Quick Reference Guide
Update the Billing Location on a Requisition
Updated October 16, 2017
Update the Billing Location on a Requisition
A Billing Location value is required on all Contract Encumbering Order (CEO) and Open Market (OMR) Requisitions. It is not required on Inventory requisitions. Enter the Billing Location on the Define Requisition tab.
SWIFT may display several error messages related to Billing Location on a requisition. This guide identifies error messages related to Billing Location on a requisition. It also provides the steps to remedy the error message.
Refer to SWIFT Reference Guides for information on requisitions, purchase orders, events and contracts.
https://mn.gov/mmb/accounting/swift/training-support/reference-guides/
Billing Location Error Messages on Requisitions
1. Billing Location is required when Doc Type is not blank.
If the Document Type is equal to “CEO” or “OMR” and the Billing Location field is not populated, SWIFT displays the following error message when you save it.
Remedy: Return to the Requisition Definition tab. Enter a Billing Location for a CEO or OMR requisition.
2. Wrong Billing Location on an event created using a Requisition.
A Billing Location value is required on all events. If an event is created without using a requisition, the Billing Location field must be populated. Once the event has been saved, you can change the Billing Location on the event manually until you post it.
When you use a requisition line(s) from an OMR to create the event line, the Billing Location value from the requisition populates the Billing Location value on the event when you save the event. You can change this value until you post the event.
If you use line(s) from multiple OMR requisitions to create the event lines on a single event, and the Billing Location value on the referenced requisitions are not the same, SWIFT displays the following error message when you save the event.
Remedy: Navigate to the Event Contract Details page on the event. Edit the event and ensure that all referenced requisitions have the same Billing Location value. If needed, create separate events.
3. The event Billing Location on the OMR does not populate the Billing Location field on Award Details page of an event.
When you award an event based on an OMR requisition, the event Billing Location populates the Billing Location field on the Award Details page, and it flows forward into the purchase order. The Billing Location value is only populated when the Award Type is “Purchase Order”.
Remedy: Make sure to change the Award Type to “Purchase Order”. Add the Billing Location.
4. The CEO Expedite Requisitions process fails to create a purchase order.
When you create a purchase order from a CEO requisition during the Expedite Requisitions process, SWIFT populates the Billing Location value from the requisition on the purchase order. You can change this value before you dispatch the purchase order.
If you try to process multiple CEO requisitions in the Expedite Requisitions process and the Billing Location values on the referenced requisitions are not the same, SWIFT displays the following error message.
Remedy: Ensure that the Billing Location value is the same for all referenced requisitions based on the selected requisition lines. If the Billing Location values are not the same for each requisition that needs to be run through the Expedite Requisitions process, run the process separately for each requisition.
You have successfully identified error messages related to Billing Location on a requisition. You also learned the steps to remedy the error message.
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