Auditoria Universal Connector

Overview

The Universal Connector lets your organization exchange Accounts Payable (AP) and Accounts Receivable (AR) data with Auditoria when your enterprise resource planning (ERP) system has no prebuilt connector. You move data through standardized comma-separated values (CSV) or JavaScript Object Notation (JSON) templates over a secure file channel — either Secure File Transfer Protocol (SFTP) or an Amazon Web Services (AWS) Simple Storage Service (S3) bucket. The template-driven approach keeps data consistent, reduces mapping errors, and supports back-office AP/AR automation without custom development.

Use the Universal Connector in these scenarios:

• ERP not natively supported: Your ERP or business application has no prebuilt Auditoria connector and needs an alternative integration path.
• File export capability: Your IT team can export CSV or JSON files from the ERP and can set up SFTP or AWS S3 for file transfer.
• Migration planning: You expect ERP upgrades, migrations, or vendor changes and need an integration approach that is independent of the underlying ERP.
• Multi-ERP consolidation: You manage data across multiple ERPs — for example, after a merger or business-unit consolidation — and need a consistent format for AP and AR data.

Before you begin

Make sure the following requirements are in place before you implement or use the Universal Connector.

File transfer environment — set up one of the following:

• SFTP:
  • A secure SFTP server with reliable network connectivity.
  • Three folders named Read, Write, and Processed that Auditoria can access.
  • SFTP access credentials (host, port, username, and password) provided to Auditoria.
• AWS S3:
  • A dedicated S3 bucket with Read, Write, and Processed folder paths.
  • The access keys and permissions that meet Auditoria's security requirements.

Auditoria platform access:

• Administrator or implementation-level access to the Auditoria platform.
• An active Auditoria tenant configured for your organization.
• The required Auditoria modules enabled (for example, SmartVendor).

ERP readiness — your ERP or business application must be able to:

• Export the required business data (for example, invoices, vendors, and payments) in CSV or JSON format.
• Automate file exports and schedule file drops into the SFTP or S3 Read folder.

Key concepts

Data field types

Auditoria templates use two field types:

• Standard fields are the default, out-of-the-box fields that Auditoria provides. They are mandatory for core business objects such as vendor bills, invoices, payments, and purchase orders, and they map consistently across integrations. Examples include Vendor Name, Invoice Date, Due Date, Amount, Currency, Payment Terms, Status, Entity, Total Amount, and Net Amount.
• Extended fields are custom fields that your organization defines to capture data not covered by standard fields. Examples include Project Code, Department, Internal Notes, Ship To Address, Service Start/End Date, PO Line Memo, and Custom Tax Codes.

Header-level and line-level data

• Header-level fields describe the transaction as a whole, such as the invoice number, invoice total, and due date.
• Line-level fields describe each individual item or service on a transaction, such as the line description and line amount.

Both standard and extended fields can appear at the header or line level.

Data folder structure

You can store AP and AR data in a single root directory. Within it, the connector uses three folders:

• Read folder: Receives input files. Auditoria monitors this folder to ingest new files.
• Write folder: Contains processed outputs, error logs, and archived attachments for pickup and review.
• Processed folder: Stores successfully processed files and acts as an audit and compliance archive.

System roles

• System of engagement: Auditoria handles file ingestion, extraction, validation, error reporting, and archiving so that data is ready for your ERP team.
• System of record: Your ERP remains the official source for all financial data. Auditoria processes data but does not change ERP records.

Supported products, objects, and file formats

The Universal Connector is a template-driven, prescriptive solution. The following file rules apply:

• Accepted formats: uncompressed, plain-text CSV and JSON files only.
• Rejected formats: ZIP, GZIP, Excel, encrypted, and image files.
• Size limits: JSON files must be under 150 MB; CSV files must be under 75 MB.
• Attachments such as PDFs or images are not processed as structured data, but they can be archived in the Write folder for reference.

Each product area supports specific objects.

