1. Does authorization expire? How long will I have access to my client’s ERP data?

You will have 7 days to make use of the Direct Connector feature with your client’s financial management system once authorization is completed. After 7 days, you will have to reauthorize this connection if you would like to prolong access.

2. What types of data can be pulled from my client’s ERP?

This is dependent on the ERP being used. The following table shows the current supported ERPs and the associated data that can be pulled via the Direct Connector.

Data File

QuickBooks

Sage Intacct

General Ledger Analysis

General Ledger

Opening Balance

Closing Balance

Chart of Accounts

Accounts Payable Analysis

AP Detail

Start of Period - Outstanding Payables List

End of Period - Outstanding Payables List

Vendor/Customer List

Accounts Receivable Analysis

AR Detail

Start of Period - Outstanding Receivables List

End of Period - Outstanding Receivables List

Vendor/Customer List

3. How often is data pulled into Ai Auditor?

Data is only pulled into Ai Auditor when instructed by the user. This process is completed using the “Sync” button on selected ERP data in the Direct Connector feature.

4. How do I gain access to my client’s ERP software?

End system credentials are required to gain access to the ERP. There are two different different ways to do this:

  1. You as an auditor must have access as a “bookkeeper or accountant”. Your client must create a “bookkeeper or accountant” user account for you to log in
  2. While onsite with your client, you can walk them through the workflow and have them (your client) enter their credentials as authorization

5. Can my client prevent or revoke access at any point? What does this process involve?

Your client can prevent or revoke access to the ERP at any time. Your client’s ERP will have a section for managing and disabling connections or applications. To disable access, your client must select “Disconnect” beside the MindBridge Ai application as demonstrated below in QuickBooks:

6. How do I restart single or multiple file imports without impacting other file imports?

If you need to resync one or multiple files, here are the steps to follow:

  1. Connection to ERP must be active
  2. Press “Configure data source” on the target analysis
  3. Select the appropriate file(s) you wish to re-import
  4. Press “Sync

7. What if my client does not have a complete data set available?

In order for data to be pulled, it must be first accessible by an endpoint (i.e. in QB, we’re using the “journal” end point to pull in GL detail data). The configured end points ensure we are only pulling the appropriate data for each required file and not pulling extra, unused data. The system will behave as normal after the data pull has been completed. If data does not exist in the source system or isn’t accessible via the endpoint, no records will be pulled.

For example, if you configure the system to pull data from Jan 1, 2020 - Dec 31, 2020, and data does not exist in the source system, or isn’t accessible via the endpoint, for May 2020, no records will be pulled for the month of May. All other months with data will be pulled as normal, provided they are present and accessible.

8. Can I pull adjusting entries using the Direct Connector feature?

Yes, you can pull in Adjusting Journal Entries. If Adjusting JE’s have been posted as journal entries in previous periods, they are treated as a regular journal entry with the appropriate type, AJE, and will be pulled. AJE’s in the current period are given by the auditor to wrap-up the engagement. When users post these entries as journals, they will be accessible for future data pulls.

9. How do I use the Direct Connector feature when I have multiple entities or consolidated audits?

This depends on how the entities are set-up in their bookkeeping systems. There are two different use cases:

  1. If each subsidiary is setup as its own organization in QB, each organization will need to be authorized and have the data run in separate analyses
  2. If the financials are consolidated, files pulled are left at the map columns step of the import wizard so categorical filters can still be applied to the data source.

10. Can I pull additional column data from my client’s ERP (e.g. additional reference columns, department codes, state codes etc.)?

All available column data is automatically pulled from your client’s ERP. You are then given the opportunity to selectively map and/or manipulate the available column data to suit your analysis requirements. If a field does not exist in the targeted data within your client’s ERP, MindBridge will not be able to extract the missing information.

11. How do I include related parties in the AR/AP module?

If related parties aren’t present in the ERP source data, you can follow these steps to include related parties in your AR/AP analysis:

  1. import the vendor/customer file using the Direct Connector feature
  2. Download this report from Ai Auditor
  3. Insert the related party information in an additional column
  4. Manually re-import the updated file from your local drive using the drag and drop or browse functionality

12. What ERP systems will be available in the future?

MindBridge is aggressively pursuing additional connectors. Stay tuned for release webinars about which connectors are getting added next!

13. Can my client see what data I pulled from the Direct Connector feature? What is the audit trail?

Within the ERP system, there is no indication when files are specifically pulled into Ai Auditor once authorization is granted. Data imports are time-stamped regardless of the source (i.e. Direct Connector or local drive).

15. Is there any way to change my column mapping or transaction ID selection after I have fully imported my data?

To make adjustments to your data import settings, you will need to restart/re-sync the import of the respective file. To complete this process using the Direct Connector feature, follow these steps:

  1. Select “Configure data source” beside the analysis containing the respective file import you want to restart or update
  2. Select only the file you wish to re-sync from the list of ERP data file options
  3. Select the “Sync” button

To complete this process manually, select Actions -> Replace beside the respective file import and proceed to re-upload your data file from the beginning step of the import process.

