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August 6, 2026
For users of SWIFT Accounting and Procurement modules and those who use SWIFT data in the EPM Data Warehouse.
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Avoid using special characters, such as ! @ # $ % ^ & * ( ) + = { } [ ] < > ? / \ | ~ when entering information in SWIFT. Entering special characters may cause errors in reports, uploads, and interrupt downstream processing, such as punchout vendor invoice integration. They often show up in places like purchase orders, contracts, events, voucher comments, attachments, journal lines, and other text fields.
What to do instead: Use regular letters, numbers, periods, commas, and hyphens. If you’re copying text from an email or document, double‑check that no special characters were included.
Keeping entries simple helps prevent system errors and keeps things running smoothly. Thanks for your help!
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The SWIFT Financial Management System (FMS) and Supplier Portal will be unavailable on Friday, August 14, 2026, beginning at 4:00 p.m. for hard close. The system will become available on Monday, August 17, 2026 at 6 am.
What happens at hard close?
First, the fiscal year (accounting year) is closed, and agencies can no longer enter an accounting date prior to July 1, 2026, meaning nothing further can be processed against that year.
- This facilitates reporting by allowing Minnesota Management and Budget to develop the Annual Comprehensive Financial Report (ACFR) against data that can no longer be changed.
- It also performs the important function of closing income statement activity into fund balance to create an accurate starting point for the new fiscal year.
- Remember, the fiscal year is different from the budget fiscal year (BFY). Budget fiscal year (budget period or budget date) is used to control spending authority as required by law and is not closed as part of this process.
Second, any unencumbered balances in BFY 2026 appropriations, depending on the appropriation type, are either closed or rolled forward. Exceptions include continuing or education aids appropriation types where the closing process does not affect unencumbered balances. After the close, agencies can make payments against encumbrances and can cancel encumbrances if no longer needed. Agencies can still deposit receipts to the previous budget fiscal year.
Reminder to Buyers: Please be aware the system downtime includes the Supplier Portal. Avoid scheduling solicitation events to close between this time as responders may need extra time to submit bid responses.
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Encumbrance Certification
- Agencies must cancel all encumbrances for the fiscal year unless the agency head certifies that goods were purchased or services were rendered by June 30, 2026 (MS 16A.28).
- Agencies must certify encumbrances by completing and returning the certification report to Minnesota Management and Budget (MMB).
Appropriation Problem Reports
- MMB will continue to send problem reports out every Monday.
- These reports identify appropriations that are over-obligated, over-extended, or have open requisitions (pre-encumbrances) or anticipated transfers.
- Agencies must resolve these conditions by August 7, 2026, in preparation for hard close on August 14, 2026.
Reminder: If payroll costs need to be moved to resolve any of these issues, the deadline for payroll mass expense transfers is noon on July 24, 2026.
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Agencies need to process their federal receipt vouchers for the indirect costs timely as well to be included in the reverse bilateral netting process. Please see Budget and Accounting Instructions - Document 2 for details on how to enter Federal Indirect Cost Vouchers. Document 2 covers "Establishing Budget Fiscal Year 2027 Budgets and Closing Fiscal Year 2026." You can find it on the SWIFT Budget and Accounting Instructions page.
The reverse bilateral netting process will run on August 13, 2026.
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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 by 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.
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The close period is July 1 through August 14, 2026. When entering transactions in the close period for the closing FY 2026, do not let the Accounting Date default to the current date.
Agency staff should always use the current date in the Journal Date field when entering budget transfers in SWIFT. The current date populates into the Journal Date field by default. BFY 2026 transfers processed after June 30 must reference the current date/date processed in the Journal Date field and should not be backdated.
- For SWIFT receipts that were deposited at the bank by June 30 but the deposit entry in SWIFT was not recorded by June 30, use an Accounting Date of June 30, 2026, and a Received Date of when you deposited the receipt at the bank.