Table 1. Supported objects by product area

Templates

A template is a predefined CSV or JSON file structure that Auditoria delivers for each business object, such as Invoices, Vendors, or Payments. Auditoria provides the templates. Each template specifies:

• Field names and order.
• Data types (number, date, string).
• Required and optional fields.
• Allowable extended fields for unique business needs.

Follow these practices when you prepare files:

• Use the exact template for the intended business object.
• Fill in all required fields.
• Keep the field order and names unchanged, except for approved extended fields.
• Validate that your export matches the template before you upload it.

Avoid these actions, which cause validation failures:

• Changing the field order, renaming fields, or adding fields not documented in the schema.
• Removing required columns, even if the system does not use a particular data point.
• Saving files in Excel, PDF, or compressed formats.

Name each file using the pattern <PREFIX>_<yyyyMMddhhmmssAM/PM>.<ext>, where the prefix is one of ENTITY, CUSTOMER, INVOICES, PAYMENTS, or VENDOR. For example, an input invoice file uses the name invoices_20251118.csv, and its error log uses the name invoice_error_20251118.log.

Authentication and credentials

Provide the access details for your chosen file channel, and share all credentials securely.

For an SFTP connection, provide:

• The hostname or IP address.
• The port number (default 22 unless specified).
• A username and password supplied by your IT team.
• Folder permissions for the Read, Write, and Processed folders.

For an AWS S3 connection, provide:

• The bucket name and AWS region.
• An Access Key ID and Secret Access Key, provisioned securely within your AWS environment.
• Folder paths for the Read, Write, Processed, and optional Attachments folders.

Observe these security practices:

• Make sure only authorized users and Auditoria can access the SFTP or S3 folders.
• Handle credentials and access keys securely, and never send them in plaintext email.

Set up the Universal Connector

Complete these steps to enable the connector.

1. Prepare the infrastructure. Set up an SFTP server or AWS S3 bucket with Read, Write, and Processed folder paths. Apply access controls so that only authorized users — and Auditoria — can access these folders.
2. Set up data export. Configure your ERP or application to export the required files (such as invoices, vendors, or payments) in CSV or JSON format that matches Auditoria's templates. Schedule automated exports or file drops to the Read folder for batch ingestion.
3. Apply file naming and templates. Use the Auditoria-provided templates. Do not modify a template or change the field order, except for documented extended fields. Name all files according to Auditoria's naming conventions.
4. Monitor and handle errors. Check the Write folder regularly for processing confirmations, output files, and error logs. If an error appears, correct the source file as indicated in the log and re-upload it.

Note: You maintain the SFTP or S3 infrastructure and export and import files to and from the ERP. Auditoria polls, validates, ingests, and archives files according to the configured schedule.

Configure the connection in Auditoria

After the infrastructure is ready, configure the connection in the Auditoria interface. You set one connection type per instance — either SFTP or an S3 bucket.

Set up an SFTP connection

1. Prepare the SFTP folders. These paths are fixed and cannot be changed. For example:
   • Root folder: /Auditoria
   • Read folder (ingestion): /Auditoria/read
   • Write folder (error logs): /Auditoria/write
   • Processed folder (audit): /Auditoria/processed
2. Sign in to Auditoria as an administrator and go to Universal Connector > ERP Settings.
3. Set Connection Type to SFTP, then complete all fields. Enter a hyphen (-) for any SFTP field you are not using.
4. Click Save to complete setup.

All fields are required.

Table 2. SFTP connection fields

Figure 1. ERP Settings page with Connection Type set to SFTP

Set up an S3 bucket connection

1. Prepare the S3 folders. These paths are fixed and cannot be changed. For example:
   • Bucket: /Auditoria
   • Read folder (ingestion): /Auditoria/read
   • Write folder (error logs): /Auditoria/write
   • Processed folder (audit): /Auditoria/processed
   • Attachments folder: /Auditoria/attachments
2. In Auditoria, go to Universal Connector > ERP Settings and set Connection Type to S3 Bucket.
3. Gather the required S3 configuration details:
   • AWS region
   • S3 bucket name
   • Access Key ID and Secret Access Key
   • Folder paths for Read, Write, Processed, and Attachments
   • Encryption type
4. Complete all fields. Enter a hyphen (-) for any S3 field you are not using. If your integration requires additional settings, Auditoria can support those fields.
5. Click Save to complete setup.

