ISRS SWIFT Unofficial Reference Guide - Minnesota State · Page | 1 ISRS to SWIFT Interface User...

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ISRS to SWIFT Interface User Guide 8/3/2011

ISRS Users SWIFT Unofficial Reference Guide (A collaborative effort by MnSCU users of the SWIFT system)

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Contents

Looking Up Payment Errors in SWIFT ........................................................................................................................................................... 3

Step by Step Screen shots for Looking Up Payment Errors in SWIFT .......................................................................................... 3

Looking Up ‘Batches’ in SWIFT .......................................................................................................................................................................... 7

Step by Step Screen shots For Looking Up ‘Batches’ in SWIFT ....................................................................................................... 7

Getting a check number In SWIFT .................................................................................................................................................................. 13

Step by Step Screen Shots for Getting A Check Number in SWIFT............................................................................................... 13

Check Status in SWIFT................................................................................................................................................................ ......................... 20

Other helpful stuff we stumbled across ....................................................................................................................................................... 22

Agency Origin ................................................................................................................................................................ ..................................... 22

Look up Vouchers in a Recycled status. These are the ones that need fixing: ....................................................................... 23

Vendor Lookup .................................................................................................................................................................................................. 24

CHALLENGES: ................................................................................................................................................................ ......................................... 27

‘Item Description’ field ................................................................................................................................................................ ................... 27

Ship To & Bill To Address in SWIFT .......................................................................................................................................................... 27

How to Check on the Status of a Pending Vendor ............................................................................................................................... 27

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LOOKING UP PAYMENT ERRORS IN SWIFT

Financial Supply Chain Access Accounts Payable Vouchers Maintain Voucher Build Error Detail: where you will fill in the following fields:

o Business Unit = E2601 o Invoice Date: Choose an option. We chose between and put a begin date of 7/1/2011 and

7/210/2011 for an end date. Then click; Search

Vouchers/payments in a ‘Recycled’ status are transactions with errors waiting to be fixed. Currently Office of the Chancellor Campus Assistance staff fix these and will contact you if they need any other information. For more information try;

Correct Errors Error Summary Tab

STEP BY STEP SCREEN SHOTS FOR LOOKING UP PAYMENT ERRORS IN SWIFT

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LOOKING UP ‘BATCHES’ IN SWIFT

Financial Supply Chain Access

Accounts Payable

Review Accounts Payable

Vouchers

Voucher

o Entered Date: Enter Payment Date

o Financial Department ID: E26 (for MnSCU) 3 (is always there) 4 digit institution (e.g. Inver Hills = 0157).

Search

Results show all payments for that date and whether their Entry Status. ‘Postable’ seems to mean they are good to go. There is a download to Excel option on this screen as well. Note the Voucher ID here if you want to look up the check number in the next step.

STEP BY STEP SCREEN SHOTS FOR LOOKING UP ‘BATCHES’ IN SWIFT

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GETTING A CHECK NUMBER IN SWIFT

(Go through the previous exercise to get the voucher id to use here.)

Accounts Payable

Add/Update

Regular Entry

Find an Existing Value tab

In the Voucher ID field choose a drop down option you are comfortable with. We chose ‘contains’ and just put in part of the Voucher ID. If you chose = you would want to be exact with the Voucher ID.

Alternately, you could just search by Vendor here if you know that.

Search

In the results click on the Voucher ID field of the line items you want.

Click OK if the following error appears, “Budget Checking Warnings Exist (18021,90) Budget checking warnings were logged for this document. Please check the budget exception page to view them.

Click the Payments tab.

o ‘Method’ field (found within the Payment Options area): If it says, CHK, scroll down a bit more until you find the following field:

o ‘Reference’ field: holds the check number.

STEP BY STEP SCREEN SHOTS FOR GETTING A CHECK NUMBER IN SWIFT

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CHECK STATUS IN SWIFT

Payment Inquiry

Reconciliation Status = Unreconciled (we think this means it hasn’t been cashed). If it says ‘Reconciled’ next to it is always has a date and we are pretty sure this is the date the checked was cashed.

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OTHER HELPFUL STUFF WE STUMBLED ACROSS

AGENCY ORIGIN

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LOOK UP VOUCHERS IN A RECYCLED STATUS. THESE ARE THE ONES THAT NEED FIXING:

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VENDOR LOOKUP

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CHALLENGES:

We are waiting for demonstrations in the following areas:

‘ITEM DESCRIPTION’ FIELD

Somewhere in SWIFT find the ‘Item Description’ field which holds the MnSCU ISRS serial number.

SHIP TO & BILL TO ADDRESS IN SWIFT

Show us good Bill To & Ship To addresses in SWIFT.

HOW TO CHECK ON THE STATUS OF A PENDING VENDOR

We are hoping someone can show us entering a new vendor and checking on the status of that vendor.

ISRS SWIFT Unofficial Reference Guide - Minnesota State · Page | 1 ISRS to SWIFT Interface User...

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