Workbook

for Windows
Version
7
ACL

Workbook
for Windows
Version
7
ACL

Copyright 2002 ACL Services Ltd.

All rights reserved.
No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or
by any means (photocopying, electronic, mechanical, recording, or otherwise), without permission in
writing from the publisher, except by a reviewer who may quote brief passages in a review.
This manual may contain dated information. Use of these materials is based on the understanding that this
manual may not contain all the information, or the most current information relevant to situation or
intended application. Support and update services are available from ACL, by separate written agreement.
Published May 2002 by:
ACL Services Ltd.
1550 Alberni Street
Vancouver, BC
Canada V6G 1A5
Telephone: +1-604-669-4225
Fax: +1-604-669-3562
E-mail: [email protected]
Web: www.acl.com
For use with ACL for Windows Version 7.0
Printed in Canada 9 8 7 6 5 4 3 2 1
ISBN 1-894497-17
ACL and Audit Command Language are registered trademarks of ACL, or one of its subsidiaries or
licensors. Microsoft, Windows, the Windows logo, and Windows NT are registered trademarks of
Microsoft Corporation. SAP is a trademark of SAP AG. Other brands or products referenced in the
software, or associated with it, are the trademarks or registered trademarks of their respective holders, and
should be treated as such.
Use of a term in this manual should not be regarded as affecting the validity of any trademark or service
mark.
iii

Contents
About this Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Installing ACL for Windows Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Module 1: Welcome to ACL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Accessing and Downloading Data ........................................................... 8
Understanding How Computers Represent Data ............................ 8
Accessing a Data File ......................................................................... 9
Types of Data ACL Reads ............................................................... 11
Fixed-Point Arithmetic .......................................................................... 14
Fixed-Point Numbers ..................................................................... 14
Fixed-Point Arithmetic ................................................................... 14
Rounding in Calculations ............................................................... 14
Getting Started with ACL ....................................................................... 16
ACL Application Screen ................................................................. 17
Working with Menus ...................................................................... 17
Button Bar ....................................................................................... 18
Status Bar ......................................................................................... 21
Application Workspace .................................................................. 21
Working with Windows ................................................................. 22
Working with Dialog Boxes ............................................................ 27
Module 2: ACL Fundamentals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Understanding ACL Projects ................................................................. 30
Naming ACL Files ........................................................................... 30
Creating, Opening, and Closing Projects ....................................... 32
Input File Definitions ............................................................................. 34
Creating an Input File Definition Using the Data Definition
Wizard ............................................................................................. 34
Defining Data Fields Without the Wizard ..................................... 40
Defining Data Fields ....................................................................... 42
Editing Input File Definitions ......................................................... 47
Exiting ACL ..................................................................................... 49
Interpreting Dates .................................................................................. 50
Defining Date Fields ....................................................................... 50
iv Contents
Selecting Dates ................................................................................ 52
Displaying Dates ............................................................................. 53
Overview Window ................................................................................. 57
Working with the Overview Window ............................................ 58
View Window ........................................................................................ 63
Working with the View .................................................................. 63
Customizing the View .................................................................... 65
Command Log ....................................................................................... 79
Opening Your Project .................................................................... 79
Command Log Window ................................................................ 79
Reissuing Commands ..................................................................... 84
Searching the Log ........................................................................... 85
Documenting Your Work ..................................................................... 86
Making Notes ................................................................................. 86
Copying and Pasting Text to a Note .............................................. 88
Printing Logs, Histories, and Notes ............................................... 89
Module 3: Understanding Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Verifying Data ........................................................................................ 94
Using the Verify Command .......................................................... 94
Counting Records .................................................................................. 97
Using the Count Command ........................................................... 97
Totaling Fields ....................................................................................... 99
Obtaining Statistics ............................................................................... 102
Displaying Statistics ....................................................................... 102
Profiling ................................................................................................. 104
Profiling a Field ............................................................................. 104
Testing for Sequences, Duplicates, and Gaps ...................................... 107
Testing the Field Sequence ............................................................ 107
Testing for Duplicates ................................................................... 108
Testing for Gaps ............................................................................ 110
Testing Duplicates and Gaps Together ......................................... 111
Module 4: Manipulating Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Extracting Data ..................................................................................... 114
Exporting Data ...................................................................................... 123
What is Exporting Data? ............................................................... 123
Exporting All Fields ....................................................................... 123
Exporting Selected Fields .............................................................. 126
Contents v

Exporting to Other Applications .................................................. 127
Sorting and Indexing ............................................................................ 129
Control Totals ............................................................................... 129
Using the Sort Command ............................................................. 130
Using the Index Command .......................................................... 137
Summarizing and Classifying .............................................................. 143
Using the Classify Command ....................................................... 143
Using the Summarize Command ................................................. 146
Stratifying Data ..................................................................................... 150
Stratifying Data ............................................................................. 150
Aging Data ............................................................................................ 156
Aging Date Fields .......................................................................... 156
Joining, Relating, and Merging Data ................................................... 164
Joining Data Files .......................................................................... 164
Creating Relationships .................................................................. 171
Merging Data Files ........................................................................ 178
Sample, Size, and Evaluate ................................................................... 180
Preparing Your File for Sampling ................................................. 180
Sampling Methods ........................................................................ 182
Monetary Unit Sampling ............................................................. 183
Record Sampling ........................................................................... 190
Using Functions ................................................................................... 197
Using the Find( ) Function .......................................................... 197
Generating Confirmation Letters ......................................................... 201
Generating Confirmation Letters ................................................. 201
The Benford Command ....................................................................... 215
Module 5: Creating Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Using Expressions ................................................................................ 224
What is an Expression? ................................................................. 224
Creating Expressions .................................................................... 224
Working with Filters ..................................................................... 229
Deleting a Named Expression ...................................................... 235
Using Batches ...................................................................................... 237
What is a Batch? ............................................................................ 237
Creating a Batch ........................................................................... 238
Editing a Batch .............................................................................. 246
Running a Batch ........................................................................... 247
Using Interactive Batches ............................................................. 249
vi Contents
Groups and Loops in Batches ............................................................... 252
Using Groups ................................................................................. 252
Creating Groups ............................................................................ 252
Using Loop .................................................................................... 264
Working with Multiple-Record-Type Files ......................................... 265
Reading Report Files ..................................................................... 266
Processing Multiple-Record-Type Files ............................................... 276
Module 6: Communicating Results . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Formatting Reports ............................................................................... 290
Using the View to Create a Report ............................................... 290
Previewing the Report .................................................................. 294
Saving the Formatted View ........................................................... 298
Graphing Command Results ................................................................ 307
Setting Graph Output .................................................................... 307
Displaying a Histogram ................................................................. 307
The Notify Command ........................................................................... 323
Using the Notify Command .......................................................... 323
Module 7: Customizing ACL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Setting Preferences ................................................................................ 328
Selecting Options ........................................................................... 328
Interface Options ........................................................................... 330
Input File Options ......................................................................... 331
View Options ................................................................................. 333
Command Options ....................................................................... 335
Date Options ................................................................................. 337
Numeric Options .......................................................................... 339
Print Options ................................................................................. 341
Application Font Options ............................................................. 342
Module 8: Troubleshooting Data Errors . . . . . . . . . . . . . . . . . . . . . 343
Troubleshooting Data Errors ............................................................... 344
Data Errors .................................................................................... 344
Module 9: Using the Dialog Builder . . . . . . . . . . . . . . . . . . . . . . . . . 361
Designing Batches Using the Dialog Builder ....................................... 362
Planning a Batch Dialog Box ......................................................... 362
Creating a Batch Dialog Box ......................................................... 362
Editing an Existing Dialog ............................................................. 372
Contents vii

Running the Dialog in a Batch ...................................................... 374
Appendix A: Common Uses for ACL . . . . . . . . . . . . . . . . . . . . . . . . 375
Audit/Data Analysis Applications ................................................ 375
Purchases ....................................................................................... 377
Appendix B: ODBC Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
What is ODBC? ............................................................................. 379
ODBC Access ................................................................................ 379
Converting an ODBC File ............................................................. 379
Updating an ODBC File ................................................................ 384
Appendix C: Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
viii Contents

1
About this Workbook
Welcome to the ACL for Windows Workbook, your personal guide to the worlds leading
data analysis software.
The ACL for Windows Workbook is a self-study guide. Whether you are new to data
analysis or already have some experience with ACL, it will help you to master
ACL for Windows and apply it to real-world problems.
By applying ACLs powerful features, you will be more efficient and confident in your
analysis. Here are a few features ACL offers:
Ease of use
Built-in audit and data analysis functionality
Interactive interrogation capabilities
Unlimited file size capability
Ability to read multiple data types
High quality reporting features
If you are new to ACL, start at Lesson 1.1. Intermediate or advanced users can go directly
to lessons for a specific application or function. This books hands-on, interactive
approach makes it easy to quickly gain a working knowledge of the software.
To help you realize the potential of ACL software, the CD-ROM included with this
workbook contains a fully functional, educational version of ACL for Windows
Version 7 that allows you to process up to 48 K of data. You can also use the data in this
workbook in conjunction with the commercial version of the software.
The ACL for Windows Workbook is provided to licensed users of ACL. To purchase
additional copies, visit www.acl.com. For those seeking more in-depth advice on data
analysis, Global Audit Publications (GAP) offers a range of books. A complete list of
ACL user publications and GAP publications is available from our Head Office at
+1-604-669-4225 or www.acl.com.
2 ACL for Windows 7
Related Publications
ACL for Windows User Guide
The user guide will help you start using ACL for Windows Version 7. It shows you how
to:
Read or import data from external source data files
View, analyze, and report on data
Automate custom analytical routines
Use ACL for Windows together with ACL for OS/390 in a client/server
environment
The ACL for Windows User Guide is provided to licensed users of ACL. To purchase
additional copies, visit www.acl.com.
ACL for Windows Reference Manual
The reference manual is a companion document that provides detailed information on:
ACL field types
ACL functions
ACL commands
The ACL for Windows Reference Manual is provided to licensed users of ACL. To
purchase additional copies, visit www.acl.com.
Need Help?
Resources
For assistance in using ACL, refer to these additional resources:
ACL for Windows User Guide
ACL for Windows Reference Manual
ACL for Windows online Help
Your companys internal ACL technical support center, if available

About this Workbook 3
Contacting Us
If you can not find the solution to your problem and you are a supported user, you can
contact ACL for assistance. Before contacting ACL, be sure you have the following infor-
mation:
Your ACL serial number. You can find this on the back of your CD case, or in
ACL for Windows, select Help from the menu bar and choose About ACL.
The type of hardware you are using, and whether it is connected to a Local Area
Network (LAN).
A description of what happened, and what you were doing when the problem
occurred.
The error message, if any, displayed by ACL.
Online Support Center
If you have access to the World Wide Web, go to www.acl.com and click the Online
Support Center. There you will find helpful tools and resources to enhance your use of
ACL.
Global Help Desk
The Americas
Phone: +1-604-669-4997
Fax: +1-604-689-4209
E-mail: [email protected]
Europe, Middle East, and Africa
Phone: +32-2-642-22-90
Fax: +32-2-642-22-91
E-mail: [email protected]
Asia and Pacific Rim
Phone: +65-299-3350
Fax: +65-299-5110
E-mail: [email protected]
4 ACL for Windows 7
Wed Like to Hear From You!
ACL is committed to providing you with quality products and services for data access,
analysis, and reporting. To ensure your continued satisfaction, we welcome your sugges-
tions for improvements to ACL for Windows, our user documentation, and online Help.
Please send your comments to our Product Management team at:
Phone: +1-604-669-4225
Fax: +1-604-669-3557
E-mail: [email protected]
You can also send mail to:
ACL Services Ltd.
1550 Alberni Street
Vancouver, BC
Canada V6G 1A5

5
Installing ACL for Windows Workbook
The ACL for Windows Version 7 Workbook is intended for use with ACL for Windows
Version 7.0. Later versions of the software may contain functionality not addressed in
this publication.
If you do not have ACL for Windows Version 7 installed on your system, then you must
install it and the ACL for Windows Version 7 Workbook software from the CD-ROM
included with this workbook.
System Requirements
ACL for Windows Version 7 Workbook requires the following:
IBM 486 or higher personal computer (Pentium recommended)
Eight megabytes of RAM minimum (32 megabytes recommended)
At least seven megabytes of free space on a hard disk drive for storing the ACL
program and all related files (significantly more disk space is recommended for
storing your working files)
Windows 95/98/ME, or Windows NT 4.0/2000
Installing the Workbook Data Files Only
If you already have ACL for Windows Version 7 loaded on your system, you need to
install only the Workbook data files.
To install or reinstall only the working files (the sample data files used in the Workbook
lessons) on your personal computer:
1. Close all programs.
2. Insert the CD into the CD-ROM drive.
The installation program informs you of the progress and prompts for required
information.
3. In the Setup Type dialog box, select Custom.
Note: You must have administrator rights to install on a system running Windows NT or
Windows 2000.
6 ACL for Windows 7
4. In the Select Components dialog box, select only the Workbook Data Files check
box. Continue to follow the prompts to place the data folder in the desired location.
Installing the Complete Workbook
To install the program (48K limited version) and sample data files for ACL for Windows
Version 7 Workbook on your personal computer:
1. Close all programs.
2. Insert the CD into the CD-ROM drive and follow the prompts for the type of instal-
lation you want.
3. Select either Typical or Custom installation. The installation program informs you
of the progress and prompts you for required information.
Typical
The Typical option is best for most users. The Typical installation installs all the
necessary files and options on your computers hard disk. Select the Typical option
unless you have specific reasons to choose another option.
Custom
The Custom option is for advanced users who want to install only specific compo-
nents. If you select the Custom option, ACL displays an additional dialog box for you
to select the components you want.
Starting the ACL for Windows Workbook Program
After you install ACL for Windows Version 7 Workbook, you can begin using the
program.
To start ACL for Windows Version 7 Workbook from the Windows desktop:
1. Click [Start] and select Programs.
2. From the Programs menu, select ACL for Windows Version 7.0 Workbook. The
program starts and ACL displays the application screen. You are now ready to use
ACL for Windows Version 7 Workbook.
7
Module 1 WELCOME TO ACL
In Module 1, you are introduced to the basics of ACL and what you need to start using
this workbook. You find out:
About data, records, fields, and data files
About fixed-point arithmetic
How to start ACL, and how to work with the application screen, button bar, and
windows
8 ACL for Windows 7 Workbook
Accessi ng and Downl oadi ng Data
Lesson 1.1 Accessing and Downloading Data
You can use ACL to work with modern relational databases, as well as traditional legacy
data storage systems. With legacy systems, where the programs originally used to create
and process the data are not current, ACL gives you the ability to access the data.
ACL can access data in diverse formats and on various types of storage devices. You can
use ACL to verify the output from other applications if you do not have confidence in the
data or suspect that an application is not functioning correctly.
Use ACL for Windows to view, explore, and analyze all data and report on the results.
Understanding How Computers Represent Data
Data, in its simplest form, is stored with each character held in a byte. The value of the
byte determines the character it represents. There are two main coding schemes that
map the value of the byte to each specific character.
EBCDIC Extended Binary Coded Decimal Interchange Code. This format is
commonly found only on IBM mainframe and mid-range computers.
ASCII American Standard Code for Information Interchange. This format is
typically found on most personal computers and some mid-range and mainframe
computers.
In addition to EBCDIC and ASCII, ACL can read all numeric and date data types. You
do not have to translate the data. In fact, ACL eliminates the risk of errors that may occur
during the translation process.
What is a Data File?
The data you want to analyze can come from a mainframe, minicomputer, or PC. It can
vary in record structure and data type, and can be on tape, disk, or another storage
device. Computerized data is stored in units called data files.
What is a Record?
Data files contain smaller units, called records. Each record offers a complete set of data
about a topic. For example, the name, address, and telephone number on one line in a
telephone book could be combined to form a single record. There can be a great number
of records in a file, just as there are possibly millions of records in a telephone directory.
What is a Flat File?
Each record in a data file may be either fixed or variable length, and the file may contain
either single or multiple record types. These files are often referred to as flat files. Flat file

Module 1 Welcome to ACL 9
Accessi ng and Downl oadi ng Data
is a lay term for a file that does not have a complex file structure such as in a database file.
flat files are physically sequential in nature.
Although it is not essential that you use Flat files when working with ACL, it is recom-
mended. If your data is in a database, you should extract the data into a flat file format
before you download or copy to tape. The exception is if you have ACL for OS/390,
which can easily read common databases such as DB2 and IMS.
What is a Field?
Each record contains individual pieces of information called fields.
In the telephone directory example, each entry (record) consists of details about a
person, such as their last name, first name, address, and telephone number. In ACL, each
of these data items is stored in a field. All records in a file are described by the same set
of fields. Computer files can have many fields for each record. Each field has a name for
reference. For example, the field names might be LASTNAME, FIRSTNAME,
ADDRESS, and PHONE.
Accessing a Data File
The first step in obtaining a data file is identifying the sources of data.
Identifying Sources of Data Files
Data files stored on a minicomputer or a mainframe must be downloaded so that they
can be accessed by a personal computer. The most common methods of obtaining data
stored on a mini or mainframe computer include linking from a personal computer or a
local area network (LAN) to a mainframe, or storing the information on tapes and
cartridges.
Most mini and mainframe computer manufacturers offer a way to connect a PC to their
equipment, thus allowing the transfer of data files. If you are using a PC to access the
mainframe, then you likely have the means to download or transfer data files through
this link. As mentioned earlier, you should not need to translate the data to ASCII on
download, as ACL is compatible with all major data types and is able to read your data.
Make sure that you have enough space on your PCs hard disk or network drive to store
the file that you want to download. In some cases, you will need a significant amount of
space.
Ask your computer department or equivalent what options are available to you. For
most installations, downloading from mini or mainframe computers to PC or LAN will
be the most common.
10 ACL for Windows 7 Workbook
Accessi ng and Downl oadi ng Data
Working with Your Computer Department
Before downloading data from a mini or mainframe computer, it is important to do
some initial planning to identify where the data is available and in what format. The first
step is to speak with your computer department and request file layouts for the system.
These may be called record definitions, data dictionaries, schemas, or a variety of other
names, but they simply list all the fields of data held in a file for a particular system.
The next step is to review the data, with or without file layouts, to determine all available
fields in a system. This can be done by examining the available data on screen and in
reports. Often a system may appear to have a particular field, but in practice the field is
not actually used. Also, there are often various codes and conventions that users must
learn.
Examining file layouts, reports, and screen dumps should provide enough detail to
easily identify what data is available in which files and what is required for a specific
analysis.
Preparing the Data File
Before downloading the data, it is sometimes necessary to prepare the data. If all the
data in a specific file is required and the file is in a format that ACL can read directly, then
you can transfer the file of data in its native form to the PC. All the data may not be
required for a very large file. In such cases, it is best to request assistance from your
computer department to create an extract program. The extract program will create a
smaller file with only those fields of data required for an analysis.
For database files such as DB2, IMS, and IDMS, you will again require your computer
department to provide an appropriate flat file copy of the database.
Lastly, you can always access output report files in electronic form because almost all
computer software generates detailed transaction reports. ACL can read information
stored as a printed report. This technique is useful when you want to access data stored
in a complex database format rather than a flat file because it opens up almost any data
for independent analysis using ACL.
The first step in processing a report as data is capturing the information in a disk file. In
most mini and mainframe computer environments, this is straightforward because files
are typically spooled before printing. You do not have to print the file, just copy the
spool file before it is deleted. You usually end up with a fixed length file that has a record
length of 133, which ACL can process easily. If you plan to download spooled report
files, ask your computer department to copy the required files to permanent disk files for
you to download.

Module 1 Welcome to ACL 11
Accessi ng and Downl oadi ng Data
Downloading the Data File to a PC, Network Server, or Tape
When downloading data from a mini or mainframe computer via terminal emulation,
the PC emulates a terminal on the mainframe or minicomputer with special terminal
emulation software. Packages such as IBMs Personal Communications and PC3270, PC
Support/400, IRMA, and Rumba provide such terminal emulation for PCs as well as an
appropriate file transfer component for downloading files. Some downloading software
will attempt to convert data from a mini or mainframe computer representation, such as
EBCDIC, to one of those used on a PC, such as ASCII. Other packages often assume all
data is text and, as a consequence, will corrupt any numbers. In these cases, it is best to
download without any conversion options (sometimes called binary transfers) and to
keep the original method of storing the data.
ACL Conversion Utility
ACL for Windows contains a conversion utility that allows you to convert certain types of
files for use in ACL. This feature is located in the ACL for Windows Version 7 sublist of
the Windows Start menu. You can also convert some file types using the Data Definition
Wizard.
For more information, see Appendix A: Using the ACL Utility in the ACL for Windows
Reference Manual or online Help.
Types of Data ACL Reads
ACL reads the following types of data:
Flat sequential
dBASE (extension .dbf)
Text (extension .txt)
Delimited
Print
ODBC
Tape
Flat Sequential
Flat sequential data files contain rows of consecutive data, arranged one after the other.
Like the lines of information that are divided into sections in a telephone book, flat
sequential files have rows of data, divided into fields. For example, one field might be the
last name, another field the first name, and so on.
12 ACL for Windows 7 Workbook
Accessi ng and Downl oadi ng Data
dBASE
ACL automatically detects, analyzes, and then creates an input file definition for dBASE
files. This is also true for dBASE files created by dBASE compatible products, such as
FoxPro
TM
, Visual FoxPro
TM
, and Clipper
TM
.
ACL does not read associated files, such as index or memo files.
When you select a dBASE file to define, the Data Definition Wizard automatically deter-
mines the character set, classifies the file format as a dBASE compatible file, and defines
the fields.
Text
A text data file contains only printable characters, such as the letters a through z, the
numbers 1 through 9, and punctuation. Text files may or may not be print files.
Delimited
Many data files contain fields that do not have a fixed position in a record. Files in which
each field is separated from the others by a field separator character are called delimited
files.
When you select a delimited file, the Wizard automatically determines the character set,
classifies the file format as Delimited, and also determines the Field Separator and Text
Qualifier. The Wizard then prompts you to save the data file as a flat file and to also name
the fields.
A carriage return and a line feed separate each record in a delimited file. Fields are
usually separated by commas and character strings are enclosed in quotes.
Print Files
Print files are text files in the form of a printed report. They may also contain non-data
lines such as headers, subheaders, blank lines, and total lines that ACL can filter when
reading the print file.
ODBC
The term ODBC stands for open database connectivity a standardized application
programming interface (API) technology that allows different applications to connect to
and read each others data files. Developers can create ODBC-enabled applications
(also known as ODBC-compliant or ODBC client applications). They can also write
ODBC drivers for specific database management systems (data sources).
ODBC technology gives developers and users an important tool for heterogeneous data
source access. Prior to ODBC, applications were limited to the proprietary interface
specific to the data source. Heterogeneous data source access was possible only by

Module 1 Welcome to ACL 13
Accessi ng and Downl oadi ng Data
hard-coding applications to handle each specific data source. Such applications were
difficult to code, burdensome to maintain, and complicated to extend.
ODBC increases application portability by eliminating the need for data source-specific
calls. ODBC-enabled applications can simultaneously access, view, and modify data
from data sources, regardless of whether the source is object-oriented, ISAM, or plain
text.
Using ODBC, proprietary databases are now open to third-party applications and
tools. For example, ODBC technology gives ACL for Windows complete access to
Microsoft Access databases, even though the two systems are products of two different
vendors.
Although many ODBC supporters claim that ODBC enables better performance and
faster data retrieval than SQL statements or the native database API, this is not generally
true. The specific implementation of either technology, as well as the compatibility
between the ODBC-enabled application implementation and the ODBC driver imple-
mentation determines how performance is affected.
See Lesson 2.2: Input File Definitions on page 34 and Appendix B: ODBC Access for
more details on accessing ODBC files.
Tape
You can use ACL to easily access and read data from tape reels or cartridges. Accessing a
file on tape similar to processing the file with disk-based files. ACL quickly reads
untranslated data (do not use a back up copy), and your data remains on tape.
ACL can read data from almost all types of tape, including inch 9-track tapes, IBM
3480 cartridges, 8mm tape, and 4mm DAT. For PC versions of ACL, you must attach the
appropriate tape drive to your personal computer to use this method.
1
14 ACL for Windows 7 Workbook
Fi xed-Poi nt Ari thmeti c
Lesson 1.2 Fixed-Point Arithmetic
ACL uses fixed-point arithmetic for its numeric operations for two reasons:
It improves processing speed
It gives you control over decimal numbers and rounding
Fixed-Point Numbers
ACL calculates fixed-point numbers exactly as they are stored. For example, if you
specify two decimals when you define a field, ACL stores 1.11 as exactly 1.11, but it
stores 1.1199 as 1.12. If you fix the number of decimals at four, ACL stores 1.1111 as
1.1111 but it stores 1.11119999 as 1.1112.
You specify the number of decimal places for a field when you define it. And in a condi-
tional computed field, the default value that you specify establishes the number of
decimal places for the result.
Fixed-Point Arithmetic
Fixed-point arithmetic affects your calculations in the following ways:
ACL provides exact results in calculations involving addition and subtraction,
but it rounds at every stage of calculations involving multiplication and division.
Results and intermediate calculations cannot exceed 22 digits, including
decimals.
When you use two values in an arithmetical operation, ACL rounds to the larger
number of decimals of the two operands. This method is applied at the lowest
level in any calculation and is repeated until the expression is evaluated.
Consider the floating-point result you obtain when you divide 1000 by 177 then
multiply by 3 (1000/177 * 3) on a calculator: 16.949152. If you use ACL to perform
the same calculation, the fixed-point result is 0.18.
Rounding in Calculations
ACL rounds at every stage of calculations involving multiplication and division. To
compensate for rounding, you can increase the number of decimal places or you can
rearrange the equation.
ACL uses the larger number of decimals in the first two values to determine rounding of
the result. You can control the number of decimals in the result by using the same
number of decimals in the first two values of an equation as you want for the result. By

Module 1 Welcome to ACL 15
Fi xed-Poi nt Ari thmeti c
placing the values with the greatest number of decimal places first in your equation, you
obtain the correct number of decimals in your result.
Examples
In the following example, ACL rounds to a whole number in stage one (1000 / 177)
because both operands (1000 and 177) are whole numbers. In stage two (6 / 3),
ACL again rounds to a whole number because the results of stage one (6) and the
denominator (3) are both whole numbers.
1000 / 177 * 3 = 18
In the next example, ACL again rounds to a whole number in stage one (1000 / 177)
because both operands (1000 and 177) are whole numbers. In stage two (6 / 3.00),
ACL rounds to two decimals because the larger number of decimals of the two operands
(6 and 3.00) is two.
1000 / 177 * 3.00 = 18.00
In the next example, ACL rounds to two places in stage one (1000 / 177.00) because
177.00 has the larger number of decimals of the two operands. Then, in stage two
(5.65 * 3), ACL rounds to two decimals because the larger number of decimals of the
two operands (5.65 and 3) is two.
(1000 / 177.00 * 3) = 16.95
In the next example, ACL rounds to four places in stage one (1000 / 177.0000)
because 177.0000 has the larger number of decimals of the two operands. Then, in
stage two (5.6497 * 3), ACL again rounds to four decimals because the larger number
of decimals of the two operands (5.6497 and 3) is four.
(1000 / 177.0000 * 3) = 16.9491
In the next example, ACL rounds to a whole number in stage one (1000 * 3) because
both operands are whole numbers. Then, in stage two (333 / 177), ACL again rounds
to a whole number because both operands (333 and 177) are whole numbers.
(1000 * 3 / 177) = 17
In the last example, ACL rounds to two decimal places in stage one (1000 * 3.00)
because 3.00 has the larger number of decimals of the two operands. Then, in stage two
(333.33 / 177), ACL again rounds to two decimals because the larger number of
decimals of the two operands (333.33 and 177) is two.
(1000 * 3.00 / 177) = 16.95
1
16 ACL for Windows 7 Workbook
Getti ng Started wi th ACL
Lesson 1.3 Getting Started with ACL
To use this workbook, you must first install ACL for Windows Version 7 Workbook,
which provides everything you need to understand the descriptions and complete the
step-by-step procedures. To install ACL, follow the steps described in Installing ACL
for Windows Workbook on page 5.
As you work through the lessons, you add to existing files and create new files.
Therefore, be sure to reinstall the data files so each new user starts with the data in its
original form. See Installing the Workbook Data Files Only on page 5.
To start ACL for Windows Version 7 Workbook:
1. Click [Start] and select Programs.
2. From the Programs menu, select ACL for Windows Version 7 Workbook.

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ACL Application Screen
ACL displays the application screen below each time you start ACL:

Working with Menus
The menu bar contains the nine menu choices in ACL:
Each menu has a drop-down list of commands and options. A menu or menu item is
grayed out if a command doesnt apply to the active window.
Title bar
Menu bar
Button bar
Status bar
Application
Workspace
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Using Menus to Select and Choose Options
To select a menu choice from the menu bar:
1. Click a menu choice, such as File. ACL displays a drop-down menu of choices. For
example, the File drop-down menu looks like this:
As you move the mouse pointer down the menu, each menu choice is highlighted.
To choose a command or option from the list:
1. Position your mouse pointer over one of the choices.
2. Click the left mouse button. ACL displays the command or option dialog box or
window for you to select, change, or enter information.
To close the drop-down list without making a choice, move the pointer off the menu and
click the left mouse button.
Button Bar
The button bar provides fast access to commonly used commands and options. You can
customize the number and order of icons in the button bar to suit your needs.
Pointing to a Button
To point to a button on the button bar, use your mouse to position your pointer over one
of the ACL buttons.
If you have the Show Tooltips preference selected, as it is by default, ACL displays a
message showing the buttons name.
To use a button, position the pointer over a button and click the left mouse button.
ACL displays a dialog box or window where you select, change, or enter information.

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Default Button Bar
ACL provides a default button bar to give you fast access to the most commonly used
commands and options. The default button bar includes:
You can add, delete, and rearrange all of these buttons to suit your individual needs. If
you customize your button bar, it will not appear as shown above.
The following reference chart describes the actions performed by the buttons on the
default button bar:
Button Quick Reference Chart
Button Action Option or Command
Displays the Save New Project As dialog box, allowing you to
name and save a new ACL Project.
Create a New Project
Displays the Locate Project File dialog box, allowing you to open
an existing ACL Project.
Open an Existing Project
Saves the current ACL Project. Save the Open Project
Prints the contents of the active window. Print Active Window
Allows you to add notes about an ACL Project Edit Project Note
Allows you to undo the last operation performed. Undo Last Operation
Displays the Overview window. Overview
Displays the command log. Edit file definition
Displays options for totaling numeric fields. The result is stored
in a variable.
Total
Displays options for analyzing numeric fields, and displaying a
variety of statistical information. The results are stored in
variables.
Statistics
Displays options for extracting data. Extract
Displays options for producing aged summaries of data. Age
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Customizing the Default Button Bar
You can customize the default button bar by including any of the buttons you can access
from menus, in any order, and with alternate spacing, until it best suits your needs. You
do not need to have an ACL Project open to customize the button bar.
To customize the button bar:
Click the (Customize Button Bar) button, or select Tools from the menu bar and
choose Customize Button Bar.
To add a new button to the button bar:
1. Select Insert (it is selected by default).
2. Select Menu Item (it is also selected by default).
3. Click the command you want to add to the button bar from the appropriate
drop-down menu. The icon associated with that command will be displayed.
4. Click the spot in the button bar where you want to display the button.
Displays options for stratifying numeric data. Stratify
Displays options for classifying data based on the value of
character fields.
Classify
Displays options for testing for duplicate key field records. Duplicates
Displays options for rearranging a file into a new physical record
sequence.
Sort
Displays options for customizing the default button bar. Customize button bar
Displays options for finding information. Help
Button Action Option or Command

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To add a blank space to the button bar:
1. Select Insert option (it is selected by default).
2. Select Blank.
3. Click the spot in the button bar where you want to add the blank.
To exchange a button on the button bar:
1. Select Replace.
2. Select Menu Item. Click the command you want to add to the button bar from the
appropriate drop-down menu. The icon associated with that command will be
displayed.
3. Click the spot on the button bar you want to replace with the button or blank.
To remove a button from the button bar
1. Select Delete.
2. Click the button or blank you want to delete. ACL removes the button or blank and
adjusts the buttons accordingly.
3. Click [OK] to save your changes.
For more information, see Customizing the Button Bar on page 308 in the
ACL for Windows User Guide or online Help.
Status Bar
The status bar displays the name of the Project with which you are working, the name of
the currently open input file, and the number of records in that file.
When you first start ACL, you can see from the status bar that no Project is open and no
input file is in use. The Data, Analyze, Sampling, and Window menus are grayed out
because there is no current data to analyze.
Application Workspace
The application workspace is the area where you work with your data. This area is blank
until you open a data file.
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Working with Windows
This section describes how you can manage windows to work with ACL more quickly
and effectively.
Moving Windows
You can move windows on the screen to best suit your needs. For example, you can move
a window that appears in front of text with which you are working.
To move a window:
1. Move the mouse pointer to the windows title bar.
2. Press and hold down the left mouse button.
3. Move the window by moving the mouse.
Resizing Windows
ACL restores windows to the display settings you specified the last time you used an ACL
Project.
To maximize the size of a window:
Click (Maximize) at the top, right corner of the window
To minimize the size of a window:
Click (Minimize) at the top, right corner of the window
To adjust the size of a window:
1. Move the pointer to the outer edge or a corner of the window. The pointer becomes
a double-headed arrow.
2. Press and hold the left mouse button and drag the window edge or corner in or out
to the size you want.
3. Release the mouse button.

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Getti ng Started wi th ACL
The following picture shows samples of maximized, resized, and minimized windows:
Note that the top, right buttons of each window change to reflect whether they are
resized or maximized.
Buttons in Windows
When you resize a window containing buttons, ACL rearranges these buttons to fit in
the available space. If the window becomes too small for the buttons to display vertically,
ACL wraps the buttons in multiple columns.
Maximized
window
Resized
window
Minimized
window
Buttons wrap to fit
in the window.
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Scrolling in Windows
When there are too many fields (columns) or records in the file to display on a single
screen, you can scroll the view to see additional fields or records.
To scroll the view horizontally:
Click the right or left horizontal arrow button to move across one or more
characters at a time.
Click to the right of the horizontal scroll button to move across one or more fields
at a time. Continue clicking until you have viewed all the fields. The horizontal
scroll button should now be at the far right end of the scroll bar. You can also click
to the left of the horizontal scroll button to move to the far left end of the scroll
bar, moving across one or more fields at a time.
Click the horizontal scroll button and drag it. The scroll button lets you quickly
access the first or last column, or a column in between.
To scroll the view vertically:
Click the bottom vertical arrow button to move down one record at a time. Click
the top vertical arrow button to move up one record at a time.
Click below the scroll button in the vertical scroll bar to move down one screen
of records at a time. Click above the scroll button to move up one screen of
records at a time.
Click the vertical scroll button and drag it. The scroll button lets you quickly
access the first or last record, or a record in between.
When you have reached the last record, the message End of File is displayed below that
record.
Using Text Boxes and List Boxes
In most text boxes and list boxes in ACL, the scroll bar function will become active if
there is more data contained in the box than can be displayed. You then use the scroll
bars to view all the data, as described in Scrolling in Windows on page 24.

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Getti ng Started wi th ACL
In some text boxes, such as in the command log, when you enter information in the
command text box, ACL expands the text box to display the entire entry.
List view
Scroll bar
Text box
List box
Scroll bar
Scroll bar
Command
text box
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Using List Views
List views make it much easier to identify fields for analysis when field names are
cryptic, and when there are a number of similar fields to choose from. This is particu-
larly common when ACL automatically creates input file definitions from relational
databases or Enterprise Resource Planning (ERP) systems, where encoded or
hard-to-understand field names often have alternate titles that are more user-friendly.
In addition to the field name, list views have columns that show the alternate field title,
data type, field type, and other field characteristics. The order of the columns can also
be rearranged to suit the needs of the user.
List views support the following Windows behaviors:
Click an item to select it and use an arrow button to move it to the accompanying
list box.
Double-click an item to select it and move it to the accompanying list box.
Press CTRL+CLICK to select multiple individual items or press SHIFT+CLICK to
select a block of neighboring items.
Use the scroll bar to view all of the list.
Click column headings to change the order of the columns. The changes apply to
all subsequent list views.
Click and drag column borders to change column width.
Click and drag column titles to change order of columns.
Click item name to select a single item.
Press CTRL+CLICK to select multiple individual items or press SHIFT+CLICK to
select a block of neighboring items.
Use the scroll bars to move through the list horizontally and vertically, to see all
of the field properties information.
Click column headings to
change column sort order
Click and drag to
resize columns
Click and drag a column title to
move it; you can arrange the
columns in any order

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Working with Dialog Boxes
Dialog boxes open when you make choices on the application screen that require more
information. For example, the Count command displays a typical dialog box:
Dialog boxes can be moved using the same techniques used for windows.
To close a dialog box:
Click a button that carries out the action you have begun, for example, [Save],
[Open], or [OK].
Click [Cancel] to cancel the action.
Click to close the dialog box. This will also cancel the action begun.
Exiting ACL
When you finish working with ACL, you should exit the program.
To exit ACL from the application window:
Click , or select File from the menu bar and choose Exit.
Title bar
Click to create an
expression using the
Expression Builder
Click to execute
the command
Or, enter an
expression directly in
the text box
Click to display additional
options
Click to cancel the command
and close the dialog box
Click to display online Help
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29
Module 2 ACL FUNDAMENTALS
In Module 2, you learn the fundamentals of ACL. You learn how to:
Create an ACL Project and an input file definition
Work with dates
Manage the Overview and View windows
Use the command log
Make notes in the Project, input file definition, and view
Print documentation and views
30 ACL for Windows 7 Workbook
Understandi ng ACL Proj ects
Lesson 2.1 Understanding ACL Projects
ACL for Windows keeps track of your work in a file called a Project. The ACL Project is
like a container or folder that contains items you create during data analysis. It also
maintains links to other related files. The source data file is not part of the Project file,
but is linked to it through the input file definition.
ACL Project files have the extension .acl. An ACL Project file contains one or more
input file definitions, views, batches, and workspaces.
Input file definitions (IFDs) describe the record layout of the data file and let you
define the fields ACL will examine. A Project can have several input file definitions
linked to various source data files.
Views are used to display all or some of the data, and to create ad hoc reports. You can
create multiple views of a source data file.
Batches. ACL has numerous predefined commands that you can use to analyze data or
to create new computed data fields. Commands can be run individually or grouped
together in a batch to run as a single application.
Workspaces make it easier to share complex calculations between different files.
The ACL Index command creates an index file containing pointers that allow ACL to
read data in the sorted order, even though the records in the orgininal input file are
unsorted.
ACL Projects give you a way to organize your data analysis. Each Project file stores the
input file definitions, views, workspaces, and batches you created for a specific Project.
You can reuse these items the next time you need to analyze the same kinds of data.
ACL even remembers the files you were working with, and the arrangement of
windows on your screen. The next time you use the Project, you can start at the exact
point you left off the last time you used ACL.
Naming ACL Files
When you name files in ACL for Windows, you can use up to 255 characters, including
spaces. This allows you to give the files descriptive names so they are easily recognizable.
Special characters, such as spaces, are converted to underscores. These long names are
visible when you are working in ACL. You must always use an alpha character as the first
character of a name.

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Understandi ng ACL Proj ects
The output data file name has the extension .fil. For file management purposes, 32-bit
file names are retained.
0100011
0101101
0001110
1010101
0101001
1010101
Data files are outside the ACL Project.
ACL is read-only and cannot change
the source data.
Input file definitions
describe the record layout
of the data and let you define
the fields ACL will work with
Views display data and act as
templates for printed reports
Index files let you access
data files as though they
were physically sorted
Workspaces let you share
field definitions among input
files and other ACL Projects
Batches let you automate
repetitive queries, perform
complex analysis, and create
custom applications
The Command Log is like
a flight recorder, keeping a
complete record of your work
Index files are outside the
ACL Project.
Source
Data Files
.DAT
.DBF
.TXT
.FIL
Other
ACL Index for
Source Data Files
.INX
Are
linked to
Are
linked to
Views
Input file definitions
Workspaces
Batches
ACL Command Log
.LOG
ACL Project .ACL
Indexes
32 ACL for Windows 7 Workbook
Understandi ng ACL Proj ects
Creating, Opening, and Closing Projects
When you first start ACL, the status bar on the ACL application screen indicates that
there is no Project open and no input file in use. Before you can work with data in ACL,
you must open or create a Project.
To create a Project, you need to: name the Project, specify where to store it on your hard
disk, identify a data file that contains the data you want to work with, and create an input
file definition that contains the format for the data.
To create a Project:
1. Select File from the menu bar and choose New Project. ACL displays the Save New
Project As dialog box.
2. Double-click the Workbook Data Files folder to put your Project in the same folder
as the data files.
3. Enter Newwork in the File name text box.
You may also select a different drive or folder from the Save in drop-down list.
4. Click [Save] to create the new Project. ACL automatically adds the extension .acl to
the file name and displays the Select Input File Definition dialog box.
Once you have created and saved a Project, you can quickly open it using the File menu.
ACL will list previously-opened Projects, to a maximum of eight Projects, at the bottom
of the File menu. Click the name of the Project you want to open.
Note: The default setting in Windows is to hide file extensions. While using this workbook,
we suggest changing the setting to display file extensions, as the workbook has been created
with file extensions displayed. For more information on file extensions, please consult your
Windows user manual.

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Understandi ng ACL Proj ects
If the name of the Project you want to open is not displayed, select File from the menu
bar and choose Open Project. To close a Project, select File from the menu bar and
choose Close Project.
To create an input file definition, see Creating an Input File Definition Using the Data
Definition Wizard on page 34.
2
34 ACL for Windows 7 Workbook
I nput Fi l e Defi ni ti ons
Lesson 2.2 Input File Definitions
An input file definition is a format used to describe the structure and content of a data
file. ACL uses the input file definition to read the data in the file without changing the
original data file. The input file definition includes field names and data types, along
with information such as where each field starts and the length of each field. The term
input file describes the contents of a data file, as viewed through its associated input file
definition.
Before you create an input file definition, it is a good idea to get a copy or printout of the
file layout and a screen print of the first 50 or so records. You can use this information as
a reference when you define the data fields and create your input file definition.
The easiest way to create an input file definition is to use the Data Definition Wizard. It
is also possible to exit the Wizard and carry out all the steps yourself. Later on, you may
need to edit your input file definition. All three processes are covered in this lesson.
Creating an Input File Definition Using the Data Definition
Wizard
The Wizard can greatly simplify the process of creating an input file definition. For this
exercise, use Inventory from the Workbook Data Files. The Wizard defines most of the
files that you work with as easily as it defines this one.
If you need more information than what the Wizard offers, you can turn to online Help
for further assistance. This lesson presents a brief example of creating an input file
definition using a single-record-type file.
To create an input file definition:
1. Open the Workbook Project.
2. Select Data from the menu bar and choose Select to display the Select Input File
Definition dialog box.
Note: ODBC and dBASE files contain information about the file structure that allows ACL
to automatically create an input file definition.

Module 2 ACL Fundamentals 35
I nput Fi l e Defi ni ti ons
3. In the Select Input File Definition dialog box, click [New]. ACL displays the
Welcome screen of the Wizard. Click [Next].
4. ACL displays the Select Data Source screen and sets the Disk option button by
default.
Notice the blue box at left showing the five main steps of the Wizard process.
Completed steps are checked off. Click [Next].
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I nput Fi l e Defi ni ti ons
5. ACL searches for data on the computer hard drive or network disks. The Select File
to Define dialog box appears.
Select the data file you want to use by clicking the file name. For this exercise, choose
Inventory.fil. The file name appears in the File name text box. Click [Open].
6. The Character Set screen appears with the option button set to ASCII. Notice that
the Select Data step in the list at left has been checked off. Click [Next].

Module 2 ACL Fundamentals 37
I nput Fi l e Defi ni ti ons
7. The File Format screen appears with the option button set to Other file format.
Click [Next].
8. The File Properties screen appears with the option button set to Fixed Length. Click
[Next].
38 ACL for Windows 7 Workbook
I nput Fi l e Defi ni ti ons
9. The File Type screen appears with the option button set to Data File (Single Record
Type). Click [Next].
10. The Identify Fields screen appears. The Wizard tries to identify all the fields. You can
create, delete, or move the field separators as needed. Click [Next].

Module 2 ACL Fundamentals 39
I nput Fi l e Defi ni ti ons
11. The Edit Field Properties screen appears.
You can use this screen of the Wizard to modify the field names and field properties
as required.
For example, a field containing dates was defined as an ASCII field for generating
reports, but you want to analyze the field for aging. To use the field this way, you need
to change it from an ASCII field to a date field. You can change field types by
selecting the type that you need from the Type drop-down list.
Similarly, you can keep original field names for easier communication with the data
provider. But for report purposes, you might prefer a more descriptive name. You
can make NUMERIC1, for example, appear in your report as Product Number by
entering the alternate title in the Column Title text box.
Edit each field in turn, then click [Next] to continue.
40 ACL for Windows 7 Workbook
I nput Fi l e Defi ni ti ons
12. The Final screen appears. You can click [Back] to alter previous steps or click
[Finish] to exit the Wizard.
13. ACL prompts you to save the input file as Inventory. Click [OK] to return to the view,
which now displays the newly defined data, ready for your analysis.
Defining Data Fields Without the Wizard
It is possible to create new data fields without using the Data Definition Wizard. In this
example you will use the Newwork.acl Project that you created in Lesson 2-1 Creating
a Project.
1. Select File from the menu bar and choose Open Project.
2. Double-click the Workbook Data Files folder to view the list of files.
3. Double-click Newwork.acl.
4. Select Input File Definitions in the Overview window.
5. Click (New). ACL displays the Welcome screen of the Data Definition Wizard.
Click [Next].
6. Proceed to the Select File to Define dialog box and select Inventory.fil.

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I nput Fi l e Defi ni ti ons
7. On the File Properties screen of the Wizard, choose Skip to Finish and click [Next].
The Final screen of the Wizard appears. Click [Finish].
8. Click [OK] to save the input file as Inventory. The Input File Definition window
appears with the first part of the data file shown in the lower half of the window.
Click the [Input File Options] tab.
The status bar displays the name of the open Project, the number of records the data file
contains, and the name of the input file. The path and name of the data file being defined
is displayed in the title bar in the Input File Definition window.
The data files ACL creates have the default extension .fil, but the data files other software
packages create may have different extensions. For example, dBASE files have a .dbf
extension.
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I nput Fi l e Defi ni ti ons
When the Input File Definition dialog box is open and the [Input File Options] tab is
chosen, ACL displays the following information about the data file:
You only create an input file definition for a data file once. After that, ACL automatically
links the data file to the input file definition each time you open it.
The bottom section of the dialog box displays the actual data in the data file. Each row is
a record. The ruler, located just above the data, marks the byte positions in each record.
The scroll bars on the right and bottom sides of the dialog box let you scroll horizontally
and vertically through the records. If the record length is correct, and it usually is, the
data is vertically aligned.
Defining Data Fields
Next, you will define the data fields for your input file definition, without using the
Wizard.
To define the data format for the input file definition, you use the Input File Definition
window. By defining data fields, you describe the layout and content of the file for ACL.
You can define one or all of the fields, and then edit the field definitions later to add new
fields or change existing ones. You can also define overlapping fields.
Use the Input File Definition window to define filters and expressions, also called
computed fields. For more information, see Lesson 5.1: Using Expressions on
page 224.
You define a field by specifying the name, length, start position, and type of the field. For
numeric fields, you must also specify the number of decimal places. For date fields,
Media Type Data accessed as Disk, Tape - One Reel, or Tape - Multi Reel.
File Type Fixed Record Length, IBM Variable Record Length, or Text File (CR or CRLF).
Character Type ASCII or EBCDIC.
Record Length The length of the record for fixed length files or the length of the longest record if
the records are variable length.
Skip Length This value determines the number of bytes in the input file that ACL ignores or
skips over before data analysis begins. For example, you can use Skip Length to
have ACL ignore the header information and begin defining the file from the
detail records.
The default is zero, so ACL analyzes data from the beginning of the file.