All fields are required.

Table 3. S3 bucket connection fields

Figure 2. ERP Settings page with Connection Type set to S3 Bucket

How the Universal Connector processes data

This workflow describes how data moves from your ERP through the connector and back, from file preparation to processing and archival.

1. Data extraction and export. Your IT or business team exports the required AP and AR data from the ERP. Files follow Auditoria's CSV or JSON templates, using the prescribed field names, order, and formats, and use the required naming convention (for example, invoices_20251118.csv).
2. File upload. Your team uploads the exported files to the Read folder on the SFTP server or S3 bucket.

3. Ingestion and validation. Auditoria's SmartBot polls the Read folder every 4 hours by default, or when triggered manually. When it detects a new file, Auditoria:

   • Validates the file name and format.
   • Checks the contents against the template schema at both header and line levels.
   • Transforms valid records for downstream processing.

   Invalid files (for example, incorrect format, extra or missing fields, or a broken schema) trigger error handling.

4. Error handling. Auditoria leaves files that fail validation in the Read folder and writes a detailed error log to the Write folder (for example, invoice_error_20251118.log). Correct the issues, then re-upload the revised file to the Read folder for reprocessing.
5. Success path. Auditoria moves successfully processed files from the Read folder to the Processed folder for archival and audit compliance, and writes actionable outputs to the Write folder, ready for download and ERP import.
6. ERP import. Your ERP or middleware process ingests the validated output data from the Write folder. You are responsible for picking up the data from the Write folder and writing it to the ERP, ideally through an automated job that runs every 4 hours.

Figure 3. Universal Connector end-to-end data workflow

Table 4. Workflow summary

AP invoices workflow

This workflow shows how invoice data moves through the system when invoices arrive by email, from email ingestion and AI processing through SFTP or S3 delivery and ERP import.

1. Invoice email reception. Invoices arrive at a dedicated, monitored inbox configured for your organization. Auditoria monitors the inbox and identifies emails with invoice attachments based on sender, subject line, and attachment type.

2. AI-based processing and data extraction. Auditoria's AI engine processes detected invoices, using Optical Character Recognition (OCR) and Natural Language Processing (NLP) to extract:

   • Vendor name and details
   • Invoice number, date, and due date
   • Line items and amounts
   • Purchase order references
   • Payment terms and additional data fields

   The engine also:

   • Runs duplicate checks
   • Applies coding (for example, cost center and GL account)
   • Flags anomalies (for example, potential fraud or out-of-policy items)
   • Validates records against business rules and the required schema
3. Write folder output. Auditoria writes invoices to the Write folder on the SFTP server or S3 bucket. For each invoice, Auditoria creates a folder named with the invoice number. Each invoice folder contains:
   • The invoice data file in JSON or CSV format.
   • The invoice attachment (such as a PDF), with a timestamp in the filename.
4. Write logs. Auditoria writes log files for both processed and unprocessed invoices to the Write folder. The response for a successfully processed invoice goes to the processed file, and the response for an unsuccessful invoice goes to the unprocessed file. The response for each invoice also appears in the Auditoria console.
5. Customer ERP integration. Your ERP or middleware polls or reads the Write folder for new invoice data and attachments, then imports the files into your ERP using your defined procedures.
6. Log reconciliation. Auditoria does not move the files. Instead, it fetches and reconciles the logs for invoices written to the ERP through SFTP or S3 and displays this information in the Auditoria console for compliance and recordkeeping. Auditoria maintains write logs for audit trails.

