audit intelligence request & share module user guide...audit intelligence (powered by...
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© 2019 Thomson Reuters/ Tax & Accounting. All Rights Reserved
AUDIT INTELLIGENCE REQUEST & SHARE MODULE
USER GUIDE
Overview
OVERVIEW
Audit Intelligence (powered by Inflo) Request & Share Module supports key collaboration
activities between you and your client. This module focuses on:
• The extraction of source accounting data from accounting IT systems
• Requesting and exchanging of files and working papers
• Project managing the PBC process Data Upload Wizard by Audit Intelligence offers a unique approach to data extraction from client
accounting systems. Our specialist team have streamlined the process of uploading financial
data, guiding clients through the recommended approach for any accounting system.
A large number of engagement tasks can be performed more efficiently for client contacts by
obtaining source data directly from accounting packages. Audit Intelligence is 27001 certified
and files are stored on a file storage system hosted by Azure blob Storage and encrypted using
Azure Storage Secure Encryption (SSE).
In the majority of circumstances there is no requirement for audit teams to be involved in
extracting, manipulating or validating source data. The audit team can choose to support clients
by performing the data upload on their behalf. Imported data is subjected to a suite of validity
and completeness checks, ensuring all data is fit for the intended purpose.
The project management dashboards facilitate the exchange of files between the accounting
firm and client, allowing more secure, flexible and remote working. Management information can
also be provided, allowing staff resourcing to be based on expected client information delivery,
or to identify and record client delays.
Contents
CONTENTS
Getting Started – Logging in and Using the Dashboard
Getting Started – Setting up a New Engagement
Getting Started – Setting up a Group Engagement
Getting Started – Editing Engagement Details
Data Upload Process (Data Import Wizard)
Managing PBC Requests
Recalling PBC Requests
Configuring Access Permissions
Accessing Engagement Files from Archive
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1.
GETTING STARTED – LOGGING IN AND USING THE DASHBOARD
The allocated admin person within your firm will set you up as an Audit Intelligence user. Initially
you will receive an email link which allows you to set up your Audit Intelligence user details.
Log in is then via the Audit Intelligence website www.inflosoftware.com. Select the login button
at the top right- hand side of the screen. Enter your email address and password and then click
the login button.
This will take you to the dashboard screen, where you will find each of your engagements listed
in the top far left of the screen under Status. This Status field will provide you with a visual update
of your audit tasks under Planning, Fieldwork and Completion.
Each task is color coded to enable visibility of those in draft, submitted, received and completed.
This dashboard can also be filtered by particular tasks and users to improve the monitoring
process.
1.
Individual engagements can be selected from the list under status which will then bring up a
dashboard specific to that engagement. Filters can then be used to analyze all outstanding tasks
for audit engagement team members and for a client by clicking the filter button under Overdue
& Upcoming.
You can also find a copy of our FAQs in the top right-hand side of the screen by clicking on the
icon shown below.
2. Getting Started – Setting up a New Engagement
GETTING STARTED – SETTING UP A NEW ENGAGEMENT
From the dashboard screen, click the green button at the top right-hand side which states +New
Engagement.
This will then allow you to enter the information of the client you wish to audit. If the client has
already been set up on the system, their company name will automatically appear from the drop-
down menu. If this is the first time that Audit Intelligence is being used for that company, simply
click on the + symbol next to Company to add the required company details.
2. Getting Started – Setting up a New Engagement
From the Create a New Company Screen, type in the company name and then click find. This
will then bring up all possible companies using real time data. Once you have found the correct
company, simply highlight it and then click confirm.
You may also be asked to confirm the correct SIC code for the selected company. If so, simply
select the correct SIC code for your company from the list available and then click confirm.
If your client is not listed with Companies House then you are able to manually complete each field
from the Create a New Company screen. You will need to determine the type of company you are
auditing (e.g. Stand alone, Group Parent or Group Subsidiary), the legal status of the company
(e.g. Public, Charity, LLP etc) and the accounting firm office location (New York, Eagan, Dallas
etc). Once all required fields have been completed you can then select Create.
You will now return to the New Engagement screen where you will need to complete the rest of
the required engagement details.
2. Getting Started – Setting up a New Engagement
The Engagement Type will need to be completed where you can either select Private Sector Audit,
Public Sector Audit or Charities Audit.
