Summary

A general ledger ("GL") is an entity's primary accounting record and a fundamental component of a double-entry bookkeeping system. When you import a GL for analysis, MindBridge's General ledger analytics will be run against 100% of the imported data to detect risk and anomalies.

Once you have created a GL analysis using the periodic time frame*, you can determine which file(s) to import and then add your files to the analysis.

MindBridge offers a stepped process for importing your files that can help you ensure that the data is consistent and of good quality.

• Step 1: Validate the data
• Step 2: Map your columns to MindBridge columns
• Step 3: Verify the analysis period
• Step 4: Review the data
• Step 5: Adjust the settings and finalize the import

When using the periodic time frame*, you can import data on an ongoing basis. For example, if you wanted to analyze GL data on a monthly basis for one calendar year, you would import and analyze the January data first, then import and analyze the February data, and so on until you reach the end of the analysis period.

Learn how to add new data and perform subsequent analysis runs

Plus, learn what to do if you need to delete or replace a GL file, or restart the import process.

Go to the Data page

1. Select the logo in the MindBridge sidebar. You will go to the Organizations page.
2. Select View in line with the desired organization, or click anywhere in the organization row. You will go to the Engagements page.
3. Select View in line with the desired engagement, or click anywhere in the engagement row. You will go to the Data page for that particular engagement.

Determine which file(s) to import

In a periodic GL analysis, files are imported into the current analysis period on an ongoing basis, and as a result MindBridge develops an understanding of your data as it accumulates over time. If historic data is available, you can give MindBridge's analytics a head start by importing data for up to 4 prior analysis periods.

Learn more about analysis periods

Current period

The current period represents the most recent period of time you want to analyze, not just the increments you want to import periodically. For many, this is the current fiscal year, but the start and end dates can be configured to represent any period of time.

For example, if you wanted to analyze GL data on a quarterly basis for one calendar year, the current period would represent the entirety of that calendar year. In this case, the Q1 file would be imported and analyzed first, then the Q2 data would be imported into the same slot as the Q1 file and analyzed, and so on until you reach the end of the analysis period.

Prior period

The prior periods represent data from analysis periods that occurred before the current period. The data you import into "Prior period 1" should end immediately before the current period begins, with no gaps or overlapping dates between periods.

Add files to the analysis

MindBridge supports several ways to add files to your GL analysis.

Method 1: Drag and drop or browse

1. On the Data page, drag and drop your file into the appropriate period of the General ledger row, or select Browse... to find it on your computer.
2. Once the file has loaded, select Continue. You will go to Data Validation, the first step in the import process.

Method 3: Browse File manager

1. On the Data page, select Browse... in the appropriate period of the General ledger row.
2. Select Browse File manager from the menu. A selection window appears.
3. Select the file you want to use.
4. When you are satisfied, Import the file. The file imports into your analysis.
5. Once the file has loaded, select Continue. You will go to Data Validation, the first step in the import process.

Method 3: Import using a data connector

Data connectors allow you to import all available data needed for analysis at once.

1. On the Data page, you can invite a client to connect or connect yourself to a data connector.
2. Once the file has loaded, select Continue. You will go to Data Validation, the first step in the import process.

Refer to our article on Bulk importing using a connector.

Step 1: Data validation

This is the first step of the import process, where you can verify the accuracy and completeness of the data by reviewing file details and integrity checks performed on the data. You can reveal additional details by expanding the column preview section. These details can help you determine whether the data has critical issues, or if you can proceed with it as it is.

Review the data format requirements below for additional details.

When you are satisfied that the data is correct, select Next to proceed to the Map Columns step.

To exit the import process, select Close. You will go back to the Data page and MindBridge will save your progress.

Data format

If your file contains grouped data, MindBridge will not be able to analyze it. 

Select Format data to automatically format the data into an ungrouped format, then proceed with the import process. 

Note: MindBridge will only analyze data on the first sheet of the file. If you have relevant data across multiple sheets, use the split and merge tools in the File Manager ( ) to extract and combine select sheets from the original file.

Step 2: Map columns

This step allows you to map data fields from the imported file to MindBridge's required columns, so MindBridge can effectively read, understand, and apply analytics to the data.

MindBridge will attempt to map columns based on their name, so it's important to verify that all mappings are correct.

1. Drag and drop a field from Your Data Column Headers to the appropriate field beneath Mapped Columns.
2. If your data columns do not line up one-to-one with the MindBridge columns, use the more actions menu ( ) to split, join, or duplicate columns to make the needed adjustments, or add a column for filtering.
3. When you are satisfied that the mappings are correct, select Next to proceed to the Analysis Period step.

To return to the previous page, select Back.

To exit the import process, select Close. You will go back to the Data page and MindBridge will save your progress.

Step 3: Analysis Period

This step allows you to verify the accuracy of your data by providing a snapshot of where it falls within the defined analysis period.