Figure 4. Universal Connector AP invoices workflow

Table 5. AP invoice data flow

Monitor and log activity

Check the Write folder regularly for:

• Processing results (validated files ready for ERP import).
• Error logs with details on any validation or processing failures.
• Acknowledgment or summary files, if provided.

Monitor the Read folder after each scheduled polling cycle. Files left in the Read folder after polling typically indicate a processing error, so review the error logs, resolve the issues, and re-upload the files.

For audit and compliance:

• Auditoria moves all successfully processed files to the Processed folder for archiving.
• Auditoria captures every sync event, including successes and failures, in the audit logs section of the application.
• The Processed folder is the canonical audit trail for compliance, traceability, and operational review.
• Periodically verify that the Processed folder is intact and complete.
• Retain logs and archived files for the period your legal, regulatory, or audit policy requires.

Error, acknowledgment, and summary logs are overwritten at each cycle. To keep a permanent record, download and archive logs from the Write folder to your internal systems.

Data handling

• Auditoria transfers all data between your ERP and the platform over secure, encrypted channels — either SFTP or AWS S3.
• The connector accepts only plain-text CSV and JSON files for automatic processing, and these files must conform to Auditoria's templates and naming conventions.
• Attachments such as PDFs or images are not processed as structured data, but they can be archived in the Write folder for reference.

Access controls

• Your IT or cloud administrator manages permissions for each SFTP or S3 directory.
• Grant only the read, write, and move or rename permissions that users and Auditoria service accounts require.
• Review folder access regularly to limit unauthorized exposure.
• Do not distribute SFTP credentials or AWS access keys by email or other insecure channels.
• Rotate credentials periodically according to your security policy.

SFTP and S3 isolation

• Each client provides and maintains a dedicated SFTP server or AWS S3 bucket for the Universal Connector.
• Folder-structure isolation across the Read, Write, and Processed folders keeps your files separate, so they are never mixed with or accessible to other Auditoria clients.

Important: SFTP servers, S3 buckets, and folders cannot be shared between different organizations or business units.

User management

The Universal Connector does not provide application-level user management or assignable roles within the Auditoria platform for file processing. SFTP or S3 credentials and directory permissions govern all file access, reading, writing, and archival, and your IT or cloud administrators control them.

Access is governed by:

• SFTP user accounts and password management, for SFTP infrastructure.
• IAM users, roles, and permissions, for AWS S3 buckets and folders.

To add or remove users:

• For SFTP, only the IT team can add, disable, or change user access.
• For S3, use AWS IAM policies to grant or restrict access, and consult your IT or security team when personnel or business needs change.

Backup and disaster recovery

Auditoria does not provide backup or restoration services for the customer SFTP or S3 directories (the Read, Write, Processed, and Attachments folders) used by the Universal Connector. Backup, retention, and disaster recovery remain your responsibility.

Your responsibilities include:

• Implementing regular, scheduled backups of all SFTP and S3 directories in the deployment.
• Retaining and archiving files — especially in the Write and Processed folders — for audit, compliance, and recovery after accidental deletion or corruption.
• Restoring lost or deleted files through your internal data management team, using your organization's backup solutions.

Troubleshooting

Use this table to diagnose common issues during ingestion, processing, and ERP import.

Table 6. Troubleshooting reference

Frequently asked questions

Q: What is the Universal Connector?

A: An SFTP- and flat-file-based integration that ingests standardized CSV or JSON into Auditoria on a schedule or on demand. It does not push data into your ERP.

Q: When should I use it?

A: When your ERP can export CSV or JSON and you want a prescriptive, template-driven batch integration.

Q: What systems are supported?

A: Any ERP that can produce or consume flat files in Auditoria formats (for example, SAP Ariba or Infor).

Q: Which products are supported, and what business objects do they cover?

A: The following products are supported:

• AR Collections — Customer, Invoices, Payments, Credit Memos
• AR Helpdesk — Customer, Invoices, Payments, Credit Memos
• AP Helpdesk — Entity, Vendor, Bills, Payments, Purchase Orders

Q: Which products are not supported?

