meeting coordination, communications, and general facilitation. The DNR will assist with a smooth transition and provide all existing materials.

If your agency is interested or would like more information, please contact Kayley Schoonmaker.

End of Year Accounts Receivable (AR) and Billing (BI) Reminders

It is important to regularly look for and resolve Accounts Receivable and Billing transactions that are incomplete, have not posted, or contain errors. As we approach fiscal year-end, we must be diligent to research and resolve as many issues as possible to ensure accurate end-of-year Accounts Receivable reporting. There are a variety of features in both the Accounts Receivable and Billing modules to help you look for transactions that need attention.

Check for Incomplete Deposits. Refer to the Incomplete Deposits Quick Reference Guide to help you find deposits that are not finished. This inquiry allows you to view posted and unposted deposits that require additional processing. You can monitor the payment amount for the deposit that is still in process, summarize out of balance deposits (only), and/or view a list of incomplete deposits by user.

Check for Incomplete Payments. Refer to the Incomplete Payments Quick Reference Guide to help you find payment worksheets that are not finished and monitor payments that require additional processing. You can view a list of incomplete payments for a Business Unit or a specific user.

Check for AR Pending Items not set to post. Refer to the Groups Not Set to Post Quick Reference Guide to help find pending items that have not posted to the customer accounts by the AR Update process. This inquiry looks for bill groups and maintenance worksheets that have not posted or have encountered errors. Both billing and maintenance groups must be posted since accounting entries have been entered in the Billing module.

Check for “My Work” in the Accounts Receivable WorkCenter. Refer to the Accounts Receivable WorkCenter Quick Reference Guide to help you find transaction exceptions that need resolution in the My Work section of the WorkCenter. Various exceptions including posting errors, deposit balancing errors, and budget check errors.

Check for Invoices that are incomplete after the Single Action Invoice Process (SAIP). SAIP is a large process job that communicates across several of the Accounting modules to be finalized and integrated to the customers’ accounts in AR. If you cannot find an invoice in the AR module, it’s because it has not been fully processed from SAIP. Remember to use the Bill Summary Info pages found in the Review Billing collection to ensure the bill has an invoiced status and that other indicators are appropriately complete. For instructions, refer to the View Bill Summary Information Quick Reference Guide. You can also run the M_BI_GBL_BILLS_INV_INCOMPLETE query. This query identifies invoices that are missing required milestones, such as -

• Attach Invoice
• Invoice Printed
• Currency Converted
• GL Entries Created
• AR Pending Item Created

If any of these milestones are missing, refer to the Troubleshoot Single Action Quick Reference Guide to help you correct the bill and run it through SAIP again.

Contact the SWIFT Help Desk for additional support.

Voucher Clean Up Reminder

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.

Purchase Order Close - Tuesday, June 30, 2026

As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run on Monday, June 30, 2025. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete." The PO Close job will run again on the hard close weekend of August 15 to assist in closing documents. 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 page.

For additional information on this job, see the SWIFT Procurement Year End Processing Tips. For additional information on canceling and closing POs, see the Purchase Orders/Purchasing Assets Quick Reference Guides.

Sales and Use Tax Updates

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2026:

Meeker County Transit

The sales and use tax rate changes apply to sales made on or after July 1, 2026. They 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 (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

Agencies entering purchase orders for the new fiscal year, prior to the July 1, 2026, tax effective date, will have the old rate calculated and will need to update their purchase orders.

Purchase orders entered in SWIFT on or after July 1, 2026, will calculate the new tax rates for each county/city. Existing purchase 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.

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

Impact of New Local Tax

Please see the Minnesota Department of Revenue Notices for the appropriate city for guidance in handling purchase orders and payments during the transition period.

Impact on Accounts Payable: Vouchers entered in SWIFT on or after the tax effective date will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To locations within these jurisdictions.  

Impact on Purchase Orders: SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after April 1, 2026, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing purchase 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), again, see the general notice for each county/city. Previously any Ship To addresses in affected cities may have 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 purchase order 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 purchase order buyer.

2026 Fiscal Year-End Reminders

Appropriation Transfers/Roll Forward

Agencies must not roll forward appropriation balances into budget period 2027 or process actual transfers for budget period 2027 before July 1. MMB SWIFT Module Support will be monitoring for 2027 transfers and will have agencies process a transfer correction for transfers that are processed in error. Agencies should enter anticipated transfers (XAT) if they need to encumber funds prior to July 1.

SWIFT, AMA, Supplier Portal, Mobile Inventory Unavailable June 30

The Appropriation Maintenance Application (AMA), SWIFT, the Supplier Portal, and Mobile Inventory will be unavailable on Tuesday, June 30, 2026, beginning at 6:00 p.m. for soft close. These systems will become available on Wednesday, July 1, 2026, once soft close is complete. A system notification email will be sent to users when they become available.

Reminder to Buyers:

Please be aware of the system downtime. This includes the Supplier Portal. Avoid scheduling events to close between June 28 and July 2. Depending on when the system comes up, bidders and suppliers may or may not have time to enter bid responses if an event is scheduled to close over soft close.

Payroll Budget Fiscal Year (BFY) 2026 Deadlines

• Position Funding must be completed by July 1, 7 p.m.
• Cash Receipt Transactions Generated by SEMA4 transactions processed for pay period ending June 30, must have verifications complete by July 2, 12 p.m..
• Relocation Expense Reports and Expense Transfers must be received at Statewide Payroll Services by July 13, 12 p.m.
• Employee Business Expense Reports and Business Expense Transfers are due by July 16, 12 p.m.
• Employee Travel Advances must be settled no later than pay period ending July 14. The deadline for entering these travel advance settlements is July 16, 12 p.m.
• Prior Period Adjustments must be entered by pay period ending July 14. Adjustments can be entered until July 17, 12 p.m.
• Mass Expense Transfers due on pay period ending July 14. These transfers can be entered in SEMA4 until July 24, 12 p.m.
• Agency Default Accounts updates no later than pay period ending July 14. Transfers can be entered on the Mass Expense Transfer page until July 24, 12 p.m.
• SpeedCharts If the current accounting strings and percentages of a SpeedChart are correct for BFY 2027, no changes are needed. The recommended deadline for new or updated SpeedCharts is July 1, 7 p.m.

SWIFT Module Training

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.

EPM Data Warehouse for SWIFT Training

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.

Systems Availability and Feedback

Maintenance Window: SWIFT is unavailable during the statewide systems maintenance window, every Sunday from 6:00 AM - 2:00 PM.

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