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FAQ: Direct connectors

Article author
Jonathon Plowman-Samson
  • Updated

Summary

Find answers to the top inquiries about organizations.


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

If you connect yourself, you will have access to your client’s financial management system for 7 days.

When inviting a client to connect, you can request that access is granted for as little as 1 day to as much as 180 days. After the determined length of time, you must reauthorize the connection to extend your access.


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

Depending on the ERP being used, the following table shows the current supported ERPs and the associated data that can be pulled via direct connector.

Note: Report names in MindBridge may not match the report named pulled from the financial management system. 
Data file Quickbooks Sage Intacct Xero
General ledger analysis
General ledger
journalreport
ledgerdetails
journals
Opening balance
balancesheetdetailreport
openclosingbalances
Closing balance
trialbalancereport
openclosingbalances
trialbalancereport
Chart of accounts
account
ledgerAccounts
accounts
Accounts payable analysis
AP detail
TransactionListByVendor
apDetails
Start of period - Outstanding payables list
agedpayabledetailreport
End of period - Outstanding payables list
agedpayabledetailreport
Vendor list
Vendor
vendors
Accounts receivable analysis

AR detail

TransactionListByCustomer
arDetails

Start of period - Outstanding receivables list

agedreceivabledetailreport
arAging

End of period - Outstanding receivables list

agedreceivabledetailreport
arAging
Customer list
Customer
 customers

 


How often is data pulled into MindBridge?

Data can only be pulled into MindBridge when instructed by a user. Complete this process by selecting Sync on the ERP data in the direct connector.

MindBridge will never push data into your ERP.

 


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:

  • 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
  • While onsite with your client, you can walk them through the workflow and have them enter their credentials as authorization


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 application.


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

If you need to re-sync one or multiple files, here are the steps to follow:

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


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.

 


Can I pull adjusting entries using the direct connector?

Yes, you can pull in adjusting journal entries. If adjusting journal entries have been posted as journal entries in previous periods, they are treated as a regular journal entry with the appropriate type, adjusting journal entries, and will be pulled.

Adjusting journal entries 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.

 


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:

  • 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
  • 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.


Can I pull additional column data from my client’s ERP (for example, 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.


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.
  2. Export this report from MindBridge.
  3. Insert the related party information in an additional column.
  4. Manually re-import the updated file from your local drive using drag and drop or browse for it on your computer.


Can my client see what data I pulled from the direct connector? What is the audit trail?

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


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 the file you wish to re-sync from the list of ERP data file options.
  3. Select Sync.

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.


What are the limitations of using this feature for different MindBridge 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.


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 MindBridge with the direct connector. You must re-sync your imported data to apply recent updates made to data in your client’s ERP software.


Does my client’s data stay in MindBridge after it’s been deleted from our ERP?

Once data is loaded into MindBridge using the direct connector, 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.


How do I pull multiple years of data at once using the direct connector?

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.


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 1 data source per analysis when using the direct connector. 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.


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 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.


Is there a paragraph I can copy and paste to my client so they understand the security behind data transfer using a direct connector?

Below is an overview of how the direct connector workflow in MindBridge maintains SOC2 Type 2 and GDPR compliance.

  • A MindBridge user initiates the direct connector authorization workflow
  • Authorization is granted for the direct connector and the authorization token is stored based on the approved length 
  • With the authorized connection, you can configure and initiate a data sync with MindBridge
  • The source data flows into MindBridge and is formatted into a .csv document


Do all files for my analysis have to be imported using the direct connector? 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 direct connector. to complete your analysis. When using the direct connector, you can be selective on the exact files you wish to extract using the checkboxes below.


Does the direct connector disconnect when I log out of MindBridge? Will my data continue to import if I leave?

The import process is powered by our cloud-based servers, therefore you can log out of MindBridge without cancelling a data import.

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

Why did the “ERP Connected” indicator disappear beside a file I previously imported using the direct connector? Is this data no longer valid?

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


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 the file you wish to re-sync from the list of ERP data file options.
  3. Select Sync.

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


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

The direct connector 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.


Can my team members download data files I have pulled into MindBridge if they do not have authorization themselves?

The direct connector 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.


Anything else on your mind?

Head over to the community with your thoughts and inquiries! You can also chat with us, or, submit a request for further assistance.


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