A: AR Remittances, AP Accruals, and AP Invoices.

Q: Which record types are supported?

A: Customer, Entity, Vendor, Invoices, Bills, Payments, Credit Memos, and Purchase Orders.

Q: Are line items supported?

A: Yes, for Bills and Invoices, Payments, and Purchase Orders.

Q: Who hosts and maintains SFTP by default?

A: The client provides the SFTP server, folders, and credentials.

Q: Can Auditoria host SFTP instead?

A: This is not standard; it is possible only with case-by-case approval.

Q: Can multiple clients share one SFTP server safely (multi-tenant)?

A: No. Each client needs a dedicated SFTP endpoint.

Q: What folders are required, and what are their roles?

A: The connector uses three folders:

• Read — you drop input files here.
• Processed — Auditoria archives successfully processed files here.
• Write — Auditoria writes acknowledgments, results, and errors here.

Q: What permissions are required?

A: Read on the Read folder, write on the Write folder, and the ability to move or rename files into the Processed folder.

Q: What file formats are accepted?

A: CSV or JSON only.

Q: Do you accept ZIP, GZIP, or other compressed files?

A: No, these are not supported.

Q: Can we change the folder structure, fields, or file types?

A: No. The connector is prescriptive and does not support customization.

Q: What are the size limits?

A: JSON files must be under 150 MB, and CSV files must be under 75 MB.

Q: How must files be named?

A: Use the pattern <PREFIX>_<yyyyMMddhhmmssAM/PM>.<ext>, where the prefix is one of ENTITY, CUSTOMER, INVOICES, PAYMENTS, or VENDOR.

Q: Can I send multiple files for the same record type in one cycle?

A: Yes.

Q: Are custom fields or custom folder structures allowed?

A: No. Use Auditoria's templates exactly, including field names, order, and data types.

Q: Are any extended fields supported?

A: Yes, as provided in the templates (for example, cost center, GL account, division, entity, and location).

Q: Where do I get the templates?

A: Use the current templates that Auditoria provides.

Q: How often does ingestion run?

A: Every 4 hours by default; it can be triggered on demand.

Q: Can customers schedule specific windows?

A: Yes. Sync windows and force runs are supported operationally; coordinate them during implementation.

Q: What sync modes are supported?

A: Incremental (only new or changed records) and Full (all records, with Auditoria calculating deltas and handling deletions).

Q: What happens on success?

A: Files move from the Read folder to the Processed folder, and acknowledgments or status may be written to the Write folder.

Q: What happens on failure?

A: Files remain in the Read folder, and detailed error logs are written to the Write folder for correction and re-upload.

Q: What happens if an ID is reused or a file is re-sent?

A: The existing record is updated.

Q: Do you push results back into the ERP?

A: No. Auditoria writes only acknowledgments, results, and errors to the Write folder for your pickup.

Q: Where can we find audit logs?

A: In the Processed folder.

Q: Are there per-tenant limits on the number of SFTP connections, record types, or files per day?

A: There is no enforced upper limit. Practical throughput depends on file sizes, volumes, and scheduling.

Q: What is the best practice to avoid partial pickups?

A: Upload to a temporary location, then atomically move or rename the file into the Read folder when it is complete.

Q: What if I cannot connect to SFTP?

A: Verify the credentials, host and port, and firewall or network access.

Q: What if a file is not being processed?

A: Check the folder paths, naming, and format, and review the Write folder for errors.

Q: What if audit history is missing?

A: Confirm the files moved to the Processed folder and that you are checking the correct folder.

Q: What if I am unable to write to the Write folder?

A: Verify the SFTP write permissions and path.

Terminology

Table 7. Common terms

Auditoria Support

For more information or assistance, contact Auditoria at support@auditoria.ai. You can:

• Submit and track support requests through the Auditoria Support Portal.
• Email technical questions, troubleshooting steps, or general inquiries to the same address.