Module 2 ACL Fundamentals 43
I nput Fi l e Defi ni ti ons
specify the format in which the dates are stored. You only need to define the data fields
required for the tasks you want to perform.
When you enter a field definition, the field formatting area of the window changes to
display only the options you require. Options that do not apply are grayed out. You can
create and edit fields and column formats, and create expressions in the field formatting
area. When you are adding a field, the fields area displays entry boxes for the field with
which you are working. When you have completed your definition, a list of defined fields
appears.
You do not need to define all the data in a file. You can select only the fields you want to
use.
The following procedure defines the Product Number, Product Description, Unit Cost,
Sale Price, and Cost Date fields used in this lesson.
To define the data fields:
1. Click the [Edit Fields/Expressions] tab in the Input File Definition window.
Add a New Data Field
Data area
Delete Fields
Shift Fields
Add a New Expression
44 ACL for Windows 7 Workbook
I nput Fi l e Defi ni ti ons
2. Click row 1, position 1 in the data area in the lower part of the window, as shown
below. The fields area in the top of the Edit Fields/Expressions window changes to
display a set of field definition boxes. A list of field types appears in the Valid Field
Types box. Notice that the Start and Length (Len.) text boxes each contain a 1,
which corresponds to the highlighted position in the data area.
3. Click position 1 and drag to the right until the Len. text box displays 11, and release
the mouse button. The cursor is blinking in the Name text box. You are now ready to
name the data field.
4. Enter ProdNo in the Name text box. ASCII is displayed in the Type text box and also
highlighted in the Valid Field Types list box. You can accept the assigned field type
or double-click another type in the list.
The Valid Field Types list box can change. Depending on the type of data you have
highlighted in a record, ACL displays the most appropriate list.
Note: You can use any row when defining data fields.

Module 2 ACL Fundamentals 45
I nput Fi l e Defi ni ti ons
5. Click (Accept Entry) to add the field description to the data fields list. The
[Edit/Fields Expressions] tab now looks like this:
If you scroll to the right of the list view, you will see that the field type for ProdNo has
been entered as ASCII.
6. Click row 1, position 12, and drag to the right until the Len. text box displays 24.
7. Enter ProdDesc in the Name text box.
8. Click . ACL adds the field description to the data fields list.
Defining an Overlapping Field
In this procedure, you redefine a portion of the product number field that you have
already defined. This is called an overlapping field.
To define an overlapping field:
1. Click row 1, position 1, and drag to the right until the Len. text box displays 2.
Release the mouse button.
2. Enter ProdCls in the Name text box.
3. Click . ACL adds the field description to the data fields list.
Notice that the overlapping field has the same start position as the Prodno field.
Defining a Numeric Field
A numeric field contains printable numbers that have an explicit decimal point, as well
as an indicator, such as a minus sign or parentheses, for negative numbers. Numeric
fields may be coded in either ASCII or EBCDIC.
46 ACL for Windows 7 Workbook
I nput Fi l e Defi ni ti ons
When you define the next data field, you will first skip a field and then start to define a
unit cost field, which you will name Uncst.
To define the next field as a numeric unit cost field:
1. Click row 1, position 37 and drag to the right until the Len. text box displays 6.
Release the mouse button.
2. Enter UnCst in the Name text box.
The unit cost field is numeric, not ASCII as indicated in the Type drop-down list and
in the Valid Field Types list box, so you need to change the field type.
3. Select NUMERIC from the Type drop-down list.
For numeric data fields that contain decimals or currency amounts, you need to
specify the number of decimal places.
4. Enter 2 in the Decimal (Dec.) text box. This formats the unit cost field to display two
decimal places in views and reports.
5. Click (Accept Entry).
Next, to define the Sale Price field:
1. Click row 1, position 49. Drag to the right until the Len. text box displays 6, and
release the mouse button.
2. Enter SalePr in the Name text box.
3. Double-click NUMERIC in the Valid Field Types list box.
4. Enter 2 in the Decimal (Dec.) text box to set the number of decimal places to two.
5. Click (Accept Entry).
Defining a Date Field
The last field you will define is a date field. The cost date field begins at position 55 on the
byte ruler in the data area.
You need to specify the format in which the date is stored in the data file, unless date
fields are packed.
Packed fields are discussed in Lesson 2.3: Interpreting Dates on page 50.
To define a date field:
1. Click row 1, position 55, drag to the right until the Len. text box displays 6, and
release the mouse button.
2. In the Name text box, enter CstDte.
Since the Cstdte field is a date field, you need to change the data type.

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3. In the Valid Field Types list box, double-click DATE.
4. Click the down arrow beside the Format drop-down list. Select YYMMDD.
5. Click (Accept Entry).
6. Click (Close) to close and save the Inventory input file definition. The default
view of Inventory appears.
Editing Input File Definitions
You can change an input file definition at any time. For example, you can add or delete
field definitions, and modify the definition or formatting for existing fields. You can also
modify the media type, file type, character type, record length, and skip length.
Adding Field Definitions
You may want to add fields to the input file to produce a more complete representation
of the records in the file. You can use the Input File Definition window to create
additional field definitions to add to the input file definition.
To add a field to the Inventory input file definition:
1. With the Inventory input file definition open in the View, select Edit from the menu
bar and choose Input File Definition. ACL displays the Input File Definition
window.
2. Click position 61 in a record and drag to the right until the Len. box displays 5.
3. Enter QtyOH in the Field Name text box.
4. Select NUMERIC from the Type drop-down list.
5. Enter 0 in the Dec. text box, as Quantity On Hand is in whole units.
6. Click (Accept Entry).
7. Close the Input File Definition window.
The new field definition, QtyOH, does not automatically appear in your default view. To
add field definitions to your default view, see Adding Columns on page 68.
Deleting Field Definitions
If you decide you do not want to include a field definition, you can delete it from the
input file definition at any time. Use the Input File Definition window to delete a field
definition. You cannot delete a field definition if the current view is using that field.
Close the view first, then delete the field definition.
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I nput Fi l e Defi ni ti ons
To delete a field definition:
1. Select Edit from the menu bar and choose Input File Definition. ACL displays the
Input File Definition window.
2. Select the field you want to delete.
3. Click (Delete Fields). ACL asks if you want to delete that field.
4. Click [Delete]. The field definition disappears from the Fields list view.
To replace a field definition that has been deleted, redefine it in the Input File Definition
window (follow the procedure on the previous page for Adding Field Definitions).
Shifting Multiple Fields with the Shift Fields Button
The Shift Fields button allows you to shift the starting position of a data field. For
example, if data fields are added to or removed from a source file at any position before
the end, data in previously defined fields often moves out of alignment. You can use this
feature to realign the data fields. You can automatically shift the start position of that
data field along with all those data fields to its right.
To shift fields using the Shift Fields button:
1. Select Edit from the menu bar and choose Input File Definition to display the Input
File Definition window.
2. From the list of fields on the [Edit Fields/Expressions] tab, select the name of the
leftmost data field of the fields you want to shift. Then click (Shift Fields) to open
the Shift Fields dialog box.
Or, you can click the (Shift Fields) button to open the Shift Fields dialog box, and
then enter the starting byte of the first data field that you want to shift in the Start
Shifting Fields from position text box.
To display fields in order of their start positions from left to right, click the heading
titled Start in the list view on the [Edit Fields/Expressions] tab.
In multiple-record-type files, you can shift fields related to a particular record type
by first selecting the name of the filter that identifies these fields from the drop-down
list on the [Edit Fields/Expressions] tab.
3. Enter the number of bytes that you want the fields to shift in the Shift fields by the
following number of bytes text box. Enter a positive number to move the fields to
the right or a negative number to move the fields to the left.
Note: Shift Fields only shifts physical data fields. Because computed fields are virtual fields
that make reference to other fields, they are not affected.

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4. Click [OK], and then click [Yes] to confirm the realignment.
Exiting ACL
To exit ACL, select File from the menu bar and choose Exit; or, in the application
window, click (Close).
ACL displays a dialog box asking if you want to save the changes made to the input file.
Click [OK]. ACL will save the changes to the input file. If you dont want to save the
changes, click [Discard].
2
2
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Lesson 2.3 Interpreting Dates
ACL offers flexibility in accessing, displaying, and calculating dates. Dates are stored in
data files in a variety of ways. ACL displays dates using the date format you specify in the
input file definition. You can choose from ACLs predefined formats or create a date
format that best suits your needs.
Opening Your Project
For this lesson, you will use the Workbook.acl Project.
To prepare for this lesson:
1. Select File on the menu bar and choose Open Project. The Locate Project File dialog
box opens. The dialog box lists the Data directory that was installed with the
Workbook Data Files.
2. Select Workbook.acl from the Data folder listing.
3. Click [Open]. The Workbook.acl Project opens.
4. Click (Overview) to open the Overview window, if it is not open already.
5. Click (Expand) beside Input File Definitions.
6. Click the (Input File Definition) icon beside Ar in the list. Drag the Default_View
icon to the work area to open the Default_View of the Ar input file definition, which
uses the data file Ar.fil.
Defining Date Fields
When you select the Date data type, you must define how the date field is stored in the
data file. The Date data type can be defined as pure numeric (e.g. 10/31/00) or alphanu-
meric (e.g. Oct 31, 2000). An ASCII or EBCDIC field may be defined as a Date data type
in the input file definition.

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Input Date Formats
An input date format typically contains only numbers (numeric) or both letters and
numbers (alphanumeric). Other characters are treated as formatting characters (filler).
Common examples of filler are the / in 11/30/00 (MM/DD/YY), or the blanks and
comma in Nov 28, 2000 (MMM DD, YYYY). Any formatting characters used for
input formats must match the characters in the field.
Standard Dates
There are several valid date formats in common use:
The date format you specify must exactly match the data in the field. Putting slashes (/)
in the format when they are not in the data file (or vice versa) causes ACL to incorrectly
interpret the date. This usually results in a zero value (01/01/00) for the field.
To view the input date format for the date fields:
1. With the Ar file open, select Edit from the menu bar and choose Input File
Definition. The Input File window appears.
2. Click the [Edit Fields/Expressions] tab.
3. From the list of fields, double-click Date.
The Format text box shows the format YYYYMMDD.
4. Click (Clear Entry) to return to the list of fields screen.
5. From the list of fields, double-click Due.
The Format text box also shows the format YYYYMMDD.
6. Click (Clear Entry) to return to the list of fields screen.
You use the input date format to tell ACL how dates are stored in the data file. You can
display dates in a wide variety of ways, depending on your preference. For more infor-
mation, see Selecting Dates on page 52.
Type Format Example using December 31, 2000
American MM DD YY 12 31 00
European DD MM YY 31 12 00
MMM DD DEC 31
Julian YYDDD 00365
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To edit the date format:
1. Double-click Date in the list of fields. The [Edit Fields/Expressions] tab now looks
like this:
The data area in the bottom part of the window shows you how the date is stored in
the data file. The Valid Field Types area in the right side of the window shows you
how the date appears in your view. If the date format does not match the data in the
field, you can change it.
2. Click the Format drop-down list and select the correct format.
3. Click (Accept Entry). ACL changes the date format and returns to the fields list.
Selecting Dates
The Date Selector simplifies calendar date selection. Date fields are usually defined when
you create an input file definition. To access the Date Selector in the Input File Definition
window, double-click any date type field listed on the [Edit Fields/Expressions] tab and
then press F8.
You may also need to enter a date when creating expressions. To access the Date Selector
in the Expression Builder, click the [Date] button.

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Clicking the drop-down arrow in the Date Selector displays a monthly calendar with the
current date circled.
Use the left or right arrows to scroll back or ahead to the month you want and then select
a day. You can quickly select a year by clicking the year on the calendar to display a spin
box. Click the up or down arrows to select a year.
You can also enter date information directly into the Date Selector text box. Select the
name of the month in the text box, then move to the desired month using the up and
down arrow keys on your keyboard. Or, again selecting the name of the month, enter the
numeric value of the month that you want. For example, if you enter 12, the month
changes to December. Change the numbers for the day and the year by selecting them
individually and entering new numbers.
Displaying Dates
ACL defines dates in the data file according to what you specify in the Format text box in
the Input File Definition dialog box. ACL displays dates in all views, reports, and other
output according to the preferences you set for dates.
Displaying Dates in the View Window
You can choose from the Date Options in the Preferences dialog box to control the
appearance of dates to in views, reports, and other output.
For example, if you had an invoice date of November 12, 2000:
The data file stores the date as: 20001112
The default preferences format is: MM/DD/YYYY
The Input File date format specified by the user is: YYYYMMDD
Selected day
Scroll to month
Scroll to year
Calendar
Current date
Click to display Calendar
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I nterpreti ng Dates
The ACL default date format is mm/dd/yyyy. Dates are set globally for all views and
output files. ACL interprets date formats as follows:
To change the display of dates in both input and output files to month, day, year (MMM
DD, YYYY format):
1. Select Edit from the menu bar and choose Preferences.
2. Click the [Date Options] tab in the Preferences dialog box to display the options for
setting dates.
The View window displays the data as: 11/12/2000
Year 1 99 YY
Year 1900 9999 YYYY
Month 1 12 MM
Month Jan Dec MMM
Day 1 31 DD
Day 1 366 DDD

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3. Click the Default Date Format drop-down list and select the MMM DD, YYYY
format.
4. Click [OK] to change the default date format for this ACL session.
To change the existing date format to the European date format, dd/mm/yy:
1. Select Edit from the menu bar and choose Preferences.
2. Click the [Date Options] tab in the Preferences dialog box.
3. Select DD/MM/YY from the Default Date Format drop-down list.
4. Click [OK] to use the European date format for this session only. ACL globally
reformats all date fields.
If you wanted to save the new format for future ACL sessions, you could click [Save]
and then [Yes].
Setting the Start of Century
If all your dates contain four-digit years, you are set up for the twenty-first century and
do not need to use the Start of Century preference. The Start of Century setting indicates
the year separating this century and the next for dates with a two-digit year.
You can use the Start of Century preference to set the first year of the 100-year period in
which ACL will interpret data. The default is set to zero (in other words, the year 00 is
treated as 1900).
For example, you may choose to set 1960 as the separating year. You would enter 60 in
the Start of Century text box. ACL then treats years 60 to 99 as 1960 to 1999 and years 00
to 59 as 2000 to 2059.
The following table illustrates possible Start of Century dates:
Note: If an alpha format is used in the data file to define months, the same format must be
used in Abbreviation for month names. Alpha month formats are divided using list
separators.
Start of Century Date Years Display as Dates
00 00 to 99 1900 1999 (cannot display after 2000)
05 05 to 99 1905 1999
00 to 04 2000 2004
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I nterpreti ng Dates
To set the Start of Century for dates with a two-digit year:
1. Select Edit from the menu bar and choose Preferences.
2. Click the [Date Options] tab in the Preferences dialog box.
3. Enter 60 in the Start of Century text box.
4. Click [OK] to apply your settings for this session only.
For more information, see Date Options on page 337 and online Help.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
2
60 60 to 99 1960 1999
00 to 59 2000 2059
77 77 to 99 1977 1999
00 to 76 2000 2076
Start of Century Date Years Display as Dates

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Lesson 2.4 Overview Window
The Overview window provides an easy way to manage all the components of your ACL
Project. You can use the buttons in the Overview window to execute various Project
management commands.
1. Select File from the menu bar and choose Open Project. The Save New Project As
dialog box opens.
2. In the Workbook Data Files folder, select Workbook.acl.
3. Click [Open] to open the Workbook.acl Project.
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Working with the Overview Window
If your Overview window is not already open, click (Overview) on the button bar to
display the Overview window.
About the Overview Window Contents
The Overview window displays a list of the Project format files: Batches, Input File
Definitions, Views, Workspaces, and Indexes.
Batches are a series of commands stored in a batch file in an ACL document.
Input File Definitions describe the various structures and contents that have been
defined for a data file.
Views display, in column form, the data in an input file according to the way you define
fields in their associated files.
Workspaces are separate areas in an ACL Project that contain field definitions.
Indexes contain pointers to the input file so that ACL can read and process the data file
in sorted order.

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Icons in the Overview Window
Icons represent the various file types referenced by a Project file.The following table
defines these icons:
Using Expand Buttons
The (Expand) buttons beside the icons indicate that a list of files of that type exists.
To see the list, click . ACL displays the list and changes to a (Collapse) button.
To close the list, click the (Collapse) button. If there is no next to the icon, no list
exists.
Icon Represents
Batches
Input File Definitions
Views
Workspaces
Indexes
Collapse button
Expand button
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Opening an Input File
You can open an input file from the Overview window.
To open an input file in the Overview window, make sure the Input File Definitions list
is expanded. If it is not, click (Expand) beside Input File Definitions. To open an
input file, use one of the three following methods:
Click the Inventory input file to select it and then click (Open) to open it
Double-click the Inventory input file
Click the Inventory input file and then drag and drop it onto your desktop
ACL automatically closes the open file (if one is open), and then opens the file you
selected and displays it in the View window.
Closing an Input File
To close a view from the Overview window:
1. From the list of input file definitions, locate the Inventory input file. The Inventory
input file definition icon is highlighted, indicating that it is in use.
2. Click to select Inventory and click (Close). The Inventory input file closes.
The Overview window remains open so that you can access other files.
Importing an Input File Definition from Another Project
Instead of creating a new input file definition in your current Project, you can import
one from an existing Project, if it is already structured to fit your needs. This is a fast way
to create field definitions and format a Project.

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To import an input file definition, you open a Project from the File menu and choose a
file from the Locate Project File window. For example, you can import one or more input
file definitions from Workbook.acl to the Newwork.acl Project that you created in the
exercise on Creating, Opening, and Closing Projects on page 32.
To import an input file definition from Workbook.acl into Newwork.acl:
1. Open Newwork.acl.
2. Click (Overview) on the button bar to display the Overview window.
3. In the Overview window, click Input File Definitions.
4. Click (Copy from Another Project). ACL displays the Locate Project File dialog
box.
5. Select Workbook.acl from the dialog box and click [Open]. ACL displays the Import
dialog box. The From text box displays the names of input file definitions defined in
the Workbook Project.
6. In the From Workbook.acl list box, click Ar and then click [-->] to add the input
file definition to the To Newwork.acl list box.
7. Click [OK] to close the Import dialog box.
8. In the Overview window, double-click Ar in the input file definitions list. ACL opens
the default view of the accounts receivable file.
You can see that all the fields are defined just as they are in the Workbook.acl Project.
Duplicating an Input File Definition
To duplicate an input file definition:
1. In the Overview window, select the input file definition you want to duplicate.
2. Click (Duplicate) in the Overview window. Click [Copy]. A message box
appears advising that the input file has been duplicated.
3. Click [OK].
Linking an Input File Definition to a New Data File
You can use the Link button in the Overview window to link an input file definition to a
different data file. You should only use this feature when the data file to be linked has a
structure identical to the input file definition.
To link an input file definition to a new data file:
1. Open the Project containing the input file definition to be linked.
2. In the Overview window, select the input file definition and click (Link). The
Locate Data File dialog box appears.
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3. Select a data file to link to your selected input file definition and click [Open]. The
input file definition is opened using the selected data file.
Refreshing From an ODBC Source File
The Refresh from Source File button in the Overview window lets you refresh the data in
an imported ODBC database table.
To refresh the data in an input file definition linked to an ODBC table:
1. In the Overview window, select the input file definition name.
2. Click the (Refresh).
Renaming an Input File Definition
To rename an input file definition:
1. In the Overview window, select the input file definition you want to rename. If it is
open, you must close it first.
2. Click (Rename). The Rename dialog box appears with the original input file
definition name.
3. Enter a new name for the input file definition.
4. Click [OK] to rename the input file definition and close the dialog box.
Deleting an Input File Definition
To delete an input file definition:
1. In the Overview window, select the input file definition you want to delete.
2. Click (Delete).A dialog box appears asking Delete (input file definition)?
3. Click [Delete].
Creating an Input File Definition
To create an input file from the Overview window:
1. In the Overview window, select Input File Definitions.
2. Click (New). ACL closes the current input file definition (if one is open). ACL
displays the Data Definition Wizard.
3. Follow the steps for creating an input file definition in Lesson 2.2: Input File Defini-
tions on page 34.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
2

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Lesson 2.5 View Window
The View window is one of the most useful windows in ACL. The View window displays
data in an input file according to the way you define its fields. The data in a view is in a
tabular format that looks like a spreadsheet. You can easily scan through the records and
fields in your file, rearrange the view, or print the view.
Opening Your ACL Project
To prepare for this lesson:
1. Select File from the menu bar and choose Workbook.acl. ACL opens the Workbook
Project with the same view and windows as when you previously closed this Project.
2. In the Overview window, click (Expand) next to Input File Definitions.
3. Double-click the Inventory input file definition to open it.
Working with the View
In an ACL view, each row represents a record in the input file and each column repre-
sents a field. Beside the column furthest to the left is the record number of that particular
record (the record number is not part of the record). The highlighted record number is
called the current record. You can click any record number to make it the current record.
Report
Edit View Note
Add Columns
Modify Column
Delete Columns
Change Font
Scroll bar
Horizontal scroll
button
Vertical scroll
button
Scroll bar
View name
Graph Selected
Data
Record numbers
Column title
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What is a Record?
A record is a complete set of data about a topic. Each numbered line in the view repre-
sents a record in the data file.
The total number of records corresponds to the record count displayed on the status bar.
ACL also indicates, below the last record, that you have reached the End of File.
Scrolling Through Records
When there are too many records (rows) in the file to display at one time, you can scan
for non-visible items using the scroll bars. For more information, see Scrolling in
Windows on page 24.
As you scroll the view to display additional records, notice that the column headings are
still displayed at the top of the view.
What is a Column?
A column is a defined field or expression that is displayed vertically in the View window.
View columns display the fields you have defined from the data file.
You can add, delete, or modify columns in a view.
Rows represent
records

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Column Headings
The titles shown at the top of each column in the View window are called column
headings. Although the column headings are for display only, you can change their
formatting. ACL automatically names the column headings using the names from the
data file, unless you give them a different title. For more information, see Modifying
Columns on page 70.
Scrolling Through Fields
When there are too many fields (columns) in the file to display at one time, you can
scroll to see non-visible items with the scroll bars. For details on scrolling to view
non-visible columns, see Scrolling in Windows on page 24.
Customizing the View
You can create many different views for each input file. Each view can be formatted
without changing other views.
Selecting Multiple View Fonts
You can apply different fonts to the header, title, data, totals, and footer areas of the view,
or you can apply the same font to all areas.
You cannot apply different fonts to single column titles, single sections of the data, or
individual totals.
The default setting uses the same font for data, headers, and footers.
Column headings
are shown at the top
of the view.
Each column represents a field.
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To change the font:
1. Click (Change Font) in the View window. ACL displays the Select View Fonts
dialog box.
2. Click [All], [Header], [Titles], [Data], [Totals], or [Footer] to display the Font
dialog box.
Notice that when you select a font, the Sample box displays a preview.
3. Select a font and click [OK].
4. Click [OK] again to apply your changes to the view.
Note: The available fonts are those installed on your computer.
Preview of fonts that appear
in the report
Preview of the font you select

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Rearranging Columns
A view allows you to look at the data in a file. If you modify a view, the changes you make
affect only the current view. The data and the input file definition are not affected by the
changes.
Moving Columns
The default view displays the defined fields in the order that you define them. You can
easily rearrange the columns.
To move a column in the View window:
1. Point to the column title Product Class. Click and hold down the left mouse button.
The pointer becomes a (Hand) icon.
2. Drag and position the at the left side of the first column.
3. Release the mouse button to move the column to the new location. The view now
looks like this:
To move a column to the right side of another column, click and drag the column,
positioning the hand icon on the right edge of the column title.
Removing Columns
You may not want to use all the columns in the default view for your analysis. If you want
to work only with selected columns, you can remove the remaining columns from your
view. The fields remain defined, however, and you can restore the columns to the view at
any time.
Note: If you want to delete a field definition from the input file definition, you must first
delete the column from the view.
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To remove columns from the view:
1. Scroll to the right of the view and click the last column title. ACL highlights the entire
column.
2. CTRL+CLICK the remaining column titles. ACL highlights the columns you select.
Scroll the view to the left as required to select all the columns.
3. Click (Remove Columns). ACL displays the message: Remove Field from View?
4. Click [Remove]. ACL removes the columns from the view.
Adding Columns
You can restore one, many, or all of the available fields to the View window.
To add a column to the view:
1. Click (Add Columns). ACL displays the Add Columns dialog box.

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The Available Fields list view displays all the fields defined in the input file definition.
Notice that the names of the data fields in the input file definition are different from
the column titles in the view. You will learn how to define column titles later in this
lesson.
2. There are a number of ways to add and remove fields:
Click [Add All]. ACL copies all fields to the Selected Fields list box.
Click [Clear All]. ACL clears all fields from the Selected Fields list box.
Select the first field name in the Available Fields list view.
SHIFT+CLICK the last field name. ACL highlights all the fields in between. Click
[-->]. ACL copies the fields to the Selected Fields list box.
Select a field name in the Selected Fields list box. CTRL+CLICK nonadjacent field
names. Click [<--]. ACL removes the highlighted fields and displays only the
field names that were not highlighted in the Selected Fields list box.
Double-click the remaining field names to remove them.
Double-click a field name in the Available Fields list view. The field name is
copied to the Selected Fields list box.
3. To apply the changes, click [OK]. ACL closes the Add Columns dialog box and
displays the default view.
You will learn about the other buttons in the Add Columns dialog box in later
lessons.
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Notice that ACL automatically adds new columns to the far right side of the view,
unless you specify otherwise. If you want to move the new column to the left of a
column, you can simply drag the column to the new position. If you select one of the
columns before adding columns, ACL will insert the columns to the left of the
selected column.
Add Columns Hot Key
Hot keys provide a valuable shortcut for adding columns.
To add a new column to your view using the Add Columns hot key:
1. Click the column heading immediately to the right of where you want to put the new
column.
2. Press INSERT while in the View window. ACL displays the Add Columns dialog box.
Add the columns you want to your view.
ACL displays the new columns to the left of the highlighted column.
De-selecting a Column
If you accidentally highlight a column or change your mind about moving or deleting a
column, you can de-select the column. To do so, click any record in any column.
Modifying Columns
You can modify columns in the view to change their appearance. When you format
fields in the Input File Definition window, you define default formats that always apply
to that field in all views of that input file definition. Changes that you make in the View
Modify Column dialog box override the default formats so you can have different
formats in different views. You can save each of the modified views under individual
names.
To display the Modify Column dialog box:
1. Double-click the column or click the column to select it.
2. Click (Modify Column).

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ACL grays out the options that are not applicable.
Changing Column Titles
When you create and save an input file definition, ACL automatically creates and
displays a View window containing the fields you defined, with the names you assigned
to them. In the view, you can modify the column titles to make them more suitable for
the report you are designing.
To change the name of a column:
1. In the Modify Column dialog box, highlight the column title in the Alternate
Column Title text box.
2. Enter the title Status of Product in the Alternate Column Title text box.
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3. Click [OK] to close the Modify Column dialog box. The new column title now
appears in the View window.
Modifying Column Formats
You can change the column formats using the Modify Column dialog box. When you
modify columns, you are only changing the way ACL displays the columns in the View
window. You are not changing the actual data.
Modifying Numeric Format
You can modify the format of a numeric column for displaying negative amounts using
the Format box in the Modify Column dialog box.

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To modify a numeric format:
1. Double-click a numeric column name to display the Modify Column dialog box.
The name of the highlighted column appears in the Column Contents text box and
in the Alternate Column Title list box.
2. Select a format from the Format drop-down list.
3. Click [OK] to accept the change and close the dialog box.
Defining a Numeric Format
To define a numeric format to display negative amounts in brackets:
1. Double-click the Unit Cost column title in the View window to display the Modify
Column dialog box.
2. Click and enter (999,999.99) in the Format text box. This number format prints
numeric values with two decimal places and uses a comma as the thousands
separator character. Negative amounts are enclosed in parentheses, but are not
preceded by a minus sign.
3. Click [OK]. ACL changes the number formatting in the Unit Cost column in the
view.
Changing Column Width
When you want to increase or decrease the width of columns, you can do so easily in the
View window or in the Modify Column Width text box.
Using the View Window
To change the column width in the View window:
1. Point to the column separator line between the column titles. Your pointer now looks
like this:
2. Hold down the mouse button.
3. Drag the column separator to the left to decrease, or the right to, increase the column
width.
Note: The Format drop-down list is available only for numeric fields. You cannot apply
numeric formats to character fields containing numbers such as location codes or invoice
numbers.
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4. Release the mouse button. Adjust the column separator until the column is the exact
width you want.
Using the Modify Column Dialog Box
To change the column width in the Modify Column dialog box:
1. Click the column title and then click (Modify Column) to display the Modify
Column text box.
The Width text box shows how many characters wide the field is.
2. Click in the Width text box and enter a number smaller or larger than the number
currently defined, depending on whether you want to make the column narrower or
wider.
Modifying Expressions
You can create and modify expressions using the Modify Column dialog box. For more
information, see Lesson 5.1: Using Expressions on page 224.
Constructing Multiline Views
The fields of one record can be distributed on two or more lines. You can further refine
the look of your views by adding, deleting, and hiding rows, as well as moving columns
to different rows.
Adding and Deleting Rows
You can add or delete blank rows in the view to change the space between the column
titles and the records, and between record rows. When you add or delete rows using the
following procedure, the space between every row, including the column titles, changes.
You cannot add or delete just one row between two specific records.
Drag to increase
or decrease the
column width

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To add rows to below the column titles and record rows:
1. Place the pointer on the line between any two rows in the record number column.
Your pointer now looks like this: . Click and hold down your left mouse button.
2. Drag the horizontal line down two rows. ACL adds two rows to the bottom of both
the column title and the data area.
To delete blank rows below the column titles and record rows:
1. Point between record number one and two in the record number column. Your
pointer now looks like this: .
2. Click and drag upwards one row. ACL deletes one of the rows that you just added
from the bottom of both the column title and data area. Only blank rows can be
removed in this way.
You can also add blank rows above column titles and record rows.
To add blank rows above column titles and record rows, click and hold the mouse button
in the record number column on the line above the column title area. The pointer
changes to . Drag the line down. Blank rows are added above the column titles and
the record rows.
Drag to add or
delete rows
Drag down to add
blank lines
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To delete the blank rows above the column titles and record rows, click any short line in
the record column and drag upward.
Moving Columns to Create Multiline Reports
Once you have added blank rows to your view, you can move columns so that they
appear on separate rows in your report.
To move a column to create a multiline report:
1. Add a blank row between records as described above.
2. Point to the Product Description column title. Click and hold the left mouse button
until it becomes a (Hand) icon.
3. Drag and position the to the left and below the Product Number column. ACL
moves the Product Description column so that it is positioned in a separate row.
4. Click and drag the Sale Price column down and to the right of the Product
Description column. It now shows on the same row as Product Description.
5. Add another two more blank rows to your view by placing your pointer in the record
number column and dragging the down two rows.
6. Click and drag the Quantity on Hand column to the left, below the Product
Description column. The Quantity on Hand column now appears in a separate row.

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Printing the View
You can print a view of all the records in the input file that are displayed in the view. You
cannot, however, print only selected portions of a view.
To print the view:
1. Select File from the menu bar and choose Print. ACL displays the Print dialog box.
Your print dialog box will look similar.
In the Print Range, you can select one of the following:
All to print all of the view
Pages to print one page
Pages, then enter start and end page numbers to print a range of pages
Column title
Column data
Printer that prints your
report
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2. Click [Setup]. ACL displays the Page Setup window.
3. Make any changes you want and click [OK], or click [Cancel] to close the Page Setup
dialog box.
4. Click [Print]. ACL automatically provides half-inch margins on the top, bottom,
left, and right sides of all printed output.
Closing the View Window
To close a view from the View window:
1. Close the view by clicking (Close) in the View window. ACL prompts you to save
any changes to the default view.
Rather than saving to the default view, it is a good idea to assign a new name that
describes the contents of the changed view.
2. Enter a new name in the text box to save the altered view under the new name.
3. Click [OK]. ACL saves and closes the view.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
2

Module 2 ACL Fundamentals 79
Command Log
Lesson 2.6 Command Log
The command log keeps track of the tasks you have performed. You can check the
commands in a file, look at command results, add comments, print, or clear the
command log.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. From the Overview window, drag and drop the Default_View of the Inventory input
file definition onto the (Open) button. The default view for the Inventory input
file opens.
Command Log Window
The Command Log window (referred to as the log) records all commands you issue and
their results from the time you open until the time you close an ACL Project. The log is
the most complete documentation tool in ACL.
The information in the log is cumulative: when you open an existing Project, the current
activity for that Project is added to your previous activity.
The log file has the same name as the Project, but with a .log extension.
Displaying the Command Log
When you perform some commands, such as Total and Count, ACL automatically
displays the command log, otherwise you must display the command log manually.
To display the command log, click (Command Log) or select Window from the
menu bar and choose Open Command Log.
ACL also displays the date and time the log was opened.
80 ACL for Windows 7 Workbook
Command Log
Take a few minutes to scroll through the log. ACL has compiled a complete record of all
the commands and results since you started working with your Project. Commands are
prefixed by the symbol @ and are recorded using command mode syntax. Each
command is followed by its results.
You can see the date and time the log was first created at the beginning of the log. At the
bottom of the log, you can see the last command issued.
Changing the Log Display
To change the display of information in the log file:
Select one of the following from the drop-down list in the command log:
Log File to show both commands and results
Commands to display only the commands
Results to display only the results
Last Result to show the last command issued and its result
Adding Comments to the Log
You can enhance the information in the log by including explanations or notations in the
log file.
To add a comment to the log:
1. Select Tools from the menu bar and choose Comment. The Comment dialog box
appears.
2. In the Comment text box, enter Negative amounts should be discussed
with the controller.
3. Click [OK]. ACL adds your comment to the Command Log at the end of the log file.
You can enter single or multiple lines of comments at any time to document your
thoughts, objectives, and calculations, and to insert explanations for future
reference.
Clearing the Log
The log file must be cleared regularly or it can become very large. It is best to document
your work as you go, and clear the log if you have no further use for its contents.
You can choose to clear the entire log, a section from the beginning of the log up to the
cursor, or a highlighted selection. You cannot use the delete or backspace keys to delete
entries from the log.
Note: You can also enter a single-line comment in the text box in the command log.

Module 2 ACL Fundamentals 81
Command Log
While you progress through this workbook, it is a good idea to retain a record of your
activities in the log file. You can display the log any time you want to review information
about when a file was opened or the commands you issued and their results.
Clearing the Log to the Cursor
You can clear the oldest portion of the log by placing the cursor at the point where you
want the clearing to stop.
To clear the log to the cursor:
1. Scroll through the log and place your cursor at the end of the information you want
to clear.
2. Select File from the menu bar and choose Clear Log File. The Clear Log File dialog
box appears.
3. Select Clear Log to Cursor.
4. Click [OK] to accept the entry and close the dialog box.
ACL inserts an entry in the log: Log has been cleared to cursor.
Clearing a Section of the Log
To clear a section of the log:
1. Scroll through the log and place your cursor at the start of the section you want to
delete.
2. To highlight the information you want to clear:
Click and drag to select a section by pressing the left mouse button, dragging the
mouse to select the section you want, and releasing the mouse button.
Click at the start of the section, scroll down to the end of the section and press
SHIFT+CLICK, placing your cursor at the end of the section.
3. Select File from the menu bar and choose Clear Log File. ACL displays the Clear
Log File dialog box.
Important: Log entries that have been cleared cannot be recovered.
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Command Log
4. Select Clear selection to clear only the highlighted selection.
5. Click [OK]. ACL clears the highlighted section and, in place of the deleted selection,
records the message: A range of the Log has been deleted.
Clearing the Full Log
To clear the full log:
1. Scroll through the log to make sure there is nothing you want to keep.
2. Select File from the menu bar and choose Clear Log File. ACL displays the Clear
Log File dialog box.
3. Select Clear entire Log.
4. Click [OK] to accept the entry and close the dialog box.
Printing the Log
Printing the log file is useful if you want permanent documentation of your work. You
can print the entire log or just a portion of the log. You can select the information to be
displayed from the drop-down list in the command log.
For more information, see Changing the Log Display on page 80.
Important: ACL does not verify your request when you clear the full log. Look through the
log first to make sure you want to delete everything in it.

Module 2 ACL Fundamentals 83
Command Log
Printing the Full Log
To print all of the log:
1. Select File from the menu bar and choose Print Documentation. The Print
Documentation dialog box appears.
2. Check the Log check box to turn on the option.
3. Click [Print] to close the Print Documentation dialog box. ACL displays the Print
dialog box.
4. Click [Print] again to begin printing. ACL prints all the commands and their results
as they appear in the log.
Printing a Section of the Log
To print only a portion of the log:
1. In the command log, point to the start of the section you want to print. Press the left
mouse button and drag to highlight the portion of the window you want to print.
Release the mouse button.
2. Select File from the menu bar and choose Print. ACL displays the Print dialog box.
3. Click [Print] to print only the highlighted section of the log.
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Command Log
Displaying the File History
Each time ACL creates a data file as output, it also creates a record of the commands and
options used to create the file. This record is called the file history.
To view file history:
Select Tools from the menu bar and choose File History to display the command
log.
ACL displays the time and date of each step you take to create the file. ACL includes the
file name in the title bar and creates input file notes to tell you how the file was created.
Whenever ACL creates a data file as output, it adds a description of the process to the
input file definition, called the file history. If you are using a data file that was not created
in ACL, there will be no file history to display, as shown above. The file history details
the source file and the processes applied to produce the output file. When you issue
several commands in sequence, such as Extract, Sort, Summarize, and Sample, each step
adds another line to the history.
Reissuing Commands
You can use the command log to change the output or edit the command specifications
and reissue commands. It is sometimes faster to edit a previous command than enter a
new command.
Command Mode Syntax
Commands are represented in the command log by their command mode syntax. In
command mode syntax, the @ symbol precedes all commands.
For example, the command mode syntax of the Open command that you used to open
the Inventory file is:
@ OPEN Inventory
You do not have to use command mode syntax. You only need to recognize the
command. The syntax for a command includes the command name as the first word in
the string, therefore finding a given command is easy.

Module 2 ACL Fundamentals 85
Command Log
Using the Results to Reissue Commands
To reissue a command:
1. In the command log, click a command. ACL copies that command to the text box at
the top right of the window.
2. Click (Accept Entry) to reissue the command.
You can also enter new specifications in the command line, and then click to
issue the command with changes. If the command has an associated dialog box, you
can click the desired command in the command log and then click (Edit
Command) to display the dialog box, enter changes, and reissue the command.
Searching the Log
The Find feature makes it easy to find things in the command log, especially when it
becomes very long. You can search for any text item, including command names and
field names.
Finding Items in the Command Log
To search for text in the command log:
1. Click to display the Find dialog box.
2. Enter the name of the item in the Find what text box.
3. Select Up or Down to choose a search direction.
4. Click [Find Next]. ACL finds the next occurrence of the character string you are
searching for and highlights it in the log.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
2
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Documenti ng Your Work
Lesson 2.7 Documenting Your Work
Documenting your work is an essential part of most data analyses. Using notes and
printouts lets you keep a record of procedures and comments for future reference.
Anyone working with the Project can draw a wealth of information from notes and
printouts.
ACL gives you flexibility and control in creating complete records that you can use for
review and reference. You can use notes in the Input File Definition, View, Data
Definition/Expression, Document, and Batch windows. You can also print input file
definitions and file histories.
Opening Your ACL Project
To prepare for this lesson:
1. Select File from the menu bar and choose Open Project.
2. Double-click the Workbook Data Files folder.
3. Double-click Workbook.acl.
4. Click (Expand) beside Input File Definitions in the Overview window.
5. Drag and drop Inventory onto the (Open) button. The view of the Inventory file
that you worked in most recently opens.
Making Notes
Aside from adding comments to the log, another way to provide information about
Projects, files, fields, batches, or views is to make notes. Notes are extremely useful as
online references. Notes are different from comments in that they are not included in the
command log. You can print Project notes when you choose Print Documentation from
the File menu.
Project Notes
Use Project Notes to record general information about a Project.
To add a note to a Project:
1. Click (Edit Project Note) on the main button bar.

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2. Enter ACL for Windows Workbook Project. The Project Notes window now
looks like this:
3. Close the Project Notes window. ACL shades the bottom portion of the button to
show that there are now Project notes:
View Notes
The most obvious place to add notes is the View. Notes can explain the reasons for
creating a particular view and clarify its usage to other users.
To create a note for the view:
1. Click (Edit View Note) on the View window button bar.
2. Enter Inventory file showing product class, location, and
product number.
3. Close the Notes window. ACL shades the bottom portion of the Notes button to
indicate that you added a note.
Input File Definition Notes
You can use an input file definition note to describe why the input file definition was
created.
To make a note about an input file definition:
1. Select Edit from the menu bar and choose Input File Definition. The Input File
Definition window opens.
2. Click the [Input File Options] tab.
3. Click (Edit Input File Definition Note) on the Input File Definition window
button bar to display the Input File Inventory Notes window.
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Documenti ng Your Work
4. Enter Input file definition for the Inventory data file.
5. Close the Notes window to save the note.
6. Close the Input File Definition window.
The button, with the bottom half of the note darkened, indicates that notes
already exist and are available for viewing or editing.
Copying and Pasting Text to a Note
You can use the Edit menu to copy individual sections of data in a view. You cannot copy
areas from a multiline view or an entire column.
To copy data in the view:
1. Highlight the area you want to copy.
2. Select Edit from the menu bar and choose Copy. ACL copies the data into your
computers clipboard.
You can now paste the data into a note, text box, or different program.
To paste data into the view note:
1. Click in the View window to display the view note.
2. Select Edit from the menu bar and choose Paste. ACL places the copied data into the
View Notes window.
Highlight the area you
want to copy

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Documenti ng Your Work
Printing Logs, Histories, and Notes
You can print the contents of any active window or any highlighted section of text by
clicking (Print Active Window). To selectively print information about a file, you
can choose Print Documentation from the File menu.
Printing Documentation
Whenever ACL creates a data file as output, it also keeps a record of the printing
documentation.
ACL offers a range of options for printing documentation, including additional
reference items such as input file definitions, batch and view definitions, and Project
notes.
To print the active window or any highlighted section:
1. Click (Print Active Window) on the button bar. ACL displays the Print dialog
box.
2. Make sure that your printer is connected and ready. Click [Print].
To print the view, see Printing the View on page 77.
To selectively print documentation:
1. Select File from the menu bar and choose Print Documentation. ACL displays the
Print Documentation dialog box:
Note: The data that you copy may be spaced slightly differently when you paste it.
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Documenti ng Your Work
2. In the list box on the right, click one of the view definitions.
3. Check the Page Break after each Category check box to begin printing each
category at the top of a page. Check the Page Break after each Item check box to
start each item at the top of a page.
4. Click [Print]. ACL displays the Print dialog box. Make sure that your printer is
connected and ready.
5. Click [Print] again to print the view definition.
ACL prints a list of the fields in the view. The list includes any options set for the field.
To print documentation for all input file definitions, views, or batches, you simply check
the check boxes at the top of each of the list boxes in the Print Documentation dialog
box.
You can also print the command log from the Print Documentation dialog box by
selecting the Log check box. Similarly, you can print any notes you have made for the
Project by selecting the Project Notes check box. For more information, see Printing
the Log on page 82.

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Changing the Font Size
You can select a different font size from the drop-down list at the top of the Print
Documentation dialog box. Increase the number to make the printed text larger, or
decrease the number to make the printed text smaller. The default setting is 9 point font
size.
Preferences
Check the Preferences check box in the Print Documentation dialog box to include a list
of the current Preference settings with your documentation.
Your current preference settings print at the beginning of the documentation.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.

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Documenti ng Your Work
93
Module 3 UNDERSTANDING DATA
In Module 3, you will use ACL commands and functions to gain an understanding of
your data and verify its validity and completeness. Work through this module to learn
how:
Verify detects errors in data fields
Dump helps you understand invalid data
Count counts records
Total totals fields and expressions
Statistics displays information on numeric fields
Profile shows summary statics on numeric fields
Sequence, Duplicates, and Gaps identify duplicates, gaps, and missing records
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Veri fyi ng Data
Lesson 3.1 Verifying Data
Use the Verify command to validate data before working with a file for the first time.
Verify analyzes fields to ensure that the data is consistent with the specified field type.
For example, in character fields, you can check for unprintable characters.
In numeric fields, you can check for items such as more than one preceding plus (+) or
minus () sign or more than one decimal point (.). You can check for alphabetic
characters in a numeric field, which is sometimes a sign of corrupted data.
In date fields, you can check for invalid dates such as February 29, 1999, or March 34,
2001.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Select Inventory and drag and drop it onto the (Open) button to open the
default view of the Inventory input file that uses the data file Inventory.fil.
Using the Verify Command
The Verify command uses the input file definition to check the specified fields for errors.
To verify all the defined data fields:
1. Select Analyze from the menu bar and choose Verify. The Verify dialog box appears.

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Veri fyi ng Data
2. Click [Verify Fields] to display the Selected Fields dialog box. The Available Fields
list view contains all defined fields for the Inventory input file definition.
3. Click [Add All] to copy all the available fields to the Selected Fields box.
4. Click [OK] to close the Selected Fields dialog box.
5. Click [OK] again to execute the Verify command. The result of the verification
appears in the command log. In this case, no errors were found.
If there are errors in the file, ACL displays the details of the errors in the log.
Using Conditions with the Verify Command
You can include conditions with the Verify command to check the contents of data fields
of specific records according to the test you specify.
For example, you can verify data by using a condition to check fields for records that
contain a specific invoice number. For more information, see Lesson 5.1: Using Expres-
sions on page 224.
Verifying Data Automatically
Set the Verify Data preference to automatically check the validity of numeric data
whenever you use an input file. This option is turned off by default to increase
processing speed. For more information, see Verify Data on page 303 of the
ACL for Windows User Guide and online Help.
Using the VERIFY( ) Function
Another way to identify invalid data is to use the VERIFY( ) function to detect errors in
individual fields.
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Veri fyi ng Data
VERIFY( ) determines whether a field contains valid data and returns a True or False
value, as appropriate. Computed fields and expressions always return a True value
because they cannot contain invalid data.
You can also use the VERIFY( ) function as the condition portion of a computed field to
test for invalid data and substitute a value for the invalid data so that processing can
continue. For more information, see VERIFY( ) on page 85 of the ACL for Windows
Reference Manual and online Help.