- You may receive miscellaneous cash receipts (SWIFT Directly Journalled deposits) that are received July 1, 2026, or later and relate to the previous fiscal year (FY 2026). In these rare exceptions, agencies should use an Accounting Date of June 30, 2026, and a Received Date of the date the receipt was deposited at the bank.
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Make sure that all miscellaneous cash receipt transactions (SWIFT Directly Journalled deposits) coded to Budget Fiscal Year (BFY) 2026 have a matching accounting Fiscal Year (FY) of 2026. Use an Accounting Date of June 30, 2026, or a prior date.
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Process correcting direct journal entries for FY 2026 with an Accounting Date of June 30. These must be processed no later than August 14, 2026.
C. Payments
For payments, the Accounting Date is based on the Received Date of the goods or services. This Received Date may cause the Budget Date to be different. The goods or services must be received by June 30 to be in accounting FY 2026.
D. Indirect Cost Payments
If you make indirect cost payments after June 30 that relate to FY 2026, enter the Accounting Date of June 30, 2026. Change this field manually; do not let this date default as SWIFT will default it to the current date.
The SWIFT Asset Management module (AM) will close FY 2026 activity at the hard close August 14, 2026. Agencies should complete all FY 2026 AM transactions on or before that date. FY 2026 transactions entered between July 1 through August 14 must have an Accounting Date of June 30 or prior to be recorded as FY 2026 transactions.
ACFR Asset Certification reports will be available in the EPM Data Warehouse to help agencies complete their certifications. The Capital Asset Certification worksheets and instructions will be emailed on July 17 and are due back by August 7, 2026. Direct any capital asset certification questions to General Accounting.
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To keep our statewide systems current, Minnesota Management and Budget, the Department of Administration, and Minnesota IT Services are upgrading the technology that supports all statewide applications. As part of this work, the systems will be updated to the latest version of PeopleTools, the technology that runs PeopleSoft applications. The systems are also being moved to Oracle Cloud Infrastructure (OCI), which is expected to improve processing speed and overall system performance.
The launch date for this project is Monday, August 31, 2026. All statewide systems will be unavailable due to the system-wide upgrade beginning Thursday, August 27, 2026, starting at 4:30 p.m., through Monday, August 31 at 6 a.m. Please plan around this time to minimize the interruption of critical business functions. We apologize for the inconvenience.
Important note for Buyers in SWIFT: Please ensure that your events are not scheduled to start or end during this time as the Supplier Portal will be unavailable.
Note for Daily Interface Uploads: The daily interfaces will only be loaded up until Thursday evening, 8/27/26, at 6:00 PM. They will resume loading SWIFT on Monday morning, 8/31/2026, at 8:00 AM. All files sent in between these dates will sit in pending status on the mainframe FTP site. Agencies that send files with static filenames will need to be mindful of overwriting files that they have already sent to the mainframe FTP site but that haven’t been loaded between these dates due to the upgrade.
Impacted systems include:
- Appropriate Maintenance Application (AMA)
- Budget Planning and Analysis System (BPAS)
- Capital Budget System (CBS)
- EPM Data Warehouse
- Fiscal Note Tracking System (FNTS)
- Learning Management (ELM)
- Recruiting Solutions
- Self Service
- SEMA4
- SWIFT (Including Supplier Portal and Mobile Inventory)
Users must clear their internet browsing history and cache before they log into these systems on Monday, August 31.
If you experience difficulties trying to log in, view data, or access data in any of the statewide systems mentioned above, clearing your browsing history and cache may help resolve these issues.
Thank you,
MMB Systems Team
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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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9/9/26; 10/7/26; 11/4/26
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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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8/19/26; 9/24/26; 10/22/26
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AP
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SWIFT Vouchers and Accounts Payable Overview webinar
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11/10/26
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PO
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SWIFT Purchase Orders Overview webinar
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10/6/26
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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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8/27/26
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SWIFT EPM Create and Save an All Expenditures Report lab
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9/9/26
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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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8/13/26
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SWIFT EPM Format Your Report lab
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9/17/26
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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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