Review analysis period settings

Review the following items for accuracy. 

The left-side section provides an overview of:

• The analysis period date range — select Edit to make changes
• The number of entries that fall within the period
• The number of entries that fall outside of the period
• The total debit value of entries within the period
• The total credit value of entries within the period

The central graph displays the number of entries within and outside of the analysis period, with the option to view by day, week, or month.

The right-side section provides integrity checks related to the analysis period:

• Whether or not the ledger contains any out-of-period entries
• Whether or not there is a gap between any periods
• Whether or not any periods overlap

When you are satisfied that the analysis period data is correct, select Next to proceed to the Review Data step.

To return to the previous page, select Back.

To exit the import process, select Close. You will go back to the Data page and MindBridge will save your progress.

Step 4: Review Data

This step allows you to verify the accuracy of the imported data.

1. Optionally, use the menu to select how transactions should be identified within the data (by transaction ID, or some other way), and if desired, run the Smart Splitter. The screen is updated each time you run the Smart Splitter.
2. Review the Snapshot of your data.
3. Review the graph on the right side of the screen, which shows the number of transactions in your ledger on the y-axis, and the number of entries in each transaction on the x-axis.
4. Review the integrity checklist below the graph. Warning icons indicate an item that might be worth investigating. These checks do not affect your ability to run the analysis.
5. Optionally, review the Data preview located below the integrity checks to see how transactions are grouped.
6. When you are satisfied, select Next to proceed to the Adjust Settings step.

To return to the previous page, select Back.

To exit the import process, select Close. You will go back to the Data page and MindBridge will save your progress.

Step 5: Adjust the settings

Some control points can be adjusted, while others require your input.

The Adjust Settings step allows you to make adjustments to the following control points:

• Material Value
  • This control point flags entries with monetary values over a given threshold.
    
    Note: The value entered for this control point is not related to the value entered for materiality filters used during account scoping.
    Note: Adding a material value on this page does not enable the control point. This control point must be enabled through the engagement settings by increasing its weight from 0.
• Manual Entry 
  • This control point searches the Type and/or Source columns (if mapped) for the indicated keywords. You can add and remove keywords as needed.
• Suspicious Keyword
  • This control point searches the Memo column (if mapped) for the indicated keywords. You can add and remove keywords as needed.

When you are satisfied with the settings for these control points, select Finish import. You will go back to the Data page, where you must verify the accounts before running the analysis.

To return to the previous page, select Back.

To exit the import process, select Close. You will go back to the Data page and MindBridge will save your progress.

Next step: Add new data to the analysis

New files of data can be added to the current period on a regular cadence (such as monthly, quarterly, etc.) until the end of the analysis period, but prior period data cannot be altered or added once the analysis has been run.

1. Drag and drop your file into the current period GL slot, or open the more actions menu ( ) on the right side of the GL slot and select one of the following options:
   • Import new data from computer
   • Import new data from File manager
2. Follow the prompts to select your desired file.
3. Once the file is loaded, select Continue. Each time you import new data, you will be taken through a condensed version of the import process*:
   • Step 1: Validate the data
   • Step 2: Verify the analysis period
   • Step 3: Review the data
4. When you are satisfied with the settings for these control points, select Finish import. You will go back to the Data page, and may need to verify the accounts again.
5. When you are satisfied, select Run analysis to perform the next run. Details about each analysis run will be recorded in the Run history section of the analysis on the Data page.
6. Repeat steps 1 to 5 as needed, until you reach the end of the analysis period.

Restart the import process

You can restart the import process for the most recently imported GL file any time, regardless of whether the analysis was run or not.

1. Open the more actions menu ( ) in line with the desired file.
2. Select Restart import. A confirmation window will appear.
3. Select Confirm to restart the import process. You will go back to the Data page, and will see the option to Continue the import process.

Select Cancel any time to go back to the Data page without restarting the import process.

Replace a general ledger

Replace the most recently imported GL file with a file from your computer or the File manager, regardless of whether the analysis was run or not.

1. Open the more actions menu ( ) in line with the desired file.
2. Select your replacement preference:
   • Replace file from computer
   • Replace file from File manager
3. Select the file you want to import into the analysis. The existing file will be removed from the analysis and replaced by the file you selected, but a copy of the original will remain in the File manager.

Select Cancel any time to go back to the Data page without replacing the file.

Delete a general ledger

Permanently remove the most recently imported GL file from the analysis

1. Open the more actions menu ( ) in line with the desired file.
2. Select Delete file. A confirmation window will appear.
3. When you are ready, select Delete. You will go back to the Data page. and the file will be removed from the analysis (a copy will remain in the File manager). 

Select Cancel any time to go back to the Data page without deleting the file.

Anything else on your mind? Chat with us or submit a request for further assistance.

Related articles

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