Module 3 Understanding Data 97
Counti ng Records
Lesson 3.2 Counting Records
When you first use an input file, you should ensure that you are working with the correct
data file and that the data is complete.
Always begin your analysis by checking that data has not been lost during file prepa-
ration or while downloading data to your hard disk.
You can confirm the number of records by looking at the status bar. ACL automatically
displays the number of records in a fixed record length file in the middle of the status bar.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, drag Ap_Trans onto the application workspace. The View
window opens and displays the records and columns for the input file definition
Ap_Trans.
Using the Count Command
The Project status bar shows you there are 102 records in the data file. It is good practice
to make sure that your control totals are correct, especially since you are often provided
with more records than you need. Use the Count command to test the number of
records in the file.
To Count the number of records:
1. Select Analyze from the menu bar and choose Count. ACL displays the Count
dialog box.
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Counti ng Records
2. Click [OK]. ACL displays the command log with the number of records counted.
ACL reports that there are 102 records in the file. This number agrees with your
control total, so you know that you did not lose records while preparing the file or
downloading data to your hard disk.
Use the Count command to record the number of records in the log file as part of
your documentation.
Command mode syntax
Result

Module 3 Understanding Data 99
Total i ng Fi el ds
Lesson 3.3 Totaling Fields
The Total command displays the total of numeric fields or expressions in an input file.
Frequently, you will want to check the totals of the numeric fields in the data.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. From the Overview window, drag Ap_Trans onto the application workspace. The
View window opens and displays the records and columns for the input file
definition Ap_Trans.
Total the Numeric Fields
To total the numeric fields in an input file:
1. Click (Total) or select Analyze from the menu bar and choose Total. ACL
displays the Total dialog box.
As Total only operates on numeric fields, ACL shows only numeric fields and
excludes all other fields in the Total Fields list view.
2. Click [Total Fields] to display the Selected Fields dialog box.
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Total i ng Fi el ds
3. Click [Add All]. ACL copies all the fields to the Selected Fields list box.
4. Click [OK] to return to the Total dialog box with the selected fields highlighted.
5. Click [OK] again. ACL displays the totals of all the numeric fields in the command
log.
Totaling Data Automatically
ACL automatically executes commands when the Autoexecute Commands preference is
set. When you select a command from the menu bar, the results are immediately shown
and the dialog box is never displayed. See Command Options on page 335 for further
details.
To see if the Autoexecute Commands preference is set:
1. Select Edit from the menu bar and choose Preferences. ACL opens the Preferences
dialog box.
2. Click the [Command Options] tab to show the Command Options.

Module 3 Understanding Data 101
Total i ng Fi el ds
3. Make sure the Autoexecute Commands check box is selected.
4. Click [OK].
To autoexecute a total:
1. CTRL+CLICK the Invoice Amount, Quantity, and Unit_Cost headings to select them.
2. Click or select Analyze from the menu bar and choose Total. The result
immediately appears in the command log.
Notice that the total is identical to that reported in the previous command result.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
102 ACL for Windows 7 Workbook
Obtai ni ng Stati sti cs
Lesson 3.4 Obtaining Statistics
The Statistics command provides statistics on numeric and date fields.
For example, in numeric fields, Statistics provides control totals that you can use to
verify subsequent processes. You can also use Statistics for bounds checking. In date
fields, for example, you can find maximums and minimums.
Statistics that highlight abnormalities in the data file can influence your subsequent
analysis.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. From the Overview window, drag Ap_Trans from the list of input file definitions
onto the application workspace. The View window opens and displays the records
and columns for the input file definition Ap_Trans.
Displaying Statistics
Before doing any detailed processing, you should look at some statistics. The Statistics
command provides:
Record counts
Field totals
Average values
Absolute values
Range between the minimum and maximum values
Standard deviations
Highest field values
Lowest field values
To obtain statistics on a numeric or computed field:
1. Click (Statistics) or select Analyze from the menu bar and choose Statistics.
ACL displays the Statistics dialog box.
2. In the Statistics On list view, select Invoice_Amount.
3. Check the Std. Deviation check box to have the standard deviation included in the
results.

Module 3 Understanding Data 103
Obtai ni ng Stati sti cs
4. Click [OK]. ACL displays the result in the command log.
ACL displays the number of positive, zero, and negative values in the file, along with
the totals and averages for each field. The absolute value and range of the values are
shown, as are the fields standard deviation, and the five maximum and five
minimum values.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
104 ACL for Windows 7 Workbook
Profi l i ng
Lesson 3.5 Profiling
The Profile command provides summary statistics on one or more numeric fields in an
input file.
The Profile command provides:
Total value
Absolute value
Minimum value
Maximum value
When you issue the Profile command first, ACL uses the results as the default values for
the Stratify, Histogram, or Sample commands. You do not need to calculate the above
values for the Stratify, Histogram, or Sample commands.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, select Ap_Trans from the list of input file definitions. Click
(Open) in the Overview button bar. The View window opens and displays the
records and columns for the input file definition Ap_Trans.
Profiling a Field
To profile a numeric field:
1. Select Analyze from the menu bar and choose Profile. ACL displays the Profile
Fields dialog box.
Note: The Statistics command will give you more complete information than the Profile
command.

Module 3 Understanding Data 105
Profil ing
2. In the Profile Fields list view, click Invoice_Amount.
3. Click [OK]. ACL displays the Total, Absolute Value, Minimum, and Maximum
amounts, along with the field name, in the command log.
Automatic Profiling
You can set a preference to automatically execute the Profile command when you open
an ACL Project or change input files.
To set the automatic profiling preference:
1. Select Edit from the menu bar and choose Preferences. The Preferences window
opens.
2. Click the [Input File Options] tab. The screen changes to show the available options
for input files.
3. Check the Automatically Profile on Open check box.
4. Click [OK] to accept the setting and close the dialog box.
106 ACL for Windows 7 Workbook
Profi l i ng
The next time you open an input file definition, ACL will automatically profile all
numeric fields and display the results in the command log.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
Note: If an input file has many numeric fields, setting the Automatically Profile on Open
preference may slow the opening of the file.

Module 3 Understanding Data 107
Testi ng for Sequences, Dupl i cates, and Gaps
Lesson 3.6 Testing for Sequences, Duplicates, and Gaps
You can locate inaccuracies in the data file using the Sequence, Duplicates, and Gaps
commands.
The Sequence, Duplicates, and Gaps commands share the same dialog box. Duplicates
and Gaps commands are variations of the Sequence command. When you choose
Sequence from the Analyze menu, the dialog box opens with Sequence as its title. When
you choose Duplicates or Gaps from the Analyze menu, the dialog box opens with the
appropriate title. The options in the dialog box are the same, but depending on the
command you have chosen, different options are selected by default.
In this lesson you test for gaps in check numbers and duplicate employee numbers.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Select Payroll and drag and drop it onto the (Open) button in the Overview
window to open the default view of the Payroll input file, which uses the data file
Payroll.fil.
Testing the Field Sequence
Use the Sequence command to test that an input file is sorted on a specific field. If it is,
the command log will show no sequence errors. If the input file is not sorted on the field
you select, the command log reports the number of records that are out of order and lists
the records.
108 ACL for Windows 7 Workbook
Testi ng for Sequences, Dupl i cates, and Gaps
To issue the Sequence command and find out if the data file is already sorted:
1. Select Analyze from the menu bar and choose Sequence. The Sequence dialog box
opens.
2. In the Sequence On list view, select EmpNo.
3. Click [OK]. ACL reports no errors in the command log.
Some of the items in the Sequence dialog box appear faded. ACL grays out options
that do not apply to the task you are performing. The fields in the List Fields list view
are grayed out until you check the Duplicates check box. The Gaps options, List Gap
Ranges, and List Missing Items are grayed out until you check the Gaps check box.
Testing for Duplicates
Use the Duplicates command to find out if key fields in the current file contain dupli-
cates in the sequence. The Duplicates command is a variation of the Sequence
command.
The next exercise tests to find out if duplicate paychecks have been issued to employees.
To test for duplicate paychecks:
1. Click (Duplicates), or select Analyze from the menu bar and choose Dupli-
cates. ACL displays the Duplicates dialog box with the Duplicates check box
selected.

Module 3 Understanding Data 109
Testi ng for Sequences, Dupl i cates, and Gaps
2. In the Sequence On list view, click EmpNo.
3. In the List Fields list view, click Gross_Pay. Then, CTRL+CLICK Paydate and
Check_No.
4. If you are not sure if the Sequence On field is sorted, check the Presort check box.
5. Click [OK]. ACL prompts you to enter the output file name.
6. Click [OK]. Select Screen instead and click [OK]. ACL reports the result.
For each duplicate occurrence, ACL reports the employee number, gross pay
amount, and pay date in the command log. The command log also shows the total
number of duplicates and/or gaps.
When you locate duplicates, you may want to print a hard copy that lists the multiple
pay check numbers, dates, and amounts. The command log contains all the infor-
mation you need to report inaccuracies to the payroll department.
110 ACL for Windows 7 Workbook
Testi ng for Sequences, Dupl i cates, and Gaps
Now that you have tested for duplicates, you can see if there are any gaps in the
sequence of check numbers.
Testing for Gaps
Use the Gaps command to find out if key numeric fields in the current file contain gaps
in the sequence.
To test for gaps, select Analyze from the menu bar and choose Gaps. The Gaps dialog
box opens.
Note that the List Fields contents appear on a gray background, as they do not apply to
the Gaps command.
Reporting Gap Ranges and Missing Items
You can select List Gap Ranges or List Missing Items if you want these additional items
reported in the command log. The default is to test for a gap range.
To test for a gap range:
1. Make sure the Gaps dialog box is open.
2. In the Sequence On list view, click Check_No. You can only select one key field for
each gap test.
3. List Gap Ranges is already selected.
4. If you are not sure if the Sequence On field is sorted, check the Presort check box.

Module 3 Understanding Data 111
Testi ng for Sequences, Dupl i cates, and Gaps
5. Click [OK]. ACL reports that there is one gap in the check number sequence. ACL
lists the check numbers on either side of each gap range, so you can see where the
gaps exist.
Reporting Missing Items
To use the Gaps command to list each missing check number separately:
1. Select Analyze from the menu bar and choose Gaps. ACL displays the Gaps dialog
box with the Gaps check box selected.
2. In the Sequence On list view, select Check_No.
3. Click List Missing Items.
The Maximum Missing Items text box becomes available. You can now specify a
limit on the number of missing check numbers that ACL lists in each range.
4. Click [OK]. ACL reports all the missing check numbers in the command log.
ACL lists the check numbers inside the specified gap range.
Testing Duplicates and Gaps Together
You can test for duplicates, as well as gaps in the key field sequence, at the same time.
To test for duplicates and gaps at the same time:
1. Click (Duplicates), or select Analyze from the menu bar and choose Duplicates
to open the Duplicates dialog box.
2. In the Sequence On list view, click Check_No. You can only test for sequence errors
on a single key field.
3. Select both the Gaps and Duplicates check boxes.
4. To ensure that the Sequence On field is sorted, check the Presort check box.
112 ACL for Windows 7 Workbook
Testi ng for Sequences, Dupl i cates, and Gaps
5. Click [OK]. ACL reports the total for both gaps and sequence errors.
The number of data sequence errors in this test is zero. The total number of gaps is
one, indicating that there is one gap. Since you left the List Gap Ranges option button
selected, the numbers on each side of the gap are reported to make identifying the
missing checks simple. In this case, the gap includes four missing checks, numbers
12389 to 12392.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
113
Module 4 MANIPULATING DATA
In Module 4, you will learn how to manipulate data for various purposes. You will use:
Extract to extract selected records or fields from the current file and copy them to
a different file
Export to create a file that can be used directly by other software programs, such
as Word or Excel, for further processing
Sort to actually sort the data in a file and create a new sorted input file
Index to create an index that reorganizes the data in a view
Stratify to count and total records in specified ranges
Age to summarize date intervals
Histogram to produce graphical overviews of the contents of an input file
Join, Relations, and Merge to combine input file fields
Sample to create record or monetary unit samples, Size to determine the
appropriate size for samples, and Evaluate to determine the effect of errors
detected in your sampling results
4
114 ACL for Windows 7 Workbook
Extracti ng Data
Lesson 4.1 Extracting Data
You can use the Extract command to select specific records from a large file in order to
work with those records in a smaller file. Extracting records or fields to a separate file
can significantly reduce your processing time and disk space requirements.
You can also use the Extract command to extract data to a new file, isolating unusual
items for separate analysis.
Extract copies a subset of some or all of the records or fields in an input file and creates
a data file of the extracted records. Records in the original data file are unchanged. ACL
automatically creates an input file definition for the new data file.
When you execute the Extract command, you create an output file to hold the data you
are extracting. This output file, in turn, becomes an input file for further analysis.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, select Inventory and drag and drop it onto the (Open)
button to open the default view of the Inventory input file that uses the data file
Inventory.fil.
Working with the Extract Command
To work with the Extract command:
1. Create a filter to choose the records you want to extract.
2. Obtain control totals by running the Total command before you extract the records.
3. Extract the records to a new input file.
4. Run the Total command to compare the totals of the new input file with the control
totals.
Creating a Filter
You can use the Extract command to analyze records for products in a remote
warehouse. In the Inventory input file, this warehouse is defined as location 05.
To define a local filter to make it easier to work only with the records for location 05:
1. Select Analyze from the menu bar and choose Count to open the Count dialog box.
2. Click [If] to open the Expression Builder.

Module 4 Manipulating Data 115
Extracti ng Data
3. In the Available Fields list view, double-click Loc. The Loc field is copied to the
Expression text box.
4. Click in the set of buttons in the center of the Expression Builder. The equals
sign is copied to the Expression text box beside Loc.
5. Enter "05" for location code 05 beside the equals sign in the Expression text box.
6. Click in the Save As text box and enter LOC05 to name the filter.
7. Click [OK] to save the filter and close the Expression Builder. The Count dialog box
reappears.
8. Click [OK] in the Count dialog box to issue the Count command. The command log
reports that 13 of the 152 records met the condition.
Verifying the Control Totals
Before you extract records for location 05, you should verify the control totals for that
location using the Total command.
116 ACL for Windows 7 Workbook
Extracti ng Data
To obtain control totals for numeric fields:
1. Click (Total) or select Analyze from the menu bar and choose Total to open the
Total dialog box.
2. Click [Total Fields] to display the Selected Fields dialog box.
3. Click [Add All].
4. Click [OK] to return to the Total dialog box. All the fields will be highlighted.
5. Click [If] to open the Expression Builder. The filter you created, LOC05, is in the
Filters box.
6. Double-click LOC05. The filter is copied to the Expression text box.
7. Click [OK] to close the Expression Builder and return to the Total dialog box.

Module 4 Manipulating Data 117
Extracti ng Data
8. Click [OK] in the Total dialog box to issue the Total command.
9. ACL shows the LOC05 filter totals in the command log.
Extracting Records to an Output File
This exercise takes you through the process of creating an output file. The output file,
once again, is a new data file containing a copy of the extracted records and an input file
definition. You must enter a name for the output file.
To extract selected records to an output file:
1. With the Inventory file open, click (Extract) or select Data from the menu bar
and choose Extract. The Extract dialog box appears.
Leave Record selected (as it is by default) to extract all the records for the location 05
warehouse.
2. Click [If] to open the Expression Builder.
118 ACL for Windows 7 Workbook
Extracti ng Data
3. In the Filters list box, double-click LOC05, the filter that you created in the exercise
on Creating a Filter on page 114. LOC05 is copied to the Expression text box.
4. Click [OK]. The Expression Builder closes. The expression LOC05 is now in the If
text box.
5. In the To text box, enter Location05 to name the output file. Note that the Use
Output File check box is checked. When ACL executes the Extract command, it will
also open the new input file definition in the view.
6. Click [OK]. The results of the extract appear in the command log. The new input file
definition opens automatically in the View window.
7. Click Input File Definitions in the Overview window to display the list. The new
definition, Location05, is in the list.
Looking at the columns in the View window, you can see that ACL has created an input
file that contains field definitions identical to those in the original file, including
computed fields. Because you extracted records, not individual fields, each extracted
record is identical to the record in the original data file.
If you scroll the view to the right, you can see that the fields you defined previously are
included in the new view.

Module 4 Manipulating Data 119
Extracti ng Data
Naming Output Files Automatically
You can set a preference to automatically name output files.
Command options in the Edit ACL Preferences dialog box provide an Automatic
Output Filenames option for output files. When this option is turned on, ACL suggests
names for data files created by a command. This name consists of the command name
and an incremental number starting at 01. You can accept the name or enter a different
name.
To set the Automatic Output Filenames preference:
1. Select Edit from the menu bar and choose Preferences to open the Edit ACL Prefer-
ences dialog box.
2. Click the [Command Options] tab. The dialog box changes to show the available
options for commands.
3. Check the Automatic Output Filenames check box.
4. Click [OK] to accept the setting and close the Edit ACL Preferences dialog box.
Verifying Control Totals
You should also check the control totals to make sure they match the totals you obtained
earlier for the inventory input file.
To confirm the control totals:
1. Click (Total) or select Analyze from the menu bar and choose Total. ACL
displays the Total dialog box.
2. Click [Total Fields].
3. Click [Add All] and then click [OK].
4. Click [OK] again to issue the Total command. ACL displays the result in the
command log. The results should match the earlier Total results which you can view
by scrolling up in your command log.
Extracting Fields to an Output File
You can extract all the defined fields to a new file. You might want to do this if the file is
large, but only a small number of fields have been defined.
Extracting All Fields
To create a file of all the defined fields:
1. In the Overview window, select Inventory and click (Open) to open the default
view of the Inventory input file that uses the data file Inventory.fil.
120 ACL for Windows 7 Workbook
Extracti ng Data
2. Click (Extract) or select Data from the menu bar and choose Extract. ACL
displays the Extract dialog box.
3. Select Fields.
4. Click [Extract Fields].
5. Click [Add All] and then click [OK].
6. Click in the If text box and enter LOC05. This tells ACL to extract records for location
05 only, using the local filter you defined earlier.
7. You will notice in the To text box that an output file name has automatically been
suggested. EXTR01 has been chosen because this is the first (01) output file you have
created with the Extract command.
8. Click in the To text box and enter Location5A to change the name of the new file.
9. Click [OK]. ACL executes the command and opens the new input file definition in
the View window.
10. Notice that ACL changed the order of the fields for the 13 records and arranged the
columns in alphabetical order by field name.
Extracting Selected Fields
You have complete control over the fields you extract. ACL extracts only the fields you
select, in the order you select them, to the new input file. Extracting selected fields makes
it easy to create smaller files that contain only the information with which you are inter-
ested in working.
To extract some fields from the Inventory input file:
1. Click the Input File box at the right end of the status bar. The Select Input File
Definition dialog box appears.
2. In the Select Input File Definition list box, double-click Inventory. ACL opens the
Inventory input file and its default view.
3. Click (Extract) or select Data from the menu bar and choose Extract. ACL
displays the Extract dialog box.
4. Select Fields.
5. Click [Extract Fields].
6. In the Available Fields list view, double-click ProdNo, ProdDesc, QtyOH, and Value
to add the fields to the Selected Fields list box.
Note: ACL converts computed fields to the appropriate field type: ACL, ASCII, or
LOGICAL.

Module 4 Manipulating Data 121
Extracti ng Data
7. Click [OK] to close the Selected Fields dialog box. If you scroll down, you will see
that the fields you selected are highlighted in the Extract Fields box.
8. In the Extract dialog box, click in the If text box and enter LOC05. This instructs ACL
to extract fields for location 05 only, using the local filter you defined earlier.
9. Click in the To text box and enter Location5B to change the name of the output file
ACL will create for the new information.
10. Uncheck the Use Output File check box.
11. Click [OK]. ACL creates the input file and shows the result in the command log.
12. In the Overview window, expand Input File Definitions to view the list. Click and
drag the new input file name, Location5B, to the application workspace. The new
input file definition opens.
For more information on opening a file, see Opening an Input File on page 60.
Comparing Date Values
You can also use Extract to compare a date field value in the data file to a date field
constant. For example, you can list all of the transactions in the file that have a due date
before January 2, 2000. To do this, you need to compare the value of the due date field to
the value of January 2, 2000. ACL treats dates as an integral data type, therefore you can
compare dates by enclosing them in reverse quotes using the YYMMDD or the
YYYYMMDD format.
To extract only the transactions in the Ar file that have a due date prior to January 2,
2000:
1. In the Overview window, drag Ar from the input file definitions onto the application
workspace.
2. Click (Extract) or select Data from the menu bar and choose Extract. ACL
displays the Extract dialog box.
3. Select Fields.
4. Click [Extract Fields], click [Add All], and then click [OK].
5. Click in the If text box and enter DUE < `000102`. Use the back quote (`) that is
usually located on the key with the tilde (~) (upper left side on most keyboards).
6. Click in the To text box and enter PRE0102 to name the output file definition.
Important: When you use reverse quotes, ACL treats the date given within the quotes as
an integral data type. The format must be YYMMDD or YYYYMMDD. Any other format
is invalid.
122 ACL for Windows 7 Workbook
Extracti ng Data
7. Click [OK] to execute the command. ACL displays seven items that have a due date
prior to January 2, 2000 in the View window.
The command log shows the details of the action.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.

Module 4 Manipulating Data 123
Exporti ng Data
Lesson 4.2 Exporting Data
You can export data from ACL for further processing in other software packages.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Drag and drop Inventory onto the (Open) button to open the default view of the
Inventory input file that uses the data file Inventory.fil.
What is Exporting Data?
When you use the Export command, ACL converts data into a format that other
software packages can read and saves it as an export file.
You can use the Export command to:
Produce a mail merge document to export to a word processor to prepare confir-
mation letters
Export data fields to a complex presentation graphics package
Export specific fields to a software system with reporting functionality that is
different from ACL
Exporting All Fields
To export data to a new file:
1. Select Data from the menu bar and choose Export. ACL displays the Export dialog
box.
124 ACL for Windows 7 Workbook
Exporti ng Data
2. Click [Export Fields] to open the Selected Fields dialog box.
3. In the Selected Fields dialog box, click [Add All]. The list of Available Fields is copied
to the Selected Fields box.
4. Click [OK] to close the Selected Fields dialog box and return to the Export dialog
box. ACL highlights all the fields in the Export Fields list view.
5. Click the drop-down arrow in the Export As area.
6. Select Delimited [,] from the drop-down list. The Export command places quotes
around date fields (in addition to character strings) when you export to a delimited
file.

Module 4 Manipulating Data 125
Exporti ng Data
7. Click in the To text box and enter Invent. ACL exports the data to this file.
8. Click the [More] tab to display additional options.
The Append To Existing File check box gives you the option to append the output
to an existing file. This time, however, leave the check box unchecked.
9. Click [OK] to close the dialog box and execute the command. ACL also creates the
Invent file with the appropriate extension, in this case, .del for Delimited. The result
appears in the command log.
126 ACL for Windows 7 Workbook
Exporti ng Data
The file is ready to use in any compatible program.
Exporting Selected Fields
The following table shows how ACL field types are exported:
To export selected fields:
1. With the Inventory file open, select Data from the menu bar and choose Export.
ACL displays the Export dialog box.
2. In the Export Fields list view, click ProdNo. Then CTRL+CLICK, in this order,
ProdDesc, QtyOH, and Value.
When you export data fields, select the fields in the order that you want them to
appear in the new file. For example, to display address information in the correct
order in a word processing merge file, select the name first, then the address.
3. Select Excel from the Export As drop-down list.
4. Click in the To text box and enter Invent2.
5. Click [OK]. ACL creates the file and displays the result. The file is ready to use in the
appropriate program.
Field Type Output
ASCII Character Same length as the original file.
ACL Computed Numeric Twelve bytes wide unless you have changed the default width
using the Field Width preference. See Changing Column
Width on page 73.
Logical One byte (containing either a T or F).
Numeric Length is determined by the maximum size number that can be
contained in the field [number of digits + 1 (for the sign) + 1
(for the decimal point, if decimals > 0)].

Module 4 Manipulating Data 127
Exporti ng Data
Exporting to Other Applications
You can now export the data that you want to use in another software package.
The following table shows the different formats and programs to which you can export
data:
Format (type of file
generated)
Extension Comments
Plain Text (ASCII) .txt Also referred to as undelimited SDF by some
software. Each field is adjacent, with no dividers.
There is a CR/LF combination at the end of each line.
dBase (dBase III+ database) .dbf Fully compatible with dBase IV and most dBase
compatible products, this format correctly translates
dates, as well as character, numeric, and logical fields
to their dBase equivalents.
Delimit (comma delimit) .del Fields are separated by commas and character strings
are enclosed in quotes. Also referred to as CSV.
Excel (Excel XLS worksheet) .xls Fully compatible with all versions of Excel and other
packages that read Excel files. Excel exports are
limited to 255 columns (fields).
Lotus (Lotus 123 worksheet) .wks A version 1 WKS file, that is fully compatible with all
subsequent Lotus versions, as well as any packages
that read Lotus files. Date fields are correctly
converted to Lotus dates. Numeric fields display with
the correct number of decimals, and character and
logical fields are transferred as labels. Column widths
are automatically adjusted to reflect the width of the
data in each field.
WKS files are limited to 2048 rows or records.
Although packages such as Excel can read WKS files,
they will only read in the first 2048 records. To
overcome this restriction, you can export in dBase
format, or one of the other formats readable by your
spreadsheet.
Word (Microsoft Word mail
merge)
.doc The file created by ACL can be used as the secondary
file in a Word mail merge.
The file has a tab-delimited format that can also be
read by Excel.
128 ACL for Windows 7 Workbook
Exporti ng Data
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
WordPerfect (WordPerfect
secondary merge)
.wp Can be directly merged with a WordPerfect
document.
Clipboard Copies the selected fields to the clipboard in a
tab-separated format that can be pasted directly into
most spreadsheet and word processing applications.
Format (type of file
generated)
Extension Comments

Module 4 Manipulating Data 129
Sorti ng and I ndexi ng
Lesson 4.3 Sorting and Indexing
Use the Sort and Index commands to arrange records in physical or logical order for
analysis or producing a report.
Sort organizes records in the current input file in ascending or descending order, based
on specified key fields. It creates a new data file that has been reordered.
Index creates an index file, also based on key fields, that can be named, saved, and
applied to an input file at any time. Indexing reorders records in a view. It does not create
a new data file.
Saved indexes and sorted input files are listed in the Overview window.
4When deciding whether to use Sort or Index, keep in mind that accessing an indexed file is slower than a sorted file, but indexing is faster than sorting.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. From the Overview window, drag and drop Ap_Trans onto the (Open) button
to open the default view of the Ap_Trans input file that is linked to the data file
Ap_Trans.fil.
Control Totals
When you use an ACL command that produces a file, you can create control totals for
the numeric fields. Control totals allow you to check files that you use repeatedly for
completeness and consistency.
To create control totals for numeric fields:
1. With the Ap_Trans input file definition open, click (Total) or select Analyze
from the menu bar and choose Total to open the Total dialog box.
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2. Select the Invoice_Amount field.
3. Click [OK] to issue the Total command.
4. The control total for Invoice_Amount appears in the command log.
Using the Sort Command
When you perform a sort, ACL physically reorders the records and creates a data file
arranged in the sorted sequence.
Sorting requires both memory and disk space, so you should ensure that your system
has adequate resources before using the Sort command. ACL will use as much extended
or expanded memory as is available to Windows on your system. As a general rule, allow
disk space of at least 2.5 times the size of the file you want to sort.

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Because sorting takes time and processing power, you may want to avoid sorting large
data files. For example, you can use the Classify and Stratify commands instead of Sort
and Summarize to achieve the same results with unsorted data.
Specifying Sort Fields
To sort a file, specify the fields that you want ACL to sort. You can sort character,
numeric, date, and computed fields.
ACL sorts fields in the order in which you select them. For example, the first field
selected is the first sort field, the second field is the second sort field, and so on. As is
usual with sorting, a second sort is performed within a first sort, and a third sort within
a second sort.
Sorting on a Single Field
To sort a file in ascending order (from the lowest to the highest number):
1. Click (Sort) or select Data from the menu bar and choose Sort. ACL displays the
Sort dialog box.
2. In the Sort On list view, click Vendor_No.
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3. Click in the To text box and enter the name Sortvend.
4. Click [OK] to issue the Sort command. The dialog box closes and ACL opens the
new sorted input file in the new default view for the new data file Sortvend.fil. The
command log displays the results.
5. In the View window, use the scroll bar to scroll to the bottom of the view. You can see
that all the records are now sorted by vendor number.
Verifying the Sort Sequence
Use the Sequence command to verify that the file is sorted on the field you specified.
To verify the sort sequence:
1. Select Analyze from the menu bar and choose Sequence. The Sequence dialog box
appears.
2. In the Sequence On list view, select Vendor_No.
3. Make sure both the Gaps and Duplicates check boxes are unchecked.
4. Click [OK]. The command log displays a message informing you that there are no
data sequence errors. This proves that the file is sorted correctly by Vendor Number.
Verifying the Totals
To verify the total for the new file, issue the Total command for the Invoice_Amount
field. For more information, see Lesson 3.3: Totaling Fields on page 99 for details on
using the Total command.
Compare the total to the one you obtained earlier for the Ap_Trans input file. The totals
should be the same.

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Sorting on Multiple Fields
You can sort on multiple fields in the same file. You can even sort one field in ascending
order and another field in descending order.
You could, for example, want to produce a report listing all vendors by Vendor Number
and the Invoice Amount in descending order so that the largest amount for each vendor
is displayed first.
To sort the Ap_Trans file by Vendor Number and, within each Vendor Number, by the
Invoice Amount in descending order:
1. In the Overview window, drag and drop Ap_Trans onto the (Open) button to
open the Ap_Trans input file.
2. Click (Sort) or select Data from the menu bar and choose Sort. ACL displays the
Sort dialog box.
3. Click [Sort On] to display the Selected Fields dialog box.
4. In the Available Fields list view, double-click Vendor_No to copy it to the Selected
Fields list box. Notice that an (ascending) arrow appears next to the Vendor_No
in the Selected Fields list box to indicate an ascending sort order.
5. Double-click the Invoice_Amount field to copy it to the Selected Fields list box, and
click the arrow next to Invoice_Amount so that it points downward, indicating a
descending sort order.
The Selected Fields dialog box should now look like this:
6. Click [OK] to return to the Sort dialog box.
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7. Click in the To text box and enter the name Sortvip.
8. Click [OK] to issue the Sort command. ACL displays the new sorted input file in the
View window. The command log displays the result.
You can see that the file is now arranged in ascending order by Vendor Number and
in descending order by Invoice Amount within each Vendor Number.

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Rearranging Sorted Columns
You can rearrange the columns in the view to reflect the new sort order of the file and to
make the sort order more visually apparent.
To move the Product Number column to the immediate right of the Invoice Number
column:
1. Point to the Product Number column heading. Click and hold down the left mouse
button. The pointer becomes a (Hand). Drag and drop it on the right side of the
Invoice Number column heading. ACL moves the Product Number column to the
right of the Invoice Number column.
2. Click any record in any column to remove the highlighting.
Searching for Specific Records
One of the benefits of sorting a file is that you can search for specific records very
quickly. The more records a file contains, the more apparent the increase in search
speed. The Sortvip file you created in the last exercise has 102 records, therefore the
increase in search speed is only moderate.
To search for the first record with the vendor number 13373:
1. Select Analyze from the menu bar and choose Search. ACL displays the Search
dialog box.
2. Select Locate If.
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3. Click [Expr...]. ACL displays the Expression Builder.
4. In the Available Fields list view, double-click Vendor_No. ACL copies Vendor_No
to the Expression box.
5. Click to copy the equals sign to the Expression box beside Vendor_No.
6. Enter "13373". The expression looks like this: Vendor_No = "13373".
7. Click [OK] to close the Expression Builder. ACL displays the command in the Expr
text box of the Search dialog box.
8. Click [OK] to issue the Search command.

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The command log shows that the first record in the file that matches the Vendor Number
is record number 80.
If you know the record number, you can select the Locate Record option button and
enter the record number in the Expr text box. The Locate Record and Locate If options
in the Search dialog box work with sorted, unsorted, or indexed input files.
Using the Index Command
You can use the Index command to sequence data in a logical rather than physical order.
Index creates a file containing pointers that allow ACL to read data in the sorted order,
even though the records in the original input file are not sorted. As with Sort, you can
index any number of key fields. ACL establishes relationships between two or more files
through indexing.
With Index you can conduct a much faster search. Since a new data file is not created,
you save disk space.
Choosing Sort or Index
The following table outlines and compares the Sort and Index commands.
Sort vs. Index
For comparison purposes, you will index the file on the same fields you used in the
previous sort.
Item Sort Index
Execution speed Slower Faster
Resulting file size Larger Smaller
Required disk space More Less
Subsequent processing of an entire file Much faster Much slower
Subsequent processing searching for a few records Much slower Much faster
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To open the Ap_Trans input file, select the Ap_Trans input file definition from the
Overview window and drag it onto the application workspace.
Creating an Index
To create an index of the Ap_Trans input file:
1. With the Ap_Trans file open, click Indexes in the Overview window.
2. Click (New). ACL displays the Index dialog box.
3. In the Index On list view, click Vendor_No.
4. CTRL+CLICK Invoice_No and then ProdNo. ACL indexes in the order you choose the
fields.
5. Click in the To text box and enter the name Indvip to name and save the index.
6. Click [OK]. ACL creates an index and links it to the input file. In the Overview
window, Indvip is listed under Indexes.
The Use Output File option is selected by default, so ACL immediately applies the
index. The command log and status bar both indicate that the index is open.
Note: You do not have to immediately use the indexes you create. You can uncheck the Use
Output File check box in the Index command dialog box when you want to link an input file
to an index later.

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The Overview window displays the newly-created index under Indexes and under the
Ap_Trans input file definition. Expand Ap_Trans or Indexes to see that an index for
Ap_Trans now exists.
Status bar indicates
the number of records
indexed
Overview lists index file under Ap_Trans
and under Indexes.
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Searching for Key Values in an Indexed File
When an index is active, ACL can access the data in the input file in logical order. You
can use an index to quickly search for and locate specific records. For example, if you
want to find the invoices for a specific vendor you can use the Find Literal option of the
Search command.
Using the Find Literal Option
To find invoices for Vendor Number 12433:
1. With the Indvip index open, select Analyze from the menu bar and choose Search.
ACL displays the Search dialog box.
Find Literal is selected by default.
2. Enter 12433 in the Expr text box. In this case, the character string you specify in the
text box cannot be surrounded by quotes.
3. Click [OK]. ACL applies the search to the view. ACL positions the records for Vendor
Number 12433 at the top of the view.

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The Find Literal and Seek Expression options of the Search command can only be
performed on indexed files. In addition, the file must be indexed on at least one
character field in ascending order.
To use the Seek Expression option, you must specify a character-type expression, rather
than a literal character string. In the case of Seek Expression, always enclose the
character string in quotes. This allows you to include leading or trailing blanks in the
search string.
Use the Search command with the Seek Expression option to search for the first match
for Vendor Number 12701:
1. With the Indvip file open, select Analyze from the menu bar and choose Search to
display the Search dialog box.
2. Select Seek Expression.
3. Enter "12701" (note the matching double quotes) in the Expr text box.
4. Click [OK]. The records containing Vendor No. 12701 are moved to the top of the
View window.
Creating a Conditional Index
You can index a portion of a file, instead of the whole file, by specifying a condition. If
you create and use a conditional index, you access only the records included in the
condition. This is a useful feature when you want to use only a subset of a large file.
For example, you can work with just the records for a specific vendor. The Ap_Trans
view that you create in the following lesson lists six records using this index condition.
To create a conditional index for Vendor Number 12433:
1. Select Data from the menu bar and choose Index. ACL displays the Index dialog
box.
2. In the Index On list view, click on Vendor_No to select it.
3. In the If text box, specify the condition by typing Vendor_No = "12433".
4. In the To text box, name the index file by typing Vend12433.
5. Click [OK]. ACL creates the Vend12433 index and immediately applies it to the view.
Because ACL immediately applies this conditional index, it displays only those records
that meet the condition. You see only the six records for vendor 12433 in the view. The
middle of the status bar tells you that a filtered index is in effect. All the records are still
in the file, and once you remove the conditional index, they will all be displayed.
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Opening an Index File
You can have more than one index per file, but you can only work with one index at a
time.
To open an index file:
1. In the Overview window, expand Input File Definitions to view the list of input file
definitions.
2. Expand the Ap_Trans file. ACL uses the index icon to show any indexes
associated with that file. The Ap_Trans file has two indexes, one named Indvip,
which you created in the exercise on Creating an Index on page 138, and a condi-
tional index named Vend12433 which you created in the exercise on Creating a
Conditional Index on page 141.
3. Select the Indvip index and drag and drop it onto the application workspace.
ACL opens the default view of the Ap_Trans using the Indvip index. Any previously
opened index closes.
The center box on the status bar indicates the input file is indexed.
4. Select the Vend12433 index again and drag and drop it onto the application
workspace.
ACL closes the present index and opens the default view of Ap_Trans using the
Vend12433 index.
The center box on the status bar indicates this is a filtered (conditional) index.
Because a filter is in effect, there are fewer records in the view. Only the records
meeting the condition are displayed.
Closing an Index File
When you finish working with an index, you may want to close the active index file.
To close an index file:
1. In the Overview window, expand Indexes to display the list of Indexes. ACL displays
next to the active index.
2. Click the name of the active index file and click (Close). ACL returns to the
unsorted view of the file.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.

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Lesson 4.4 Summarizing and Classifying
There are two approaches to summarizing data with ACL.
Use the Classify command to count the number of records relating to a unique key
character field value and to accumulate totals of specified numeric fields for each key
value.
Use the Summarize command to generate a record count and numeric field value totals
for each distinct key value for one or more character or date fields in a sorted file.
In this lesson, you compare the results of the Classify and Summarize commands. You
also learn more about when to use each command.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Drag and drop the Ap_Trans input file definition from the Overview window onto
the (Open) button to open the default view of Ap_Trans that is linked to the data
file Ap_Trans.fil.
Using the Classify Command
You can use Classify to quickly scan and summarize records, based on each unique class
in a field. You can use Classify on unsorted data.
The number of classes you can summarize depends on the Max RAM preference. A
practical limit for the default Max RAM setting is 10,000 classes. For details on changing
the Max RAM preference, seeMax RAM (MB) on page 333.
Classify counts the number of records that fall into each stratum of a character field and
accumulates totals for each stratum of a numeric field.
Classify can also be used to produce a new input file of classified data or view classified
data in the command log.
To classify data:
1. Click (Classify) or select Analyze from the menu bar and choose Classify. ACL
displays the Classify dialog box.
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2. Click the Classify On drop-down list and select the Vendor_No field.
3. Select Invoice_Amount in the Accumulate Fields list view.
4. Click the [Output] tab to display the Output options.
Note: Only character fields appear in the Classify On drop-down list.

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5. Screen is selected by default. This means the output will be displayed on the screen.
You can also send the output to a printer, graph, or file.
6. Click [OK] to close the Classify dialog box and execute the command.
7. ACL displays the result in the command log.
The Count field shows the number of records in each interval. The fourth column
tells you the percentage of the invoice amounts for each vendor. ACL displays the
accumulated totals for each vendor in the last column.
You can see at a glance which vendors have the greatest total value. Classify provides
the percentages of record counts and invoice amounts for each vendor.
Printing the Result of the Classify Command
If you want to print the classified data as it is shown in the command log:
1. Click the drop-down list in the command log and select Last Result.
2. Select File from the menu bar and choose Print.
3. Click [Print] to print the window.
You can also click the Output tab in the Classify dialog box and select the Print
option button to send the output to the printer.
Creating an Input File of Summarized Data
You can store the results of a Classify or Summarize command in an output file. You may
want to create a separate file so you can later process the classified or summarized infor-
mation.
Vendor number
Percentage of items
per classified field
Percentage of total
invoice amounts
Accumulated totals per
classified field
No. of records per
classified field
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When you store summarized or classified data to a file, ACL creates a Count field. This
Count field and all the accumulated fields are stored in an ACL file type. This does not
affect how you work with the data in the file, only how ACL stores the summarized infor-
mation.
To create a file that contains the results of the Classify command:
1. Click the Classify command line in the command log. ACL copies the command line
to the text box to the right of the command log.
2. Click the (Edit Command). ACL displays the Classify dialog box with the same
parameters specified in the command line.
3. Click the Output tab to display the Output options.
4. Click File to save the result to a file.
5. Click in the Name text box and enter Classven.
6. Click [OK] to close the Classify dialog box. ACL creates the Classven file that
contains the classified data.
7. Find Classven and drag it out of the Overview window to open it.
Notice that ACL lists the Count column after the Vendor Number, followed by the
Percent of Count and Percent of Field columns. This is the same order as in the
command log.
Remember that you can use the Overview window to quickly see all the files and views
in your Project at any time.
Using the Summarize Command
The Summarize command generates a record count and accumulates totals of numeric
fields for each unique value of key character or date fields. Summarize is particularly
useful with large input files, as it can report on a limitless number of unique key field
values.
Summarize allows you to use date fields as key fields. It also allows you to select multiple
key fields in combinations of date and character fields. Use Summarize for data files that
contain more than 50,000 records.
Summarize also lets you include other character or numeric fields in the summary file.
This is useful when the field value of the other field is constant in the summarized group.
For example, if you summarize on customer number and customer name, the summary
shows that there is a one-to-one relationship between these fields. Summarize allows
you to create a comprehensive report.

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The Summarize command requires a sorted file. However, the Presort option is selected
by default so you do not need to run the Sort command separately.
To summarize the input file on the key character fields:
1. Select Data from the menu bar and choose Summarize to open the Summarize
dialog box.
The Summarize On list view lists date and character fields, as well as expressions.
2. In the Summarize On list view, click Vendor_No.
3. In the Accumulate Fields list view, click Invoice_Amount.
4. Click the [Output] tab to display the output options.
5. Select File.
6. Click in the Name text box and enter Sumven.
7. Click the [Main] tab to return to the main options.
8. To ensure that the Summarize On field is sorted, check the Presort check box.
The Summarize dialog box now looks like this:
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9. Click [OK] to close the Summarize dialog box and execute the command. ACL
opens and displays the result in the new Sumven.fil view.
ACL creates one record for each Vendor Number and displays the totals for the
accumulated field Invoice_Amount. ACL also summarizes the total number of
records in each Vendor Number in the Count column.
Data Type ACL
When you use the Summarize or Classify commands to create a new file, ACL creates the
Count field and assigns it and all the accumulated fields the data type ACL. This type
indicates how ACL stores summarized information.
To view the data types:
1. If it is not already open, drag the Sumven input file definition out of the Overview
window to open it.
2. Click (Edit File Definition) or select Edit from the menu bar and choose Input
File Definition to open the Input File Definition window. Make sure that the
[Edit Fields/Expressions] tab is selected. The field names and data types for the
current file are listed on the screen.

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In this example, the Count field is an ACL type, as is the Invoice_Amount field,
which also contains summarized information.
3. Close the Input File Definition window and return to the view.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
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Lesson 4.5 Stratifying Data
Use the Stratify command to summarize specified intervals of numeric data in a file.
Stratify counts and totals the number of records that fall into specified intervals, or
strata, of numeric fields or expression values. You can specify equally-sized intervals
using the Intervals option or you can specify varying-sized intervals using the Free
option.
You do not need to sort or index the data.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Drag the Ap_Trans input file definition from the Overview window and drop it onto
the (Open) button to open the default view of the Ap_Trans input file definition
that is linked to the data file Ap_Trans.fil.
Stratifying Data
Stratifying data involves two operations:
1. Obtaining maximum and minimum values
2. Stratifying the data
Obtaining Maximum and Minimum Values
First, run either the Profile or the Statistics command to generate minimum and
maximum values for the field to be analyzed. These values then appear by default in the
Maximum and Minimum text boxes of the Stratify dialog box.
To profile the numeric fields:
1. Select Analyze from the menu bar and choose Profile to display the Profile fields
dialog box.

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2. Click Invoice_Amount in the Profile Fields list view.
3. Click [OK]. The total, absolute value, minimum, and maximum amounts for the
Invoice_Amount field appear in the command log.
To obtain statistics on the numeric fields:
1. Select Analyze from the menu bar and choose Statistics to display the Statistics
dialog box.
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2. Click Invoice_Amount in the Statistics On list view.
3. Click [OK]. The command log displays statistics for the Invoice_Amount field.
The Stratify command uses the minimum and maximum values.
Stratifying a Data File
To stratify a data file:
1. Click (Stratify) or select Analyze from the menu bar and choose Stratify. ACL
displays the Stratify dialog box.
2. Invoice_Amount is displayed in the Stratify On drop-down list. Note that the
Minimum and Maximum values from the Profile result are entered in the appro-
priate text boxes.

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3. In the Accumulate Fields list view, click Quantity, and then SHIFT+CLICK
Unit_Cost. The Stratify dialog box now looks like this:
You can enter different minimum and maximum values if, for example, you do not
want to perform the Stratify command on the entire population. For now, leave the
default values. The Intervals option button is selected.
4. Click [OK]. ACL displays the result.
Number of items in
each value interval
Percentage of items in
each value interval
Percentage of total
quantity
Total quantity
Total unit cost
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The Invoice_Amount column lists the ten equal minimum and maximum value
intervals ACL has created.
The Count column lists the number of items in each value interval. You can see that
the majority of the items are included in the first two ranges. You can also see that
there is one instance of a high Invoice Amount in the last range.
The next column, <--%, tells you the percentage of the number of items in each
value interval, based on the total number (Count).
The percentage of the total quantity on hand column, %-->, is based on the
column to its right (in this case, the Quantity column) and is always performed for
the first field to be accumulated.
Changing the Intervals
If you want to concentrate on the distribution of the values, you can adjust the intervals
on a numeric field to suit the population. You can specify a different number of even
intervals, or any number of intervals of any size, called free intervals.
You can also narrow the range to take a more specific look at the records clustered in the
first two intervals. The first stratification shows that these two ranges contain a dispro-
portionate number of items. To evaluate the contents of these two ranges, you can limit
the upper range to 11,400, as the largest value included is $11,365.34.
To adjust the intervals:
1. In the command log, click the Stratify command line. This copies the command into
the text box on the right of the window.
2. Click (Edit Command) to open the Stratify dialog box.
3. Click Free and then enter the following in the text box:
10
500
1000
2500
5000
8000
11400
Note: ACL calculates the above on unsorted data.

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4. Click [OK]. ACL displays the result in the command log.
You can see that the largest percentage of items is in the 10.00 to 499.99 interval.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
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Lesson 4.6 Aging Data
The Age command produces aged summaries on unsorted data. You can either specify
a cutoff date, or let ACL automatically base the aged summary on the current system
date. ACL creates a Count field to display the number of records in each age period.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Drag the Ar input file definition from the Overview window and drop it onto the
(Open) button to open the default view of the Ar input file definition that is linked to
the data file Ar.fil.
Aging Date Fields
In your data analysis, you may want to create summary reports or classifications based
on aged dates.
For example, you may want to view aged data to find out the age of invoices outstanding
since the end of the fiscal year or since they were issued.
To use the Age command to create aged summaries on date fields:
1. Click (Age) or select Analyze from the menu bar and choose Age. ACL displays
the Age dialog box.

