Admins have access to a pre-built Database Reports page in Graphite Connect. These reports are often used by your audit team to ensure that your controls are sufficiently met by the Graphite Connect onboarding process.
This page can be accessed here: https://app.graphiteconnect.com/admin/entityreports
‼️Users must authenticate via 2FA prior to accessing Database Reports.
Integration Mapping Documents
The Integration Mapping Documents section displays the last time any of your specific Mapping Docs/Transformation Docs were updated for one of your integrations. These are usually specific to ERP integrations; regular third-party integrations do not include these types of documents and are not included on this page.
This date/time stamp evidence means that once your team provides evidence that the integration is working as expected, your team does not need to re-provide that evidence until after the next time the mapping doc changes.
In addition to the date/time stamp of the last time the document was updated, this page will display any errors that were created during the upload. Some of these errors may be expected - your Technical Account Manager can work with you if there are any errors that need more details.
Evidence Report
The evidence report includes all changes to supplier profiles and can be used as evidence that validations are complete before syncing to your ERP system. The Last Modified Date and description provides your audit team confidence that this report has not been manipulated since the last time they have used this report.
This is not meant to replace evidence that is usually provided via a screenshot for a specific supplier, but should be the starting point for the full list of supplier changes, from which your auditors will usually request a smaller subset that require additional evidence (such as screenshots).
Using the report
When downloading the report, the system will prompt you for a report start and report end date.
💡This report can be quite large, so running the report month by month may speed up the time it takes to generate the report.
The report is separated into three tabs. Your teams are responsible for correlating the information from each of the tabs based on what is needed for your specific controls. For example, your team can use the Task Created Date on the Validations tab compared to the Data/Time update in the Evidence Report tab to confirm all updates created a validation task as expected.
Tab 1: Evidence Report
The Evidence Report tab includes a list of all changes that have been made for each of your connections within the date range. The report does not include the "before" change. Any "before change" must be evidenced with a screenshot of the history in the profile.
- Supplier_Id and Supplier_Name: This is a reference to the supplier for which the updates are related to.
- ConnectionStage: This lists the connection status.
-
Payments_Enabled: This corresponds to the field in your ERP "Will your company make payments to this supplier?"
- By default, if payments are not enabled, the ERP section would be turned off and therefore it is expected that the ERP_ID, Vendor_ID, and Synced_Date are null.
- ERP_ID: This is the default field name that includes the vendor record ID(s) from your ERP
- Vendor_Id: Some ERP systems have an alternate ID that is additionally included in this report. If this is not needed for your system, then this field will be blank.
- Synced_Date: This shows the very last time this supplier was synced. Note that this does not show the date and time that this particular update was synced to the ERP.
- Changed_By and User_Email: Name and email address of the user who made the change. Can be used to verify that no customer employees updated information unless the supplier is a non-network profile (e.g. Supplier_Id is prepended with an NN: NN1234)
- Change_Date: Date/time stamp of the update
- Change: This is a reference to what was changed. This column includes the Graphite answer key and the after value separated by a colon.
Tab 2: Validations
The Validations tab includes all validation tasks that have been created within the date range.
- Entity_Name and Graphite_Id: this is a reference to the supplier for which the validations was completed.
- Task_Name: References the name of the task.
- Task_Created_Date and Task Completed_Date: Task Created is a date stamp. Task Completed is a date/time stamp.
- Task_Completed_By: The final validation task is either completed by Graphite System when all field validations are validated real-time, or by a user name when any of the fields associated with the task must be manually completed by a member of the Graphite Data Steward team. These user names are associated with Graphite Employees, not
- Individual field-level validation: Individual fields include both a record of who validated an individual field and the data stamp of when the field was validated. These may be an assortment of Graphite System or an individual user name.
- Bank_Update_Approved_By and Bank _Update_Approved_On: These fields represent the second bank approval process. All new or updated bank accounts require a second bank approval and this report shows evidence that this takes place. Note: these columns will never be completed if the update to the Payment and Bank Data did not require this type of approval.
Tab 3: Invites
The Invites tab simply tabulates the number of Invited suppliers vs. Invitations Accepted for the date range.
It includes details such as the changed field, the date of the change, who made the change, and the supplier name and ID. The report can be downloaded and manipulated in Excel for filtering purposes