The scope will need to be completed. This may be predetermined and set as a standard by your
firm. In which case the scope cannot be altered. In most cases the scope will be for a Standard
Engagement, however you do have the option to select Proposal, File Sharing Only or Request
& Share only;
• Standard engagement – Access to data extraction, file sharing and data analytics
• Proposal – Upload up to 4 months’ worth of data for potential new clients
• File Sharing Only – A secure way to collaborate with your client
• Request & Share Only – Data extraction, Data transformation and file sharing
Once both the Engagement Type and the Scope has been completed, you will need to select the
modules you wish to use. Audit Intelligence currently has 6 modules:
1. Request & Share (Mandatory module – this will be greyed out as a mandatory module)
2. Assess & Scope
3. Verify & Scope
4. Interrogate & Evaluate
5. Focus & Assure
6. Insights The period of the current engagement needs to be completed along with the period for the last
audit, to ensure that any comparable data between the two accounting periods is accurate. You
need to be aware of any shorter or longer accounting periods for comparative purposes as this will
understandably impact on any data findings.
Once an engagement is set up by a user, other users can be added by selecting the + Engagement
Teams button under Responsibilities and Due Dates. Users who are already set up within the
system will automatically be shown under the drop-down menu.
2. Getting Started – Setting up a New Engagement
If the user is not set up on the system, they can be added by selecting the + button to the far right
of the user field. You will need to complete their name, role and valid company email address.
Once this information has been completed, simply click confirm.
You need to add Client Team information at this stage. If your client user details are already set
up on the system, they will be available from the drop-down menu. If they need to be set up, this
can be done by selecting the + button to the far right of the user field.
It is important that you have the discussion with your client to determine and confirm who will be
the lead staff on the engagement and providing the information via Audit Intelligence
2. Getting Started – Setting up a New Engagement
In addition to confirming the lead users on the software, details of the users with audit assigned
roles can also be included for the Planning Stage, Fieldwork Stage and Completion. Overall due
dates for each stage of the audit can also be included.
Once all required information has been completed, you then need to select Create Engagement.
3. Getting Started – Setting up a Group Engagement
GETTING STARTED – SETTING UP A GROUP ENGAGEMENT
To set up a group, it is important to ensure that you first set up the Group Parent Company. Under
the New Engagement screen, select Group Parent. The configure group for Group Parent screen
will load where you will be able to add the subsidiary companies.
To add a subsidiary, select the green + button to the far right of the screen.
The New Subsidiary screen will now load. You will be able to add the details of your subsidiary
company in the same way as the New Engagement screen. Once you have completed all of your
subsidiary information, you must then click on Finalize.
3. Getting Started – Setting up a Group Engagement
You will be presented with 3 different options with regards to how the data will be imported for
the Group.
a. Top Down – data is imported at Group Level which will include all subsidiary data too.
With the use of prefixes, Audit Intelligence can then split the data into the relevant
subsidiary.
b. Bottom Up – the opposite of Top Down whereby the data is imported at individual
Subsidiary level and Audit Intelligence will then consolidate this data into Group Level.
c. Stand Alone – each subsidiary and the Group Parent will import their data independently
into the system.
Once you have selected the import option of your Group, select Confirm.
If you have selected Top Down as your import model, you will now be asked to add subsidiary
prefixes. This will support the mapping process and will ensure that the data for each subsidiary
is analyzed out by the system.
4. Getting Started – Editing Engagement Details
GETTING STARTED – EDITING ENGAGEMENT DETAILS
Engagement details can be edited or modified using the cog icon at the top right-hand side of the
planning screen and by selecting Engagement Details.
Within this screen additional modules can be added, currency can be modified and if no data has
been imported, the period dates can also be changed in this screen. Once data has been imported
Materiality Limits can also be added and amended in this screen.
Once you have finished making your modifications, you must then click the Update button.
5. Data Upload Process
DATA UPLOAD PROCESS
Before any data is uploaded, the terms and conditions must be accepted by your client. The Data
Import Wizard is on hand to support and provide a step by step approach to uploading your client
data to the system.
From your engagement screen simply click on the Data Import Tab and then choose the phase
you would like to import data for. This can be done by clicking on the arrow on the left-hand side
of the screen or clicking on the text next to the arrow.
If you are importing data in the planning phase you will then be asked to enter the period you would
like to cover.
5. Data Upload Process
Once entered choose Submit. Once this has been completed, confirmation of who will be
responsible for uploading the data needs to be added. It is always recommended that the client
is named as the responsible party for this task.