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2. Select Due from the Age On drop-down list.
3. Click the Cutoff Date drop-down arrow to display the Date Selector. The default is
the current system date. Select August 31, 2000.
4. In the Accumulate Fields list view, click Amount. The Age dialog box now looks like
this:
ACL provides the default values of 0, 30, 60, 90, 120, and 10,000 days for aging
periods. These numbers indicate the lower bounds of the aging period. The last
default period of 10,000 is intended to be large enough to include all overdue
amounts.
For further details on changing the aging periods, see Date Options on page 337.
5. Click [OK]. In the command log, ACL displays each transaction in the file that has a
due date before the cutoff date, and groups the transactions using the default aging
periods.
Note: You can change the aging periods to any values that suit your needs. If you want to
change the aging periods every time you use the Age command, change the Aging Periods
preference in the Date Options tab in the Preferences dialog box.
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You now have a complete picture of all the aged transactions as of the current date,
grouped according to the default aging periods. There are two invoices with outstanding
balances aged between 90 and 119 days and another two invoices are long overdue (120
days or greater). ACL shows that $458, 062.39 of the outstanding balance is not due as of
the cutoff date. To get more details on the aged records, you may want to investigate the
long overdue balances further.
For more information on how to work with dates see Lesson 2.3: Interpreting Dates on
page 50 and Defining Data Fields on page 42.
Adding a Filter
Many of the items in the transaction file are credit notes, payment notes, or other trans-
action-type fields. If you want to view only aged invoices, you can easily add a local filter
to the Age command you just issued.
To use a filter to Age a data file:
1. Click (Age) to display the Age dialog box.
2. Select Due from the Age On drop-down list.
3. Click the Cutoff Date drop-down to display the Date Selector. Select December 31,
2000.

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4. Click [If] to open the Expression Builder.
5. In the Available Fields list view, double-click Type.
6. Click to copy the equals sign to the Expression text box.
7. Enter "IN". The Expression Builder now looks like this:
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8. Click [OK] to apply the filter and close the Expression Builder. The Age dialog box
appears again with the filter in the If text box.
9. Click [OK] again to execute the command and close the Age dialog box. ACL
displays only the invoices in the file, grouped according to the specified aging
periods.

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Using the AGE( ) Function
The AGE( ) function calculates the number of days between two dates you specify. If you
do not specify a second date, ACL selects the current system date. For example, you can
use AGE( ) to compare a receivable transaction date to a year end date in order to
determine account ages at year-end.
The dates you enter may be in the format of a character string, in the format YYMMDD
or YYYYMMDD, or a valid ACL date field in any format.
Dates older than the cutoff date return a positive value, whereas dates more recent than
the cutoff date return a negative value.
In this exercise, you extract the customer number, transaction amount, and invoice date
for all items aged more than 180 days, as of the fiscal year ended December 31, 2000.
To use the AGE( ) function to perform the described task:
1. If you have closed the Workbook file, open the Workbook.acl file and drag the Ar
default view from the Overview window.
2. Click (Extract) or select Data from the menu bar and choose Extract. The
Extract dialog box opens.
3. Select Fields to make the Extract Fields list view available.
4. Select the No field; hold down CTRL and select the Amount and Due fields as well.
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5. In the If text box, enter AGE(DUE,`001231`)>180. This expression instructs ACL
to compare the date in the due field to the date December 31, 2000, which is stored in
YYMMDD format.
6. In the To text box, enter Aged to name the new input file. Since the Use Output File
check box is checked, ACL will open Aged in the view. The Extract dialog box now
looks like this:
7. Click [OK] to execute the command. The results appear in the command log.
The results show that 262 records met the test and three fields were activated.

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The new view shows the invoices aged by more than 180 days as of the fiscal year end,
December 31, 2000.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
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Lesson 4.7 Joining, Relating, and Merging Data
4
Join, Relations, and Merge are commands you can use to combine information from two
or more files:
Use the Join command to combine fields from two sorted files into a third file.
Use the Relations command to establish a relationship between two or more files.
Most functions of the Join command can be done faster and more easily with
Relations.
Use the Merge command to combine two files with identical record structures to
produce a third file.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Select Empmast from the list of input file definitions.
3. Click (Open) to open the Empmast file.
Joining Data Files
With the Join command, you can create a file that combines fields from two different
files, giving you access to fields from both files in a single input file definition. You can
join files of dissimilar data. But key fields must be character type, left-justified, and the
same length. Use functions to harmonize key fields.
If you want to join more than two files, first join one primary and one secondary file, and
then join the resulting output file to a third file.
What are Primary and Secondary Files?
After selecting the two files that you want to join, decide which file to use as the primary
file and which to use as the secondary file. View the primary file, usually the larger of the
two, as the core of the join, and the secondary as its complement. You open the primary
file to begin the join, then select the secondary file from the drop-down list in the Join
dialog box.
For example, you may choose to join data in a transaction file with records in a master
file, such as matching invoice data in an accounts receivable file to a master customer

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file. If you join a transaction file and master file, the transaction file is usually the
primary file. The master file is usually the secondary file.
In this lesson, Empmast is the primary file, and Payroll is the secondary file.
Output Options
The Join command has five output options. The output option you choose determines
which records are included in the third (output) file. The five output options are:
1. Matched Records
Matching records from the primary and secondary files are included in the output
file.
2. Matched RecordsAll Primary
Matching records from the primary and secondary files, and unmatched records
from the primary file, are included in the output file.
Note: Be sure to correctly identify your primary and secondary files. The results you obtain
will differ if the files are reversed.
Primary File Secondary File
Output file contains these records
Primary File Secondary File
Output file contains these records
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3. Matched RecordsAll Secondary
Matched records from the primary and secondary files, and unmatched records
from the secondary file, are included in the output file.
4. Matched RecordsAll Primary and Secondary
All records from both the primary and secondary files are included in the output file.
5. Unmatched Records
Only unmatched records in the primary file are included in the output file.
Primary File Secondary File
Output file contains these records
Primary File Secondary File
Output file contains these records
Primary File Secondary File
Output file contains these records

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Sorting Files Before Joining
You must sort the secondary file in ascending sequence on the key character fields before
using Join. It is a good idea to also sort the primary file in ascending sequence on the key
character fields.
Though it is not essential, presorting the primary file will speed up the join. Partially
sorting the primary file on the key field (for example, when doing a join on an account
code where the primary file is sorted by account code within each month), moderately
decreases processing time.
Instead of sorting the primary file, you can index it. To join two files, the key fields must
be character fields and their length must be the same in both the primary and secondary
files.
If you are working with a large file, the easiest way to check the sort order is to use the
Sequence command. If you open the Payroll input file definition you can see at a glance
that it is sorted on the Employee Number field. You will make the Work Dept. field a key
field to join to the Work Dept. field in the Empmast file.
Joining Matched Records
The Join command will create an output file of matching records. ACL includes only the
selected fields from those records in which a key field match is found from the primary
and secondary files.
If there is more than one key field match in the secondary file, ACL uses only data from
the first matched record. If there is no matching secondary file record, ACL does not
produce an output record.
To join all records from the primary file that match records in the secondary file:
1. Select Data from the menu bar and choose Join. ACL displays the Join dialog box.
2. Select Payroll from the Secondary File drop-down list.
3. In the Primary Keys list view, click EmpNo. This is the sort key field in the primary
file.
4. In the Secondary Keys list view, click EmpNo. This is the sort key field in the
secondary file.
5. In the Primary Fields list view, CTRL+CLICK EmpNo, WorkDept, and
Pay_Per_Period to include these fields from the primary file in the new file. Notice
that ACL inserts a number beside each field name, indicating the order of the join.
6. In the Secondary Fields list view, click Gross_Pay.
7. Enter Matched in the To text box.
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8. To ensure that your primary field is sorted, check the Presort check box. The Join
dialog box now looks like this:
9. Click [OK] to execute the command. ACL displays the command log and opens the
Matched input file definition in the view.
You can see that ACL has produced 41 records and bypassed 1 record. This means
that one employee record in the Empmast file did not have a matching employee
number in the Payroll file. You will take a closer look at this unmatched record later
in this lesson.

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The last column of the View window displays the gross pay for each employee. You
can rearrange the columns and format the view.
Joining Unmatched Records
You can now create an output file of unmatched records. ACL includes only those
records from the primary file which do not have a matching record in the secondary file.
For example, to identify payroll records for which no employee records exist, specify the
Payroll file as the primary file. To identify employee records that do not have matching
payroll records, specify the Empmast file as the primary file.
To create a file of employee records that do not have matching payroll records:
1. Open the Empmast primary file again by dragging it out of the Overview window.
The output file Matched closes.
2. Select Data from the menu bar and choose Join to open the Join dialog box. Notice
that ACL retains the Payroll file as the secondary file.
3. In the Primary Keys list view, click EmpNo. This is the sort key field in the primary
file.
4. In the Secondary Keys list view, click EmpNo.
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5. Click [More] to switch to the additional options.
6. Click Unmatched Records.
7. Click [Main] to return to the Main options.
8. Enter Unmatched in the To text box to name the output file.
By default, all fields in the Empmast file copies to Unmatched. Since you want to
include all the primary fields, you do not need to select fields from the Primary
Fields list view.
9. Click [OK] to execute the command. ACL displays the single record which has no
matching record in the secondary file and bypasses the remaining 41 records.

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You can see that employee number 90 is the cause of the unmatched record. This
employee is not present in the payroll file.
ACL reports the results in the command log.
For more details on the other Join command options, see Join on page 223 of the
ACL for Windows Reference Manual.
Creating Relationships
Use Relations to establish relationships between fields in two or more files. The fields do
not necessarily have the same headings, but the data in the fields must match.
Planning and Preparing Data Relationships
Before you use Relations, it is important to be familiar with the contents of the files. You
need to first decide which files and fields you want to relate and then plan how you want
to relate them. The time spent planning may save you a lot of time and effort later.
In this section, Ap_Trans is the primary file and Vendor and Inventory are the child files.
To plan relationships between files:
1. First, find a common field for each pair of files you want to relate. Look at the first
two files you want to relate and make a note of the field they have in common.
Continue to do this for each set of files, until you know the common field for each
pair.
Note: The Unmatched Records option includes only unmatched records from the primary
file. To get the results you want, you may need to change the primary and secondary files.
For example, if you want a list of employees who are paid but have no employee records, use
the Payroll file as the primary file and Empmast as the secondary file. The output file will
contain all unmatched records from the Payroll file.
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2. Next, determine which file will be the parent file and which file(s) relate to it (also
called related or child files). You may find it helpful to sketch a diagram of how you
want to relate files and fields. For example, you may draw something that looks like
the following:
The arrows in the diagram point to common fields.
3. After determining the child files, index the files on the key field. There is no need to
index the parent file.
Defining the Plan
For this project:
The primary file is Ap_Trans.
Vendor and Inventory are the child files.
Ap_Trans and Vendor can be related on the Vendor_No field. Ap_Trans and
Inventory can be related on the ProdNo field.
Index vendor on the key field Vendor_No and index Inventory on the ProdNo
field.
Ap_Trans (parent file)
Inventory (related file)
Vendor (related file)
INVOICE_AMOUNT
INVOICE_DATE
INVOICE_NO
PRODNO
QUANTITY
CSTDATE
LOC
MINQTY
MKTVAL
VENDOR_CITY
VENDOR_LAST_ACTIVE
VENDOR_NAME
VENDOR_NO
UNIT_COST
VENDOR_NO
PRCDTE
PRODDESC
PRODNO
PRODSTAT
VENDOR_REVIEW_DATE
VENDOR_STATE
VENDOR_STREET
VENDOR_ZIP
QTYOH
PRODCLS
SALEPR

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Indexing the Child Files
To index the child files:
1. Drag the Vendor input file definition from the Overview window and drop it onto
the application workspace to open it.
2. Click (Index) or select Data from the menu bar and choose Index to open the
Index dialog box.
3. Click Vendor_No in the Index On list view to select the key field to index on.
4. In the To box enter Vendorno to name the output file for the index.
5. Click [OK] to execute the Index command and close the dialog box. The number of
indexed records appears in the box in the center of the status line. The command log
reports the results.
6. To index Inventory, drag the input file definition out of the Overview window and
drop it onto the application workspace. The default view for Inventory.fil appears in
the view.
7. Repeat steps 2 through 5 to index Inventory, indexing on the key field ProdNo in step
3, and naming the index Prodno in step 4.
Relating Files
You are now ready to use the Relations dialog box to establish a relationship between
Ap_Trans, Vendor, and Inventory.
To create a relationship:
1. In the Overview window, open the parent file by double-clicking the Ap_Trans input
file definition. Your open input file is always your parent file.
Note: If an index file becomes outdated, ACL automatically recreates the index file using
the same index file name.
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2. Click (Relations) or select Data from the menu bar and choose Relations. ACL
displays the Relations dialog box.
In the Relationships list box, ACL reports that no known relations exist. When you
create a relation, ACL displays a detailed description of it in the Relationships list
box.
3. In the Relate on list view, select the Vendor_No field as your key field.
4. In the Related File drop-down list, choose Vendor as the child file. ACL displays the
the relation name (Vendor), along with index used (Vendorno).
5. Select the Vendorno index from the Using Index list box.
Primary file
Key fields
index file
child file

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6. Click [Relate]. ACL displays the relationship in the Relationships list box. The
Relations dialog box remains open so that you can create multiple relationships.
To create the second relationship:
1. Click the ProdNo field in the Relate On list view to select it.
2. Click the Related File drop-down list and select Inventory.
3. Select the only index for the Inventory file, ProdNo, in the Using Index list box.
4. Click [Relate] to create the second relation.
The Relationships list box shows the second relationship.
5. Click [Done] to close the Relations dialog box.
Working with Related Files
All dialog boxes that include the Available Fields list view also contain a From Input File
drop-down list. The From Input File drop-down list displays all related files. When you
select a related file, the Available Fields list view changes to display the fields from the
related file. This lets you work with the fields from related files.
Note: Relation Name allows you to build more than one relation to the same file or to build
self-referencing relations. By default, the Relation Name text box displays the name of the
related input file definition. But you can enter a different, unique name and then create a
second relationship between the same files using a different key field.
Related file
Key field
Index file
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Now that you have related three files, create a view that displays fields from all three files.
To add a column from a related file to the Ap_Trans file:
1. In the Overview window, drag and drop the Views icon onto (Open) to open a
new blank view of the Ap_Trans file with the Add Columns dialog box on top.
2. Click the From Input File drop-down list and select Vendor as your input file.
Notice that the Available Fields list view changes to display the field name from the
Vendor file. The field names precede the name of the related file. This helps you to
quickly see which field comes from which related file, no matter how many related
files you have.
3. In the Available Fields list view, double-click Vendor.Vendor_No and
Vendor.Vendor_Name to copy them to the Selected Fields list box.
4. Select Inventory from the From Input File drop-down list as your input file. ACL
changes the Available Fields list view to show the fields from the Inventory file.
5. Double-click the Inventory.ProdDesc field in the Available Fields list view to copy it
to the Selected Fields list box.
6. To go back to the parent file, click the From Input File drop-down list and select the
Ap_Trans file. The Available Fields list view changes to show fields from Ap_Trans.

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7. In the Available Fields list view, double-click the Invoice_Date and
Invoice_Amount fields to copy them to the Selected Fields list box. Your Add
Columns dialog box now looks like this:
8. Click [OK] to close the Add Columns dialog box. ACL adds the columns to the view
and displays the View window.
ACL places the columns in the order that you select them in the Add Columns dialog
box. You can add fields from related files at any time. Just click (Add Columns) in
the View window and select field names.
If a record from the parent file finds a related record in a child file, ACL moves to the next
record and continues processing. If there are duplicate fields in a related file, ACL uses
the first occurrence.
Fields from
input file
Related or open
input file
Related fields
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If there is no match between related files (in other words, no comparable information),
ACL displays a blank in the columns of the related file.
Deleting Relationships
You can delete relationships using the Relations dialog box. If the active view references
the relationship you want to delete, you must close the view before deleting the
relationship. You cannot delete relationships that have dependent relations, referenced,
fields, computed fields, or filters.
To remove a relationship:
1. Close the view of Ap_Trans that you created in Working with Related Files on
page 175. ACL prompts you to name the view.
2. Name the view Ap_Trans2 and click [OK].
3. In the Overview window, expand Ap_Trans to display the list of views. Double-click
Default_View to open it.
4. Click (Relations) or select Data from the menu bar and choose Relations. The
Relations dialog box opens.
5. Click the Related File drop-down list and select Inventory.
6. From the Relate On list box, select Prodno.
7. From the Using Index list box, select Prodno.
8. Click [Delete relationship] to remove the relationship. ACL asks you if you want to
delete the previous relationship.
9. Click [Yes] to remove the relationship.
If you want to, you can select the other relationship and click [Delete relationship]
to remove it.
10. Click [Done] to close the Relations dialog box.
Merging Data Files
The Merge command is another multifile processing option. Merge combines two files
that have identical record structures into a third file. Both files must be sorted in
ascending sequence on the key fields before merging.
For example, you can use Merge to combine files from two different time periods or
company branches.
Note: Only records in the parent file will be processed. There may be records in the related
file that do not appear in your view, as they do not match records in the parent file.

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To Merge two data files with identical record structures into a third file:
1. Open the primary file from the Overview window.
2. Select Data from the menu bar and choose Merge. ACL displays the Merge dialog
box.
3. Select the secondary file from the Secondary File drop-down list.
4. In the Primary Keys list view, select the field you want to sort on.
5. In the Secondary Keys list view, select a field with an identical record structure.
6. To ensure that your primary field is sorted, check the Presort check box.
7. Enter an output file name in the To text box.
8. Click [OK]. ACL displays the command log and opens the new input file definition
in the view.
For further details on the Merge command, see Merge on page 239 in the
ACL for Windows Reference Manual.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
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Sampl e, Si ze, and Eval uate
Lesson 4.8 Sample, Size, and Evaluate
4
In this lesson, you will learn to use the Sample, Size, and Evaluate commands to
determine sample sizes, draw samples, and evaluate sample errors.
The Sample command selects statistical record samples or monetary unit samples
(MUS), also known as dollar unit samples, from a population within an input file.
The Size command determines the appropriate sample size for record and monetary
unit samples.
The Evaluate command determines the effects of errors detected in sampling results on
the overall population.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, select Ar and drag it out into the application workspace.
This opens the default view of the Ar input linking to the data file Ar.fil.
Preparing Your File for Sampling
Before you do a Sample, use the Statistics command to determine useful information
about the Amount field.
To display statistics for sampling:
1. Click (Statistics) or select Analyze from the menu bar and choose Statistics.
The Statistics dialog box appears.
Note: The theory behind statistical sampling is complex and goes beyond the scope of this
workbook. If you are not familiar with the critical judgments required to perform statistical
sampling, we recommend consulting a statistics specialist before using the ACL Evaluate,
Sample, and Size commands.

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2. In the Statistics On list view, click Amount.
3. Click [OK] to execute the command. ACL displays the field statistics in the
command log.
Note: You can note or retrieve Count and Statistics information from the log file for subse-
quent sampling. For record samples, you would note the record count; for MUS you would
usually note the absolute value.
Total record count
for record samples
Absolute value of
the amount field
for MUS samples
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Sampling Methods
ACL offers two basic sampling methods: record sampling and monetary unit sampling
(MUS), also known as dollar unit sampling. Both record sampling and MUS allow two
types of interval sampling, as well as random sampling. You can also add options to
further restrict or define the sample.
MUS and Record Sampling Options
Random sampling
Interval sampling:
Fixed interval selection after random start
Cell sampling (random selection within each interval)
Additional options:
Conditional sampling with If, While, Next, and First clauses
Automatic or manual seed (for repeatability)
MUS Only Sampling Options
No repeats
Subsampling
Top stratum cutoff
Choosing a Sampling Approach
The sampling option you choose depends on your assessment of the characteristics of
the population, as well as your current needs and preferences.
If you choose a sampling approach, it is useful to understand the impact that the
sampling bias and selection method will have on the results.
Bias refers to the chance of selection for each item in the population. The bias varies with
the sampling option you choose:
A MUS biases higher-value items.
A record sample is unbiased.
The Cutoff option biases classes of transactions, such as the high value of key
items over a certain dollar amount.
Specifying a condition biases classes (or records). Examples of conditions
include items in product class 05 or amounts over $10,000 in the month of April.

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Selection Methods
The Sample command has three parameters you can use to determine the specific
method ACL applies to draw the sample:
Fixed Interval sampling is required before using the Evaluate command to
determine the effect of errors on the population. The sample sizes determined by
the Size command are also designed for use with fixed interval sampling. Fixed
interval sampling requires that you specify an interval value and a random start
number. You can also specify a cutoff.
Cell sampling (also referred to as a random interval sample) chooses one
random item from each group. The population is broken into groups the size of
the interval. ACL automatically generates the required random numbers. You
specify an interval number, a random seed number, and, optionally for a MUS, a
cutoff.
Random sampling generates the desired number of random numbers between 0
and the population specified. These random numbers are then used to make
selections. You must specify the number of selections desired, a random seed
value, and the size of the population.
For more information on the Sample command, see Report on page 279 and Sample
on page 284 of the ACL for Windows Reference Manual.
Monetary Unit Sampling
A MUS is most likely to select records of greater value in the data file. For example, it is
more likely to select a million dollar item than a hundred dollar item. The chance of
selection is directly proportional to the size of the item.
A MUS is useful for substantive or overstatement tests because it selects the greater value
items. These greater value items present the largest risk of containing a material error for
substantive or overstatement tests. By biasing greater value items, a MUS provides a high
level of assurance that ACL will test all significant items in the population. The
population for a MUS is the absolute value of the field being sampled.
However, large transactions may be subject to extra controls not present for smaller
amounts. If you choose a method that biases large amounts, you may miss a weakness
relating to smaller transactions. A MUS is not appropriate if testing for compliance or
understatement.
You may choose to ignore negative items, as they do not usually result in an
overstatement. To do this you can specify a local filter (for example, AMOUNT>0 if the
field name is AMOUNT) as part of the Sample command.
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Monetary Unit Sampling on a Fixed Interval
When you apply the fixed interval method to a MUS, you are selecting individual dollars
from the population. Given that a thousand dollar item contains 1,000 individual dollars
and a million dollar item contains 1,000,000 individual dollars, any of the individual
dollars may be selected and the corresponding record drawn.
You must specify an interval value and a random start number. If you specify a random
start of 611 and an interval of 900, ACL selects the 611th item and every 900th item
thereafter. You can also specify a cutoff.
You may be asked to draw a sample of a fixed size, regardless of the monetary size of the
population. This is seldom appropriate statistically, as it may result in oversampling or
undersampling.
You can use a MUS with fixed intervals to sample for the overstatement of any dollar
values.
If you choose an interval sample, you cannot specify the sample size directly. To get the
desired number of selections, divide the population by the desired sample size. You can
then use the result to specify the interval.
Using the Size Command for MUS
The Size command allows you to determine the appropriate sample size and to evaluate
any sample errors detected.
While ACL is an excellent tool for obtaining samples, do not use ACL to calculate sample
sizes if you:
Are sampling very small populations, especially populations of less than 1000
Have in-house sampling experts
Have a another tool mandated for sampling
Want to perform variables or estimation sampling
You can use the Size command to determine numeric or interval sample sizes. The most
common way to determine interval size is to decide on a materiality level and base the
interval on this value.

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To use the Size command to determine the MUS Sample Size, Interval and Maximum
Tolerable Taintings:
1. Select Sampling from the menu bar and choose Size. ACL displays the Size dialog
box.
The Monetary option button is selected by default.
2. Enter 95 in the Confidence text box.
The confidence is the level of reliability (entered as a percentage) you would like the
sample to generate. The sample has a 95 percent confidence, as it would likely be
wrong only 1 time in 20.
3. Enter 585674.41 in the Population text box.
The Population for a MUS is the absolute value of the field being sampled.
4. Enter 12000 in the Materiality text box.
The materiality is the amount of total error where action must be taken. In this
example, projected errors less than $12,000 are acceptable.
Note: If you intend to use the Evaluate command later to evaluate any errors detected in a
MUS sample, you must use fixed interval sampling.
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5. Leave the Expected Total Errors text box blank.
The expected total errors are the total dollar amount of errors anticipated in the
population. The greater the amount of expected total errors you specify, the larger
the sample size.
6. Click [Calculate] to preview your results. ACL displays the Sample Size, Interval,
and Maximum Tolerable Taintings in the Results area of the Size dialog box. The
maximum tolerable taintings are the sum of the error percentages associated with
each amount in a given sample. The Size dialog box now looks like this:

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7. Click [OK] to execute the command. ACL records the calculations in the log file and
displays the command log.
Drawing an MUS Fixed Interval Sample
You can now use the results of the Size command to draw a sample.
To use the results of the Size command to draw a sample:
1. Select Sampling from the menu bar and choose Sample. ACL displays the Sample
dialog box.
Notice that you can click the [More] tab in the Sample dialog box to include scope
parameters and other options.
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2. In the Interval text box enter 4000.
The interval is the value determined by the previous size calculation.
3. In the Start text box enter 234. This can be any random number.
4. In the To text box enter Sampsize. The Sample dialog box now looks like this:
5. Click [OK] to execute the command. ACL creates Sampsize.fil with the items in your
sample and displays it in the view.

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6. The results of the calculation also appear in the command log.
Notice that the selection remainder is also reported for reconciliation purposes and
that there are three top stratum items. The top stratum items are amounts greater
than or equal to the interval size.
Printing the Sample Command Results
If you want to produce a record of the sampling parameters you used for this sample, you
can print the information.
To print the command log:
1. Click the command log to activate it.
2. Click the drop-down list in the command log and choose Last Result.
3. Select File from the menu bar and choose Print. ACL displays the Print dialog box.
4. Click [Print].
MUS With Top Stratum Cutoff
When performing Monetary Unit Sampling with either of the two interval sampling
methods, ACL automatically stratifies the population into a top stratum and bottom
stratum, based on the absolute value of the field being sampled.
The top stratum items are those items whose absolute value is equal to or greater than the
interval. These items are automatically selected and then added to by subjecting the
remaining population, the bottom stratum, to the specified MUS interval sample.
ACL includes a Cutoff parameter for any interval sample command issued. This allows
you to override ACLs automatic use of the specified interval as the basis for Cutoff, and
instead substitute their own Cutoff, typically some value smaller than the interval. To
include a Cutoff value larger than the specified interval would cause items larger than the
interval to remain in the bottom stratum. These items would then have a greater chance
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of being selected more than once, which may not be desirable (unless the items reflect
vouchered amounts for which testing of multiple supporting amounts is desired).
No Repeats
The No Repeats sampling method does not apply to random samples. With a random
sample, you can use an If test to list the larger items and another If test to exclude them
from the sample.
In MUS, ACL can select the same record more than once, as different dollars in the
same amount may be selected. The No Repeats option suppresses any additional selec-
tions of the same item. This may result in undersampling where a specific number of
selections is required. Therefore, it is a good idea to intentionally oversample when No
Repeats is turned on.
The No Repeats check box is found in the [More] tab of the Sample dialog box and is
grayed out if the option does not apply to your sample.
Subsample
The records you are sampling may represent multiple rather than individual transac-
tions. For example, an accounts payable sub-system may have multiple transactions
assigned to each record. Subsampling lets you sample the supporting items.
When you choose the Subsample option in the [More] tab of the Sample dialog box,
ACL generates a random number for each selection. This number can then be used to
draw a subsample of the individual transactions that make up the selected record.
Record Sampling
You can use Record Sampling to do compliance testing and to perform a random sample
of records. Record Sampling only samples based on the records themselves, not the
value of the numeric fields in the records.
When you perform a record sample, each record in the file has an equal chance of being
selected. For example, a hundred-dollar item has the same chance of selection as a
million-dollar item. Record sampling may overlook very large transactions.
Record sampling is most useful for compliance or understatement testing. You can use
record sampling to test the compliance or rate of errors in the total population.
Similarly, with understatement tests you are more concerned with items that are missing
from the file or recorded at too small a value. It may be that the larger amounts are least
Note: Modifications to the top stratum cutoff should be made only by specialists experi-
enced in the technical theories relating to statistical sampling.

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likely to be understated. You want to find items such as a million-dollar item that has
been incorrectly recorded as a dollar.
Random Record Sampling
To perform a random record sampling:
1. Open the Ar file from the Overview window.
2. Select Sampling from the menu bar and choose Sample. The Sample dialog box
opens.
3. In the Sample Type area, select Record.
4. In the Sample Parameters area, select Random.
ACL automatically displays the Population in the text box. The Population is the total
number of records in the file.
5. Click [Size]. ACL displays the Size dialog box.
6. In the Confidence text box enter 95.
7. In the Upper Error Limit text box enter 5.
Leave the Expected Error Rate text box blank.
8. Click [Calculate] to preview your results. ACL displays the Sample Size, Interval,
and Number of Tolerable Errors in the Results area of the Size dialog box.
9. Click [OK]. ACL closes the Size dialog box and returns to the Sample dialog box.
10. In the Sample Parameters area, enter 234 in the Seed (oversample) text box. Notice
that ACL fills in the Size.
Note: If performing a random sample or subsampling, you can request the selection order
number of the items drawn. This is useful when you oversample.
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11. In the To text box, enter the output file name Arrand2. The Sample dialog box now
looks like this:
12. Click [More] to display additional options.
13. In the Output area, select Fields.
14. In the Extract Fields list view, click Date and CTRL+CLICK Amount.
15. Check the Report Selection Order check box to get the selection order number of
the sampled items.
Note: The Report Selection Order check box is available only if your output choice is Fields
rather than Records.

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16. Click [OK]. ACL creates the output file and displays it in the view. The new data file
is Arrand2.fil. The status bar of the ACL window shows the input file name Arrand2.
The view of your output file contains an Order field in the last column on the right. This
column contains the order number of the selected records. You can then select the first x
number of items and, if necessary, go back and select the next x number of items.
In the above example, record 2 is the second item selected, record 12 is the ninth item
selected, and so on.
The command log describes the results of the sample.
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Sorting the Output File by Order
You can sort the output file by the Order column to make it easier to see the selection
order.
To use the Sort command to sort the random record sample file:
1. With Arrand.fil still open in the view, select Data from the menu bar and choose
Sort. ACL displays the Sort dialog box.
2. Select the field Order from the Sort On text box.
3. In the To text box, enter the output file name Arrand3.
4. Click [OK]. ACL creates the input file Arrand3.fil and displays it in the view.
Using the Evaluate Command on Sampling Results
The Evaluate command uses the sampling parameters and errors detected to calculate
the effect on the upper error limit (UEL).
The UEL is the amount you are confident the errors do not exceed. For example, you
could estimate that there are $5,000 worth of errors, but you are 95 percent confident
they do not exceed $8,000. The UEL at 95 percent confidence would be $8,000.
To evaluate the Sampsize file:
1. Drag Ar out of the Overview window to open the accounts receivable file again.
2. Select Sampling from the menu bar and choose Evaluate. ACL displays the Evaluate
dialog box.
Note: When performing random sampling, it is important to check that both the sample
and the population sizes match the ones you enter. If an incorrect population for a record
sample is entered, ACL tells you that the supplied population total differs from the actual
total and that the sample results may be invalid.

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3. Enter 95 in the Confidence text box.
4. Enter 4000 in the Interval text box.
This time, the interval is the size of the Fixed sampling interval you are using for the
sample.
5. In the Errors list box, enter:
2150,50
2295,300
Enter only one error on each line. The Evaluate dialog box now looks like this:
Each error contains the sample item amount that was selected, followed by a comma,
and then the amount of the error entered (the sample item amount minus the actual
amount). In other words, if a sample item was recorded as 2150, but the correct value
was 2100, then the error is 50. If the actual amount is greater than that recorded,
enter the error as a negative amount.
6. Click [OK] to execute the command. ACL processes the errors recorded and
displays the result in the command log.
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The report includes the effects of each error, and shows the most likely amount of
total error and the UEL expressed as a dollar amount. This is the amount you are
confident that total errors do not exceed. For example, while you can estimate that
the most likely errors are $615.90, you can be 95 percent confident that the total
errors do not exceed $13,059.22.
You can also use the Evaluate command to measure the effective errors detected in the
random record sample drawn earlier against the entire population. Simply choose the
Record option button and enter the required parameters. For more information on the
Evaluate command, see Evaluate on page 179 of the ACL for Windows Reference
Manual and online Help.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.

Module 4 Manipulating Data 197
Usi ng Functi ons
Lesson 4.9 Using Functions
Functions are predefined routines that perform standard computational tasks more
easily. You can specify them wherever you require fields or expressions. Functions can
even use other functions as parameters.
It is easy to identify a function. All functions have parentheses immediately following
the function name, with no space between the function name and the parentheses. The
data to be manipulated is enclosed in the parentheses, along with specific parameters.
You can abbreviate function names in the same manner as all other keywords in ACL.
They can be as short as desired, as long as they are unique. For example, the VALUE( )
function can be abbreviated as short as VAL( ).
For complete function descriptions, including examples to show how each function
operates, see your ACL for Windows Reference Manual and online Help.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, drag and drop the Customer input file onto the application
workspace. The default view for the Customer input file opens.
Using the Find( ) Function
You can use FIND( ) to test for a string of characters in a field or record. The Find
function is not case-sensitive, so it will find both uppercase and lowercase, as well as
both ASCII and EBCDIC characters.
The following example shows you how to access functions while building expressions.
Finding Characters in a Field
Use the FIND( ) function to find any string of characters within the field you specify.
To look in the State field for companies located in New York:
1. Click (Edit View Filter) in the View window. ACL displays the Expression
Builder for you to define a view filter.
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2. Uncheck the Paste Parameters check box at the bottom right of the Expression
Builder.
3. Click the Functions drop-down list on the right side of the dialog box and select
Logical. The functions list changes to show the group of Logical functions.
4. Double-click the FIND( ) function to copy the function to the Expression text box.
The cursor is blinking inside the parentheses.
5. Enter "NY", (comma).
Note: If you want to copy the function with its parameters, check the Paste Parameters
check box in the bottom right of the Expression Builder. If you double-click the function to
copy it to the Expression text box, the parameters for the function are also copied and
appear between the parentheses. Replace the parameters with the appropriate fields or
data.

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6. In the Available Fields list view, double-click State to copy it to the Expression text
box to complete the expression. The Expression Builder now looks like this:
7. Click [OK]. The Expression Builder closes. The expression you created with FIND( )
appears in the text box in the View window and is applied to the view immediately.
The view now lists customers in New York state only. All others have been filtered
out. If you scroll to the right of the view, you will see that the State field has been
added.
You can change the display of filtered records in the View by changing your Prefer-
ences. See View Options on page 333 for more details.
8. Click (Remove Filter) to remove the filter and restore the original view.
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Finding Characters in a Record
If you leave the field parameter blank, the FIND( ) function will look for that string of
characters in the entire record.
To search for the words New York anywhere in the record:
1. In the View window, click (Edit View Filter) to open the Expression Builder.
2. Uncheck the Paste Parameters check box.
3. From the Functions drop-down list select Logical.
4. Double-click the FIND( ) function from the list of Logical functions to copy the
function to the Expression text box.
5. Enter "New York".
6. Click [OK]. The Expression Builder closes. ACL searches the input file and
highlights those records that have New York in any field. The view shows the found
record.
7. Click (Remove Filter) to remove the FIND( ) filter and restore the original view.
For a full list of ACL functions and how to use them, see Functions on page 23 in the
ACL for Windows Reference Manual.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.

Module 4 Manipulating Data 201
Generati ng Confi rmati on Letters
Lesson 4.10 Generating Confirmation Letters
ACL lets you use your own word processing package to produce confirmation letters
using the data ACL analyzes.
In this lesson, you will use the Summarize, Sample, and Join commands to generate and
prepare data in ACL for export to a word processor.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an AC Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, drag Ar out of the Overview window. This opens the
default view of the Ar input file definition linking to the data file Ar.fil.
Generating Confirmation Letters
Because you want to confirm balances, you must summarize the file to include the
outstanding balance for each customer. The Summarize command requires sorted data,
so you must first presort the file.
Presorting and Summarizing a File
You can presort the file when you execute the Summarize command.
To presort and summarize the Ar file:
1. Select Data from the menu bar and choose Summarize. The Summarize dialog box
opens.
2. Check the Presort check box.
3. In the Summarize On list view, click the No field.
4. In the Accumulate Fields list view, click the Amount field.
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You are interested in only outstanding balances, so you will not click any fields in the
Other Fields list view. The Summarize dialog box now looks like this:
5. Click the Output tab to display the Output options.
6. Click File in the To box.
7. In the Name text box, enter Ar_summary.

Module 4 Manipulating Data 203
Generati ng Confi rmati on Letters
8. Click [OK] to execute the command. ACL displays the view.
The new view shows the customer number, outstanding balance, and a count of the
number of transactions within each customer number.
You can also see the outcome in the command log.
Obtaining Descriptive Statistics
You can now use the Statistics command to get some descriptive statistics about the
Amount field you are going to sample.
Note: You can use the Classify command to output the same information to a separate
data file. It is best, however, to use the Summarize command if you are working with a large
file of sorted transactions.
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To obtain statistics on the Amount field:
1. Click (Statistics) or select Analyze from the menu bar and choose Statistics.
ACL displays the Statistics dialog box.
2. In the Statistics On list view, click the Amount field.
3. Click [OK]. ACL displays the results in the command log.

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Sampling the Summarized Data
To do a dollar unit sample using fixed intervals:
1. Select Sampling from the menu bar and choose Sample. ACL displays the Sample
dialog box.
2. The Sample On drop-down list displays the Amount field.
3. In the Interval text box enter 23450.
4. In the Start text box enter 154.
5. In the To text box enter Arsample. The Sample dialog box now looks like this:
6. Click [OK]. ACL creates a file of sample balances for your confirmation letters and
displays it in the View window.
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Joining the Data Files
Before you export the sample balances to your word processor, you must join this file
with the file of names and addresses from the Customer Master file. For more infor-
mation, see Sorting Files Before Joining on page 167.
To see if the Customer file is sorted on the customer number:
1. In the Overview window, click Customer in the list of input files and drag and drop
it onto the (Open) button. ACL displays the account number, names, and
addresses of all the customers in the view.
2. Select Analyze from the menu bar and choose Sequence. ACL displays the Sequence
dialog box.

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3. In the Sequence On list view, click the No field.
Leave both the Gaps and Duplicates check boxes unchecked, as they are by default.
4. Click [OK] to execute the command. ACL displays the results in the command log.
You can see from the list of sequence errors in the command log that the file is not
sorted on customer number.
To sort the customer file on customer number:
1. Click (Sort) or select Data from the menu bar and choose Sort. ACL displays the
Sort dialog box.
2. In the Sort On list view, click the No field.
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3. Click in the To text box and enter Custsort. The Sort dialog box now looks like
this:
4. Click [OK] to execute the command. ACL sorts the file and displays the new view.

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The results appear in the command log.
Joining the Matching Records
You can now join the sample balance file as the primary file with the file of customer
names and addresses as the secondary file.
To join the files:
1. In the Overview window, double-click the Arsample input file to open the file.
2. Select Data from the menu bar and choose Join. ACL opens the Join dialog box.
3. Select Custsort from the Secondary File drop-down list.
4. In the Primary Keys list view, click the No field. This is the sort key field in the
primary file.
5. In the Secondary Keys list view, click the No field. This is the sort key field in the
secondary file.
6. In the Primary Fields list view, select all three fields.
7. In the Secondary Fields list view, click Name and then
CTRL+CLICK Address, City, State, and Zip.
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8. In the To text box enter Arconf. The Join dialog box now looks like this:
9. Click [More] to display the additional options.
Matched Records is selected by default.

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10. Click [OK] to execute the command and close the Join dialog box. ACL creates the
joined file and displays it in the view.
To check the successful joining of all records, check the command log or scroll the
View window.
Exporting Results to a Merge File
You can now export the data you want to use in a word processor. The file you export
will be used as the secondary merge file in your word processor. The letter will be the
primary merge file.
When you export data fields, select the fields in the same order in which you want them
to appear in the confirmation letter. For example, ACL will display your address infor-
mation in the header of the letter. The customer number, number of transactions and
outstanding balance will be in the body of the letter. Export the data fields in the same
order as the merge text appears in Word. The exact format of the merge text depends on
the version of Word you are using. To make the data more presentable in the confir-
mation letter, you can use the ACL function PROPER( ) to convert uppercase data to
mixed case.
These fields are from the Arsample file. These fields are from the Custsort file.
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To export the data to a Word merge file:
1. Select Data from the menu bar and choose Export. The Export dialog box opens.
2. Click [Export Fields] to display the Selected Fields dialog box.
3. Click [Expr] to display the Expression Builder.
4. Uncheck the Paste Parameters check box.
5. In the Functions list box, double-click PROPER( ) to copy it to the Expression text
box.
6. In the Available Fields list view, double-click Name to place it inside the parentheses
in the function. This will convert the uppercase characters in the Name field to
mixed case.

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Generati ng Confi rmati on Letters
7. Click [OK].
8. Repeat steps 3, 5, 6, and 7 for the fields Address and City. The fields State and Zip will
use their existing formats. Export the fields in the order in which you want them to
appear in the confirmation letter.
9. In the Available Fields list view, double-click State, Zip, Count and Amount to add
them to the Selected Fields list box.
10. Click [OK] to close the Selected Fields dialog box.
11. Click the Export As drop-down list. Notice that ACL allows you to export your data
to different formats. Select Word Merge File.
12. In the To text box enter Arconf. The Export dialog box now looks like this:
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Generati ng Confi rmati on Letters
13. Click [OK] to execute the command. ACL creates the file Arconf.doc and displays
the result.
Viewing the Exported File
You can now use a text editor or word processor to view the file.
If you use Word to open the file, it will look similar to the following, after you have added
tabs in the ruler to define the columns:
You can now use the ACL data with your word processor merge file to create confir-
mation letters or a table for a presentation.
Exiting ACL
To exit ACL now, select File from the menu bar and choose Exit.

Module 4 Manipulating Data 215
The Benford Command
Lesson 4.11 The Benford Command
The Benford command lets you perform digital analysis. Digital analysis is based on
Benford's Law, which predicts the distribution of digits in many kinds of data, including
financial reports, inventories, and other business records. Deviations from this
predicted distribution may signal the presence of error, waste, abuse, or fraud in your
data.
There are three steps in digital analysis:
1. Preparing the data
2. Comparing digit frequencies
3. Selecting targets for further review
The Benford command helps you complete all three of these steps.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Drag and drop Trans onto the (Open) button to open the default view of the
Trans input file that uses the data file Trans.fil.
Preparing Your Data
When working with real data, you must review the field definitions and ensure that the
data file is complete and correct. One type of error that may have a big impact on digital
analysis results is accidental duplication. For example, if analyzing a file assembled from
smaller separate files, some transactions may duplicate during assembly.
In this lesson, you perform analysis on the Amount field in the Trans input file. If the
field you want to analyze contains both positive and negative values, it is usually a good
idea to perform separate analyses for each range of values by filtering out the other
range. Otherwise, matching transactions in the Trans file, such as an entry for $143.00
and a cancellation for -$143.00, would show up as duplications. The field used in this
lesson contains no negative values.
Although it is not required in this example, another commonly used digital analysis
option is to eliminate low-value items before performing the analysis. Mark Nigrini
explains in Digital Analysis Using Benford's Law that you can filter out or delete
low-value items (for example, invoices under $10.00) prior to analysis without
distorting the results. Provided the items eliminated are from the range just below, but
not including, some multiple of one, such as 0.10, 1.00, or 10.00, the remaining data
216 ACL for Windows 7 Workbook
The Benford Command
should still conform equally well to Benford's Law. In most cases, such low-value items
are insignificant to an accountant or auditor. To eliminate low-value items you can:
Delete the items from the file before performing the command.
Create a local filter, such as Amount > = 10.00, in the If text box of the
Benford dialog box.
Comparing Digit Frequencies
The Benford command offers analyses of 1-6 leading digits. In each case, the actual
results are compared to the expected value, according to Benford's formula. A thorough
analysis will often begin with one digit, to assess the overall fit of the data to Benford,
and then move to two or even three digits to select specific targets for review.
You have the option of applying bounds to the result. The bounds are calculated based on
the total number of records in the data set, and the number of digit combinations to
analyze (one digit yields nine bars on the graph, two digits yield 90 bars, and so on). The
upper and lower bounds are placed so that, on average, no more than one of the
resulting bars would lie outside of them purely by chance. If several bars exceed the
bounds, this suggests a non-random variation to be investigated.
To perform a two-digit digital analysis with bounds on a numeric field:
1. With the Trans file open, select Analyze from the menu bar and choose Benford.
ACL displays the Benford dialog box.
2. Select Amount from the Benford On drop-down list.
3. In the Number of Leading Digits text box, enter 2.
4. Check the Include Upper and Lower Bounds check box.
5. Enter Amount>0 in the If text box.
6. Click [OK].

Module 4 Manipulating Data 217
The Benford Command
You can see that each count shows an actual and expected value, a Z-statistic, and upper
and lower bounds. Normally, ACL tells you the number of records with zero amounts
that are bypassed, but in this case the added amount > 0 filter removed them first. Notice
also that ACL warns you when the population may be too small for the test you are
performing. Typical formatting such as dollar signs, commas, and decimals are ignored,
and it is not necessary to sort the data. Note also that the full range of leading digits
produced, from 10 through 99, appears in the command log.
The Z-statistic measures how far a particular result is from the expected value. It is
expressed in standard deviations, so that a Z-statistic of 0.500 represents one-half of a
standard deviation, which is a very common result and therefore not significant. A
Z-statistic greater than 1.96 suggests that the actual result is likely to occur by random
chance fewer than one time in 20. A Z-statistic of 2.57 represents one chance in 100. So
for a set of 90 digit combinations, obtaining several Z-statistics greater than 2.000, or
even one above 2.500, would not be unusual.
For one-digit or two-digit analyses, it can be very helpful to graph the results. Graphing
significantly speeds up selection of targets for review because deviations appear in
context. The graph of a two-digit analysis may require some formatting to make it more
readable. For analyses using three digits or more, we recommend that you send the
output to file. The total number of line items produced is too great to view easily in the
command log or to produce a meaningful graph. Sorting and filtering are effective ways
to identify targets from a file.
Selecting Targets for Review
A target is simply a subset of data that seems to deserve further investigation. A target in
digital analysis is most often selected because it has exceeded the bounds, or else it has
remained within bounds but has noticeably spiked above the general trend of the
graph.
218 ACL for Windows 7 Workbook
The Benford Command
Because this file is relatively small at 327 records, the curves for the expected Benford
value and the upper and lower bounds show a stepped pattern that reflects the integer
values. The lower bound reaches zero for digit combination 19 and remains
unchanged for all subsequent values.
In this case, the graph remains within bounds for all 90 digit combinations, suggesting
that there are no significant exceptions. However, these bounds are only approximate
guides. Good judgment is necessary to interpret the result, especially if the file size is
smaller than about 10,000 records.
Criteria for Targets
There are five positive spikes in the two-digit analysis that are large enough to be targets:
they deserve some further investigation. The bars for 24, 36, 84, and 90 all
exactly equal the upper bound. The bar for 12 does not quite reach the upper bound,
but it is very distinct from the trend of nearby values.
Product 080126008 appears five different times under digit combination 24,
because the unit price for the product is $2.41 and purchases of 1 or 10 units are
relatively frequent. As Benford's Law itself tells us, it is normal for purchases of
1or 10 units to be frequent.
The same thing happens three times under digit combination 12, for quantities
of 5, 51, and 513. This is somewhat more unusual. It might be advisable to
conduct some further testing for product 080126008, to see what the typical
order quantities are. Normally the same firm would not make frequent orders of
1 to 10 units, plus similarly frequent orders of 50 and 500.
Product 052530155 appears three times under 12 for multiples of quantity 4. If
quantities and product numbers are identical, one way to test for duplicates has is
to check invoice numbers and dates: in each case, they are consistently different.
The spike at 36 apparently occurred because of two purchases each for two
products, which is not in itself unusual.
The spike at 84 does not involve any kind of duplication.
The spike at 90 involves a duplication of a product with a unit price of 3 cents,
which is insignificant and highly unlikely to be a fraud.
In this case, with 327 records, selection of targets for investigation was relatively
straightforward. One slightly unusual result was obtained. The next step would be to
filter the entire Trans file for product 080126008, demonstrating, in this example, that
the range of order quantities is relatively normal.

