Frequently Asked Questions

SaaS & Outsourcing

WHAT IS ARTIFFEX’S SECURITY POLICY

Our security methods meet the strictest protocol requirements of the Ontario Securities Commission and the Privacy Commissioner of Canada, including respecting The Personal Information Protection and Electronics Document Act of Canada. We count some of the world’s leading accounting firms as clients, and they have reviewed our data security procedures and network set up prior to our engagement. Artiffex uses OKIOK, an external security firm to regularly perform penetration tests on our network to ensure we do not have vulnerabilities.

 

WHAT IF A FINANCIAL INSTITUTION I DEAL WITH IS NOT CURRENTLY SUPPORTED?

Provide Artiffex with 12 months of consecutive documents in original (digital, not paper converted to PDF) PDF format so we can map the new institution. This process normally takes 10 business days. For a new online investment portal, the process usually takes three to five business days.

 

CAN I IMPORT HISTORICAL DATA INTO ARTIFFEX FROM ANY OTHER SOFTWARE PLATFORMS?

You may import historical data into Artiffex, which comes from PDF statements. Setting up a new client in Artiffex is a straightforward process. You begin by loading the PDF statement representing the last month of the previous fiscal year for each broker account associated with the client’s portfolio and changing any of the original cost basis as required.

 

IS MY FIRM A GOOD CANDIDATE TO LEVERAGE THE ARTIFFEX SOLUTION?

Absolutely, you have an opportunity to benefit from the efficiencies Artiffex can deliver if:

  • You do not rely on broker summarized reporting for actual tax compliance
  • Clients you deal with have assets under management with multiple broker accounts
  • Clients you deal with a mix of asset classes and a moderate amount of trading activity during the fiscal year
  • Marketable securities are held in a holding company or trust for tax efficiency
  • Your firm offers family office services

 

CAN YOU EXPORT JOURNAL ENTRIES TO OTHER ACCOUNTING SOFTWARE?

Yes. Utilizing our integrated export tool, information found in Artiffex can be exported to any downstream portfolio accounting platform. If the firm utilizes QuickBooks Online or Xero, journal entries can be pushed directly from Artiffex via an API.

HOW QUICKLY CAN WE ONBOARD ARTIFFEX WITHIN MY FIRM?

Onboarding begins before you become a client. During our initial meetings and conversations, we seek to understand your workflow around investment accounting. Once you become a client, we conduct virtual training sessions which total approximately 4 hours. Supplemental training sessions are available upon request. We also offer on-demand videos which are accessible to all our clients. To learn more about our onboarding process, please request the Artiffex On-Boarding Guide by contacting us at info@artiffex.com.

 

IS ARTIFFEX SOC 2 CERTIFIED?

Artiffex expects to be SOC 2 certified for security and privacy in 2021 and has engaged Raymond Chabot Grant Thornton as its auditors.

 

WHAT KIND OF TECHNICAL SUPPORT DOES ARTIFFEX OFFER?

Client support is available weekdays from 9 am to 6 pm (EST) via email. Our representatives are located in our Montreal office and are available to assist users with questions related to functionality, operations, and day-to-day use of the platform.

 

WHAT IS THE NATURE OF YOUR PARTNERSHIP WITH NDEX SYSTEMS INC.?

Artiffex is a spinoff of Ndex Systems Inc. Ndex is Artiffex’s technology partner and provides financial technology expertise, hosting, and software development know-how to Artiffex.

 

WHAT IS ARTIFFEX’S CURRENT PRIVACY POLICY?

Click here to download a copy of our current Privacy Policy Agreement.

WILL THE FILES BE PROCESSED OUTSIDE OF CANADA? 

Rest assured our files will be processed in Canada by Artiffex employees using our application. 

 

HOW LONG DOES ARTIFFEX TAKE TO PROCESS OUR FILES? 

We are committed to delivering files in under 30 days. Once all of the data required to reconcile a file is provided to Artiffex, we will commit to a delivery date which may vary from a few days to a few weeks.

 

WHAT DOCUMENTS ARE REQUIRED FOR ARTIFFEX TO RECONCILE A FILE? 

Unencrypted original PDF brokerage statements, not paper scanned to PDF. Artiffex can reconcile files with statements tracking marketable securities whether they are monthly, issued every other month, quarterly and/or annual statements. In the case where some or all of the cost basis on the statements are incorrect, we also require a file containing any costs which need to be adjusted.

 

WHAT ARE THE DELIVERABLES? 

We provide a comprehensive set of reports for tax compliance purposes including:

  • Reconciled Continuity Schedule per broker account with journal entries
  • US cash reconciliation per US-dollar account
  • Foreign Asset Verification Report (T1135)
  • Gains and Loss Reports
  • Summary of transfers in and out

 

IS THIS RIGHT FOR ME?

To find out if outsourcing is right for you, simply request a 15-minute chat with one of our Outsourcing  Specialists. Find out more by reserving a time to chat now.

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