The client needs to select their accounting system from the drop-down menu. Audit Intelligence
is set up for most common accounting systems, however if your client is using a system which is
not available from the drop-down menu, there is an option to select Other.
.
5. Data Upload Process
The data upload method will need to be selected from the drop-down menu. Data can be
imported by using Audit Intelligence connectors, System Reports or DB Backup.
Step by Step guidance will be provided on screen for you or your client to follow.
Once all files have been uploaded, click on Process General Ledger.
Once the data has been uploaded and is ready to reconcile, you will receive an email from the
system. You can then return to the data import screen and click the reconcile button.
You now need to confirm which accounts relate to the P&L and which accounts relate to the
Balance Sheet. This can be done by dragging and dropping the account codes into the relevant
category.
Once you have completed this task, you need to then select Accept Mappings.
5. Data Upload Process
The system will then present any reconciliation issues where applicable and you will have the
option to report any data issue back to the client.
The final step within this process is to map the chart of account codes into the following categories:
o Asset
o Liability
o Equity
o Income
o Expenditure
o Other P&L
Multiple codes can be selected by using shift + click and can be dragged across into the relevant
category.
The mapping process will only be required once per new engagement. After initial set up of an
engagement subsequent audits allow the option to use auto-mapping. Any GL codes added in
subsequent years will not be auto mapped and can be mapped manually.
5. Data Upload Process
At the top left-hand side of the screen, there is a wand icon. By clicking on this you can see Inflo’s
auto-map features;
There are several options to copy mappings from previous years or engagements or you can
upload a template of previous mappings from another system or database.
* Once the mapping is configured and confirmed it cannot be amended.
Materiality levels need to be determined for both overall materiality (OM) and performance
materiality (PM). It is important to note that these levels can be amended at any time during the
planning stage should the need arise.
The wizard is now complete and you are able to return to your engagement.
6. Managing Prepared by Client (PBC) Requests
MANAGING PREPARED BY CLIENT (PBC) REQUESTS
Each file sharing tab will be empty when you create an engagement. To populate these sections,
click on the cog icon at the top right hand of the screen and the click import requests:
From here, you can see that similar to the chart of accounts auto-map feature, you can copy
templates from previous years, previous engagements or by uploading your own template.
The stage of each request is shown at the right-hand side of the screen. This highlights whether
the request is at the draft stage, prepared stage, submitted stage, in-progress, or received and
completed.
6. Managing Prepared by Client (PBC) Requests
Draft, prepared and submitted are audit team actions. Once the client has received the request and
has commenced work on it, the status will move to In Progress. When a request is in progress it
cannot be recovered back by the audit team. Once the client has sent the information back to the
audit team, the status will move to received. When the audit team is satisfied with the information
received, the request can be closed off as completed.
Group requests for information can be submitted to the client by using the Submit Planning button
at the top right-hand side of the screen.
Alternatively, requests can be submitted to the client individually by using the drop-down menu to
the left of the request and selecting submit. You can also remove information requests using the
same drop-down menu.
You can add categories to your planning list by selecting the cog menu to the top right-hand side
of the screen and selecting Add Category.
Any individual requests can be edited by clicking on the request, selecting the cog menu and then
selecting edit.
7. Recalling PBC Requests
RECALLING PBC REQUESTS
Once a request for information has been submitted to the client, it can be recalled by the audit
team. This is useful in instances where information has been submitted in error or when the
information request is no longer required.
To recall a request, simply click into the request and using the cog on the right-hand side, select
recall request. If you are happy to recall the request then simply click confirm.
From your planning list the request will now revert back to Prepared status.
8. Configuring Access Permissions
CONFIGURING ACCESS PERMISISSIONS
To configure any permissions, click on the request that you would like to restrict access to. By
default, all team members have access to all information requests so the following is helpful in
cases where access needs to be restricted.
After selecting the request, click the cog menu and then select Configure Permissions.
From there a User Permissions screen will load up which will list the users from both the
Engagement Team and the Client Team. From this screen you can add or remove the permissions
for users, once completed, click Confirm.
Where permissions have been edited, an icon will appear to the right of the information request.
9. Accessing Files from Archive
ACCESSING FILES FROM ARCHIVES
The system has the capability to download files from archived prior year engagements via zip
file. Select the engagement you wish to access and then from the cog menu select Prior Year
Files.
A list of the archived files will be shown on a separate screen. Select view and the file name will
load, along with a download icon. Click the download button to release the archived file and then
select Confirm.