Module 4 Manipulating Data 219
The Benford Command
There are many ways to narrow down the selection, including the following:
Employing More Leading Digits
The Benford command allows analyses of up to 6 digits. If more digits are used, more
combinations are generated and therefore each subset is smaller. If a data file of 10,000
records is analyzed using 3 leading digits, the largest resulting bar on the graph should
contain an average of 43 records.
Certain types of fraud are less likely to be caught as the number of digits is increased. For
example, if the person attempting the fraud creates false invoices within a range that is
just below some threshold, such as $4,926, $4,933, and $4,987, the three-digit test will
not reveal any significant duplication. For this reason, a full digital analysis usually
involves testing several different digit combinations from the same data.
Drilling Down and Setting a New Filter
You can drill down by double-clicking a specific bar on the chart. (See Graphing
Command Results on page 307 for more details.) The new view has a filter limiting it to
items with the relevant digit combination.
For digit combination 57 it will take this form: ((LEADING(Amount,4) = "57")). You
can add conditions to this filter to further limit which items appear in the view. For
example, if your concerns involve only potential high-value errors or frauds, you may
want to set the additional filter Amount > 5000.
Be sure to follow the precise order of the steps. If you apply an additional filter criterion
before running the Benford command, the result may be strongly distorted. In the above
case, numerous items with initial digits 1-4 would be deleted and the data set might
wind up with massive variations from the expected Benford values for that reason alone.
However, after you have run the Benford command and selected a subset for investi-
gation, you can safely apply additional filters as necessary. It may also make sense to
filter by type of transaction or region, or even to classify the subset, for example, by
product or employee code. ACL supports multiple drill-down, so you can graph the
newly classified subset, select one bar or pie slice from the new graph, and drill down to
view only the items it represents.
Note: Note: for analyses involving more than 3 digits, the command is output to a file
rather than the command log, to avoid unreasonably long results in the log. For example, 4
leading digits will produce 9,000 lines of output, and 6 leading digits will result in 900,000
lines.
220 ACL for Windows 7 Workbook
The Benford Command
Using Sorting & Filtering
This example repeats the steps from the previous exercise. However, this time you will
send the output to a file and sort by Z-statistic rather than graphing. You will also omit
items of value less than 1.00.
To perform a two-digit digital analysis with bounds on a numeric field, sending the
output to a file:
1. Select Analyze from the menu bar and choose Benford. ACL displays the Benford
dialog box.
2. Select Amount from the Benford On drop-down list.
3. In the Number of Leading Digits text box, enter 2.
4. Check the Include Upper and Lower Bounds check box.
5. Enter "amount > 0.99999999" in the If text box.
6. Click [Output] to display output options.
7. Select File. Enter Trans2 in the Name text box to name the file.
8. Click [OK] to execute the command.
ACL will open the new Trans2 file once the command is complete. Verify that the
command was executed correctly: there should be 90 records from 10 through 99.
The next step is to sort the new file by Z-statistic:
1. Select Data from the menu bar and choose Sort. ACL displays the Sort dialog box.
2. Select Zstat from the Sort On list view.
3. Enter the file name Trans2sorted in the To text box.
4. Click [OK] to execute the command.
ACL will again open the new Trans2sorted file. The highest Z-statistics are viewed by
scrolling to the bottom of the sorted file. Because some records from Trans were
omitted, the results are slightly different from the previous example.
Once more, you can select targets for further investigation. The three largest Z-statistics
belong to digit combinations that have already been investigated. The next largest, 2.111
for digit combination 15, has not; however, that combination is unusually low, not a
positive spike. It is very difficult to discover any clues from records that are
unexpectedly absent. The highest Z-statistic for a positive deviation that has not yet
been examined is 1.689 for combination 32. Notice that this spike still falls within the
upper and lower bounds. To isolate this group of records, you can use the LEADING( )
function on the Trans file.

Module 4 Manipulating Data 221
The Benford Command
To isolate records with the digit combination 32 from the original transaction file:
1. In the Overview window, double-click the Trans input file definition to open it.
2. Click (Edit View Filter). The Edit View Filter dialog box appears.
3. Enter LEADING(AMOUNT,2)= '32' in the filter box.
4. Click [OK] to apply the filter. You will see eight records:
The only duplicate invoice amount is $327.60, and the two duplicates relate to
distinct product numbers, prices, quantities, and dates. There is nothing strange or
suspicious about the result, especially given that it falls within bounds.
Making the Most of Digital Analysis
Digital analysis is not intended to replace older methods. Digital analysis using
Benford's Law is simply a powerful way to survey large amounts of data and identify
targets for further investigation. It works best in combination with other techniques. As
with any use of statistics, it is important to exercise care and judgment in drawing
conclusions.
This lesson does not cover the full range of digital analysis: it focuses only on the proper
use of the Benford command in ACL. If your data does not closely follow Benfords Law,
it may be possible to perform a My Law type of analysis, substituting your own obser-
vations of an historical pattern for the expected digit frequencies from Benford's
formula. Other related techniques such as ratio testing and subset testing are also
recommended.
For further details on the Benford command, see Benford on page 129 of the
ACL for Windows Reference Manual. For more information about digital analysis, see
Digital Analysis Using Benford's Law, by Mark J. Nigrini, Ph.D, first published in May
2000. Both books are available from Global Audit Publications, a division of ACL
Services Ltd. See the GAP book list at www.acl.com, or e-mail us at
[email protected].
222 ACL for Windows 7 Workbook
The Benford Command
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
223
Module 5 CREATING APPLICATIONS
In Module 5, you will find out how to create expressions, filters, and batches. You will
learn how to use:
Expressions and filters to create values, perform calculations and specify test
conditions
Batches to enter and store multiple commands that can then be executed as a
single command
Group to perform different tasks on sets of defined records in one pass of a file
Loop to test the same record multiple times
The Data Definition window to define and process a multiple-record-type file
with fixed record lengths
224 ACL for Windows 7 Workbook
Usi ng Expressi ons
Lesson 5.1 Using Expressions
Use expressions to enhance the capability of ACL commands by performing calcula-
tions, manipulating data, and filtering data records with specific parameters.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Select Inventory and drag and drop it onto the (Open) button to open the of the
Inventory input file that uses the data file Inventory.fil.
What is an Expression?
Expressions are text strings that you create to apply to data fields or records to perform
a variety of tasks, and to test for true or false conditions. Expressions range from a
simple field value multiplied by another field value, to a complex string of calculations.
An expression can be a combination of data fields, computed fields, operators,
constants, functions, and variables. Expressions can be logical, numeric, or conditional.
You can save expressions so that you can quickly use the filter or calculation again in the
current session or in future sessions. When you save an expression, it becomes part of
the input file definition and, consequently, part of the ACL Project. An expression saved
as a computed field can be added as a column to a view and appears in all field lists. The
results of calculations can be displayed in this column.
Expressions do not affect or change the original data.
Expressions can also be stored in a Workspace for use in other ACL applications. For
more information, see Workspaces on page 332 of the ACL for Windows User Guide.
In this lesson you create an expression to perform a calculation. You also create and
apply filters to display only the records that meet the filter condition. You then name and
save filters and apply a global filter.
Creating Expressions
Most of the time, you will name the expressions you create so you can use them later. An
expression is saved as a field called a computed field. A computed field is not actually part
of the data fileit exists only in the input file definition.
Although computed fields do not actually exist in data files, you can treat them just as
you would physical fields. For example, you can use commands on a computed field.

Module 5 Creating Applications 225
Usi ng Expressi ons
This lesson provides an example of an expression that performs calculations based on
information in the Inventory input file. You will find that when the gross margin
percentages are set at a minimum to calculate the sale prices of items in each product
class, you can identify items that are selling with a margin lower than a minimum.
Using Operators
In this lesson you will use operators to build an expression in the Expression text box.
The operator buttons and the functions they perform are as follows:
To create an expression to identify items that are exceptions to the pricing policy:
1. Click (Edit File Definition) or select Edit from the file menu and choose Input
File Definition to open the Input File Definition window.
2. Click the [Edit Fields/Expressions] tab. Then click (Add a New Expression).
The field list area changes to let you define expression options.
3. In the Name text box enter Markup.
4. Click (Default Value Expression) to open the Expression Builder.
Operator Evaluation
parentheses
unary minus (as in -14)
logical NOT
exponentiation
multiply, divide and character concatenation
add and subtract
comparisons: greater than, less than, equal
greater than or equal, less than or equal, not equal
or & logical AND
or | logical OR
Note: ACL follows the standard rules of precedence when evaluating arithmetic expres-
sions.
226 ACL for Windows 7 Workbook
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To create the expression (SALEPR-UNCST)/SALEPR, which is the unit markup on each
inventory item:
1. Click (Parentheses) to place parentheses in the Expression text box.
2. In the Available Fields list view, double-click SalePr to copy the field name to the
Expression text box above. The field name appears inside the parentheses.
3. Click (Minus) to add it to the expression after SalePr.
4. Double-click UnCst in the Available Fields list view to copy to the Expression text
box.
5. Move the cursor outside the parenthesis, to the right.
6. Click (Divide By) to add it to the expression.
7. Double-click SalePr.

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Usi ng Expressi ons
The expression is now complete and should look like this:
8. Click [OK]. The Default Value text box shows the new expression.
9. Click (Accept Entry) to add the expression to the input file definition. ACL
displays MARKUP in the list of computed fields.
10. Close the Input File Definition window, and return to the view.
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Adding a Computed Field to the View
Once you have created the expression and added it to the list of fields, you can add it to
the view to see the gross margin percentage for each record.
To add Markup to the view:
1. In the View window, click (Add Columns) to open the Add Columns dialog box.
2. Double-click Markup in the Available Fields list view to copy it to the Selected
Fields box.
3. Click [OK] to return to the view. The field Markup appears as the far right column in
the view, in which you can see the results of the calculations on each record.

Module 5 Creating Applications 229
Usi ng Expressi ons
Working with Filters
A filter is a special type of expression used to identify records meeting a certain set of
criteria. The criteria are defined by the logical expressions you create. Filters may be
temporary for the current session or named and saved in the input file definition as
computed fields. In the Expression Builder window, expressions are listed as filters.
Global and Local Filters
Filters can be used as local or global filters.
A global filter is applied to all views of an input file definition every time you execute a
command from a menu or button. A global filter stays in place until you remove it or
close the input file. A local filter is applied when a single command is executed for one
occurrence only.
Global Filters
When you apply a global filter, it affects all processing in the input file. The conditions
that the global filter uses remain in effect until you turn off the filter, apply another filter,
or use a different input file definition.
You can create and save a number of different filters, and then apply one to suit your
needs at any time.
When you apply a global filter, ACL hides or changes to highlight all records that test
false, depending on the View Options settings in the Preferences.
For more information on setting Preferences, see View Options on page 333.
Local Filters
You can apply a local filter with an ACL command to process only the records that match
the filter condition. The filter is only applied for the duration of that command. All other
records are excluded from processing.
For example, you can use a local filter to extract items in inventory that have a high
value, belong to a certain product class, or are located in a particular warehouse.
Viewing Exceptions with Local Filters
You can use a local filter with the COUNT command to quickly test for conditions in the
input file. For example, you can look for items that have a negative or zero unit cost,
negative or zero quantity on hand, or selling price less than cost price. When this type of
data is present in an inventory input file, it indicates a potential problem.
Note: The default preference hides filtered records.
230 ACL for Windows 7 Workbook
Usi ng Expressi ons
Creating a Filter for a Negative or Zero Unit Cost
This is a local filter because it is applied for the single use of the command. The filter is
named and saved so that you can retrieve and use it again.
To create a local filter to search for a zero or negative unit cost:
1. Select Analyze from the menu bar and choose Count to open the Count dialog box.
2. Click [If] to open the Expression Builder. Any filters you have saved previously are
listed in the Filters box.
3. In the Available Fields list view, double-click UnCst to copy the field name to the
Expression text box.
4. Click (Less Than or Equal To) to add it to the expression.
5. Enter 0 (zero) in the Expression text box in which the cursor is blinking. The
expression is now complete.
6. In the Save As text box, enter Negcost to name the filter.

Module 5 Creating Applications 231
Usi ng Expressi ons
7. Click [OK] to close the Expression Builder and return to the Count dialog box. The
name of the filter expression appears now in the If text box.
8. Click [OK] to apply the filter to the input file and execute the command. ACL reports
the result in the command log.
232 ACL for Windows 7 Workbook
Usi ng Expressi ons
ACL advises that three items have a unit cost that is less than or equal to zero. You can
then investigate why the unit cost is less than or equal to zero.
Creating a Filter for a Negative or Zero Quantity on Hand
Unless reorder points have been ignored, or there is a problem with back orders, this
may also indicate a problem in the data file.
To create a filter to search for a negative or zero quantity on hand:
1. Select Analyze from the menu bar, and choose Count to open the Count dialog box.
2. Click [If] to open the Expression Builder.
3. In the Available Fields list view, double-click QtyOH to copy the field name to the
Expression text box.
4. Click (Less Than or Equal To) to add it to the expression.
5. Enter 0 (zero) where the cursor is in the Expression text box.
6. Enter Stockout in the Save As text box to name the filter.
7. Click [OK] to return to the Count dialog box. The Stockout filter is now shown in the
If text box.
8. Click [OK] again to execute the command with the filter applied. In the command
log, ACL reports that four items are out of stock.

Module 5 Creating Applications 233
Usi ng Expressi ons
Creating a Filter for a Sale Price Lower than the Unit Cost
This last filter searches for items that have a sale price lower than the unit cost. This
would indicate that there may be incorrect data in the Inventory file.
To create the filter:
1. Select Analyze from the menu bar and choose Count.
2. Click [If] to open the Expression Builder.
3. In the Available Fields list view, double-click SalePr to copy it to the Expression text
box.
4. Click (Less Than) to add it to the expression.
5. In the Available Fields list view, double-click UnCst.
6. Enter Loss in the Save As text box to name the filter. The Expression Builder now
looks like this:
7. Click [OK] to return to the Count dialog box. The LOSS filter appears in the If text
box.
8. Click [OK] to execute the command. ACL reports the result in the command log.
234 ACL for Windows 7 Workbook
Usi ng Expressi ons
Three items have a selling price lower than unit cost.
Viewing Exceptions with a Global Filter
To examine the items you identified in the last exercise as having a unit cost higher than
the selling price, apply the LOSS filter as a global filter. A global filter stays in place until
you remove it.
To apply a filter globally:
1. Drag the Inventory input file definition default view out of the Overview window to
open it.
2. Select Tools from the menu bar and choose Set Global Filter to open the Set Global
Filter dialog box. Named filters are displayed in the list box.
3. Select the LOSS filter you just created.
4. Click [OK] to apply LOSS as a global filter. LOSS is shown in the Default Filter
drop-down list in the view. The middle box of the status bar also indicates that LOSS
is the global filter in effect. When you execute a command, the filter is reapplied and
the? (question mark) beside the number of records shown in the status bar is
replaced with the number of records found by the filter. The command actions are
applied to the filtered records.

Module 5 Creating Applications 235
Usi ng Expressi ons
Removing a Global Filter
To remove the global filter:
1. In the View window, click (Remove Filter).
2. Click (Edit View Filter), or select Tools from the menu bar and choose Set
Global Filter. Click [None] to turn off the currently applied filter. Click [OK] to
close the Set Global Filter dialog box.
Deleting a Named Expression
Named expressions are computed fields.
To see all the defined fields in the Input File Definition window, click (Edit File
Definition) or select Edit from the menu bar, and choose Input File Definition to open
the Input File Definition window.
236 ACL for Windows 7 Workbook
Usi ng Expressi ons
To delete a computed field:
1. In the Input File Definition window, scroll to the computed field that you want to
delete and select it.
2. Click (Delete Fields) to delete the expression. A dialog box asks you to confirm
that you want to delete the field.
3. Click [Delete] to delete the field and close the dialog box.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.

Module 5 Creating Applications 237
Usi ng Batches
Lesson 5.2 Using Batches
In this lesson, you will learn how to use batches to enter and store multiple commands
that can then be executed as a single command.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. Select the Ar input file definition and drag it out of the Overview window to open the
default view of the Ar input file definition that is linked to the data file Ar.fil.
What is a Batch?
A batch is a series of ACL commands and prompts that you name and store in an ACL
Project. When you run the batch, all of the commands in the batch are executed. Using
batches saves you the trouble of executing each command separately.
You can design a batch so that it executes automatically. Alternatively, you can design it
to prompt you for information so that you can vary your responses to the prompts each
time you run the batch.
Why Use Batches?
Batches streamline processing by letting you perform tasks automatically and
repeatedly. Batches are very helpful if you repeat the same tasks on a regular basis.
Batches are especially useful for developing and sharing standard applications, and for
ensuring best practices are applied to data analysis. They are also useful because they
automate tasks for less experienced users.
Batches also allow you to process complex file structures and to undertake complex
computations on data fields.
Using Batches for Various Applications
An application is a set of procedures intended to achieve a task. You create batches for
applications.
An application may refer to either a specific task or a series of tasks. For example, one
application could be performing accounts receivable testing. See Appendix A:
Common Uses for ACL for a list of suggested audit and analysis plans for various
common application areas.
238 ACL for Windows 7 Workbook
Usi ng Batches
Creating a Batch
There are four methods of creating batches. You can create and edit a batch using the:
Batch window
Batch Recorder
View window
Command log
If you have procedures you want to process on a monthly basis (such as obtaining
statistics, sampling accounts receivable transactions, and then stratifying), you can
create a batch file to quickly provide statistics on the receivables and sample the data
each month.
When you create a batch, you must enter each command on a single line. When you run
the batch, ACL processes the batch line by line, consecutively. If there are missing or
incorrect parameters, the batch will process up until the point at which it reaches the
error. ACL then prompts you to enter the information or display an error message.
Using the Batch Window to Create a Batch
When a Batch window is open, ACL enters commands you issue from the menu into the
batch window. After saving and naming the batch, you can run it to execute the
commands.
To create a batch in the Batch window:
1. Select Edit from the menu bar and choose Batches. ACL displays the Batches dialog
box.
2. Click [New]. ACL displays a new untitled Batch window. Notice that ACL displays
BATCH MODE in the middle of the status bar.

Module 5 Creating Applications 239
Usi ng Batches
Like an input file definition, a batch is called Untitled until you save it with a name.
You will name the batch when you close the Batch window.
Before you select commands to create the batch, you can enter a comment to
describe the purpose of the batch by doing the following:
3. Click (Edit Batch Note) to display the Batch Notes window.
4. Enter This is an example of an AR sample batch.
5. Close the Notes window.
Note: If you make an error while editing, you can undo your last edit by pressing CTRL+Z,
or selecting Edit from the menu bar and choosing Undo.
Edit the command
Find and replace
Group
Else
Loop
Build New Dialog
Edit batch note
End
240 ACL for Windows 7 Workbook
Usi ng Batches
6. Click (Statistics) or select Analyze from the menu bar and choose Statistics to
display the Statistics dialog box.
7. Click the Amount field, then click [OK]. The Statistics command is now written in
your batch.
8. Select Sampling from the menu bar and choose Sample. ACL displays the Sample
dialog box.
MUS and Fixed Interval are selected by default.
9. In the Interval text box enter 25000.
10. In the Start text box enter 234.

Module 5 Creating Applications 241
Usi ng Batches
11. Click the [More] tab to display the additional options.
12. Select Fields.
13. Click Extract Fields to open the Selected Fields dialog box.
14. Click [Add All] to copy all the available fields to the Selected Fields list box. Click
[OK].
15. Click the [Main] tab to return to the Main options.
242 ACL for Windows 7 Workbook
Usi ng Batches
16. In the To text box enter Armonth. The Sample dialog box now looks like this:
17. Click [OK] to record this Sample command in the batch.
18. Close the Batch window. ACL prompts you to save the changes to the batch.
19. Enter in the text box to name the batch Arsample.
20. Click [OK] to name the batch and close the dialog box.

Module 5 Creating Applications 243
Usi ng Batches
21. In the Overview window, click (Expand) next to the Batches icon to expand
Batches. Arsample is in the list.
22. Drag the batch name to the application workspace. ACL asks you if you want to run
or edit the batch.
23. Click [Edit] to open the Arsample Batch window.
24. Close the Batch window.
Run the Arsample Batch
To run the batch:
1. Drag the Arsample batch icon from the Overview window to the application
workspace. ACL asks you if you want to run or edit the batch.
2. Click [Run]. ACL runs the Arsample batch. The results appear in the command log.
244 ACL for Windows 7 Workbook
Usi ng Batches
Using the Batch Recorder
Use the Batch Recorder to create a batch while you use ACL interactively. When you set
the Batch Recorder on, ACL automatically records all commands and options as you
select them and then issues the commands.
The advantage of using the Batch Recorder is that ACL may prompt you to correct any
mistakes while you enter the batch. If you enter the commands in a Batch window
without using the Batch Recorder, ACL will not show error messages until you run the
batch.
When you set the Batch Recorder on, ACL automatically creates a SET LEARN ON
entry in the command log. Similarly, when you turn the Batch Recorder off, a SET
LEARN OFF entry appears in the command log.
In this exercise, you create a batch that opens the Armonth input file, produces a control
total on the amount field and then samples all the fields.
To prepare for this exercise, drag the icon beside the Ar input file definition onto the
application workspace.
To use the Batch Recorder to recreate the accounts receivable sample batch:
1. Select Tools from the menu bar and choose Set Batch Recorder On. ACL displays
the (Batch) icon with a moving pen on the status bar.
The recorder now records all commands you enter in a batch, until you choose Set
Batch Recorder Off from the Tools menu.
2. In the Overview window, double-click Armonth to open the input file.
3. Click to display the Statistics dialog box.
4. Select Amount, then click [OK]. ACL displays the result in the command log.
5. Select Sampling from the menu bar and choose Sample. The Sample dialog box
opens. Leave the MUS and Fixed Interval options selected.
6. In the Interval text box, enter 25000.
7. In the Start text box, enter 234.
8. Click the [More] tab to display additional options.
9. Select Fields.
10. Click [Extract Fields]. ACL displays the Selected Fields dialog box.
11. Click [Add All]. Then click [OK].
12. Click the [Main] tab to return to the Main options.
13. In the To text box, enter Armonth2.

Module 5 Creating Applications 245
Usi ng Batches
14. Click [OK]. ACL writes the Sample command to your batch, and displays the default
view of Armonth2. The results of the commands appear in the command log.
15. Select Tools from the menu bar, and choose Set Batch Recorder Off. ACL now stops
recording your actions. The Save As dialog box appears, prompting you to save the
batch by entering a name.
16. Enter Arsample2 in the text box to name the batch.
17. Click [OK] to save the batch and close the dialog box.
Run the Arsample2 Batch
To run the batch:
1. To prepare, open the Ar input file again.
2. Click beside Batches in the Overview window to display a list of batches.
3. Double-click Arsample2. ACL asks you if you want to run or edit the batch.
4. Click [Run]. ACL asks you if you want to overwrite the Armonth2 file that was
created by the Sample command.
5. Click [Yes] to overwrite the file. ACL displays the result in the command log.
Creating a Batch from a View
You can also create a batch from a view. ACL keeps track of all the steps you take to create
a view and can recreate the steps as a batch. The data file must be one that was created
using ACL.
If you want to produce a report that lists the inventory items at a particular location each
month, you can create a batch file from an existing view. The batch automatically
processes a report to arrange it the same way you created the view. You can then run the
batch each month to update the report.
To create a batch file from a view:
1. Drag the Sampsize input file definition you created in lesson 4-8 into the application
workspace to open it. (See Drawing an MUS Fixed Interval Sample on page 187.)
2. Select Tools from the menu bar, and choose Create Batch from File History. ACL
asks if you want to save the default view under a different name. Click [Yes].
3. ACL creates the batch, and then prompts you to name it.
4. Enter Sampsize2 in the text box.
5. Click [OK] to close the dialog box.
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Usi ng Batches
To see the new batch:
1. Click (Expand) beside Batches in the Overview window, and drag Sampsize onto
the application workspace.
2. ACL asks you if you want to run or edit the batch. Click [Edit].
3. The Sampsize2 batch window opens. The window shows the list of commands that
produced the Sampsize2 input file. Close the Batch window.
To run the batch:
1. Double-click Sampsize2 in the list of batches. ACL prompts you to either edit or run
the batch.
2. Click [Run]. ACL asks if you want to overwrite the existing file.
3. Click [Yes]. ACL displays all of the commands you used to create the input file and
the view in the command log.
Using the Command Log to Create a Batch
The final way to create a batch is to copy commands from the log and paste them in a
new or existing batch file.
Once you have issued a command, you can copy it from the command log and paste it
into a Batch window, either to create a new batch or to edit an existing one.
Editing a Batch
You may want to change some of the commands or options the next time you run
Arsample2. For example, you may want to change the sampling interval and the random
start, based on the current months population of accounts receivable transactions.
To change the interval and random start values in Arsample2:
1. Drag and drop the batch Arsample2 onto the application workspace. ACL asks you if
you want to run or edit the batch.
2. Click [Edit]. The Arsample2 batch window opens to display its contents.
3. Double-click SAMPLE in the Batch window. Then click (Edit Command). The
Sample dialog box opens.
4. Enter 39044 in the Interval text box.
5. Enter 194 in the Start text box.
6. Since all other options remain the same, click [OK]. ACL changes the parameters of
the Sample command in the Batch window.

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7. Close the Batch window. ACL prompts you to save the changes to the batch.
8. Click [OK] to save the edited batch under the same name.
In practice, you would run the edited batch to analyze a new file, perhaps one that
contains the current months transactions. Here, however, you will re-run the batch
using the same file to illustrate another method of running a batch.
To re-run a batch using the menu bar:
1. Select Tools from the menu bar and choose Do Batch.
2. Click Arsample2, then click [OK].
ACL asks if you want to overwrite the Armonth input file.
3. Click [Yes]. ACL runs the edited batch, and displays the results in the command log.
Running a Batch
There are several different methods you can use to run a batch. You can only run one
batch at a time, although one batch can call or start other batches.
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To run a batch, use any of the following:
Overview window
Command log
Menu bar
To run the Arsample2 batch from the Overview window:
1. Double-click Arsample2. ACL prompts you to either edit or run the batch.
2. Click [Run].
ACL executes the commands in the batch and displays the results in the command
log. Click [Yes].
To run the Arsample2 batch in the command log:
1. In the text box in the command log, enter DO BATCH Arsample2.
2. Click (Accept Entry) or press ENTER to run the batch. Click [Yes].
To run the Arsample2 batch from the menu bar:
1. Select Tools from the menu bar, and choose Do Batch to display the Do a batch
dialog box.
2. Select the Arsample2 batch, and click [OK] to run the batch. Click [Yes].
To interrupt batch processing:
Press ESC
Click [Yes] to cancel the batch
Running a Batch within a Batch
ACL allows one batch to call another batch.
If a batch includes the lines:
DO BATCH_A
DO BATCH_B
DO BATCH_C
As part of its commands, the batch executes as usual until it reaches the command DO
BATCH_A. At that point, it executes the commands stored in BATCH_A. When this
batch is complete, it returns to the original batch and executes BATCH_B. Similarly,
BATCH_C is executed when BATCH_B completes. When BATCH_C is complete, the
original batch continues.

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Using Interactive Batches
You can structure a batch so that ACL prompts for specific information when it is run, so
that you do not need to edit the batch each month, or each time you run it.
For example, if you want a batch to prompt for sampling intervals, random starts,
department numbers, or report headers and footers, you can create an interactive batch
that prompts for information while it is running. Interactive batches are ideal for
standard applications. You can simply respond to the prompts with the appropriate
values. Interactive batches also reduce batch maintenance by lowering the possibility of
error caused by repeated editing.
Using the Accept Command
The Accept command is a special command you can use to make a batch interactive.
The Accept command uses a prompt string to prompt you for a response. When a batch
is running and ACL encounters an Accept command, it stops running and displays a
prompt that you have defined.
In the following exercise, you add the Accept command to specify the prompt that is
displayed when the batch is run. It also tells ACL the name of the variable in which to
store your response. The variables are SAM_INT and RAN_START. ACL stores the
values you enter in these variables.
To add the Accept command to the batch:
1. In the list of batches in the Overview window, double-click Arsample2. ACL asks you
if you want to run or edit the batch.
2. Click [Edit].
3. Edit the batch by typing the following additional information on two new lines
below the line OPEN Armonth:
ACCEPT 'Enter sampling interval:' TO SAM_INT
ACCEPT 'Enter random start:' TO RAN_START
The Batch window now looks like this:
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4. Close the Batch window. The dialog box prompts you to save the changes to the
batch.
5. Click [OK] to replace the Arsample2 file with the new interactive version.
Running the Batch
You will define variables as the batch is running.
To run the interactive batch:
1. Double-click Arsample2 in the list of batches in the Overview window. ACL asks you
if you want to run or edit the batch.
2. Click [Run]. A dialog box prompts you to enter the sampling interval. This is the first
Accept command prompt. Execution of the batch stops until you enter a response.
3. Enter 25000 and click [OK]. Another dialog box appears and this time prompts you
to enter the random start.
4. Enter 234 and click [OK]. A dialog box asks if you want to overwrite the input file.
5. Click [Yes] to overwrite the Armonth2 file, which is now the old version. ACL
reports the result in the command log.
Using Dialog Boxes in Interactive Batches
The Dialog Builder is an additional, more powerful option for building interactive
batches. It lets you design your own batch dialog boxes that prompt for user input to
perform a wide range of functions. You can select a full range of controls, including
radio buttons and check boxes, to create a dialog box. You also have the freedom to
customize the size and placement of each control.

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For complete information on how to create dialog boxes, see Dialog Builder on
page 153 of the ACL for Windows Reference Manual and online Help. The
ACL for Windows Reference Manual and online Help contain complete information on
the available options.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
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Groups and Loops i n Batches
Lesson 5.3 Groups and Loops in Batches
5
The Group command greatly increases the power and flexibility of a batch. It executes a
series of commands on each record in one pass of a data file. You can use the Group
command to perform different tasks on sets of defined records in one pass of a file.
The Loop command processes the same record many times. Using Loop creatively can
dramatically improve and simplify your ability to process complex file structures. The
Loop command operates only within a group. Both the Group and Loop commands are
only available in a batch.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, drag and drop Inventory onto the (Open) button. The
Inventory input file default view opens.
Using Groups
Using the Group command allows you to:
Improve processing speed and efficiency
Perform programming actions spanning a number of records
Perform complex operations on a file while referring to information in prior
records
Process multiple-record-type files
Process data in complex variable length record structures
Creating Groups
In this lesson, you use three types of groups:
A simple group consists of a Group command followed by a set of ACL
commands terminating with an End command. A simple group processes the
commands sequentially on all records in one pass of the file.
A simple conditional group consists of the Group command, a series of other
commands, and the End command. Conditional statements issue each
command only if the conditions specified in the group are true. Otherwise, ACL
does not execute the command. Adding conditions enables your batch to deal
with differing circumstances.

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Nested groups are groups within groups that make it possible for additional
groups of commands to be carried out while the original group is processing.
You can place most commands in groups, as long as they do not depend on the output
of a previous command in the group. The Sort, Accept, Index, and Do commands
cannot be used in a group.
To build a group into a batch do any of the following:
Enter commands directly into a Batch window.
Select and execute commands on the Data, Analyze, and Tools menus with the
Batch window open.
Copy commands from the command log, and paste them into the Batch window.
Creating a Simple Group
You can issue the Count, Statistics, Histogram, and Stratify commands individually to
obtain control totals information for a large data file before beginning any specific data
analysis project. It is simpler and faster, however, to use a simple group to process all four
commands as a unit.
Create a Group to Obtain Control Totals
In this exercise, you use the Batch window to create a group that uses the Count,
Statistics, Histogram, and Stratify commands.
To insert commands in the Batch window, click command buttons, or choose
commands from menus, and then set parameters in the command dialog boxes. You can
also enter the commands directly in the Batch window.
To create the group:
1. Select Edit from the menu bar and choose Batches to open the Batches dialog box.
2. Click [New] to open an Untitled Batch window.
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3. Click (Group) in the Batch window. ACL displays the Group dialog box.
4. Click [OK] to add the Group command in the Batch window.
5. Select Analyze from the menu bar, and choose Count to open the Count dialog box.
6. Click [OK] to add the Count command to the Batch window.
7. Click (Statistics), or select Analyze from the menu bar and choose Statistics to
display the Statistics dialog box. The Statistics On list view displays the fields in the
Inventory input file.
8. In the Statistics On list view, click the Value field.
9. Click [OK] to add the Statistics command with the command parameters to the
Batch window.
10. Select Analyze from the menu bar, and choose Histogram to open the Histogram
dialog box.
11. Select Value from the Histogram On drop-down list.
12. Enter 0 in the Minimum text box, and 100000.00 in the Maximum text box. Leave
Intervals at the default of 10.
13. Click [OK] to add the Histogram command with the command parameters to the
Batch window.
14. Click (Stratify), or select Analyze in the menu bar and choose Stratify to
display the Stratify dialog box.
15. Select Value from the Stratify On drop-down list.
16. In the Accumulate Fields list view, click Mktval.
17. Enter 0 in the Minimum text box, and 100000.00 in the Maximum text box. Leave
Intervals at the default of 10.

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18. Click [OK] to add the Stratify command with the command parameters below the
Group, Count, Statistics, and Histogram commands in the Batch window.
19. Click (End) in the Batch window. The Batch window now looks like this:
20. Close the window. ACL asks you to name and save the batch.
21. Enter Invgrp1 and click [OK].
Running a Batch
To run the Invgrp1 batch containing the group you have just created:
1. In the Overview window, select Invgrp1 in the list of batches.
2. Click to open the dialog box that prompts you to edit or run the batch.
3. Click [Run]. ACL runs the batch and displays the results.
Note: If you include the Statistics command in your batch and do not specify minimum
and maximum values in subsequent commands, the Command Log displays the minimum
and maximum values generated by the Statistics command.
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Scroll through the command log to examine the results of the commands.
Notice that the results are listed by command number in the form COMMAND <3>,
and so on. The Group command itself is considered number 1. ACL numbers each
command in the group sequentially, starting at <2>.
You may want to refer to the command log, or print a portion of it to document your
work in this section.
Creating a Conditional Group
You can edit the batch you have just created to include a conditional group that only
processes commands for records with a product class number less than 05.
To edit the Invgrp1 batch to add the condition:
1. In the Overview window, double-click Invgrp1 in the list of batches. ACL asks you if
you want to edit or run the batch.
2. Click [Edit]. The Invgrp1 Batch window opens.
3. Position the cursor to the right of the Group command.
4. Press the spacebar, and enter IF PRODCLS <"05".
5. Close the window. ACL asks you to save the changes.
6. Enter Invgrp2. Click [OK] to save the conditional group with the new batch name.
To run the new group:
1. In the Overview window, double-click Invgrp2. ACL asks you if you want to edit or
run the batch.
2. Click [Run]. ACL runs the batch and displays the result.

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Using the Else Command in a Conditional Group
You can use the Else command whenever the Group command contains an If test. The
Else command instructs the group to perform an alternate task on records that do not
meet the If test condition. In this exercise, the Else command tells the group what to do
if a product class number is not less than 05.
To add the Else command to the group in the Invgrp2 batch:
1. In the Overview window, double-click Invgrp2 in the batch list. ACL asks you if you
want to edit or run the batch.
2. Click [Edit] to open the Invgrp2 batch window.
3. Position the cursor at the beginning of the line containing the End command.
4. Click (Else). ACL displays the Else dialog box.
5. Click [OK]. ACL adds the Else command to the batch.
6. Click (Total), or select Analyze from the menu bar and select Total to open the
Total dialog box.
7. In the Total Fields list view, click Value.
8. Click [OK] to add the command to the batch and close the Total dialog box.
9. Close the Batch window. ACL prompts you to save the changes to the batch.
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10. Click [OK] to save the changes to the Invgrp2 batch.
In this group, if records have a product class number that is 05 or above, the Else
command instructs ACL to total their value.
To see how the Else command affects the group, run the batch:
1. In the Overview window, click Invgrp2.
2. Click (Open).
3. Click [Run]. ACL runs the batch, and displays the results in the command log.
As you can see, the group stratifies records with a product class number under 05,
and then totals the Value field for records for the remaining class numbers.
Using Multiple Else Commands in Groups
You can use multiple Else commands to perform various procedures, provided If tests
are included. A group can only have one Else containing no If test, and it must be the last
Else in the group.
In this exercise, you use Else to perform different tasks on different product class
numbers.

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To edit the batch to add Else instructions:
1. In the Overview window, double-click Invgrp2 to display the batch dialog box.
2. Click [Edit] to open the Invgrp2 batch window.
3. Typing each command on one line, change the batch to the following:
GROUP IF ProdCls<"05"
COUNT
STATISTICS ON Value TO SCREEN NUMBER 5
HISTOGRAM ON Value MINIMUM 0 MAXIMUM
100000.00 INTERVAL 10 TO SCREEN
STRATIFY ON Value ACCUMULATE MKTVAL MINIMUM
0 MAXIMUM 100000.00 INTERVAL 10 TO
SCREEN
ELSE IF ProdCls="05"
TOTAL Value
ELSE IF ProdCls="06"
STRATIFY ON Value MINIMUM 0 MAXIMUM
100000.00 INTERVAL 10
ELSE IF ProdCls="07"
TOTAL MktVal
ELSE
TOTAL Value
END
On records that have a product class between 01 and 04, ACL performs the
Count, Statistics, Histogram, and Stratify commands
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The additional Else commands accomplish the following:
On records in which the product class is 05, ACL calculates only the inventory
value.
On records in which the product class is 06, ACL Stratifies on Value.
On records in which the product class is 07, ACL totals the Mktval.
For all remaining records, ACL totals the inventory value.
You can see that the group has evolved into a complex set of procedures.
4. Close the window. ACL asks if you want to save the batch.
5. Enter Invgrp3, and click [OK] to save the group as Invgrp3.
To run the edited version of Invgrp3:
1. In the Overview window, double-click Invgrp3.
2. Click [Run] to run the batch. ACL reports the results.
3. Scroll through the window to view the complete results of the group.
First, ACL displays all four commands for items in product classes below 05. Next,
ACL reports that 13 of 79 records met the test for command <6>. Then, ACL gives
you a total for command <7>, which is equal to the total value of all items that did
not meet the first test ProdCls < "05". The inventory value for product class 06

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(command <9>) has been stratified, and the market value for product class 07
(command <11>) has been totalled. The inventory value for the remaining product
classes (command <13>) has also been totalled.
Creating a Nested Group
A group within a group is called a nested group. Using a nested group lets you control
which conditional tasks are performed on a record and further extends the power of
groups.
In this exercise:
Commands <2> through <7> (Count through Else) are only executed if the
product class is less than 05.
Commands <4> and <5> are only executed if the value of the inventory is
greater than 0. And because this second, nested group is inside the first group,
commands <4> and <5> are also only executed for records in which ProdCls is
under 05 and Value is greater than 0.
Since command <5> also includes a test, it is only executed if ProdCls < "05" and
Value >0 and ProdStat = "B".
Finally, for records in which the product class is 05 or higher, commands <8>
and <9> total the inventory value.
To create a nested Group in the Invgrp3 batch:
1. Double-click Invgrp3. Then click [Edit] to open the batch.
2. Change the batch to the following (making sure each command is on one line):
GROUP IF ProdCls<"05"
COUNT
GROUP IF Value>0
STATISTICS ON Value
HISTOGRAM ON Value MINIMUM -10167.60 MAXIMUM
100800.00 INTERVAL 10 IF ProdStat="B"
END
STRATIFY ON Value ACCUMULATE Value MktVal
MINIMUM -10167.60 MAXIMUM 100800.00
INTERVAL 10
ELSE
TOTAL VALUE
END
3. Close the Batch window. ACL asks you to save the changes.
4. Click [OK] to save the batch and close the dialog box.
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To run Invgrp3:
1. In the Overview window, double-click Invgrp3.
2. Click [Run]. ACL displays the result in the command log.
Using Variables in Groups
Variables are similar to fields in ACL. Most fields are defined as having a certain position
and field type or computed value in a record. As the data is processed, these fields take
on a new value for each record in the file.
Although they act like fields for the most part, variables are different in one very
important way: their value only changes when explicitly altered, deleted, or when you
exit from ACL. If you give a variable a value of seven, that value is retained until you
explicitly change it to something else or quit the current ACL session.
Automatic Variables
ACL automatically creates variables when commands such as Count, Total, and
Statistics are executed. These variables are named COUNTn, TOTALn, ABSn, and so
on. The n is equal to one, unless the commands are issued within a group.

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For variables created by commands with a group, n refers to the sequential line
number. Blank lines are not assigned a line number. For example:
<1> GROUP IF ProdCls<"05"
<2> COUNT
<3> STATISTICS InvOH
<4> HISTOGRAM InvOH
<5> END
ACL uses the line numbers of each command to create a unique variable to store its
result. The outermost Group command is considered line 1, and each subsequent line
containing a valid command or comment is given a sequential line number. In the above
example, ACL would create the variables COUNT2, STATISTICS3, and
HISTOGRAM4.
By comparison, executing the Count command without using a group produces the
variable COUNT1, because it is the only command being executed.
User-Assigned Variables
You can also assign values to variables of your choice using the Assign command. The
Assign command is most often used to carry information from one record to subse-
quent records, or to retain cumulative totals for use during processing. As with all
variables, they retain their value until you explicitly change or delete them, or quit the
ACL session.
For example, if there are only supposed to be two outstanding invoices per customer in
a file, you will need to extract details of any additional ones in order to follow up. To keep
track of the outstanding invoices in the file, use variables as follows:
COUNT=1
OLD_CUST='CustNo'
GROUP IF CustNo<>OLD_CUST
COUNT=1
OLD_CUST=CustNo
ELSE
COUNT=COUNT+1
EXTRACT RECORD IF COUNT>2 TO Extra_Invoices
END
For more information, see Variables on page 321 of the ACL for Windows User Guide
and online Help.
Note: Variables whose names begin with an underscore are not deleted when you quit
ACL. They are saved in the ACL Project and restored the next time you open that Project.
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Using Loop
You use Loop to process complex files. A common example of a type of file Loop would
be useful for is a COBOL data file that contains Occurs or Occurs Depending On
clauses.
Use Loop within a Group to process individual records until its test encounters a record
for which the test is false.
The syntax for the Loop command is:
GROUP
LOOP WHILE test
ACL commands
END
END
The commands between Loop and End are executed repeatedly for the current record as
long as the test specified is true. When processing encounters a false value, Loop stops
and the Group processes the next sequential command or advances to the next
sequential record. Since you can only use Loop in a Group, and Group can only be used
in batches, Loop is only available for use within batches.
Using the OFFSET( ) Function with Loop
Use the OFFSET( ) function with Loop to adjust the starting position of a field being
evaluated within the current record.
The syntax for the OFFSET( ) function is:
OFFSET(fieldname,N)
N is any valid ACL numeric expression, variable or constant.
The combination of Loop and OFFSET( ) is particularly useful when you are processing
mainframe data files that contain repeated blocks of information. COBOL data files that
contain Occurs or Occurs Depending On clauses, for example, have a set of fields that
occur either a fixed or varied number of times. It is more effective to define one set of
generic field definitions that you use to process all occurrences. For more information,
see Loop on page 237 of the ACL for Windows Reference Manual and online Help.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
Note: The Loop While test must eventually yield a false value, or the Loop will remain in
an infinite loop.

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Worki ng wi th Mul ti pl e-Record-Type Fi l es
Lesson 5.4 Working with Multiple-Record-Type Files
5
The data files used in previous lessons in this workbook have just one record type, which
means that all lines, or records, in the file contain the same type of information. Some
files, however, consist of more than one record type.
The records in a multiple-record-type file contain different types of data, such as
customer name, invoice details, and invoice summary records. Multiple-record-type
files may also be report files which contain titles, column headings, subtotals and totals,
and other types of records. These multiple-record-type files can also have record lengths
that are fixed or variable. In fixed length files, all records are the same length. In variable
length files, line lengths vary in several ways.
There are three common types of variable length file:
CR/LF files, in which the end of each record is indicated by a carriage return, a
line feed, or a carriage return/line feed combination
IBM variable length files
Custom files, in which the length of each record is either stored in a field in the
record or is not stored in the record
ACL recognizes CR/LF files and IBM variable length files. Custom files must be defined
by the user. For more information on variable length files, see Chapter : Variable-length
Files in the ACL for Windows User Guide and online Help.
Steps in Processing Multiple Record Types
There are three main steps in processing multiple record types:
1. Create an input file definition.
2. Specify the records by creating a filter for each.
3. Define fields for each record type.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, select Input File Definitions, and then click (New).
ACL displays the Welcome screen of the Data Definition Wizard. Click [Next].
3. On the Select Data Source screen, choose Disk. Click [Next] to open the Select File
to Define dialog box.
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4. Select Report.txt and advance through the Wizard to the File Format screen, where
Print Image (Report) File is automatically selected.
5. Instead of Print Image (Report) File, select Other file format, then click [Next] to
open the File Properties screen.
6. On the File Properties screen, choose Skip to Finish, and then click [Next] to
dismiss the Wizard. In this lesson you use the Input File Definition window. Click
[Finish].
7. Click [OK] to save the input file as Report. The Input File Definition window opens,
displaying the Report.txt data file.
Reading Report Files
A report file is an example of a multiple-record-type file. In this lesson, you learn how to
process report files by creating an input file definition and defining filters for the record
types. You then filter the records for each record type to define the fields. Using the
filters, you process the data for one record type at a time, ignoring the rest of the infor-
mation in the report, such as headings and subtotals.
A report file, sometimes called a print spool file, is usually an electronic duplicate of a
hard copy report.