16. What are the limitations of using this feature for different Ai Auditor access permissions?

Once you gain access to an engagement as an auditor or manager, you will have the opportunity to begin authorization and data sync workflows. Any additional users who have access to the engagement will be able to complete the same workflows.

17. Is the data loaded into MindBridge automatically updated with changes made in my client’s ERP?

Any changes applied to data within your client’s ERP software will not be automatically updated in Ai Auditor with the Direct Connector feature. You must resync your imported data to apply recent updates made to data in your client’s ERP software.

18. Does my client’s data stay in Ai Auditor after it’s been deleted from our ERP?

Once data is loaded into Ai Auditor using the Direct Connector feature, this data remains imported as a downloadable .csv file. You can individually delete loaded data files, or you can delete entire data imports at the analysis, engagement, or organization level depending on your access permissions.

19. How do I pull multiple years of data at once using the Direct Connector feature?

Before importing from your data source, be sure to add all additional periods to your analysis setup.

The number of prior periods added will dictate the how many periods of data become available to extract from your ERP software. To extract prior period data, select all of the files you wish to pull for each period.

20. What happens if my client switched to a different ERP software? Can I load past year data using ERP A (previous ERP) and the current year data using ERP B (most recent version)?

You can only connect to one data source per analysis when using the Direct Connector feature. To import prior period data from different ERP softwares, please complete the following workflow:

  1. Create multiple analyses within your engagement. depending on the number of ERP softwares you require data from.
  2. Connect each analysis to their respective ERP software
  3. Complete the automated extraction process from each ERP software for each period of data.
  4. Download each prior period data file once imported from their respective data source.
  5. Add prior periods to your current year analysis, then proceed to manually import each file download into each respective period.

21. Does the Direct Connector feature work the same for custom libraries as it does for MindBridge default libraries?

For Custom Libraries:

You have the option to import a chart of accounts from your ERP software if it houses data that links the general ledger codes to the custom account groupings applied to your engagement. If this data is not available in your ERP software, you will need to complete the account mapping process separately using the manual import method.

For MindBridge default libraries:

You will have to complete the account mapping process for your general ledger account codes manually due to the absence of MAC codes in your ERP software.

22. Is there a paragraph I can copy and paste to my client so they understand the security behind the data transfer using the Direct Connector feature?

Below is an overview of how the Direct Connector workflow in AiA maintains SOC2 Type 2 and GDPR compliance through partnership with Cloud Elements, a third party provider. Leveraging this partnership provides a secure and consistent experience for the Direct Connector data flows.

  • An AiA user initiates the Direct Connector authorization workflow
  • Authorization is granted for the Direct Connector and the authorization token is stored in Cloud Elements for 7 days.
  • With the authorized connection, the AiA user configures and initiates a data sync
  • The source data is processed through Cloud Elements regional server using a bulk API which helps consolidate the volume of data required by AiA and stores the data securely for seven days before it is permanently deleted from Cloud Elements.
  • After being processed through Cloud Elements, the source data then flows into AiA as a .csv formatted document

23. Do all files for my analysis have to be imported using the Direct Connector feature? Can I import some files manually instead?

For each analysis file, you have the option to import manually from your local drive, or automatically via the Direct Connector feature. to complete your analysis. When using the Direct Connector feature, you can be selective on the exact files you wish to extract using the checkboxes below.

24. Does the Direct Connector feature disconnect when I log out of Ai Auditor? Will my data continue to import if I leave?

The import process is powered by our cloud-based servers, therefore you can logout of Ai Auditor without cancelling a data import.

Please note: Logging out of Ai Auditor does not disconnect your ERP software. You must disconnect from your ERP software. Authorization is valid for 7 days and can be disconnected at any time in Ai auditor, or by your end client within their ERP software (see question 5).

25. Why did my “ERP Connected” pill disappear beside a file I previously imported using the Direct Connector feature? Is this data no longer valid?

The “ERP Connected” pill will only display beside files that were updated (re-synced) most recently using the Direct Connector feature. Applying a partial update/re-sync to certain files in your analysis will not impact the integrity of other files imported.

26. How do you restart a single file import? If I re-sync/re-import only one of my imported files, will this undo the progress I’ve made to my other file imports?

To restart or re-sync a file upload, please complete the following steps:

  1. Select “Configure data source” beside the analysis containing the respective file import you want to restart or update
  2. Select only the file you wish to re-sync from the list of ERP data file options
  3. Select the “Sync” button

You will observe the import process restarting for the specific files you selected, while other imported files remain unchanged.

27. Does my client’s data require any additional formatting once it is pulled from the ERP software?

The Direct Connector feature effectively imports data from ERP software without requiring additional data formatting. The Direct Connector automatically ingests all available column data in your ERP software for each file source type. Once ERP data is extracted, the remaining ingestion process allows users to custom map and manipulate available column data, apply custom transaction IDs, and specify preliminary control point settings.

28. Can my team members download data files I have pulled into Ai Auditor if they do not have authorization themselves?

The Direct Connector feature extracts data in the form of .csv files. These files are available to download from the engagement by anyone with engagement access once the initial upload process is complete.

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