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If the data you want to analyze is not available in its original format, or you want to
process data from a relational database, you need to turn it into a flat sequential file. The
easiest way to obtain a flat sequential file for this type of data is to generate a report file,
which typically includes additional page formatting information.
Creating a report file is a simple process in most minicomputer and mainframe environ-
ments, as these systems typically spool their output to a file before printing. Make a copy
of the spool file before it is deleted. The resulting file is usually a CR/LF file or, in some
cases, a fixed record length file. Both file types are simple to process.
In a PC environment, capturing the data can be slightly more challenging. If you are
connected to a local area network (LAN), you can use the LAN print spooler the same
way you would use a mainframe spooler. In a stand-alone environment, there are a
number of public-domain, shareware, and utility programs that you can use to direct
printer text to a disk file. You usually obtain a CR/LF file, which ACL can read directly,
as illustrated in Steps in Processing Multiple Record Types on page 265.
Understanding Record Types in a Report File
Each line of the Report.txt file is a record. The record types are the different components
of the report. For example, a page header, a column heading and a total line are all record
types.
To ignore all of the records that contain page formatting details, report titles, column
headings, subtotals, and so on, you define a filter that includes a characteristic unique to
only the data records.
For example, most of the records consist of a Product Number Description, Quantity,
Unit, and Amount. These records also have an Amount field with a decimal point
character in a specific position.
As long there is no decimal point character in the same position in any non-data
records, you can define a filter using a decimal character to process only the data
records.
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In this lesson, you are only interested in the data in the header and detail record types.
You create a filter for each of these record types, and then define the following fields for
each record type:
You can see that there is no data in record 1. Record 2 contains the date, report title, and
page number. Record 3 contains the time and the second line of the report title.
Records 5 and 6 contain column headings. Record 7 is empty.
Record 8 is the first data record. This is a header record that contains the product class
and product class description information. You will return to this record later, as it
contains some of the data you want to define.
Record 10 is the first detail line. The detail lines contain the majority of the data with
which you want to work. Notice that the data in each of the detail records 10 through 26
is consistent in its position within the record and its length. Record 28 is the total line for
the first product class. If you want, scroll all the way to record 232 to see the report totals.
Defining Filters and Fields for a Multiple-Record-Type File
You process one record type at a time by creating a filter for a record type, and then
applying the filter to the file. With the filter applied, you define fields for the filtered
records.
To begin, you distinguish the lines that contain information you want from formatting
and total lines.
To identify only data records, you can define a filter that includes a characteristic that is
unique to the data records. For this example, all data records have an amount field with
a decimal point in a certain position. Given that none of the page formatting records has
Record Type Field
Header Product Class
Product Class Description
Detail Product Number
Product Description
Quantity on Hand
Unit Cost
Extended Cost

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a decimal point character in the same position as the data records, no page formatting
records will appear in the view that you create.
Defining the Header Filter
Notice that each of the header records has a title followed by a colon. Since none of the
other lines contains colons, you can define a filter that tests for a colon to identify the
header records.
To define a Header filter:
1. Click the [Add a New Data Filter] tab to display the filter definition options.
2. In record 8, click the colon after Product Class, then click [Include].
3. Click (Accept Entry). ACL asks you to save the filter.
4. Enter Header and then click [OK]. ACL asks you if you want to keep the filter active.
5. Click [No] because you still need to define a filter to identify the detail lines.
Defining the Detail Filter
To define the five columns of detailed inventory information, you need to identify a
unique characteristic in the detail (data) lines. If you find that there is no single charac-
teristic that uniquely identifies a record type, you can use a combination of character-
istics.
When you scanned through this file, you may have noticed that all of the detail lines in
the report have a decimal point in the Unit Cost column and the Total Cost column.
Either of these can be used as the characteristic of the filter.
Look at the product number information on the left of the screen. Notice that the first
ten spaces of the class total lines are blank. This is because the phrase Class Totals is
indented to the right. Detail lines are only indented five spaces. You can use this as an
optional second characteristic.
To define a Detail filter:
1. Click the [Add a New Data Filter] tab to display the filter definition options.
2. In record 10, click the decimal in the Unit Cost field, then click [Include].
3. Click (Accept Entry). ACL asks you to save the filter.
4. Enter Detail and then click [OK]. ACL asks if you want to keep the filter active.
5. Click [No].
Defining the Header Fields
You are now ready to define the fields you want to use from the Report.txt file. First, you
will define only fields from the header lines and ignore the other lines in the file.
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To define the two header fields:
1. At the top right of the Input File Definition window showing filter definition options,
there is a drop-down list that displays all of the filters you have defined. Select
Header from the Filters drop-down list to apply the Header filter to the records. All
other records are highlighted.
2. In record 8, click on position 19. ACL enters 19 in the Start box.
3. Click in the Len. box and enter 2.
4. In the Name text box, type ProdCls.
5. Click (Accept Entry). A dialog box appears asking you to confirm if the infor-
mation from this record type relates to subsequent records.
6. Click [Yes], as the Product Class and Description information pertains to the subse-
quent detail records.
7. Still in record 8, click in position 25. ACL enters 25 in the Start box.
8. In the Len. box enter 19.
9. In the Name text box enter ClassDesc.

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10. Click (Accept Entry). The Input File Definition window now looks like this:
Defining the Detail Fields
You will now define fields for the detail lines and ignore the other lines in the report file.
To define five detail fields:
1. Select Detail from the filters drop-down list. ACL applies the Detail filter. All other
record types are highlighted
2. With the Detail filter active, in record 10, the first detail line, click in position 6. ACL
enters 6 in the Start box.
3. In the Len. text box enter 9.
4. In the Name text box, enter ProdNo to name the field.
5. Click (Accept Entry). ACL asks you to confirm if the information from this
record type relates to subsequent records.
6. Click [No]. The information in detail lines constantly changes and does not need to
be retained from one record to the next.
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7. Define the remaining four fields for the detail lines, as follows:
8. The Input File Definition window now looks like this:
Name Type Start Length Decimals
ProdDesc ASCII 16 25
QtyOH NUMERIC 41 9 0
UnCst NUMERIC 50 12 2
ExtCst NUMERIC 62 12 2

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Saving the Input File Definition
You have defined seven fields: two header lines and five detail lines. You are now ready to
save the input file definition.
To save the input file definition:
1. Close the Input File Definition window. ACL saves the input file as Report.
Viewing Only Detail Records
To use a filter to display only Detail records:
1. Click in the View window to make it active.
2. Enter Detail in the Edit View Filter text box in the view.
3. Click (Set Filter). All records except Detail records are hidden or highlighted,
depending on whether the Hide Filtered Records option is selected in ACL Prefer-
ences.
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You can now use any ACL command along with the Detail filter to process the data in the
detail.
Applying an Automatic Filter
You can also use the Default Filter option to process all records in a file, each time you
open it.
To automatically format the default view each time you open it:
1. Click (Edit File Definition) select Edit from the menu bar and choose Input File
Definition.
2. Double-click Detail in the list of defined fields and expressions.
3. Check the Default Filter check box to make Detail the default filter. ACL automati-
cally activates this filter each time you open the default view, when you turn on this
option.
4. Click (Accept Entry) to accept the entry and return to the Input File Definition
window.
The next time you open the Report input file, the Detail filter will be active.
Processing Multiple Record Types with Static Conditional Fields
When a field relates to a number of subsequent records, you can create a static condi-
tional field to change the way the data is processed. In ACL, it is common to use static
conditional fields when working with multiple-record-type files.
Conditional Fields
A conditional field is a field whose value is available only when a certain test is met. Any
conditional field can be static. When an If test for a conditional field is true, ACL reads
uses the data from the file to create a value. If the test returns false, the field has no value,
and ACL supplies an empty value (blanks for character fields and zeros for numeric
fields).
Defining Static Conditional Fields
A static conditional field is like a conditional field, except that, when an If test returns
false, rather than resetting the value to zero, ACL uses the last valid value in the field
until a new valid value is encountered.
Use the following criteria to determine when to make a conditional field static:
Make a conditional field static if the field relates to a number of subsequent
records, such as header records in a report file.

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Do not make a conditional field static if is does not relate to subsequent records.
Then, when an If test returns false, the field is filled with blanks or zeros, as
appropriate.
To create a static conditional field:
1. Click (Edit File Definition) on the button bar, or select Edit from the menu bar
and choose Input File Definition.
2. Click the [Edit Fields/Expressions] tab. ACL displays the input file definition
window showing the fields/expressions list.
3. Double-click a field name to display the data definition for that field.
4. To make the field conditional, enter a condition in the If text box, or click [If] and
use the expression builder.
5. To make this conditional field static, check the Static check box.
After you have defined a filter, you can apply it by selecting it in the field/filters drop-
down list in the input file definition window. Select a filter that you want to apply to the
fields you subsequently define.
For more information about static conditional fields see Static Conditional Fields on
page 155 of the ACL for Windows User Guide and online Help.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
Note: Instead of making individual fields conditional and static one at a time, you can
create and apply a filter in the input fie definition window to have ACL automatically make
all fields conditional, based on that filter.
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Lesson 5.5 Processing Multiple-Record-Type Files
The data file in this lesson contains three record typesHeader, Detail, and Trailer.
While each record has its own fields, two of the fields are common to all of these record
types.
In this lesson, you define fields in each record type, and then create a batch to simulta-
neously process more than one record type in the multiple-record-type file. Different
commands are required for different header and detail records types.
To process data from more than one record type, you use the Group command. Group
lets you provide one set of processes for header records and a different set of processes
for detail records. You can use Group to include as many record types as you require.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, select Input File Definitions and then click (New).
ACL displays the Welcome screen of the Data Definition Wizard.
3. Advance to the Select Data Source screen and choose Disk. Click [Next] to open the
Select File to Define dialog box.
4. Select the drive and subdirectory that contains the Workbook Data Files, and then
click Invoice.fil.
5. Advance through the Wizard until you reach the File Properties screen.
6. On the File Properties screen, choose Skip to Finish and click [Next] to dismiss the
Wizard. In this lesson you use the Input File Definition window. Click [Finish].

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7. Click [OK] to save the input file as Invoice. The Input File Definition window opens
displaying the Invoice.fil data file.
The Invoice file contains the details from invoices for products sold. Notice that the
Invoice file contains three different record types. The letter in position 7 indicates the
type of record: H is a header record, D is a detail record, and T is a trailer record.
The pattern of a header record, followed by one or more detail records and a trailer
record, continues throughout the file, as follows:
Header record
Detail records
Trailer record
Header record
Detail records
Trailer record (and so on)
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Creating an Input File Definition
Usually, you use the record layout for the data file to determine each of the record types
in the file, and the fields contained in each record type. For this lesson, however, the
information is provided for you in the following table:
In the first exercise of this lesson, you define the common fields, including the invoice
number. In the next three exercises, you create filters for each of the three record types.
Finally, you define data fields for each of the three record types.
Defining the Common Fields
The Invoice Number and Record Type fields are common to all record types in the data
file.
The other fields are different for each record type. All records are the same length.
Header Records
Record Type H
Detail Records
Record Type D
Trailer Records
Record Type T
Invoice Number
Record Type
Customer Number
Purchase Order Number
Order Date
Shipping Date
Invoice Date
Invoice Number
Record Type
Product Number
Unit Price
Quantity Ordered
Quantity Shipped
Total Extended Price
Invoice Number
Record Type
Invoice Due Date
Total Amount of the
Invoice Before Taxes
Sales Tax Payable
Total invoice Amount
Invoice Date
Located at the top of an invoice. Each detail record represents
one line in the body of an
invoice and one product sold.
Located at the bottom of an
invoice.

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To define the invoice number field:
1. Click (Add a New Data Field) on the [Edit Fields/Expressions] tab. The top half
of the Input File Definition window displays the field definition options.
2. In the Start text box, enter 1 to specify the byte location in which the field starts.
3. In the Len. text box, enter 6 to set the length of the field.
4. Check that ASCII is the field type in the Type drop-down list.
5. In the Name text box, enter InvNo.
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6. Click (Accept Entry) to add the InvNo field. The screen changes, displaying the
Invno field at the top of a list view.
Defining the Header Fields
You need to define the header data filter, and then you define the fields for the header
records.
You use group logic in a batch to determine whether to refer to fields in specific records.
To define the header data filter:
1. Click the [Add a New Data Filter] tab. Notice that all records are highlighted.

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2. Click H at position 7 in the first record.
3. Click [Include].
4. Click (Accept Entry). A dialog box appears asking you to save the filter.
5. Enter Header and click [OK]. A dialog box appears asking if you want to keep the
filter active.
6. Click [Yes], as you are now going to define the fields with the filter.
The filter drop-down list in the upper right of the window should display Header. In
the data, you will notice that the header records are displayed normally, and the rest
of the records are highlighted.
To define the fields:
1. Click (Add a New Data Field). Notice that the If text box displays Header.
2. In the Start box enter 8.
3. In the Len. box enter 6.
4. Verify that ASCII is the field type in the Type drop-down list.
5. In the Name box enter CustNo.
6. Click (Accept Entry).
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7. ACL asks you if the information from this record type relates to subsequent records.
Click [No]. ACL only asks you this the first time you define a field in a data filter. For
the next four header fields you enter, you will not see this dialog box.
8. Following steps 1-6, define the remaining Header fields as described in the following
table:
You have now defined the customer number, purchase order number, order date,
shipping date, and invoice date in the Header records.
Defining the Detail Fields
You need to define the detail data filter in order to then define the fields for the detail
records.
To define the detail data filter:
1. Click the [Add a New Data Filter] tab.
2. Click D at position 7 in the second record.
3. Click [Include].
4. Click (Accept Entry). A dialog box appears asking you to save the filter.
5. Enter Detail and click [OK]. A dialog box appears, asking if you want to keep the
filter active.
6. Click [Yes].
The filter drop-down list in the upper right of the window should display Detail. In
the data, you will notice that the detail records are displayed normally, and the rest of
the records are highlighted.
Now you define five Detail fields unique to this record type. One of the fields is ASCII,
and the other four are numeric data types. The fields are product number, unit price,
quantity ordered, quantity shipped, and total extended price.
Name Type Format Start Length
PO ASCII 14 9
OrdD DATE YYMMDD 23 6
ShipD DATE YYMMDD 29 6
InvD DATE YYMMDD 35 6

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To define the Detail fields:
1. Click (Add a New Data Field). The If text box shows Detail.
2. Add the following to the formatting text boxes:
3. Click (Accept Entry).
4. ACL asks you if the information from this record type relates to subsequent records.
Click [No].
5. Define the remaining fields as described in the following table:
You have now defined all the fields for the Detail records.
Defining the Trailer Fields
You need to define the trailer data filter before defining the fields for the trailer records.
To define the trailer data filter:
1. Click the [Add a New Data Filter] tab.
2. Click T at position 7 in the fourth record.
3. Click [Include].
4. Click (Accept Entry). A dialog box appears asking you to save the filter.
5. Enter Trailer and click [OK]. A dialog box appears, asking if you want to keep the
filter active.
6. Click [Yes].
Name Type Start Length
ProdNo ASCII 8 9
Name Type Start Length Decimals
Price NUMERIC 17 7 3
OrdQty NUMERIC 24 4 0
ShipQty NUMERIC 28 4 0
Total NUMERIC 32 9 2
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To define Trailer fields:
1. Click (Add a New Data Field). The If text box shows Trailer.
2. Add the following to the formatting text boxes:
3. Click (Accept Entry).
4. ACL asks you if the information from this record type relates to subsequent records.
Click [No].
5. Define the remaining fields as described in the following table:
Saving the Input File Definition
You have now defined all the fields for all the record types in the data file. The next step
is to save the input file definition.
To save the input file definition, close the Input File Definition window. The input file
definition is saved as Invoice.
You can see that the field names are also the column headings. The columns are arranged
according to the position of the fields in the input file.
There is a mixture of data in some of the fields because you are displaying data from
various record types in the view. Data from different record types appears together
because ACL treats different record types as overlapping fields. In fact, much of the data
in the view is incorrect. If you were to start processing this input file without specifying
the record types you want to work with, the results would be wrong. When you work
with multiple-record-type files, you must always specify which record type you want
ACL to process.
Name Type Date Format Start Length
DueD DATE YYMMDD 8 6
Name Type Start Length Decimals
TotGoods NUMERIC 14 9 2
Taxes NUMERIC 23 9 2
InvTot NUMERIC 32 9 2

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Creating a Batch to Process the Three Record Types
To ensure that the total value of goods in the Detail lines of the invoice agrees with the
total of the invoice before taxes, you need to check the totaling (or footing) of the
invoices. The following batch processes all three record types together. It also lists the
exceptions, including the invoice number and the customer number, for reference.
To create the group, you must first define required variables and establish their initial
values using the Assign command. The MCUST variable stores the customer number.
The MTOT variable totals the detail lines and carries the total forward for comparison to
the total in the Trailer record.
It is important to assign the desired number of decimal places to numeric variables to
prevent rounding. In this example, if you designated MTOT with no decimal places,
every record would meet the condition IF MTOT<>TOTGOODS, since MTOT would
be rounded and TOTGOODS would have two decimal places.
ACL reads each record, first testing to see if it is a Header record. If it is, ACL stores the
customer number in the MCUST variable. It also resets MTOT, the invoice total counter,
to zero. Each Header record implies a new invoice to total.
If the record is a Detail type, the total of the record is accumulated in the MTOT variable.
ACL adds the total of each consecutive Detail record to the MTOT variable until it
encounters a Trailer record.
If a record is a Trailer record, ACL compares the total in the MTOT variable with the
TOTGOODS field in the Trailer record as part of the LIST command. If the two amounts
are different, ACL lists them, along with the customer number from the MCUST
variable and the other specified fields. The entire process begins again with the next
record.
Summary of Batch Processing
This batch accomplishes the following:
For each invoice, ACL stores and carries forward the customer number from the
header record.
ACL sums the total of the TOTAL detail lines for the invoice.
ACL compares the resulting amount to the total in the TOTGOODS trailer
record, and reports any differences.
To create a group to process the Header, Detail, and Trailer records in the Invoice file:
1. In the Overview window, click Batches.
2. Click (Open) to open an Untitled batch window.
3. Using any of the methods that you prefer, create the following batch.
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4. Close the Batch window. ACL prompts you to save the changes.
5. Enter Multirec to name the batch.
6. Click [OK] to save the batch and close the dialog box.
Running the New Batch
To run the batch to process the different record types:
1. In the Overview window, Click beside Batches to display the list of batches.
2. Double-click Mulitrec, and click [Run] to run the batch. The batch runs, and ACL
displays the results.
If ACL displays a dialog box that reports an error in the batch, you can edit it.
Double-click the batch name in the Overview window, and click [Edit] on the dialog
box. Correct the error, and then close and save the batch. Try running the batch
again.

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3. The command log should now look like this:
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
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289
Module 6 COMMUNICATING RESULTS
In Module 6, you will find out how to format reports and graph command results. You
will learn how to:
Use the View window to create a report
Preview a report
Save the formatted view
Display a Histogram
Create graphs of Histogram, Stratify, Classify, and Age command results
Use the Notify command to generate e-mail from within a batch to notify you, or
others, of the results of the batch
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Lesson 6.1 Formatting Reports
The presentation of your analysis is important. You can use the ACL formatting features
to make your reports easier to understand and review.
You can produce reports in print or, for use on World Wide Web pages, HTML
(HyperText Markup Language) format.
All ACL reports are based on views. To format a view, you use a mixture of commands,
formatting options, and occasionally, functions. Some formatting features apply only to
a specific view; others can be set globally for all views and reports.
You can define as many different views as you want. Each of these can be used as the
basis for a different report.
Not all ACL commands generate output that can be formatted or is subject to global
formatting. Commands that generate output that can be formatted include Report,
Summarize, Histogram, Sample, Classify, and Stratify.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. From the Overview window, drag and drop Ap_trans onto (Open) to open the
default view of the Ap_trans input file that is linked to the data file Ap_trans.fil.
Using the View to Create a Report
The Report command layout options include header, footer, line spacing, font size,
presorting on key fields, and creating a summary report. You can also limit the data
included in the report by setting local filters.
Formatting the View
When you format fields in the view to create a report, you can change number formats,
column widths and column titles. You can also specify whether ACL should total
amounts for numeric fields. You can save the formatted view with a name that indicates
that this is a report view. The formatting you do affects only that view in the input file
definition.
Note: When you use the Modify Column dialog box to format the column title, column
width, numeric format, and totals suppression, you only change the format in that
particular view. Other views of the same input file definition remain unchanged.

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Page Width Indicator
The Page Width indicator displays, by default, a dotted line on the right side of the view
to indicate the page width.
To turn off or on the display of the page width indicator:
1. Select Edit from the menu bar and choose Preferences.
2. Click the [View Options] tab.
3. To turn this option off, uncheck the Show Right Edge of Page check box.
4. Click [OK] to accept the change for the current session.
.
The title font can be
changed to a
different font from
the data font
Page width indicator
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When the Show Right Edge of Page check box is checked, you can instantly see what
portion of the data in the view ACL will print. ACL does not print data that is outside the
width of the page.
Page Orientation
The Print Setup orientation is set to portrait by default. If you have a wide report, you
may want to set the orientation to landscape.
You can see how much data is outside the width of the page by looking at the Page Width
indicator in the view.
To change the Print Setup orientation to landscape:
1. In the View window, click (Report), or select Data from the menu bar and
choose Report. ACL displays the Report dialog box.
2. Click [Setup] to display the Page Setup dialog box.
3. In the Orientation area, select the Landscape. Click [OK].
4. Click [OK] again to close the Report dialog box. The Print dialog box appears.
5. Click [OK] to print the report, or [Cancel] to return to the view in landscape format.
The Page Width indicator moves to the right in the view and displays in the appro-
priate place for a landscape page width.
For more information, see View Options on page 333.
Editing Margin Variables
Margin values can be set in either inches or centimeters. For example, 100 specifies a
margin of one inch. The default setting is 1/2 inch (0.5) on all sides of printed output.
The margins are measured from the edge of the print area, which is typically 1/4 to 1/3
inch from the edge of the paper.
If you prefer to display measurements in metric, you can change the system setting by
choosing Regional Settings in your Windows Control Panel.
To change the margins of all printed output:
1. Select Edit from the menu bar and choose Preferences.
2. Click the [Print Options] tab.

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To change the margins for your report, enter a number in any of the Left, Top, Right,
and Bottom Margin text boxes.
See Lesson 5.2: Using Batches on page 237, for details about creating and running
batches.
Headers and Footers
ACL automatically prints the date, time, and Global Page Title that you specify in Prefer-
ences at the top of your report.
To customize the headers and footers for your reports:
1. In the View window, click (Report) or select Data from the menu bar and
choose Report to display the Report dialog box.
2. In the Header text box, enter ABC Company. ACL automatically centers this infor-
mation at the top of each report page. Headers and footers can be as long as you
require, and can contain multiple lines. Use the Header and Footer scroll bars to
move up or down, in order to see each line of a header or footer of more than five
lines.
If you do not specify a header, ACL prints the information specified in the Global
Title Page box in Preferences.
3. In the Footer text box, enter Accounts Payable Transactions. ACL automati-
cally centers this information at the bottom of each report page.
You can highlight and change the Report header or footer information in the text
boxes at any time you want.
Note: If you consistently use margin settings that are different from the defaults, you can
create a batch that sets the margins for you by assigning the desired values to the variables:
Left Margin, Top Margin, Right Margin, and Bottom Margin. You can then execute the
batch when you first open an ACL Project.
Note: All ACL command dialog boxes have an Output options tab. One of the options
allows you to add headers and footers. If you click the Output tab in the Report dialog box,
you see the optional Header and Footer text boxes. These text boxes are linked to the
Header and Footer text boxes found in the Main Report options. If you enter a header or
footer in one location, ACL automatically changes the header or footer in the other
locations.
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Previewing the Report
ACL lets you preview your report before you print it.
1. In the View window, click (Report) or select Data from the menu bar and
choose Report to display the Report dialog box.
2. Click [Preview] to show the preview of your report, including what the header and
footer will look like when printed.
To change the display of the report preview, do the following
Click [Zoom In], or pause your cursor over the preview page of your report
(your cursor changes to a magnifying glass with a plus sign inside) and click the
area of the page you want to enlarge. The [Zoom In] button changes to [Zoom
Out].
Pause your cursor over the maximized preview section of your report. ACL
changes your cursor to a magnifying glass with a minus sign inside. Click the
preview, or [Zoom Out] to minimize your report to one page on the screen. The
[Zoom Out] button changes to [ZoomIn].
Click [Next], [Previous], and [Last page] to jump to the following, previous, or
last page of your report, respectively.
If you are not happy with the way your report looks, you can reformat it by returning
to the Report dialog box.
Note: If the Preview button is grayed out, it is probably because a default printer has not
been set up on your system.

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3. Click [Close] when you are ready to return to the view.
Printing the Report
If you are happy with the way your report looks, you can print the report.
To make sure you are connected to the printer, and that the print options are set
correctly, you can click the Setup button in the Report dialog box. The Page Setup
options you set are saved with the report. The Page Setup options for setting up your
printer are identical to those for any Windows application.
1. Click [OK] to return to the Report dialog box.
2. In the Report dialog box, click [OK]. ACL displays the Print dialog box.
3. Specify all pages, or a page range, and click [Print] to print your report.
Saving the Report in HTML Format
You can save a report in HTML (HyperText Markup Language) format for use in World
Wide Web pages. All Web browsers can read files in HTML format. This allows you to
prepare your ACL reports to be distributed or published on the Web. ACL generates
HTML files in HTML 3.2 format.
To produce a report in HTML format, do the following:
1. In the Report dialog box, click the [Output] tab to display output options.
2. Click File to specify output to a file.
3. Click the File Type drop-down list, and select HTML Text File as your output.
4. In the Name text box, enter ABC Report to name the HTML output file.
5. Click [OK] to create the HTML file.
Using Do Report to Generate Reports from a Batch
You can also issue a Do Report command in command mode to generate a report.
For more information, see Do Report on page 172 of the ACL for Windows Reference
Manual and online Help.
Line Spacing
Reports are single spaced by default.
Note: Since most ACL report output is in table format, a Web browser that supports tables,
such as Netscape 3 or higher, Internet Explorer 3 or higher, etc., is required to view the
output.
296 ACL for Windows 7 Workbook
Formatti ng Reports
To change the report spacing, in the Report dialog box, select Double Spaced or Triple
Spaced from the drop-down list.
The View window does not reflect the line space setting. You can only see the spacing
when you preview or print the report.
Key Fields
If you want the report to be sorted, it is a good idea to check the Presort check box in the
Report dialog box, even when the fields in the view appear to be sorted.
To specify key fields in order to be able to perform a presort:
1. In the View window, double-click the Vendor Number column heading. The Modify
Column dialog box appears.
2. Check the Sort Key Column check box in order to designate the Vendor Number as
a key field.
3. Select Sort Ascending.
4. Click [OK] to close the Modify Column dialog box.
5. Double-click the Invoice Amount column heading. The Modify Column dialog box
appears.
6. Check the Sort Key Column check box in order to designate the Invoice Amount as
a key field.
7. Select Sort Descending.
8. Click [OK] to close the Modify Column dialog box.

Module 6 Communicating Results 297
Formatti ng Reports
For more information, see Using the Sort Command on page 130.
Break Column
When you define a sort key field, you have the option of also formatting that field as a
break column. By defining a break column, ACL prints a subtotal line for all numeric
columns on the report each time there is a change in the contents of the break column.
For example, if your location field is a break column, each time your location changes,
ACL subtotals all numeric columns for that location.
To format the Vendor Number column as a break column so that a subtotal line will
print each time the value of the column changes:
1. Double-click the Vendor Number column title to display the Modify Column dialog
box.
2. Check the Break Column check box.
3. Click [OK] to close the Modify Column dialog box.
You can also designate a break column by doing the following:
1. Move the column that you want to designate as a break column to the far left of your
view by clicking the column heading and dragging it to the far left.
2. Drag the key field marker (the bold black line at the far left of the columns in the
view) to the right of the column to specify it as a break column.
To create a report showing the sorted key fields, as well as the break column:
1. In the View, click (Report). The Report dialog box appears.
2. Check the Presort check box.
3. Click the [Output] tab.
4. Select Print.
5. Click [OK] and then click Print. Your report will now print.
You will notice that your report is sorted by the Vendor Number in ascending order. The
Invoice Amount has been sorted in descending order. Once all invoices for a single
vendor have been listed, ACL prints a subtotal for that vendor. This is because you desig-
nated the Vendor Number column as a break field.
Note: Break columns cannot be numeric or date field type columns.
298 ACL for Windows 7 Workbook
Formatti ng Reports
Saving the Formatted View
You can save formatted views with a new name, so that it is easy to identify the view used
to produce a report.
1. Close the View window. ACL asks you to save the changes to the view.
2. Enter a new name, such as Sorted_Report, and click [OK].
Creating a View
Normally, you create reports based on an existing view you formatted and saved under
a new name.
However, you can base a report on a completely new view.
To create a new view, either:
In the Overview window, click Views and then click (New); or
Select Window from the menu bar and choose Open View. In the Select View
dialog box, click [New].
ACL displays the Add Columns dialog box.
You can double-click fields in the Available Fields list view to select and move them
to the Selected Fields list box, or click [Add All] to add columns to the view. Fields
appear in the view in the order that you select them.
Setting Page Breaks
You can have ACL create a page break each time a break column changes value.
Page 1
Produced with ACL by: ACL Services Ltd

Vendor Invoice Invoice Invoice Product Quantity Unit
Number Number Date Amount Number Cost
10025 237936 31/01/2000 56,767.20 080102618 3,379 16
10025 232195 14/11/2000 965.77 080938998 323 2
10025 230592 30/09/2000 850.58 010102710 142 5
10025 234056 30/09/2000 486.00 010226620 45 10
10025 239215 30/09/2000 278.04 010155160 28 9
10025 59,347.59 3,917
10101 4516050 31/07/2000 486.64 080935428 11 44
10101 4517604 30/10/2000 154.00 093788411 110 1
10101 4514742 15/10/2000 50.40 010155150 6 8
10101 691.04 127
10134 74841 12/11/2000 18,883.34 030302303 458 41
10134 78025 30/09/2000 1,823.68 010551340 278 6
10134 71073 29/09/2000 883.00 030303343 100 8
10134 70936 14/02/2000 561.20 052484405 115 4
10134 70075 09/04/2000 467.40 090081001 3 155
10134 22,618.62 954
Subtotal of
break column
Detail lines

Module 6 Communicating Results 299
Formatti ng Reports
To print a subtotal for the break column, and then print details for the next value on a
new page:
1. Open the Sorted_Report view of the Ap_trans input file.
2. Double-click the Vendor Number column title to display the Modify Column dialog
box.
3. Check the Page Break check box to turn on the option.
4. Click [OK] to close the Modify Column dialog box.
5. Click (Report). The Report dialog box appears.
6. Click [OK].
Your report will print with each vendor number on a separate page. The numeric fields
for each vendor number will also be subtotaled and printed.
Suppressing Totals
By default, ACL prints totals for all numeric fields on reports.
To suppress the total for a numeric column when you print a report:
1. Double-click the Invoice Amount column heading to display the Modify Column
dialog box, or click the column title and then click (Modify Column). ACL
displays the Modify Column dialog box.
2. Check the Suppress Totals check box to suppress totals for the numeric field.
3. Click [OK].
Summarizing
By default, a report includes detail lines, as well as subtotals, for each key field you
specify.
You can use the Summarize option to produce a summarized report that contains totals
and subtotals for each key field, but no detail lines.
With Summarize off, the result output to your screen would be similar to the report
shown under Break Column on page 296.
To use Summarize to prevent the detail lines from being displayed:
1. Double-click the column heading for Vendor Number to display the Modify Column
dialog box.
2. Click the Page Break check box to de-select the Page Break option, so that all records
appear continuously on the page.
3. Click [OK] to close the Modify Column dialog box.
300 ACL for Windows 7 Workbook
Formatti ng Reports
4. Double-click the column heading for Invoice Amount to display the Modify column
dialog box.
5. Click the Suppress Totals check box to de-select this option, so that the totals will be
displayed.
6. Click [OK] to close the Modify Column dialog box.
7. Click (Report). The Report dialog box appears.
8. Check the Summarize check box. Also ensure that the Presort check box is already
checked.
9. Click [OK] to execute the command. Click Print to print the result.
You can see that only the Invoice Amount subtotals for each Vendor Number are
displayed. The detail lines for every record associated with a given Vendor Number are
not shown.
Page 1
Produced with ACL by: ACL Services Ltd

Vendor Invoice Invoice Invoice Product Quantity Unit
Number Number Date Amount Number Cost
10025 59,347.59 3,917
10101 691.04 127
10134 22,618.62 954
10448 782.04 192
10534 4,482.60 590
10559 708.99 471
10720 471.60 126
10721 2,212.86 373
10787 4,464.90 1,350
10879 1,440.00 180
11009 92.16 32
11247 3,162.78 179
11435 1,469.13 365
11475 35,968.34 9,731
11663 6,666.39 1,436
11837 12,454.88 824
11922 17,868.84 4,455
12130 30,858.17 3,107
12230 809.20 289
12248 1,885.60 57
12289 328.60 62
12433 14,835.74 2,123
12576 790.72 82
12636 2,501.82 334
12701 6,143.39 1,111
13136 127.18 37
13373 784.40 53
13411 12,176.20 1,094
13440 11,068.20 286
13808 6,705.12 976
13864 861.29 75
13928 1,218.89 314
14090 1,312.74 221
14299 115.74 18
14438 8,052.76 827
14599 932.40 180
14913 2,230.41 559
278,641.33 37,107

Module 6 Communicating Results 301
Formatti ng Reports
Using a Filter in a Report
As with other ACL commands, you can use the If button in the Report dialog box to
specify a condition or local filter for a report. You can also apply a global filter to the
view, and then apply a local filter for a specific report.
As with all local filters, the condition affects only the contents of the report. It does not
affect the view.
To use a filter to limit the records printed:
1. Click (Report) to open the Report dialog box.
2. Click the If text box.
3. Enter the expression INVOICE_AMOUNT > 1000.00.
4. Click the Summarize check box to de-select it.
5. Click [OK] to execute the command. Click Print to print the results.
Notice that data is only shown for invoice amounts over $1,000.00.
Suppress Duplicates
You can create more readable presentations of your analysis by choosing not to display
duplicates in your reports. You can only suppress duplicates on report break columns.
Page 1
Produced with ACL by: ACL Services Ltd

Vendor Invoice Invoice Invoice Product Quantity Unit
Number Number Date Amount Number Cost
10025 237936 31/01/2000 56,767.20 080102618 3,379 16
10025 56,767.20 3,379
10134 74841 12/11/2000 18,883.34 030302303 458 41
10134 78025 30/09/2000 1,823.68 010551340 278 6
10134 20,707.02 736
10534 58724783 31/05/2000 4,324.00 030324883 460 9
10534 4,324.00 460
10787 594181 01/12/2000 2,429.64 052204515 306 7
10787 591533 31/05/2000 1,217.16 030321683 828 1
10787 3,646.80 1,134
10879 9515157 30/09/2000 1,440.00 010119040 180 8
10879 1,440.00 180
11247 6572043 15/10/2000 1,847.10 060112356 131 14
11247 6571899 19/01/2000 1,315.68 024140032 48 27
11247 3,162.78 179
Subtotal of
break column
Detail lines
302 ACL for Windows 7 Workbook
Formatti ng Reports
For more information, see Specifying Break Columns on page 182 of the
ACL for Windows User Guide and Formatting Columns in a View on page 183 of the
ACL for Windows User Guide.
You can use the Suppress Duplicates feature so that only the first instance of a break field,
such as Vendor Number, appears in the report.
To see what the report looks like when the Suppress Duplicates check box is unchecked
1. Click (Report) to display the Report dialog box.
2. Delete the filter you specified earlier on the Invoice Amount field.
3. Click [Preview]. Your report looks similar to the following:
You can see that the same Vendor Number is repeated with each detail line.
4. Click [Close].
To Suppress Duplicates on Vendor Number field:
1. Double-click on the Vendor Number column heading to display the Modify Column
dialog box.
2. Check the Suppress Duplicates check box.
3. Click [OK].
4. Click (Report) to display the Report dialog box.
Page 1
Produced with ACL by: ACL Services Ltd

Vendor Invoice Invoice Invoice Product Quantity Unit
Number Number Date Amount Number Cost
10025 237936 31/01/2000 56,767.20 080102618 3,379 16
10025 232195 14/11/2000 965.77 080938998 323 2
10025 230592 30/09/2000 850.58 010102710 142 5
10025 234056 30/09/2000 486.00 010226620 45 10
10025 239215 30/09/2000 278.04 010155160 28 9
10025 59,347.59 3,917
10101 4516050 31/07/2000 486.64 080935428 11 44
10101 4517604 30/10/2000 154.00 093788411 110 1
10101 4514742 15/10/2000 50.40 010155150 6 8
10101 691.04 127
10134 74841 12/11/2000 18,883.34 030302303 458 41
10134 78025 30/09/2000 1,823.68 010551340 278 6
10134 71073 29/09/2000 883.00 030303343 100 8
10134 70936 14/02/2000 561.20 052484405 115 4
10134 70075 09/04/2000 467.40 090081001 3 155
10134 22,618.62 954
10448 2650620 14/02/2000 540.80 052484415 104 5
10448 2653864 31/01/2000 187.60 080123968 70 2
10448 2652609 30/09/2000 53.64 010311990 18 2
10448 782.04 192

Module 6 Communicating Results 303
Formatti ng Reports
5. Click [Preview]. Your report now looks similar to this:
Notice how much easier it is to read your report when the vendor number is not
repeated with each description line.
Blank if Zero
In a numeric column, you can have ACL display zero values as blank. This option allows
you to highlight only the relevant data in numeric fields.
For this exercise, close the Ap_Trans input file, and open the Inventory input file from
the Overview window.
You can see many zeros in the Quantity On Order column of the Inventory input file:
Page 1
Produced with ACL by: ACL Services Ltd

Vendor Invoice Invoice Invoice Product Quantity Unit
Number Number Date Amount Number Cost
10025 237936 31/01/2000 56,767.20 080102618 3,379 16
232195 14/11/2000 965.77 080938998 323 2
230592 30/09/2000 850.58 010102710 142 5
234056 30/09/2000 486.00 010226620 45 10
239215 30/09/2000 278.04 010155160 28 9
10025 59,347.59 3,917
10101 4516050 31/07/2000 486.64 080935428 11 44
4517604 30/10/2000 154.00 093788411 110 1
4514742 15/10/2000 50.40 010155150 6 8
10101 691.04 127
10134 74841 12/11/2000 18,883.34 030302303 458 41
78025 30/09/2000 1,823.68 010551340 278 6
71073 29/09/2000 883.00 030303343 100 8
70936 14/02/2000 561.20 052484405 115 4
70075 09/04/2000 467.40 090081001 3 155
10134 22,618.62 954
304 ACL for Windows 7 Workbook
Formatti ng Reports
To have ACL display zero values as blank:
1. Double-click the column title that contains zeros, such as the Quantity On Order
column in the Inventory input file.
2. In the Modify Column dialog box, check the Blank if zero check box.
3. Click [OK].
Notice that the records with a zero value now display blank.
Suppressing Blank Detail Lines
When you do not want ACL to print blank lines in a report, check the Suppress blank
detail lines check box. ACL will remove the excess white space.
For this exercise, close the Inventory input file, and open the Ar input file from the
Overview window.
You must first specify your key field and break column and create a multiline view:
1. Double-click the Cust No column heading to display the Modify Column dialog box.
2. Check the Sort Key Column check box to specify Cust No as a key field.
3. Check the Break Column check box to designate Cust No as a break column.
4. Check the Suppress Duplicates check box to select this option.
5. Click [OK].
6. Create a multiline view, leaving the Cust No field on the first line, and moving all
other fields to the second line.

Module 6 Communicating Results 305
Formatti ng Reports
This makes the report easier to read. However, because the Suppress Duplicates
option is on, ACL does not print the Cust No multiple times. Instead it inserts a
blank line where the Cust No should be.
For details on how to create a multiline view, see Constructing Multiline Views on
page 74.
To create the report without blank detail lines showing:
1. Click (Report) to display the Report dialog box.
2. Check the Presort check box.
3. Click [Preview] to see what the report looks like before you turn on Suppress blank
detail lines:
4. Click [Close] to return to the view.
5. Click (Report) to display the Report dialog box again.
6. Check the Suppress blank detail lines check box.
Page 1
Produced with ACL by: ACL Services Ltd
Cust
Number
Trans Trans Invoice Due Ref
Amount Type Date Date No
051593
1,189.11 IN 23/09/2000 22/03/2000 213567
(73.40) CN 22/10/2000 21/11/2000 213912
051593
1,115.71
056016
1,070.92 IN 30/09/2000 30/10/2000 213674
736.74 IN 30/09/2000 29/12/2000 213675
(736.74) PM 03/12/2000 29/12/2000 213675
(1,070.92) PM 03/12/2000 30/10/2000 213674
056016
0.00
065003
874.97 IN 31/08/2000 29/11/2000 213248
1,280.20 IN 02/09/2000 01/12/2000 213277
945.40 IN 02/09/2000 01/12/2000 213296
1,189.11 IN 04/09/2000 03/03/2000 213354
540.19 IN 04/09/2000 03/12/2000 213385
418.27 IN 04/09/2000 03/12/2000 213386
1,189.11 IN 04/09/2000 03/03/2000 213387
306 ACL for Windows 7 Workbook
Formatti ng Reports
7. Click [Preview]. Your report now looks similar to this:
Notice how much more concise and easy to read your report is when the blank lines are
not displayed.
Suppress Blank Detail Lines is particularly useful:
When there may be blank data lines, such as extra address lines
When there are many report fields, and you want to save space by reducing the
repetitive output of break fields
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.
Page 1
Produced with ACL by: ACL Services Ltd
Cust
Number
Trans Trans Invoice Due Ref
Amount Type Date Date No
051593
1,189.11 IN 23/09/2000 22/03/2000 213567
(73.40) CN 22/10/2000 21/11/2000 213912
051593
1,115.71
056016
1,070.92 IN 30/09/2000 30/10/2000 213674
736.74 IN 30/09/2000 29/12/2000 213675
(736.74) PM 03/12/2000 29/12/2000 213675
(1,070.92) PM 03/12/2000 30/10/2000 213674
056016
0.00

Module 6 Communicating Results 307
Graphi ng Command Resul ts
Lesson 6.2 Graphing Command Results
You can create graphs from the results of the Histogram, Stratify, Classify, and Age
commands.
Setting Graph Output
ACL displays character-based output for all ACL commands by default, except for the
Histogram command. When you execute the Histogram command, the display
automatically defaults to graph.
To display graphs of the results from the Stratify, Classify, and Age commands, do either
of the following:
Click the [Output] tab in the command dialog box and select Graph.
Double-click the command result in the command log.
ACL stores your output setting for the duration of the session. The next time you start
ACL, the output option for that command is returned to the default setting.
Displaying a Histogram
Use the Histogram command to get a graphical overview of a file. Histograms display a
vertical bar graph representing the distribution of records over the values of a field or
expression. A histogram is the graphical equivalent of categorized data.
Profiling the Input File
Open the inventory file:
1. In the Overview window, click beside Inventory, in the list of input file definitions,
to see all of the views with which this input file is associated.
2. From the Overview window, drag and drop Inventory onto (Open). This opens
the default view of the Inventory input file that is linked to the data file Inventory.fil.
It is a good idea to execute the Statistics command before running a Histogram or
Stratify command. When you run Statistics first, ACL automatically displays a
maximum and minimum value for the data in the Histogram and Stratify text boxes.
Note: If you open a view located under its associated input file definition, ACL automati-
cally opens the associated input file. If you open a view from the list whose corresponding
input file is not currently open, ACL warns you that the view may not match the current
input file.
308 ACL for Windows 7 Workbook
Graphi ng Command Resul ts
To execute the Profile command:
1. Select Analyze from the menu bar and choose Profile. ACL displays the Profile fields
dialog box.
2. In the Profile Fields list view, click Value.
3. Click [OK]. ACL displays the result in the command log.
Graphing Numeric Data Using the Histogram Command
To display a graph of Histogram results:
1. Select Analyze from the menu bar and choose Histogram.
2. Select the Value field name from the Histogram On drop-down list. You can
generate histograms for character or numeric fields.
ACL automatically fills in the Minimum and Maximum text boxes because you have
already profiled the data. You can change or accept the values. The Histogram dialog
box looks like this:

Module 6 Communicating Results 309
Graphi ng Command Resul ts
3. Click [OK]. By default, ACL draws the result in a 3-D bar graph similar to this:
You can see at a glance how the values are distributed in the file. You can easily
determine that most of the inventory value is in the first interval.
Graphing Character Data Using the Histogram Command
You can use the Histogram command on a character field to get a graphic view of the
distribution of inventory items by location.
1. Select Analyze from the menu bar and choose Histogram. ACL displays the
Histogram dialog box.
2. Select the character field Loc from the Histogram On drop-down list.
3. Click [OK]. ACL clearly shows the distribution of items in each location.
Command description
Grid
lines
Graph Type
Graph Properties
Legend Properties
Axis Properties
Format Data
Label Properties
Show/Hide Legend
Print Graph
Edit Command
Copy to Clipboard
Rotate Pie Graph
Show/Hide Axis
Copy to .bmp File
310 ACL for Windows 7 Workbook
Graphi ng Command Resul ts
Multiple Histograms and Stratifications
If you are working with a file that is sorted on a key field or break column, you can
generate a separate histogram or stratification for each key value in the file.
For example, to produce histograms for each product class, you first sort the file by
product class. Then in the Histogram dialog box, click the More tab, and click Break to
specify the product class field as a break field. ACL creates a graph for the first product
class.
To create graphs of subsequent product classes, go to the command log and double-click
each product class for which you want a graph.
For detailed information on how to use break fields, see Break Column on page 297.
Changing the Interval
To focus on a particular range of data, you can use free intervals in the Histogram or
Stratify command.
To display a graph of Histogram results with free intervals:
1. Select Analyze from the menu bar and choose Profile.
2. In the Profile Fields list view, click Value, and then click [OK]. ACL displays the
result in the command log.
3. Select Analyze from the menu bar and choose Histogram.
4. Select Value from the Histogram On drop-down list.

Module 6 Communicating Results 311
Graphi ng Command Resul ts
ACL automatically fills in minimum and maximum values.
You can specify a different number of even intervals, or any number of intervals of
any size.
5. Select Free, and in the list box enter:
10
1000
5000
12000
20000
6. Click [OK]. ACL displays the result in a 3-D bar graph like this:
When you adjust the intervals of the population with which you are working, you can
concentrate on a specific distribution of values.
Graphing Stratify, Classify, and Age Results
For Stratify, you should first execute the Profile command, so that ACL will provide
maximum and minimum values for you.
You can follow these instructions in order to graph the Stratify, Classify, or Age
command results, but for this example you use the Classify command results.
To graph the Classify command results:
1. Select Analyze from the menu bar, and choose Classify to display the command
dialog box.
Notice that the largest
number is in the 1,000.00
to 4,999.99 interval.
312 ACL for Windows 7 Workbook
Graphi ng Command Resul ts
2. Select Loc from the Classify On drop-down list.
3. Click the [Output] tab to display the output options.
4. To execute the command, select Graph and click [OK]. ACL displays the results in a
graph as follows:
Editing Graph Properties
ACL provides numerous options to manipulate graphs containing your results. You can
change the graph format, labels, and grid display. You must first create the default graph
type before you can change its properties.
To select the fields to graph:
1. Select Analyze from the menu bar and choose Classify.
2. In the Classify On drop-down list, select Loc.
3. In the Accumulate Fields list view, select the Mktval. Then CTRL+CLICK the QtyOH
and Value fields.
4. Click the [Output] tab and select the Graph.
5. Click [OK] to execute the command and display the graph.
6. Click (Format Data) to display the Format Data dialog box.
7. Double-click Count in the Available Fields list view to add it to the Selected Fields
list view. The Format Data dialog box now looks like this:

Module 6 Communicating Results 313
Graphi ng Command Resul ts
8. Click [OK] to display the graph.
Changing Graph Types
You can choose to display graphs in 2-D or 3-D bar, 2-D or 3-D stacked, 2-D or 3-D pie
graph, 3-D layered, or line graph formats. Only options that apply to the data in your
graph are available. Options that do not apply to the data in your graph are grayed out.
314 ACL for Windows 7 Workbook
Graphi ng Command Resul ts
To change the graph format of the Histogram example above:
1. In the graph window, click (Graph Type). ACL displays the Graph Type dialog
box.
2. For example, try clicking the 3-D layered graph button.
3. Click [OK]. ACL displays the Classify results in a 3-D layered graph.
Note: When your results contain a single item, ACL grays out the stacked and 3-D layered
options, and enables the 2-D and 3-D pie charts. When your results contain multiple items,
these options are available, but the 2-D and 3-D pie charts are not.
2-D pie graph
2-D bar graph
3-D bar graph
3-D pie graph 3-D layered graph
2-D stacked graph
3-D stacked graph
Line graph

Module 6 Communicating Results 315
Graphi ng Command Resul ts
4. To change the display again, click (Graph Type).
5. In the Graph Type dialog box, click the line graph button.
6. Click [OK]. ACL displays the same Classify result in a line graph.
Changing Graph Properties
To change the graph properties:
1. Click (Graph Properties).
2. Click the [Global Font] tab.
316 ACL for Windows 7 Workbook
Graphi ng Command Resul ts
3. You can change the font, font style, color and background. In the Options tab you
can hide the gridlines, axis, and legend.
Changing Legend Properties
To change the legend properties:
1. Click (Legend Properties).
2. Click the [Legend Attributes] tab.
3. Using the Legend Attributes, Font, and Data Series tabs, you can change the border
style, font, and appearance of the data series.
Changing Axis Properties
To change the axis properties:
1. Click (Axis Properties).
2. Click the [Axis Scale] tab.
.

Module 6 Communicating Results 317
Graphi ng Command Resul ts
Using the Axis Style, Axis Scale, and Font tabs, you can change the appearance, scale,
orientation and font of the axis.
Formatting Data
To format the data:
1. Click (Format Data).
2. Click the [Data] tab.
3. Remove Count, Market Value, and Quantity on Hand from the Selected Fields list
box.
4. Select the [Options] tab.
5. Change the orientation of the labels to 0.
6. You can choose to change the font of the labels.
7. Select the [Data Series] tab.
8. Select Inventory Value at Cost from the Field drop-down list.
9. Click the color bar next to the Solid option button to open the color palette. Choose
a new color for the Inventory Value at Cost field. Click [OK].
10. Click [OK] again to accept all of the new settings.
ACL displays graphs on one page. If there is a large amount of data, it may take a long
time to draw the graph on the screen or it may be difficult to read. You can reduce the
amount of data in the graph by displaying only some of the fields. Try this using the
Histogram command.
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For more practice, click (Graph Type) to change the graph type to a 3-D pie.
Change the graph properties.
Changing Graph Labels
To change graph labels:
1. Select the label text at the bottom of the Graph window. The Label Properties
button is activated.
2. Click (Label Properties).
3. You can change the orientation, font, and border appearance of the label.
Graphing Drill Down
Graphing drill down works in 2-D and 3-D graphs featuring pie segments, bar charts, or
line graphs. By double-clicking the mouse on a particular segment or bar, you cause a
new filter to be attached to the existing file view (which is of the graph as a whole).
The new filter narrows the view down to only the data supporting that particular
segment, and brings the view to the top, leaving the graph in the background. You can
view a different segment by clicking it. To return to the top-level view of the graph as a
whole, you must edit the filter directly.

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Exploding Pie Segments
You can explode a pie graph by pulling individual pie segments away from the whole.
This can be done by selecting a segment and choosing Explode Pie from the graph
pop-up menu or the default pop-up menu. You can also click and drag the segment away
from the rest of the pie.
Note: You can use the drill-down feature to simultaneously retrieve data from a number of
graph items, such as bars or pie chart wedges. You can use CTRL+CLICK to select multiple
individual items or SHIFT+CLICK to select a range of adjacent items. On a pie chart,
SHIFT+CLICK selects wedges in a clockwise direction.
Multiple Drill-Down
Selections
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To explode a pie graph:
1. Right-click a segment of the pie chart to select it.
2. Choose Explode Pie from the pop-up menu.
Alternately, you can:
1. Click the segment of the pie you want to separate and hold down the left mouse
button.
2. Drag the segment away from the pie.
Saving the Graph as a Bitmap
You may want to use the graph as a bitmap in another program.
To save the graph as a bitmap (.bmp) file:
1. Click (Save Graph as Bitmap).
2. In the Save Graph As dialog box, select the location you want to save it to and name
the .bmp file.
Copying the Graph to the Clipboard
You may want to use a copy of the graph in another application.
To copy the graph to the clipboard:
1. Click (Copy Graph to Clipboard). You can then paste the graph into a presen-
tation or another program.
For example, the previous Classify graph may look like this when you paste it into
Microsoft Word for Windows
TM
:

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Graphi ng Command Resul ts
Using the Command Log to Graph
You can use the results in the Command Log to create graphs of existing data or change
the command specifications.
You can tell which ACL command results can output to a graph by the line
<<<Graphable Data>>>, which ACL displays under the command line.
To redraw a graph, do one of the following:
In the command log, double-click the result of a graphable command. ACL
immediately redraws the default graph for that command.
Click the command line (the line beginning with @). ACL displays the command
in the command text box. You can either modify the command in the text box,
and then click to accept it; or click to display the command dialog box in
which you can modify the command.
Graphing a View
ACL lets you graph certain kinds of data directly from the view:
A single character or date column with one or more numeric columns
Multiple numeric columns graphed against their record number
This feature lets you quickly view your data without having to process it using an ACL
command.
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To graph data from a view:
1. Click and drag the mouse to select a valid data range from the view.
2. Then, click [Graph Selected Data].
When the graph appears, you can modify the graph type, appearance and properties
using the buttons on the left side of the graph. All valid graphing options are displayed
with color buttons. Invalid options are grayed out.
Because a view-based graph is not based on data from ACL commands, it does not have
as many features as a graph produced from data output. Character or date data is not
sorted and appears in the same order as it does in the view. Graph drill-down is not
available when graphing from a view. When you need greater control over graphs, create
them from your data output instead.
Exiting ACL
If you want to exit ACL now, select File from the menu bar and choose Exit.

Module 6 Communicating Results 323
The Noti fy Command
Lesson 6.3 The Notify Command
E-mail can be generated within batch jobs to alert a user of results. The e-mail can
include text, generated strings based on expressions, or attachments of analysis
results.The Notify command appears on the File menu. Choosing it causes the Notify
dialog box to appear.
Using the Notify Command
As Notify is primarily intended to be used in a batch, mastering the command syntax is
very important. Notify supports cc, bcc, and attachments.
The password in the command line is an encrypted sequence of up to 64 characters.
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The Noti fy Command
The dialog box allows input for six different fields, but depending on your system, only
four or five of these are required:
Sender (required)
Password (required for some systems)
Mailbox path (required)
To (required)
Subject
Text (required)
This is an example of a Notify message sent to an external e-mail address. It includes an
attachment and is password-protected.
NOTIFY USER "[email protected]" PASSWORD
"8456B52AD40CC450D53DAAD521FD624F1D2CBCB089B9AB73753B7B69475
E5F23" MAILBOX "smtp.internet.com" ADDRESS "[email protected]"
SUBJECT "Exceptions were found in Clients data." MESSAGE "
The Test batches were run on the clients system. Exceptions
were found." ATTACHMENT "C:\sample data\gltrialbal.fil"
There can be more than one recipient in the To: field, depending on the system. Lotus
cc:Mail and Microsoft Exchange support multiple recipients, separated by commas.
SMTP does not.

Module 6 Communicating Results 325
The Noti fy Command
The subject field defaults to Notify if you leave it blank. It is normally preferable to
specify a subject.
Although the password you enter here is encrypted in the dialog box and in any batch
jobs, the Notify command should be used with caution. It is possible to copy and paste
the encrypted password from the batch job it appears in, using it in another batch job to
send unauthorized mail. For this reason, ACL strongly advises that any mail sent from
within a batch job be sent from a separate account, perhaps entitled ACL, so that imper-
sonation is impossible, and unauthorized use is made less attractive.
Accessing Notify Using the Command Log and Batch Files
You can create a Notify command in the command log, as a single command of the
form:
NOTIFY USER username <PASSWORD xxxx> MAILBOX pathname
ADDRESS recipient MESSAGE message
If your command does not include the required items above, an error message appears
noting the first missing item. The dialog box then appears, prompting you for the
missing information.
You can also include Notify in batch files. It executes just as it would from the Command
Log, as it is a standard batch command.
Note: Notify is not intended for use as a full-scale mail system. It is a send-only utility with
a very limited range of adaptation, and may not be able to deal with some mail formats. It
is advisable to test the precise message syntax and attachment types you will be using in the
command log beforehand to verify that messages will arrive intact. Also, be aware that
system responses concerning nondelivery of your messages may not reach you consistently.
Note: Some of the failure modes for Notify, such as an invalid password or address, cause
an unattended batch to pause.
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327
Module 7 CUSTOMIZING ACL
In Module 7, you will find out how to customize ACL. You will learn how to:
Select options and then turn them on and off
Restore factory default preferences
Set Interface, Input File, View, Command, Date, Numeric, Print, and Application
Font options
7
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Lesson 7.1 Setting Preferences
ACL offers a variety of customization options. In this lesson, you learn how to set up
ACL to match your skills, level of experience, and personal preferences.
Some preferences affect the options and commands available in the ACL menus, the
display of information on your screen, or the appearance of the ACL application screen.
Other preferences control the display of dates and how documentation prints.
For example, if you turn off the Show Button Bar preference, ACL does not display the
button bar at the top of the application screen.
Selecting Options
To display the Edit ACL Preferences dialog box:
1. Select Edit from the menu bar and choose Preferences. The first time you open the
Preferences dialog box, ACL displays the [Interface Options] tab.
2. You can click any of the following eight tabs to display the associated preference
settings:
Interface Options
Input File Options
View Options
Command Options
Date Options
Preference file name

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Numeric Options
Print Options
Application Font Options
Turning Options On and Off
To turn options on or off, click the check box beside the preference name. Some options
require that you enter a setting or select an option from a drop-down list.
An (empty check box) indicates the option is off. A (checked check box)
indicates the option is on.
ACL stores your preferences in a file. You can see the file name at the bottom of the
Preferences dialog box.
When you have finished selecting options, click one of the following:
[OK] to set the preference settings for the duration of the current session only
[Cancel] to cancel any changes made to preference settings
[Save] to save all of your current preferences to use in future ACL sessions
[Factory] to set all preferences to the default settings
For more information, you can click [Help] to display online Help.
To use command mode to set preferences, see Set on page 309 of the ACL for Windows
Reference Manual.
Restoring ACL Factory Default Preferences
You can restore the settings to the factory defaults at any time.
To reset the ACL Preferences to the factory defaults:
1. Select Edit from the menu bar and choose Preferences.
2. Click [Factory]. ACL asks if you want to set all preferences to their default settings.
3. Click [Yes].
The sections that follow describe each of the preference options. Factory default prefer-
ences are preselected with a .
Note: When you click Factory, ACL does not reset the button bar to its default configu-
ration.
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Interface Options
Click the [Interface Options] tab to display the options.
Show Button Bar
This option displays the button bar at the top of the application screen. If you turn this
option off, ACL does not display the button bar on your application screen.
Show Tooltips
This option displays yellow, pop-up notes that describe the function of buttons. The
notes appear when you position the cursor over any of the buttons on the ACL button
bars. If you turn this option off, the tooltips are not displayed.
Include Filters in Field Lists
Filters are normally excluded from field lists. Select this option when you want to include
filters in field lists. Because filters are actually implemented as logical fields, you can use
this option to have filters appear in field lists, so that you can apply commands to them.
Warn Before Overwriting Files
This option displays a warning before ACL overwrites an existing file. If you turn this
option off, ACL overwrites files without prompting you for approval.
Note: This preference was formerly called Include Logicals in Field Lists.
Note: This preference was formerly called Set Safety On.

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This option can also be set in batch mode. By turning this option off, you can avoid
interruptions while executing a batch that is designed to overwrite existing files.
Command Mode Syntax
SET SAFETY ON|OFF
Beep(s) Upon Task Completion
This option indicates the number of beeps that sound when ACL completes a task. This
notification is especially useful when you expect a task to take a long time. To change the
number, enter a number from 0 to 255 in the text box (the default is 0).
Input File Options
Click the [Input File Options] tab to display the options.
Automatically Profile on Open
If you turn this option on and you open an ACL Project or change a filter, ACL automat-
ically executes the Profile command on all numeric fields in your data file.
ACL retains the information and uses it to provide the minimum and maximum values
for histograms and stratifications, as well as for sample populations, if required.
This option is turned off by default. Turning it on may slow down ACL when you open a
large file.
Open View Window
This option automatically opens the View window when you select or create an input
file. If a default view exists, ACL opens it. Otherwise, ACL opens another available view,
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or creates a default view if no others exist. If you turn this option off, you must open a
View window each time you require one.
Delete Data File with Input File Definition
If you turn this option on, ACL automatically deletes the linked data file when you delete
an input file definition. You can use this option to quickly remove unwanted files from
your hard disk, but it will prevent you from accessing the data in the future, therefore,
selecting this option is not recommended.
Dont Share Input File Layouts
If you turn this option off, ACL creates a new input file definition when you execute a
command that creates an ACL data file as output, such as Sort or Extract. ACL shares the
same input file definition whenever possible if this option is turned on.
Exact Character Comparisons
With this option off by default, ACL compares character fields or expressions that are
not of equal length, based on the shortest character field or expression. For example,
AB is considered equal to both ABC and ABLMNOP.
If you turn this option on, ACL compares character fields or expressions based on their
full length. Two strings must be the same length for ACL to deem that they are equal.
Display Format on Open
If you turn this option on, ACL automatically displays the current input file definition
and computed field definitions when you open a new input file. The results appear in the
command log.
Enable Client/Server
If your organization also uses ACL for OS/390 Version 7, you can take advantage of ACLs
powerful client/server capabilities. ACL for OS/390 Version 7 can be configured to run
as a server, providing direct access to data residing on your OS/390 platform from the
ACL for Windows user interface.
Note: To prevent accidental deletion of field definitions, the default setting for this option
is Dont Share Input File Layouts.

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Max RAM (MB)
This option specifies the maximum amount of memory you want ACL to use. The
default of 4 megabytes (MB) is adequate for most purposes.If you want to sort or classify
very large files, you can specify a larger number, from 1 MB to 64 MB. When you change
this number, you must save your preferences, exit, and restart ACL for the new setting to
take effect.
If you specify too small a number, commands such as Sort and Index execute more
slowly than usual. You must restart ACL for changes to take effect. In general, you
should not exceed 25% of the amount of RAM installed on your system.
Buffer Size (k)
This option specifies the size of the data block read. The default is 33 kilobytes, the
recommended buffer size for most applications, but you can enter a number from 5 to
255. Changing the buffer size may result in slight performance improvements in certain
enviroments. Change this setting on the advice of ACL technical support only.
The new buffer size takes effect the next time you open a new file.
Sort Order
This option indicates the sort sequence for character fields. The default is ASCII, which
ACL signifies with the System Default option. Character sequences vary, depending on
the language used.
The Sort Order drop-down list offers a variety of options, including Custom, which
allows you to define your own sort order. Characters you enter are sorted in the order
they appear. Characters that do not appear in the text box are sorted according to the
default ASCII sort sequence. For example, typing AaBbCc... causes uppercase and
lowercase letters to sort together before any other characters. Any remaining characters
are sorted in the same order that they appear in the Windows Character Map.
View Options
Click the [View Options] tab to display the options.
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Hide Filtered Records
This option is on by default. ACL displays only the records that match the filter
condition in effect.
If you turn this option off, all records in the current input file are shown. If a filter is
active, the records that do not match the filter condition are highlighted.
If only a few records meet the filter condition, it is best to turn this setting on.
Show Grid Lines
This option displays grid lines in views. If you are formatting a view for a report, you
may want to turn this preference off.
Test Column Widths
Even if width of column(s) is the only thing you change in a view, this option prompts
you to save or discard your work when you close the View window. If you turn this
option off, and the only changes to a view are column-width changes, ACL discards the
changes.
Show Right Edge of Page
ACL displays a dotted line in the View window to indicate the right margin. The margin
is based on a standard page width of eight and one-half inches. For more information,
see Page Width Indicator on page 291.

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Display Invalid Data as Blanks or Zeros
When this option is off, ACL accepts all invalid characters in a field. If you turn this
option on, ACL replaces invalid character data with blanks, and invalid numeric data
with zeros, from the first invalid character to the end of the field. This option affects all
fields except text fields: ACL automatically replaces invalid data with blanks in text
fields.
Redraw Seconds
This option displays the maximum amount of time in seconds that ACL takes to redraw
the view. If redrawing takes longer than the specified amount of time, ACL interrupts
processing and displays a message. The default is 10 seconds.
Global Page Title
Whatever you enter in this text box displays below the page number at the top of each
printed page. By default, ACL uses your company name, but you can enter a different
designation or leave it blank.
Command Options
Click the [Command Options] tab to display its options.
Note: Authorized group licensed versions of ACL have customer-specified text in the
Global Page Title that cannot be modified.
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Autoexecute Commands
This option is turned on by default. ACL immediately executes commands without
showing the command dialog box. Rather, ACL uses the default settings to execute the
command and display the result. Some commands cannot be autoexecuted.
For this feature to work on commands that create output files, the Automatic Output
Filenames option must also be turned on.
Automatic Output Filenames
If you turn this option on, ACL suggests a name for any file a command creates. The
name contains the command name and an incremental number starting at 01. You can
accept the default name, or enter a more descriptive name.
Time Stamp Commands
If you turn this option on, ACL records, in the command log, the time and date of each
command you issue.
Use Output File
This option, which is turned on by default, causes ACL to automatically check the Use
Output File check box in command dialog boxes that create files. When a command
creates an output file, ACL opens the output file so that you can use it right away.
If you turn this option off, the Use Output File check box in command dialog boxes are
not checked, and ACL writes to the same file after executing the command.
You can always check or uncheck the Use Output File check box in any command dialog
box.
Show Group Tests in Log
When a batch has run, this option displays the group results of If, While, For, and Next
tests beside the respective commands in the command log. More than one test in a
group can apply to each command.
If you turn this option off, ACL does not display the group tests when you run a batch.
Intervals
This option indicates the default number of intervals for a stratification or histogram.
Enter a number from 1 to 255. The default is 10.
If you change the setting, the new setting becomes the default until you change it or reset
it.

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Error Limit
The Error Limit option specifies the default maximum number of sequence errors that
ACL processes using the Sequence or Verify commands. The default is 10.
Date Options
Click the [Date Options] tab to display its options.
Day, Month, Year
You can change the D, M, or Y character in the Day, Month, or Year text boxes to
characters that match your usual format. ACL globally displays the characters you
specify in every alpha date format representation.
Date Display Format
ACL globally displays the format you specify in every date field. This does not affect the
date formats ACL can read, only the way they are displayed.
To change the way ACL reads date information, see Date on page 11 of the
ACL for Windows Reference Manual.
You can Choose an option from the Date Display Format drop-down list to control how
ACL displays the date in views, reports, and other output.
Start of Century Date
Many data files use two digits to represent the year, and the year used to denote the
earliest date in the last century may vary from one set of data files to the next. The
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two-digit year that indicates the oldest record in the last century is often called the start
of century date or the pivot date.
The start of century date applies to two-digit year date fields only, and does not affect
data that uses four digits to represent the year. ACL can read four-digit year dates to
9999.
The default setting is 40. To change the start of century date, enter a two-digit number
from 1 to 99. ACL does not accept a zero value. For example, if you choose to set 1940 as
the separating year, enter 40 in the Start of Century text box. ACL then treats years 40 to
99 as 1940 to 1999, and years 00 to 39 as 2000 to 2039.
The following table illustrates possible Start of Century dates.
When working with data files that use a different pivot date, you can use an expression
to create a computed field that correctly interprets the two-digit year, or converts it to a
four-digit year.
Aging Periods
You can change the default periods used for the Age command to match your chosen
format. You can always change the age periods in the Age command dialog box. The
default is 0, 30, 60, 90, 120, and 10000.
Abbreviations for month names
This option sets the default abbreviations for MMM format month names. Month
names must be three characters long, in the correct order starting with January, and
separated by a comma.
Use this option when you want to read or display MMM format month names in a
language other than English. The months must be entered in the correct order, starting
with January.
Start of Century Date Years Display as dates
60 60 to 99
00 to 59
1960 to 1999
2000 to 2059
40 40 to 99
00 to 39
1940 to 1999
2000 to 2039
05 05 to 99
00 to 04
1905 to 1999
2000 to 2004

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This option affects the way ACL reads dates from an input file.
Numeric Options
Click the [Numeric Options] tab to display the options.
Stop on Numeric Overflow
This option terminates processing when a numeric overflow (such as division by zero)
occurs.
Verify Data
The Verify Data preference automatically checks the validity of data. With this option
turned off by default, ACL does not test for data validity, which improves processing
speed. If you turn Verify Data on, ACL automatically verifies data when you use an input
file. You can choose to have ACL stop processing when it encounters invalid data, or
replace invalid data with blanks, so that processing continues.
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Blank Invalid Data
This option is only available if the Verify Data option is turned on. If you turn Blank
Invalid Data on, ACL automatically replaces invalid data with blanks or zeros (as appro-
priate) for the entire field that has any invalid data in it. ACL adds an entry to the error
log. ACL displays the message: Invalid data encountered in file, values zeroed. See file
ERROR.LOG. The error log is stored in the ACL working directory. You can view or
print the error log in your text editor or word processor.
Expression Field Width
This option indicates the default field width for numeric computed fields or ad hoc
numeric expressions (for which ACL cannot determine the maximum width). The
default is 12 characters, based on the default application font in ACL.
Decimal Place Symbol
ACL uses a period as the default decimal place character. To change the default setting,
enter a new character in the text box.
Thousands Separator
ACL uses a comma as the default thousands separator. To change the default setting,
enter a new character in the text box.
List Separator
ACL uses a comma as the default list separator, which is used primarily to separate
function parameters. To change the default setting, enter a new character in the text box.
Default Numeric Format
Choose a default numeric format from the drop-down list.
Note: When you use $ (dollar characters) in the default numeric format, ACL uses them
globally, formatting even ACL generated numeric columns such as Count or Classify with
$. It is, therefore, not recommended that you select $ as the numeric format.

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Print Options
Click the [Print Options] tab to display the options.
Print File History with Last Result
This option includes the file history as the last page of output when you print the
command log with the Last Result option selected.
Include Report History with Reports
This option includes the report history as the last page of a printed report.
Include Field Definitions in File History
If you turn this option on, ACL includes a description of the input file definition and
computed fields as part of the file history.
Include View Note in Report History
If you turn this option on, ACL includes the notes associated with the view, as well as the
file history, in printed reports.
Note: This option was formerly called Print File History with Reports.
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Left, Top, Right, and Bottom Margins
The Left Margin, Top Margin, Right Margin, and Bottom Margin text boxes set the
margins for all printed output. The values are in 100
ths
of an inch. The default value of 50
specifies a half-inch margin.
Application Font Options
Click the [Application Font Options] tab to display the options.
Fixed-Width Font
ACL uses fixed-width fonts to display information in the Command Log, Batch, and
Workspace windows. You can change the fixed font used in these windows by clicking
the Fixed Font drop-down list and selecting one of the fonts. By default, ACL uses the
Courier New font to display fixed ASCII text on screen.
Proportional Font
The default is Arial. Choose from the drop-down list to change the font for data that
appears in views, notes, and reports.
Language Version
The default is Standard. The options in this drop-down list let ACL properly read and
display local language characters. To change the option, select one of the options from
the Language Version drop-down list.
Note: You can also adjust your Windows settings for metric measurements.
343
Module 8 TROUBLESHOOTING DATA ERRORS
Module 8 shows you how to identify and use invalid data using ACL. You will learn how
to:
Recognize invalid data
Verify and dump data
Handle improper data
Handle incomplete and inconsistent data
Correct faulty data
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Troubl eshooti ng Data Errors
Lesson 8.1 Troubleshooting Data Errors
ACL provides different commands, functions, and preferences for identifying and
handling data errors.
Data Errors
Files may contain data errors, such as blanks, missing numbers, or inconsistent data that
were not detected when the file was created.
What are Data Errors?
There are four common types of data errors:
Invalid data in the field. This is data that is technically incorrect, such as blanks in
a Packed field.
Improper data is technically correct but not logically correct for the context.
Examples of improper data are incorrectly sorted data when the application
requires that it be sorted or duplicate data.
Incomplete data is missing information, such as missing invoice numbers in a
file.
Inconsistent data is data that varies between fields or between files, such as an
invoice with no corresponding customer master file.
In this lesson, you will use the Badfile input file, as it contains examples of the above data
errors.
Opening Your Project
To prepare for this lesson:
1. Open the Workbook.acl Project. For details on how to open an ACL Project and an
input file definition, see Lesson 2.4: Overview Window on page 57.
2. In the Overview window, drag and drop Badfile onto the (Open) button. The
default view for the Badfile input file opens.

Module 8 Troubleshooting Data Errors 345
Troubl eshooti ng Data Errors
At first glance, you can see that there are data errors.
What is Invalid Data?
Invalid data is technically incorrect for the field definition. This might include
characters in a numeric field, or blank spaces in an ASCII field.
You can use the CLEAN( ) function and Display Invalid Data as Blanks or Zeros to
remove the invalid data from the file.
Verifying Data
To check for data validity errors in the input file, use the Verify command. Verify ensures
that data in a file conforms to the input file definitions and reports any errors encoun-
tered. For example, Verify uses the input file definition description to check that only
character data is in character fields.
To verify all of the defined data fields:
1. Select Analyze from the menu bar and choose Verify. The Verify dialog box appears.
2. Click [Verify Fields] to display the Selected Fields dialog box. The Available Fields
list view displays all defined fields for the Badfile input file.
3. Click [Add All] to copy all the available fields to the Selected Fields list box.
Improper data
Incomplete data
Inconsistent data
Invalid data
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4. Click [OK] to close the Selected Fields dialog box. The Verify dialog box now looks
like this:
5. Click [OK] again to execute the command. The verification result appears in the
command log.
You can see that five validity errors were found. ACL identifies the record numbers
and field names. You can use this information to analyze the file errors.

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CLEAN( ) Function
The CLEAN( ) function finds and removes the first invalid character in a string, and
replaces it and all characters to the right of it with blanks. The syntax of CLEAN( ) is:
CLEAN(string<,extra_invalid_characters>)
The optional second parameter, extra_invalid_characters, allows you to specify
additional character values that are considered invalid for the purposes of the test. The
values for this parameter must be surrounded by matching single or double quotes.
For example, if the Name field contains invalid data, you could define a new computed
field with the value CLEAN(NAME). Whenever you refer to this new field, the invalid
data is removed.
For further details on this function, see CLEAN( ) on page 37 of the ACL for Windows
Reference Manual.
Display Invalid Data as Blanks or Zeros Preference
Use the Display Invalid Data as Blanks or Zeros option to correctly display data
automatically, without the use of CLEAN( ). This is also useful for some variable length
files.
When this option is turned on, ACL replaces invalid character data with blanks and
invalid numeric data with zeros, from the first invalid character to the end of the field.
This option affects all fields except text fields: ACL automatically replaces invalid data
with blanks in text fields. When this option is turned off (as it is by default), ACL accepts
invalid characters
The Display Invalid Data as Blanks option is most useful with variable length data files,
because it allows ACL to display them correctly. For example, if you have a variable
length file in which the last field is a description that is 0 to 40 bytes long (terminated by
a CR, LF, or CRLF), you can use this option to remove any irrelevant information when
the actual length is less than 40.
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You can see in the command log that records 17 and 18 in Badfile contain invalid data.
To turn on the Display Invalid Data as Blanks or Zeros option to remove the invalid
characters from the input file:
1. Select Edit from menu bar and choose Preferences.
2. Click the [View Options] tab.
3. Check the Display Invalid Data as Blanks check box to turn on this option.
4. Click [OK] to close the Preferences dialog box.
You can see that records 17 and 18 now display the valid data.
Note: Although the characters and may appear to most users as invalid data, they are
recognizable ASCII characters, and are therefore valid in ACL.
Invalid data

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The invalid data, and all data after that, is displayed as blanks (If the Product Number
field was a numeric field instead of a character field, the invalid data would be displayed
as zeros).
What is Improper Data?
Improper data is data that is technically valid, but not correct for the context. For
example, blanks or letters in a part number field that is defined as an ASCII field type.
Negative amounts in a numeric field that should contain only positive amounts are also
considered improper.
In Badfile, both InvoiceNo and ProdNo are defined as character fields, but should
contain only numbers. If the data was not entered correctly when the file was created,
these fields might include characters other than numbers or blanks.
Handling Improper Data
Now that you have determined that there is improper data, you can use some ACL
functions to fix the data.
INCLUDE( ) Function
The INCLUDE( ) function allows you to include only the data you want in a character
field. The syntax of INCLUDE( ) is:
INCLUDE(string,characters_to_include)
The INCLUDE( ) function includes all proper data. It includes all data that conforms to
the characters_to_include string, and shifts all valid characters to the left side of the
field. INCLUDE( ) fills the rest of the field with blanks. Remember when working with
non-numeric fields that ACL is case sensitive.
For further details on this function, seeINCLUDE( ) on page 51 of the
ACL for Windows Reference Manual.
EXCLUDE( ) Function
With the EXCLUDE( ) function, you can exclude specific characters from a character
field. EXCLUDE ( ) removes specified characters and replaces them with blanks,
maintaining the original record length.
EXCLUDE( ) is the opposite of the INCLUDE( ) function. The syntax of EXCLUDE( )
is:
EXCLUDE(string,characters_to_exclude)
For further details on this function, seeEXCLUDE( ) on page 44 of the
ACL for Windows Reference Manual and online Help.
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To use the Count command to test for the presence of valid, but inappropriate, ASCII
characters in the Product Number field:
1. With the Badfile input file definition open, select Analyze from the menu bar and
choose Count.
2. Click the If text box and enter the expression EXCLUDE( CLEAN( Prodno),
"0123456789") <> " ".
3. Click [OK]. The command log tells you that one of the records met the test. In other
words, one record contains improper ASCII characters in the Product Number field.
What is Incomplete Data?
Incomplete data contains gaps or is missing some type of information. You can use the
Gaps command to test for gaps or missing items.
For more information on using the Gaps command to test for data errors, see
Lesson 3.6: Testing for Sequences, Duplicates, and Gaps on page 107.
You may recall that the Gaps command is valid for character or numeric fields.
To check for gaps in the InvoiceNo field:
1. Select Analyze from the menu bar and choose Gaps.
2. In the Sequence On list view, click InvoiceNo.
3. Check the Presort check box.
4. Click [OK] to execute the command. ACL displays the result.
As you can see from the result, two records have gaps.

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To determine which records contain the gaps or duplicates, you need to set a filter in the
view.
To set a filter to find which records contain gaps:
1. In the View window, click the filter text box and enter InvoiceNo=" "(with a space
between the double matching quotes).
2. Click (Set Filter).
3. ACL displays the view with only the record that meets the filter conditions. Record
12 has a blank InvoiceNo field.
4. Click (Remove Filter) to view all records again.
Another example of incomplete data is in the Product Number Column. A quick glance
at the view shows you that there are two blank entries in the Product Number column for
records 3 and 8. You can also use the Count command to count the number of records
that contain blank values in a field. To count records with blank values in the ProdNo
field:
1. Select Analyze from the menu bar and choose Count.
2. In the If text box, enter ProdNo=" "(matching quotes separated by a space).
3. Click [OK]. ACL displays the result, showing that two of the records contain blank
entries in the ProdNo field.
4. If you now set a filter to find these two records, as you did with InvoiceNo, you will
find that records 3 and 8 have blank fields.
What is Inconsistent Data?
Inconsistent data is data for which comparable or matching data does not exist in
another field or file. You often find inconsistent data by comparing data in two separate
files. For example, a customer master file record may not exist for an invoice entry in a
transaction file. You can use the Join command and the Unmatched Records option to
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identify data that is inconsistent between files. You can also create a relationship between
the files to identify inconsistent data.
For more information on using the Join command, the Unmatched Records option, and
the Relations command, see Lesson 4.7: Joining, Relating, and Merging Data on
page 164.
You can also use computed fields to verify data. For example, in Badfile, the Total field
should equal the Price multiplied by OrderQty. To test this relationship, you can create
an expression to perform this calculation. You can then compare the result with the
value in the Total field.
To check the Total field:
1. In the View window, click (Add Columns).
2. Click [Expr] to display the Expression Builder.
3. In the Available Fields list view, double-click the Price field.
4. Click (Multiply).
5. In the Available Fields list view, double-click the OrderQty field.
6. In the Save As text box enter ConTotal.
7. Click [OK] to close the Expression Builder.
8. Click [OK] to close the Add Columns dialog box and execute the command. ACL
adds ConTotal to the far right of the view.
By setting a filter, you can now search the file for the first record (if any) in which the
amount in the control total field differs from the amount in the Total field by more than
.01. The .01 amount allows for any rounding of the values in the two fields.
To set a filter to determine which records contain inconsistent data:
1. In the View filter text box in the View window, enter ABS(TOTAL-CONTOTAL)>.01
2. Click (Set Filter).

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3. ACL displays the view of all records that meet the filter conditions (records 2 and 14).
For these two records, the amount in the control field differs from the amount in the
Total field by more than .01.
Dumping Data
When you encounter invalid data in the file, the Dump command can give you useful
information. Dump displays the contents of a specified file or the current record in
hexadecimal (HEX), ASCII and EBCDIC formats.
You can display the entire contents of a specified file, or you can display only the selected
record in your current view. You can dump any file at any timethe file does not need
to be open. Simply specify the full file name.To use the Dump command:
Select Tools from the menu bar and choose Dump. The currently selected record is
displayed in the Dump window.
This integrated window lets you specify Dump parameters in the top of the window.
ACL displays the results in the bottom of the window. The default Vertical format
displays each type of data side by side.
Because the Dump command is an interactive command, ACL displays the results only
in the Dump window. The results do not appear in the command log.
Choosing the Record Number to Dump
The Record option button is selected by default to dump the contents of the current
record.
To display a different record in the Dump window:
1. In the View window, click the desired record number.
OFFSET
column
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2. ACL should automatically update the information in the Dump window, but to
ensure that it does, you may want to click [Refresh]. ACL shows the results of the
record dump.
Dumping an Input File
The Record option button is selected by default to dump the contents of the current
record, however, you can also dump an entire input file.
To display an input file in the Dump window:
If you know the name of the file, enter it directly in the File text box. Otherwise, select
File to display the Select file to dump dialog box, select a file (in this case select
Badfile.fil) and click [Open].
ACL displays the results of the file dump.
Changing Dump Options
You can choose to dump from a different starting byte, and specify the column width,
direction, and data formats you want to display. The options you choose remain selected
until you change them or exit ACL.
The Skip Bytes option lets you bypass a specified number of bytes before the dump of the
file or record begins.
To change dump options:
1. In the Skip Bytes text box, enter 5 as the number. The default number of Skip Bytes
is zero.
2. Click [Refresh]. The Offset column in the lower part of the window shows the new
starting byte for that row of data.
Input file name

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3. Check the Horizontal check box to display hexadecimal, ASCII, and EBCDIC data,
one under another, in the bottom half of the window.
Whether you are dumping a specified file or the current record, you can dump
horizontally or vertically (as by default).
The Columns text box lets you change the width of the output.
4. Enter 20 as the number of data bytes you want ACL to display on each line in the
Columns text box. The default is 16 for vertical, 64 for horizontal.
Leave the HEX, ASCII, or EBCDIC check boxes checked to display data in
hexadecimal, plain text, and IBM EBCDIC format.
5. Click data in the bottom half of the window. ACL displays the position number of the
data byte that you clicked.
6. Click [Refresh] to update the display after you change Dump options. You can also
press ENTER. The Dump window now looks similar to this:
To search for a string using the Find text box:
1. Click [Find] to display the Dump Find dialog box. You can use the Find option to
search for hexadecimal, ASCII, or EBCDIC strings in the file or record.
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2. Enter what you want to locate in the Find text box.
3. Leave the ASCII option button selected, as it is by default, or select the EBCDIC or
HEX option button.
4. You can check the Ignore case check box to find either an uppercase or lowercase
string specified in the Find text box. Leave this option off, as it is by default, to find a
string with the case you specify.
5. In the Search from area, Top is selected by default to search from the start of the file.
Select Cursor to have ACL search from the cursor position.
If you selected Record instead of File in the Dump window, ACL will search only the
record.
6. Click [Find]. ACL highlights the first occurrence of the string in the Dump window.
ACL changes the default to Cursor. Click [Find] again to jump to the next occur-
rence, and so on.
ACL displays the message No match found when there are no more occurrences of
the string.
7. Click [Close] when you have finished.
You will recall from the results of the Verify command that there is a problem with
record 2 in the Total field. To specify a dump of the invalid data, you must first find out
the field location.
To determine the location of the Total field in the input file:
1. Select Edit from the menu bar and choose Input File Definition.
2. In the defined fields list view, you can see that Total starts at position 62 and is 14
bytes long. From this you know that the invalid data is between positions 62 and 75.
3. Double-click Total. When you have finished locating the Total field, close the Data
Definition window.

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To use Dump to review the contents of the invalid record:
1. Display the default view of Badfile.
2. In the Record number column, click record 2.
3. Select Tools from the menu bar and choose Dump. ACL displays the Dump dialog
box with Record selected.
4. Check the Horizontal check box.
This format is easier to view than a columnar (vertical) listing. Notice that ACL
changes the column width from 16 to 64, as this is the default width of a horizontal
dump format.
Notice that all fields in record 2 are displayed in hexadecimal, ASCII, and EBCDIC
formats. The Offset rows mark the byte position in the record: in the first row by
increments of ten, and in the second row by increments of one. The ASCII row
displays the data in each field in readable format. You can reference the Offset and
ASCII rows to locate the position of the field in the input file.
You know from using the Data Definition window that the Total field lies between
positions 62 and 75, and in fact the character data BADREC appears within
positions 69 to 74.
5. Click the View window again to display the default view of Badfile.
Notice that in record 2 of the Extended Price column, which represents the Total
field, ACL displays negative zeros.
Correcting Faulty Data
Once you determine the correct values for the invalid, improper, incomplete, or incon-
sistent data, you can create computed fields to store the correct values.
To create a conditional expression to correct the invoice numbers:
1. Select Edit from the menu bar and choose Input File Definition.
2. In the Input File Definition window, click the [Edit Fields/Expressions] tab, and
then click (Add a New Expression) to show the define expression options.
3. In the Name text box, enter CInvNo.
4. In the Default Value text box, enter InvoiceNo.
5. Click (Insert a Condition). ACL displays the Add a Condition and Value dialog
box.
6. In the Condition text box, enter INVOICENO=' ' (pressing the spacebar six
times between quotes).
7. In the Value text box, enter '214236'.
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8. Click [OK] to add the condition and value.
9. Click again to add a second condition.
10. In the Condition text box, enter INVOICENO='014239'.
11. In the Value text box, enter '214239'.
12. Click [OK]. ACL displays the two conditions in the Condition list box, and their
corresponding values in the Value list box:
13. Click (Accept Entry).
14. Close the Input File Definition window.
To add the CInvNo field to the view:
1. Click (Add Columns) in the View window.
2. Double-click CInvNo to move it to the Selected Fields column.
3. Click [OK]. ACL displays CInvNo as the last column in the view.
You determined previously that the value of InvoiceNo should be 214236 for record
12 and 214239 for record 19.
If you look at records 12 and 19 in the CInvNo column, you can see that ACL has
recalculated the values as specified in the conditional expression you defined.
You will now use the CInvNo column instead of the InvoiceNo column as your
Invoice Number column.

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To use the Gaps command to check the CInvNo field for gaps:
1. In the View window, click the CInvNo column to select it.
2. Select Analyze from the menu bar and choose Gaps. ACL displays the results, telling
you that there are no data sequence errors.
You can use the techniques in this lesson to create similar computed fields to store the
corrected values of any fields that contain faulty data.
Exiting ACL
If you want to exit ACL now or change to a different file, save your changes with a new
name.
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361
Module 9 USING THE DIALOG BUILDER
Module 9 shows you how to create your own dialog boxes to use with the interactive
batches you create in ACL. You will learn how to:
Plan and create a batch dialog box
Add controls
Edit an existing dialog box
Run a dialog box in a batch
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Lesson 9.1 Designing Batches Using the Dialog Builder
The Dialog Builder lets you design custom dialog boxes that prompt for input and selec-
tions in interactive batches. These dialog boxes allow for quick input of select or specific
information and help streamline the batch process.
Use the Dialog Builder to perform all of the functions of multiple Accept commands,
and in place of commands that limit what a user can enter. Unlike the Accept command,
the Dialog Builder lets you select a full range of controls, including radio buttons and
check boxes. You also have the freedom to customize the size and placement of each
control.
The Dialog Builder offers you the flexibility and control to design highly sophisticated
and personalized batches to suit your particular needs.
Planning a Batch Dialog Box
The power of this feature makes it essential that you have a firm understanding of your
files, and that you take the necessary care to plan your batch before using it. Think about
creating a batch dialog that matches your objective. The time you spend planning the
batch may save you time and effort later.
Some of the issues you should consider before you create a batch dialog box are:
What will the batch do?
Will it contain custom dialog boxes, and if so, what information will they collect?
Where and how will the information be used?
What errors can occur, and how will they be handled?
Who will run the batch?
Creating a Batch Dialog Box
To use the Dialog Builder in a batch:
1. Click (Overview).
2. Click the (Batches) icon, and then either:
Click (New) to create a batch, or
Double-click the batch in which you want to use the Dialog Builder. ACL asks
you if you want to edit or run the batch. Click [Edit] to change the batch.

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ACL displays the Batch window.
If you are creating a new batch, design the batch first. Before you use the Dialog
Builder, determine its most efficient use in your batch. Then, when you have an
existing batch and know your objective, open the Dialog Builder.
3. In the Batch window, click (Build New Dialog). ACL displays the Dialog Builder,
which is called User Dialog until you save it with a new name.
Dialog Controls and Variables
Using Dialog Builder controls, you can add text and check boxes, option buttons,
drop-down and Project-item lists to dialog boxes.
Note: You can change the size and position of the [OK] and [Cancel] buttons, but you
cannot delete them. They are integral to the dialog box.
Build New Dialog
Text
Edit Box
Radio Buttons
Check Box
Drop-down list
Project item list
Snap to grid
Delete
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The controls, with the exception of Text, generate variables that can replace command
parameters such as file names, field names, and variables. The table below lists the
controls and their variables.
Adding Text Messages
The text control allows you to create messages or labels that prompt or inform.
To create a text message:
1. Click (Text). When you move into the definition area, your cursor changes to a
(box with a plus).
2. Click in the Dialog Builder where you want ACL to position the upper left corner of
the control. ACL displays the Text dialog box.
3. Enter up to 63 characters, including spaces, in the Label text box. For example, enter
Enter the Department:.
Control Default Variable Name Variable Content
Edit Box EDIT1 Text (entered)
Check Box CHECKBOX1 T or F
Radio Button RADIO1 1, 2, ...n
Drop-down list DROPDOWN1 Text (entered or selected)
Document Item List ITEM1 Text (selected document item
name)
ACL displays this
text in the control.

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4. Click [OK]. ACL adds the text control with the label to the Dialog Builder.
You can click and drag the control handles to resize the text control to the size you
want.
Adding Text Boxes
Text boxes capture text input and assign it to a character variable. The contents of the
variable then become parameters in ACL commands.
For example, you can create a dialog box that prompts for a cutoff date in an Age
command. Or, you can create a dialog box that prompts for the name of a file to which
information will be extracted. You can also create default text that prompts for infor-
mation such as a cutoff date in YYYYMMDD order.
To create a text box using the Edit Box control:
1. Click (Edit Box). When you move into the definition area, your cursor changes
to a .
2. Click in the Dialog Builder where you want ACL to position the upper left corner of
the control. ACL displays the Edit Box dialog box.
ACL grays out the options that do not apply.
3. In the Variable text box, replace the default name, EDIT1, with a meaningful
variable name that you can remember and use later in the batch.
ACL increases the variable number of the selected option by one each time. For
example, the Variable text box displays EDIT1 for the first edit box, EDIT2 for
the second edit box, and so on.
Note: If you want any control to have default text, enter it in the Default Text text box.
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For more information, see the Accept command under Interactive Batches on
page 319 of the ACL for Windows User Guide and online Help.
4. Click [OK]. ACL adds the edit box control and any default text to the Dialog Builder.
Adding Check Boxes
The check box control generates a logical variable. When the person using the batch
selects the check box, the variable takes the value T for true. Leaving the check box
unselected generates the value F for false.
To add a check box:
1. Click (Check Box). When you move into the definition area, your cursor
changes to a .
2. Click in the Dialog Builder where you want ACL to position the upper left corner of
the control. ACL displays the Check Box dialog box.
3. In the Variable text box, enter a meaningful name. ACL uses this variable name to
create a logical variable when you run the batch.
4. In the Label text box, enter a label for the control. This is the text that will be
displayed next to the check box.
5. If you want the check box to be checked by default, select the Checked option. When
the user checks the check box, ACL sets the variable to true. When the check box is
unchecked, ACL sets it to false.
6. Click [OK]. ACL adds the check box control to the Dialog Builder.

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Adding Option Buttons
The radio button control allows you to create a set of option buttons in the dialog box.
The numeric radio button variable contains an integer corresponding to your button
selection. For example, if you select the third in a set of option buttons, then RADIO1 =
3.
To add a radio button control:
1. Click (Radio Buttons). When you move into the definition area your cursor
changes to a .
2. Click in the Dialog Builder where you want ACL to position the upper left corner of
the control. ACL displays the Radio Button dialog box.
3. In the Variable text box, enter a meaningful name. This creates a numeric variable
when you run the batch. ACL assigns the value 1, 2, 3, etc., depending on whether
you choose the first, second, or third radio button.
4. In the Label text box, enter a label for the control.
5. Click [Add] to add the label to the bottom of the Label List text box.
6. Once you have clicked Add, you can also click any of the following:
[Insert] to place the label above the highlighted label in the Label List text box
[Replace] to replace the highlighted label in the Label List text box with the label
you enter in the Label List text box
[Delete] to remove the highlighted label from the Label List
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[Set Default] to make the label the default
7. Click [OK]. ACL adds the Radio Button control, with the label from the label list, to
the Dialog Builder.
Adding Drop-down Lists
The drop-down list control generates a character variable containing the text of the
selected drop-down item. Create drop-down lists so that you can select from a restricted
list of items. Such items include file or field names, or any other text that you want to
include as an option.
To add a drop-down list control:
1. Click (Drop-down List). When you move into the definition area your cursor
changes to a .
2. Click in the Dialog Builder where you want ACL to position the upper left corner of
the control. ACL displays the Drop-down List dialog box.

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3. In the Variable text box, you can replace the DROPDOWN1 variable with a
meaningful name.
4. Type a custom label in the Label text box, then click [Add] to add the label to the
drop-down list that will appear in the custom dialog box.
5. You can also click:
[Insert] to add the label above the highlighted label in the Label List
[Replace] to replace the highlighted label in the Label List with the label you
enter in the Label text box
[Delete] to remove the highlighted label from the Label List
[Set Default] to make the label the default
6. Click [OK]. ACL adds a drop-down list control to the Dialog Builder.
Adding Project-Item Lists
Use the Project Item List control to create lists of ACL Project items, from which you can
choose one. This control generates a character variable named ITEM1, which contains
the text of the item you select. You can add various categories of items to the Category
List including:
Character, numeric, logical, or date fields
Character, numeric, logical, or date variables
Input file definitions
Batches
Views
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Workspaces
Indexes
To add a Project-item list:
1. Click (Project Item List). Your cursor changes to a when you move into the
definition area. Click in the Dialog Builder where you want to position the upper left
corner of the control. ACL displays the Project Item List dialog box.
2. Enter a meaningful name in the Variable text box.
3. Select an item from the Category drop-down list.
4. Click [Add] to add the category to the bottom of the Category List.
5. Once you have clicked [Add], you can also click:
[Insert] to place the category above the highlighted category
[Replace] to replace the highlighted category in the Category List with the
category you chose from the Category drop-down list
[Delete] to delete the highlighted category
6. When you have added all of the categories you want to the Category List, click [OK].
ACL adds the Project Item List to the Dialog Builder.
Default variable name
ACL displays these items
in the batch file.

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The six controls look similar to the following:
Saving the Dialog Builder in the Batch
When the Dialog Builder has all of the elements required for your batch process, save it
with a meaningful name, and then close the batch.
To name the Dialog Builder:
1. Double-click in the gray area of the Dialog Builder box. ACL displays a User Dialog
box.
You can change the width and height of the Dialog Builder, as well as give it a new
title.
2. In the Title text box, replace User Dialog by entering a meaningful name for the
Dialog Builder.
3. Click [OK]. ACL renames the Dialog Builder.
Now that you have entered all of the controls you want and given the Dialog Builder a
meaningful name, save the Dialog Builder in the batch.
1. Close the window. ACL asks you if you want to save the dialog settings.
Project item list
Text
Edit box
Check box
Drop-down list
Radio buttons
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2. Click [OK]. ACL displays the Dialog Builder function string in the Batch window
similar to this:
3. Close the batch window. ACL asks if you want to save the changes to the batch.
4. Enter a new name for the batch in the text box.
5. Click [OK] to save the batch.
For more information, see Dialog Builder on page 153 of the ACL for Windows
Reference Manual.
Editing an Existing Dialog
To edit or delete the controls of an existing dialog box:
1. In the Overview window, double-click an existing batch or drag the icon of an
existing batch onto the application workspace. ACL displays a dialog box asking if
you want to edit or run the batch.
Note: The Dialog Builder command must be one long line in the batch, but to make it
easier to view, the string has been wrapped to multiple lines in the example on page 368.
Dialog Builder
command

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2. Click [Edit]. ACL displays the Batch window.
3. Double-click the Dialog Builder command (the line beginning with DIALOG) in the
Batch window. Then click (Edit Command). ACL displays the Dialog Builder:
To change or delete a control, do any of the following:
Click a control to display its handles. Drag the handles to resize the control. You
can also click and drag the dialog box handle to resize the dialog box.
Click the control and drag it to another position.
Double-click a control to edit the control specifications in the dialog box, and
then click [OK] to save the changes.
Select a control and click (Delete) to remove a control.
4. When your dialog box is complete, close the window. ACL displays the message: Save
changes to dialog?
5. Click [OK] to save the changes. ACL updates the Dialog Builder command line in
the Batch window.
6. Close the Batch window. ACL prompts you to save changes to the batch. Click [OK].
Control
handles
Delete
Resize handle
374 ACL for Windows 7 Workbook
Desi gni ng Batches Usi ng the Di al og Bui l der
Running the Dialog in a Batch
To run the batch:
1. Double-click the name of the batch in the Overview window. ACL asks you if you
want to edit or run the batch.
2. Click [Run] to execute the batch. ACL displays the Dialog Builder for user input at
the point in the batch in which you created it.
For example, during the running of a batch, a dialog similar to the following could
display for user input:
With a dialog box like the one above you can enter a department name, select a
checkbox, select items from a drop-down list, or select various option buttons.
Dialog boxes allow you to quickly input a wide range of information.
375
Appendix A COMMON USES FOR ACL
This appendix offers a list of potential uses for ACL. The following pages contain recom-
mended audit and analysis plans for various common application areas. The list is not
exhaustive, but is designed to get you started. Ultimately, you are limited only by your
imagination.
Audit/Data Analysis Applications
Stock/Inventory
Calculate total of stock balances
Calculate totals by product category
Select monetary unit samples of inventory
Generate exception reports, including negative values, quantities or costs,
extension errors, and so on
Select items from perpetual stock records for test counts
Report transactions after period end
Prepare aged schedules of stock items
Report months of stock on hand from usage history
Report variations between test counts and perpetual records
Debtors/Accounts Receivable
Calculate total of customer balances
Summarize product balances by customer
Select monetary unit samples of balances or transactions
Identify accounts with credit balances
Prepare aged customer analysis
Generate exception reports, including balances over credit limits, unusual terms
or limits, large balances, and so on
Select sample of accounts for confirmation
Report transactions after period end
Report duplicates in a sequence of invoices
Report slow-to-pay accounts
Report inter-company transfers
376 ACL for Windows 7 Workbook
Creditors/Accounts Payable
Calculate total of creditor balances
Summarize produce balances by creditor
Select monetary unit samples of balances or transactions
Identify accounts with debit balances
Prepare aged payables analysis
Generate exception reports, including aged invoices, large balances or amounts,
and so on
Report transactions after period end
Report duplicate payments
Report missing check numbers
Report unauthorized large purchases
Report payments made to accounts or addresses other than those registered in
the suppliers ledger
Report payments made after the due date
Wages and Salaries/Payroll
Calculate total of payroll files
Summarize to produce totals by employee
Report high value totals or transactions
Select monetary unit samples of balances or transactions
Recalculate gross and net pay
Generate exception reports, including duplicate names, pay rates or hours that
are too high or too low, and so on
Report former employees still on payroll
Report master file changes detected by comparison to prior-period data
Fixed Assets
Calculate total of fixed asset ledger balances, gross and depreciated
Calculate total of tax categories
Report fixed asset disposal for review
Recalculate depreciation and report errors
Select assets for physical inspection

Appendix A Common Uses for ACL 377
Generate exception reports, including high values, unusual depreciation rates, or
lives, and so on
Report fixed asset additions and disposals
General Ledger
Calculate total of general ledger accounts
Select monetary unit samples of balances or transactions
Report transactions after period end
Prepare trial balance
Compare opening balances to prior period closing balances
Summarize accounts into financial statement headings
Generate exception reports, including unusual dates, invalid accounts, unusual
journal entry sources, unusual amounts for given sources, and so on
Purchases
Summarize transactions by account debited
Select monetary unit sample of transactions
Generate exception reports, including refunds, high values, and so on
Report transactions after period end
Report duplicate items
Sales
Summarize transactions by account credited
Select transactions for manual inspection
Generate exception reports, including credit notes, high values, and so on
Report transactions after period end
Report duplicate items
Long Term Work in Progress
Report accounts with credit balances
Report transactions after period end
Report duplicate items
Report new contracts for review
Report contracts in which balance exceeds authorized amount
Report completed contracts and remaining work in progress
378 ACL for Windows 7 Workbook
379
Appendix B ODBC ACCESS
ACL gives you the ability to access ODBC databases.
What is ODBC?
ODBC (open database connectivity) is a standardized application programming
interface (API) technology that allows applications to access multiple third-party
databases (called heterogeneous databases). ODBC includes the following.
ODBC Driver Manager A dynamic link library (DLL) provided by Microsoft that loads
ODBC drivers on behalf of an application.
ODBC driver A dynamic link library (DLL) that implements ODBC function calls and
interacts with a target data source.
ODBC-enabled application An application that is inherently ODBC-compliant; ODBC
compliance cannot be added to an existing application. Also known as a front-end
or ODBC client application.
ODBC Access
Use the ODBC option only after correctly loading the ODBC drivers. If you can read
ODBC data with another software package, you know it is correctly installed and
therefore ACL can access your ODBC data.
Before you start ACL, make sure your ODBC data default directory is set correctly.
ODBC sets the default directory to where your driver looks for its data. To set the
default directory, open your computers Control Panel and double-click ODBC. Select
the data source directory from which you want to convert data. If you need assistance
with ODBC drivers, contact your companys systems administrator.
Converting an ODBC File
Open an ACL Project, if you have not already done so.
To convert an ODBC file:
1. Click (Overview) to display the Overview window.
2. Click (Input File Definitions).
3. Click (New). ACL displays the Welcome screen of the Data Definition Wizard.
Click [Next].
380 ACL for Windows 7 Workbook
4. Select ODBC.
5. Click [Next]. The Select Data Source dialog box appears.
6. Choose the type of ODBC data source you are using from the File Data Source list
box on the [File Data Source] tab. The Server drop-down list displays all possible
sources of ODBC data for which you have installed drivers. If you can not find the
data source you are looking for, check the options on the [Machine Data Source]
tab.
If no options are shown, ODBC may not be installed. Contact your systems admin-
istrator for assistance.

Appendix B ODBC Access 381
7. Select the MS Access option and Click [OK]. ACL displays the Select Database
dialog box.
8. Select Sample.mdb to make it appear in the Database Name text box. Click [OK].
Note: If you want to read data from a dBASE-compatible database (for example, dBASE,
FoxBase
TM
or Clipper
TM
), select Disk as your data source, rather than ODBC. ACL processes
dBASE and dBASE-compatible files more efficiently from disk.
382 ACL for Windows 7 Workbook
The Select Table dialog box appears.
9. Select the file you want to convert from the Select Table dialog box. The Select Table
dialog box lists all sets of data in the directory you selected.
10. Click [Next]. ACL displays the Save As dialog box.
11. Select the directory and enter a name.
12. Click [Save]. ACL displays the Select Fields dialog box.
Note: By default, the Select Table dialog box lists Tables and Views available, however, you
can view other available types by checking the appropriate check boxes in the Types area of
the dialog box.

Appendix B ODBC Access 383
The default is to select all Available fields and list them in the Selected fields list box.
You can click [], [], [Clear All], or [Add all] buttons to change the selection to
only those fields you want to convert.
13. In the WHERE text box, enter a condition if you want to limit the records converted.
This is a Structured Query Language (SQL) statement that lets you select the records
to be imported.
For example, enter Country ='Canada' to select only those records with Canada
in the Country field. You must enter the condition in single quotes. ACL displays an
error message if you enter double quotes.
14. Click [Next]. A box reports the ODBC conversion progress. The message flashes
quickly for small ODBC files. However, the greater the size of the file, the longer it
takes to convert.
15. ACL prompts you to save the input file. Click [OK]. When the conversion is
complete, ACL displays your data in the View window.
You can now use the data as you would any other ACL data file. For more information,
see Defining Data Fields on page 42.
Note: To see how much space is required for an ODBC file, enter a condition in the
WHERE text box and click [Apply]. The Disk Space area shows the Available space on your
local disk and the Required space for the file with the condition applied. If you leave the
WHERE text box blank and click [Apply], the Required line displays the required space for
the whole file.
Note: ODBC databases are read one record at a time. The database is imported into ACL
as a flat, fixed length, sequential file. The data file does not change.
384 ACL for Windows 7 Workbook
Any changes to the database after you import it are not included in the ACL file. ACL
does not refresh the data file every time you open it. ACL takes a snapshot of the data.
If you need current information, click (Refresh from Source File) in the Input File
Definition window to refresh the file from the current ODBC database.
If ACL displays a column title with blank data fields, it indicates that a field type was not
converted. You may also notice some numeric fields default to two decimal places. For
example, ACL does not convert variable length and custom field types, as there is no
consistent way to properly convert them.
If an ODBC numeric field is set as a floating decimal field, ACL sets a default of two
decimal places. Choose Edit from the menu bar and select Input File Definition to
change the decimal setting in the Edit Fields/Expressions options.
Updating an ODBC File
To update an ODBC database table, you do not need to import the database again.
Simply click (Refresh from Source File) in the [Input File Options] tab of the Input
File Definition window. ACL asks if you want to refresh the data from its source. Click
[Yes] to update the ODBC table to the current data from the source table.
Refresh from
source file
385
Appendix C GLOSSARY
This section contains an alphabetical list of ACL terms and their meanings. More infor-
mation on each term, along with practical examples of its use in ACL, is included in the
appropriate sections of this workbook.
ABSn Variable
A special ACL variable created automatically by specific ACL commands, such as the
Statistics command, that contains the absolute value of the field on which that command
was previously issued.
Ad Hoc Field/Expression
An unnamed field or expression used for temporary calculations and not saved as part
of an input file definition.
See also Expression on page 389.
Age
The number of days between two specified dates. You can calculate the age of a trans-
action by subtracting one date from another date.
Append
A process of adding the output records from a file created by an ACL command to the
end of an existing file. Append can be used to replace Merge in many situations. See
Merging on page 394.
Application Workspace
Not to be confused with a Workspace, which is a type of file, the application workspace
is the area where you work with your data. This area is blank until you open a data file.
See also Workspace on page G-18.
Argument
An expression or field value of any type, used in a test.
386 ACL for Windows 7 Workbook
ASCII
An acronym for American Standard Code for Information Interchange. ASCII is the
most common character set used to facilitate data exchange and communication
between microcomputers.
See also EBCDIC on page 389.
AVERAGEn
A special ACL variable created automatically by specific ACL commands, such as the
Statistics command, that contains the average value of the field on which that command
was previously issued.
Batch
A series of ACL commands named and stored in an ACL Project. You can design a batch
to execute repeatedly and automatically, or to prompt you for information.
Break Field or Column
A sort key field or column that ACL uses to automatically print a subtotal line on a report
each time the contents of the field or column changes.
Bucketed File
In ACL, a file whose records contain repeated blocks of similarly sized and structured
fields. Each block is called a bucket.
Buffer
Temporary storage space for data transmitting from one computer component to
another. A buffer compensates for the differences in speed at which the components can
process data being routed to them.
Button Bar
The button bar provides fast access to commonly used commands and options. You can
customize the number and order of icons in the button bar to suit your needs.
Canned Applications
When starting ACL, you can include optional command line parameters to automati-
cally load a Project, initialize variables or start a batch. In this way, you can create an icon
in Windows, which, when double-clicked, automatically performs a complex routine
task.

Appendix C Glossary 387
Character
A letter, digit, or other symbol used to represent data. Character data is normally used to
represent text strings or date information.
Character String
A sequence of characters.
See also Character on page 387.
Column
A column is a defined field or expression that is displayed vertically in the View window.
View columns display the fields you define and format from the data file.
Column Headings
The titles shown at the top of each column in the View window are called column
headings. ACL automatically gives the column headings the same name as the fields in
the data file, until you give them a new title.
Command Log
An electronic log that records each command you issue and its results, from the time you
open an ACL Project until you close the Project. Each Project you create in ACL has its
own log. The information in the log is cumulative. You can view, add comments to,
print, or clear the log.
Computed Field
A named algebraic expression that uses calculation results or an ACL command to
create additional data.
A computed field exists only in the input file definition and is not actually a part of the
data file. It is a virtual field that lets you perform calculations based on information in
the data file without affecting or changing the original data. You can treat a computed
field like an actual physical field.
See also Physical Field on page 395.
Condition
A test that returns a true or false value.
Conditional Field
A field whose value depends on a condition.
388 ACL for Windows 7 Workbook
See also Conditional Computed Fields on page 144 of the ACL for Windows User
Guide and Static Conditional Fields on page 155 of the ACL for Windows User Guide.
Constants
Any date, numeric, string, or logical value that does not change as ACL processes a
record.
COUNTn
A special ACL variable created automatically by specific ACL commands, such as the
Statistics command. COUNTn contains the number of records in the file, on which that
command was previously issued.
CR File
A file in which the end of a record is indicated by a carriage return (CR). This is the
standard means of separating line files on Macintosh-compatible computers.
CR/LF File
A variable record length file in which the end of a record is indicated by a carriage return
(CR) and a line feed (LF) character.
Data File
A file in which computer-based data and information is stored. Also referred to as a
source file. The data file is not actually stored as part of an ACL Project, but links to the
Project by way of the input file definition. ACL does not alter the data file in any way.
Data Types
See Field Types on page 390.
Default View
A view that displays defined data fields in the order in which they appear in the data file.
Delimited File
Files in which each field in a record is separated from the others by a field separator
character. The fields do not have a fixed position.
There are two major conventions for delimited files: CSVs (Comma Separated Values)
and TSVs (Tab Separated Values). In both cases, a carriage return (CR) and a line feed
(LF) usually separates each record in the file.

Appendix C Glossary 389
EBCDIC
An acronym of Extended Binary Coded Decimal Interchange Code. A character set
used mainly by IBM mini and mainframe computers as opposed to the ASCII character
set used by most microcomputers.
See also ASCII on page 386.
ELSE
An ACL command you can use in a group of commands to provide an alternative
processing method if all previous tests are false. Else can be used only in a group, never
on its own.
END
An ACL command that closes or finalizes a group of commands. End can be used only
in a group, never on its own.
End of File
Abbreviated as EOF. Indicates the end of a set of data. As a parameter, EOF executes the
command one additional time after the end of file has been reached.
Expression
A set of operators used to perform calculations, specify conditions for a test, or to create
values that do not exist directly in the data. An ACL expression can be a combination of
data fields or computed fields, operators, constants, functions, and variables. Named
expressions are saved as part of the input file definition, and consequently as part of the
ACL Project. Ad hoc, unnamed expressions can be used only for a single calculation and
are not saved as part of the input file definition.
See Computed Field on page 387, Extract on page 389, Filter on page 390, Global
Filter on page 391, and Local Filter on page 393.
Extract
The process of creating a subset of a file that contains some or all of the records or fields
in an input file.
Field
The individual pieces of information that make up a record in a file. A record can have
many fields. Each field has a name for reference.
See also Record on page 396.
390 ACL for Windows 7 Workbook
Field Definition
A field definition identifies and describes the format of the data in a file. Computer files
can have many fields for the same record. Typically, each record in a file contains the
same fields.
Field Types
The types of data readable by ACL. Because data types usually apply to the fields of input
data records, they are commonly called field types.
ACL supports most field types, including those found in specific applications such as
SAP.
File History
A record of the process used when ACL creates a data file as output. The file history
includes each step used in creating the file, along with a time and date stamp. ACL also
indicates the number of records in the output file, plus the name of the file from which
the output file was created, and the number of records in that file.
See also History on page 391.
Filter
An expression that selects records based on whether a test or condition is true. A filter is
actually a type of expression. A filter is also know as a logical type.
See also Global Filter on page 391 and Local Filter on page 393.
First
A scope parameter that selects a specified number of records, starting from the first
record in the file.
See also Scope Parameter on page 397.
Fixed-point Arithmetic
A processing method used by ACL for all numeric operations (as opposed to
floating-point arithmetic). Fixed-point arithmetic improves processing speed and lets
you control decimals and rounding.
Fixed-point numbers display and calculate values exactly as they are stored. For
example, you can display a fixed-point number stored as 1.11 only as 1.11. In other
words, if the stored value is 1.1111, ACL will display the number as 1.1111.

Appendix C Glossary 391
Function
A routine that accepts zero or more parameters, performs a calculation, and then
returns a value.
GAPDUPn
A special ACL variable created automatically by specific ACL commands, such as the
Sequence, Gaps, or Duplicates command, that contains the number of gaps and/or
duplicates in the file on which that command was previously issued.
Global Filter
A filter that applies to all commands and views for an entire input file. A global filter
stays in place until it is removed.
See also Filter on page 390.
Group
A series of commands that is processed as a unit in a single pass of a file. You can create
a group in a batch, then run the batch to execute the commands in the group. Using
groups increases processing speed, because ACL performs all group commands in one
pass of the file, as opposed to one pass of the file for each command.
HIGHn
A special ACL variable created automatically by specific ACL commands, such as the
Statistics command, that contains the five (by default) highest values of the field on
which that command was previously issued.
Histogram
A horizontal bar graph created using the ACL Histogram command. Histograms show
the distribution of values in a field or expression. A histogram is the graphical equivalent
of stratifying data.
History
A file-specific log that records the commands and the source of the data you use. The
history is added to the input file definition whenever ACL creates a data file as output.
ACL time and date stamps all entries in a file history. Various preferences in the Printing
Options let you print a file history and other information when you print a report, a
view, or the Last Result window.
See also File History on page 390.
392 ACL for Windows 7 Workbook
IF
A scope parameter that selects only certain records from the whole file or limits the
execution of ACL commands. For example, COUNT IF AMOUNT > 0.
See also Scope Parameter on page 397.
Also a command that performs an action if a condition is true, such as: IF
TOTAL>1000000.
Improper Data
Data that is technically valid, but not correct. For example, negative amounts in a
numeric field that should contain only positive amounts.
Incomplete Data
Data that contains gaps or is not in the proper sequence.
Inconsistent Data
Data for which comparable or matching data does not exist in another field or file.
Index
A method of sequencing data. The ACL Index command also creates an index file. This
file contains pointers that allow ACL to read data in the sorted order, even though the
records in the original input file are not sorted. Creating an index file is called
indexing.
Input File
An inclusive term which refers to the data file and the input file definition taken together.
See Data File on page 388 and Input File Definition on page 392.
Input File Definition
Describes the structure, contents, and layout of a data file, links the data file to the
ACL Project and includes field names, field definitions, and field types. ACL provides
some information for you, such as the file type, character type, media type, the number
of records, and the record length.
Interactive Batch
A batch that prompts you for information while the batch is running.
See also Batch on page 386.

Appendix C Glossary 393
Invalid Data
Data in a field that does not match the field type assigned to that field.
Joining Files
A process that matches transaction data with master file records or compares the
contents of two files. The Join command lets you combine the fields of two files with
different structures into a third file, and can identify matched or unmatched records in
one or both files.
Key Field
A sort field. When sorting a file, the key field is the field(s) you tell ACL to use to create
the sort order.
Legacy File
Older data files generated primarily on mainframe computers that have no internal data
definition. You must create an input file definition for them.
See also Input File Definition on page 392.
Local Filter
An expression that limits the records processed to those that meet a certain logical
condition. For example, you can create a local filter to focus on either a portion of the file
or a specific type of transaction.
See also Filter on page 390 and Global Filter on page 391.
Log File
A cumulative record of all ACL commands issued, followed by their results, from
previous ACL sessions to the point the log was last cleared.
ACL automatically creates a log file specific to the Project created, and time and date
stamps each entry.
See alsoCommand Log on page 387
LOWn
A special ACL variable created automatically by specific ACL commands, such as the
Statistics command, that contains the five (by default) lowest values of the field on which
that command was previously issued.
394 ACL for Windows 7 Workbook
Materiality Level
In sampling, the maximum extrapolated dollar value that is acceptable to confirm a
hypothesis.
Maximum Tolerable Tainting
In MUS sampling, the dollar amounts may be only partially in error. The amount of
error for a specific item is called the error tainting. For example, a $100 item that is
totally in error has a 100% tainting, whereas a $100 item that should have a value of $93
has a 7% tainting. The maximum tolerable tainting is the sum of all the individual error
taintings. As long as this sum is less than the reported value of the sample size, the results
are valid.
MAXn
A special ACL variable created automatically by specific ACL commands, such as the
Statistics command, that contains the highest value of the field on which that command
was previously issued.
Merging
A process that combines two sorted files with an identical record structure into a third
file. For example, you can merge identically structured files from two different time
periods or from two different company branches into a new file.
See Append on page 385.
MINn
A special ACL variable created automatically by specific ACL commands, such as the
Statistics command, that contains the lowest value of the field on which that command
was previously issued.
MLEn
A special ACL variable created automatically by specific ACL commands, such as the
Evaluate command, that contains the most likely error of the file on which that
command was previously issued.
Monetary Unit Sampling (MUS)
Abbreviated as MUS. In sampling, a method of selecting records in which the likelihood
of selection is proportional to the value of a field. The greater the value of the field, the
more likely that field will be selected.

Appendix C Glossary 395
Multiple-Record-Type File
A data file that contains more than one record type. For example, a report file that has
header, detail, and trailer records. The record length may be fixed or variable.
Multi-reel File
A data file that spans more than one reel of magnetic tape or cartridge, or that spans
several data sets on one reel or cartridge that have the same field format.
Nested Group
A group of commands embedded within another group of commands. Nesting
groups extends the power of groups by enabling control over which commands are
executed for which record.
See also Group on page 391.
NEXT
A scope parameter that causes the current command to be applied only to a subsequent
portion of the primary file.
See also Scope Parameter on page 397.
ODBC
ODBC Open database connectivity is a standardized API (application programming
interface) technology that allows applications to access multiple third-party databases
(also called heterogeneous databases).
Operators
Mathematical and logical symbols used in building expressions. The operators in ACL
include:
See also Expression on page 389.
Overlapping Field
The portion of an already defined field that is redefined as a different field.
Physical Field
As opposed to a virtual or computed field, a physical field refers to data that exists
directly in the data file.
() - ^ * / +
< > = >= <= <>
NOT AND & OR |
396 ACL for Windows 7 Workbook
See also Computed Field on page 387.
Primary File
The single file you are currently working with. You can have only one primary file open
at a time. A primary and a secondary file are used in Join and Merge operations.
See also Secondary File on page 397.
Project
A file that contains all ACL file definitions (views, reports workspaces, and batches). The
file containing the data to be analyzed is not part of the Project, but is linked to the
Project by way of the input file definition.
The Project file name uses the extension. acl. Temporary Projects use the extension. ac.
See also Input File Definition on page 392.
Random Seed
The starting value for random record sampling.
See also Record Sampling on page 396.
RANGEn
A special ACL variable created automatically by specific ACL commands, such as the
Statistics command, that contains the difference between the MAXn and MINn variables.
This gives the range between the highest and lowest value.
Record
A unit of related items of information which makes up a file. Each record contains
individual pieces of information called fields.
See also Field on page 389.
Record Sampling
In sampling, a method of selecting records in which each record has an equal chance of
being selected. Record sampling is also known as attribute sampling.
Report File
A file that is usually an exact duplicate of a hard copy report in electronic format. A
report file is sometimes called a print spool file.

Appendix C Glossary 397
Ruler
The ACL ruler is used as a guide to defining fields, because it marks the byte position of
each field in the data file.
SAMPINTn
A special ACL variable created automatically by specific ACL commands, such as the
Size command, that contains the sample interval based on data given to the command.
SAMPSIZEn
A special ACL variable created automatically by specific ACL commands, such as the
Size command, that contains the sample size based on data given to the command.
Scope Parameter
A statement that can be included in an ACL command to limit how much of a file is
processed, or to limit the execution of a command or batch. Examples are: If, While,
Next, and First. Scope parameters can be used separately or in conjunction with each
other.
Secondary File
The second file you open, if you have two files open at once. You can only have one
secondary file open or set at a time. A primary and a secondary file are used in Join and
Merge operations. The secondary file is the second file you use in Join and Merge opera-
tions.
See also Primary File on page 396.
Seed
The starting value for the sequence of random numbers ACL generates when random
numbers are required. Each unique seed value results in a different series of random
numbers being generated, but each series can be regenerated from its seed.
Sequential File
A data file (such as a tape file) whose records must be accessed in a fixed order, one after
the other.
Static
This term refers to a record whose field values you want to remain unchanged for all
related records. The static modifier is generally used in conjunction with
multiple-record-type files, in which the values in one record relate to subsequent
records.
398 ACL for Windows 7 Workbook
A static conditional field is a conditional field that is processed differently. When an
expression returns false, ACL uses the last valid value in the field until a new valid value
is encountered, rather than resetting the value to zero.
Status Bar
The status bar displays the name of the ACL Project with which you are working, the
name of the currently open input file, and the number of records in that file.
Tainting
In sampling, the amount of error for a particular item.
UELn
A special ACL variable created automatically by specific ACL commands, such as the
Evaluate command, that contains the upper error limit of the data set on which the
command was previously performed.
Variables
Temporary values that exist in memory for, at most, the length of an ACL session.
Variables can be used to retain and carry forward information from one ACL command
to another. The only exception is a variable whose name starts with an underscore (_).
These variables are stored as part of your ACL Project.
Some commands automatically create variables when they are executed. You can use
these ACL generated variables, or variables you create yourself, when processing other
ACL commands. A variable retains its value until it is changed, deleted, or until you
quit ACL.
View
The display of data in a file according to the way you have defined the files fields. An
ACL view does not contain data. It is only an on-screen arrangement or presentation of
the data.
Virtual Field
See Computed Field on page 387.
WHILE
A scope parameter that terminates the processing of a file as soon as the associated test
fails. This is useful for limiting the scope of commands that otherwise process the whole
file.
See also Scope Parameter on page 397.

Appendix C Glossary 399
White Space
The white area surrounding text. ACL uses the available white space in a report to ensure
that your data is fully displayed.
Workspace
A file that stores field definitions which are portable across a number of data files.
Usually, these are computed fields that refer to the current environment, but they can
also be unique field names and descriptions. Using a workspace file allows you to extend
your current input file without having to define extra fields.
WRITEn
A special ACL variable created automatically by specific ACL commands, such as the
Sequence, Gaps, or Duplicates commands, that contains the number of data sequence
errors encountered; up to the maximum number specified in your preferences.
400 ACL for Windows 7 Workbook
401

Index
A
Accept command, about 249
ACL
exiting 27
file name extensions 30
getting started with 16
Projects 30
versions, compatibility 5
See also Installing ACL
ACL application screen 6, 17, 27
ACL Client/Server System
about 332
ACL for OS/390
client/server 332
ACL for Windows Reference Manual
about 2
ACL for Windows User Guide
about 2
Add Columns button 68
Age command
about 156
filters, using 158
graphing output 311
AGE( ) function, about 161
Aging Periods preference 157
Appending files, about 125
Application Font Options
preference 342
Application workspace 21
Applications
batches 237
ASCII characters
about 8
FIND( ) function, using to
locate 197
in date fields 50
Assign command, using in
groups 263
Automatic Profile on Open
preference 105
B
Batch applications, about 237
Batch Recorder 244
Batch window 238, 372
Batches
about 237
and Accept command 249
and Else command 257, 258
avoiding interruptions while
executing 331
creating 238
dialog boxes for user input 374
editing 246
generating reports 295
groups, creating 253
interactive, creating 250
loops, using 264
multiple-record-type files 285
Overview window contents 58
printing 89
running 247, 250, 255
safety 331
within batches 248
Benford command 215
bounds, calculating 216
digit frequencies, comparing 216
leading digits 219
making the most of digital
analysis 221
preparing data 215
selecting targets for review 217
Z-statistic 217
Benfords Law 215
Bitmap files, graphs 320
Blanks
invalid data, displaying 347
Bounds, calculating in Benford
command 216
Breaks
page 298
Button bar
customizing 20
default settings 19
displaying 330
overview 18
quick reference 19
tooltips, displaying 330
C
Case
changing 211
Century, setting the start of 55
Character fields
exporting 126
Characters
excluding from string 349
Check boxes
creating 366
Classify command
about 143
graphing output 311
CLEAN( ) function, about 347
Clear Log File dialog box 82
Client/Server. See ACL
Client/Server
Clipboard
exporting format 128
Columns
about 64
add columns hot key 70
adding to view 68
break, creating 297
changing column format in
view 72
changing column titles in view 71
changing width in view 73
deleting. See removing from view
de-selecting in view 70
headings 65
modifying in view 70
modifying using Modify Column
dialog box 74
moving in view 67
removing from view 67
width changes, saving 334
width, expressions 340
Command log
about 79
changing display 80
402 Index
clearing 80
comments 80
date and time stamp 336
displaying 79
file history, displaying 84
Graphable Data option 321
printing 82
Show Group Tests in Log 336
Command mode syntax 84
for Loop command 264
in command log 80
Set Safety 331
Commands 257
Accept, about 249
Age 156, 311
Assign 263
Benford 215
Classify 143, 311
Count 97
Create Batch from File
History 245
Do Batch 247
Dump 353
Else 258
Evaluate 180, 183, 194, 196
Export 123
Extract 114
Group, in batches 254
Group, multiple-record-type
files 276
groups, entering 253
Histogram, about 307
Index, about 137
issuing from command log 84
Join, about 164
Loop, about 264
Merge, about 178
Notify 323
number, displaying in group 256
Profile, about 104
reissuing 84
Relations, about 173
Sample 180, 183
Search, about 135
Size 180, 184, 185
Sort, about 130
Statistics, about 102
Stratify 311
Summarize, about 146
Total, about 99
Verify, about 94
Computed fields
about 224
adding to view 228
Conditional
groups, about 252
indexes, creating 141
Conditional fields
static 274
Conditions
using with Verify command 95
Confirmation letters,
generating 201
Contacting ACL 3
Control totals, obtaining 253
Controls
dialog box 363
Conventions, file naming 30
Conversion utility 11
Converting data 11
Count command 97
CR/LF files 265
Create Batch from File History
command 245
creating from the view 290
Custom installation option, about 6
Cutoff date 157
D
Data
access 8
converting 11
downloading 11
dumping 353
exporting 127
faulty, correcting 357
fields 9
file types 8, 11
obtaining dBASE file 12
obtaining from tape 13
processing 10
relational database 8
sources, identifying 9
types that ACL reads 11
verifying 345
Data Definition Wizard
defining files 34
Data errors, four types of 344
inconsistent data 344, 351
Invalid data 344, 345
Data errors, types 344
Data files
dBASE file 12
definition of 8
delimited 12, 124, 127
flat file 8
flat sequential file, about 11
ODBC, about 12
report 266
text file 12
Data source 380
Data Source dialog box 62, 380
Date fields
Day, Month, Year option 337
defining 46, 50
displaying 52, 53
preference 53
quotes in 124
Date format 51
changing 55
Day, Month, Year option 337
dBASE 12
exporting to 127
files, defining 34
Decimal places
setting 73
Default Numeric Format
preference 340
Default settings, restoring 329
defined 266
Defining
data fields 34, 40, 42
data relations 171
Delete data file with input file
preference 332
Delimited files 12, 124, 127
Detail lines
suppressing 299
Detail records
filtering 273
Dialog boxes
Batch user dialog 371
batches, interactive 374
Clear Log File 82
creating 365
Data Source 380
Edit Graph Properties 314
Font 66
List 24
Index 403

Modify Columns, formatting
views 290
Print Documentation, about 89
Radio buttons, creating 367
Save Graph As 320
Select View Fonts 66
Text 24
text box, creating 364
User dialog box 371
Dialog Builder
check box control 366
controls, editing 372
controls, resizing 373
text control, adding 364
Digit frequencies, comparing in
Benford command 216
Digital analysis
basis in Benfords Law 215
bounds, calculating 216
making the most of 221
performing using Benford
command 215
selecting targets for review 217
three steps of 215
Z-statistic 217
Display Invalid Data as Blanks or
Zeros preference 335
Do Batch command 247
Dont Share Input File Layouts
option 332
Draw seconds option 335
Drop-down lists
creating 368
Dump command 353
Dumping data 353
Duplicates
suppressing in reports 301
Duplicating
input file definitions 61
E
EBCDIC characters
about 8
FIND( ) function, using to
locate 197
in date fields 50
Edit box control, adding 365
Edit boxes
creating 363
Editing
batches 246
graph properties 312
input file definitions 47
margin values 292
Else command
conditional groups 257
multiple, in groups 258
E-mail, create using Notify
command 289
Enable Client/Server
preference 332
Evaluate command 180, 183, 194,
196
Excel file 127
EXCLUDE( ) function, about 349
Excluding
characters from string 349
Export command 123
Exporting data
about 127
Expression Field Width
preference 340
Expressions
changing 74
defined 224
deleting 235
field width, setting 340
FIND( ) function, using 197
operators, using 225
Extensions, about 41
Extract command 114
F
Faulty data
correcting 357
Field definitions
include in file history 341
Fields
about 9
computed 224
defining for multiple record type
files 280, 282, 283
numeric, defining 45
overlapping, defining 45
removing from view 67
shifting 48
File extensions, about 41
File History
Print File History with Last Result
preference 341
File history
displaying 84
Include field definitions 341
File naming conventions 30
Files
CR/LF files 265
joining, about 206
print, about 12
variable length 265
Filters
Age command 158
automatic in report files 274
creating 114
definition of 229
global, applying 234
global, compare to local 229
global, removing 235
header records 269
local, about 229
in reports, using 301
working with 229
FIND( ) function, about 197
Finding character strings 197
Fixed-point arithmetic, about 14
Flat files
defined 8
Flat sequential file, defined 11
Floating-point arithmetic, about 14
Font
changing size 91
dialog box 66
fixed, changing 342
global, changing 342
proportional 342
selecting, in view 66
Format
numeric, changing 72
Formatting
Blank Invalid Data
preference 340
blank lines, suppressing in
reports 304
break columns, creating 297
column width changes,
saving 334
columns 70
display invalid data as blanks or
zeros 347
404 Index
duplicates, suppressing in
reports 301
filters, using in reports 301
grid lines, showing 334
headers 293
hide filtered records 334
invalid data, display blanks or
zeros 335
line spacing 295
margin values, setting 292
margin, right edge 334
margins, changing 292
Modify Columns dialog box,
using 290
numeric 73
numeric, default 340
page breaks, creating 298
reports 290
saving view 298
subtotals, displaying 297
summaries, displaying 299
totals, suppressing in reports 299
views 290
width, expression fields 340
zeros, display as blanks 303
Functions
AGE( ), about 161
CLEAN( ), about 347
EXCLUDE( ), about 349
INCLUDE( ), about 349
OFFSET( ), about 264
PROPER( ), about 211
VERIFY( ), about 95
G
Global
font, changing 342
Global filter, applying 234
Global filters
compare to local 229
removing 235
Graph properties, changing 314
Graphable Data
command log 321
Graphs
Age output option 311
Classify output option 311
command log output 321
Histogram command output 309
properties, editing 312
saving as bitmap files 320
Stratify output option 311
Grid lines, showing 334
Group command
in batches, using 254
multiple-record-type files 276
Group test results
displaying 336
Groups
command number,
displaying 256
commands, entering 253
conditional 252, 256
control totals, obtaining 253
in batches 253
loops, using 264
multiple-record-type files 276
nested, creating 261
simple, defined 252
variables, automatic 262
variables, using 262
H
Header fields, defining 269
Header record type, defining 276
Header records
filters, using 269
Headers
customizing 293
Hide Filtered Records
preference 334
Histogram command
free intervals, using 310
graph output 309
multiple histograms,
creating 310
Histogram command, about 307
I
IBM variable length files, about 265
Improper data 349
Improper data, defined 349
Include Report History with
Reports preference 341
Include View Note in Report
History 341
INCLUDE( ) function, about 349
Incomplete data 350
defined 350
error messages 344
Inconsistent data, defined 351
Index
conditional, creating 141
Index command
about 137
Indexes
opening 142
Overview window contents 58
Input file definitions
create using Data Definition
Wizard 34
dBASE files 34
defined 34
deleting 62
duplicating 61
editing 47
multiple-record-type files 278
new, creating 62
notes, using 87
Overview window contents 58
renaming 62
saving 273
Installing ACL
custom option 6
system requirements 5
typical option 6
Workbook data files 5
Interactive
batches, creating 249
Invalid data 344
display as blanks or zeros 340
display blanks or zeros 335
error messages 344
remove, using CLEAN( ) 347
J
Join command
about 164
Joining files, procedure 206
K
Key fields
break columns, creating 297
Duplicates command 108
gaps testing 110
Index 405

presorting 296
Summarize command 146
L
Language option, about 342
Last result
print file history with last result
preference 341
Line spacing, changing 295
List views, using 26
Local filters
creating 229
Loop
OFFSET( ) function, using 264
Loop command
about 264
Lotus 1-2-3 files, exporting 127
M
Margin
showing right 334
Margins
changing 292
Memory requirements for ACL 5
Menu bar, about 17
Merge command
about 178
Microsoft Word merge files,
using 127
Modify Columns dialog box
formatting views 290
Monetary unit sampling
about 182
fixed interval 184
selection 183
Size command, using 184
top stratum cutoff 189
Multiple-record-type files
batch processing 285
defining 278
filters, applying 268
Group command, using 276
processing 276
report file 266
Multiple-record-type files,
processing 274
N
Negative values
formatting 73
Nested groups
creating 253, 261
Notes
copying and pasting 88
file history 341
input file definition 87
printing, about 89
Project, about 86
view, about 88
Notify command 323
e-mail, generating 289
Numeric
format 73
format, default 340
Numeric fields, defining 45
Numeric format, changing 72
O
ODBC
accessing 379
ODBC, about 12
OFFSET( ), about 264
Open View Window preference,
about 331
Opening
index files 142
Operators
summary 225
Other Fields option
Summarize command 146
Output
Automatic Output Filenames
preference 336
Global Page Title preference 335
graphing 307
page orientation 292
previewing 294
print file history with last result
preference 341
Use Output File check box 336
Overlapping fields, defining 45
Oversampling
selection order 191
Overview window
description of 58
icons 59
Overwriting files
warning 330
Overwriting files warning 330
P
Page
breaks, creating 298
Page orientation, changing 292
Page width indicator, turning on or
off 291
Pivot date. See Start of Century
date 337
Preferences
Application Font Options 342
autoexecuting commands 100
Automatic Output
Filenames 336
Automatic Profile on Open 105
Command Options tab,
about 335
Date Options tab 337
Display Invalid Data as Blanks or
Zeros 335, 347
Enable Client/Server 332
Expression Field Width 340
Global Page Title 335
Hide Filtered Records 334
Include Report History with
Reports 341
Include View Note in Report
History 341
Interface Options tab, about 330
naming files automatically 119
Numeric Options tab, about 339
Open View Window 331
options, turning on and off 329
page width indicator, turning on
or off 291
Print Documentation dialog box
option 91
restoring default 329
setting 328
Show Grid Lines 334
Show Group Tests in Log 336
Suppressing Blank Detail
Lines 304
Test Column Width 334
Time Stamp Commands 336
Verify Data Automatically 95
406 Index
View Options tab, about 291, 333
Warn Before Overwriting
Files 330
warn before overwriting files 330
Primary file, defined 164
Print Documentation dialog box,
about 89
Print files 266
Print files, about 12
Printing
about 89
batches 89
Classify command results 145
Command Log 90
log files 82
notes, about 89
print file history with last result
preference 341
Projects 89
report history with reports 341
sample parameters 189
views 77
Profile command
about 104
automatic execution 331
numeric fields 150
Project notes, about 86
Projects, about 30
PROPER( ) function, about 211
Proportional font, changing 342
Q
Quotes, around date fields 124
R
Radio Button dialog box, about 367
RAM default setting, and Classify
command 143
Record types, about 267
Records
definition of 8
filtered, displaying 334
header type 276
multiple-record-types 276
view, displaying 64
Relations command
about 173
Removing 67
columns from view 67
Report files
automatic filters 274
blank if zero 303
blank lines, suppressing 304
break columns, creating 297
detail fields, defining 271
detail records in 273
duplicates, suppressing 301
filters, header records 269
filters, using 301
header fields, defining 269
header records, using filters 269
line spacing 295
multiple-record-type 266
page breaks, creating 298
page orientation 292
page title, global 335
presorting 296
previewing 294
printing 295
record types, about 267
subtotals, displaying 297
summarizing 299
totals, suppressing 299
Report files, about 266
Reports 290
batch file 295
formatting 290
history, printing 341
sorting 296
Resizing
controls in Dialog Builder 373
windows 22
Rounding, preventing
unnecessary 14
S
Sample command 180, 183
selection methods 183
selection order 191
Sample selection methods,
about 183
Sampling
oversampling 191
subsampling 191
Save Graph As dialog box 320
Search command
about 135
Find Literal option 140
Secondary file, defined 164
Select View Fonts dialog box 66
Separators
numeric format 73
Set Safety syntax 331
Shift Fields button 48
Shifting fields 48
Show Grid Lines preference 334
Show Right Edge of Page
preference 334
Simple group
defined 252
Size command 180, 184, 185
about 184
Sort
compare Index 137
multiple fields 133
order, about 333
sequence, verifying 132
single field, ascending order 131
Sort command, about 130
Sorting
key fields 296
Spool file, defined 266
Start of Century date, about 337
Start of Century option 55
Starting position
field, adjust using OFFSET( ) 264
Static conditional fields, about 274
Statistics command, about 102
Statistics, obtaining descriptive 203
Status bar, about 21
Stratify command
graph output option 311
graphing output 311
intervals, specifying 154
Subtotals
suppressing 299
Summarize command, about 146
Suppressing
blank lines in reports 304
duplicates in reports 301
subtotals in reports 299
totals in reports 299
zeros in reports 303
Suppressing Blank Detail Lines
preference 304
System requirements
installing ACL for Windows
Index 407

Version 7 5
T
Tape files, using 13
Test Column Width preference 334
Text box, adding to dialog
boxes 364
Text boxes
creating 365
Text control, adding to dialog
boxes 364
Text file, defined 12
Time Stamp Commands
preference 336
Total command, about 99
Totals
suppressing in reports 299
Troubleshooting data errors 344
Typical installation option, about 6
U
Uppercase
converting to lower 211
Use Output File option, about 336
User dialog box 371
Utility, conversion 11
V
Variable length files
about 265
Variables
automatic, in groups 262
in groups, using 262
Verify command, about 94
Verify Data Automatically
preference 95
VERIFY( ) function, about 95
Verifying data, about 345
View
adding and deleting rows 74
adding computed fields 228
automatic open preference 331
blanks or zeros, invalid data 335
closing 78
columns, defined 64
columns, removing 67
customizing 65
fonts, selecting 66
format, saving 298
global filters, using 234
grid lines, showing 334
invalid data, display as blanks or
zeros 347
local filters, using 229
margin, displaying 334
multiline, constructing 74
notes, about 88
records 64
View Options tab, Edit ACL
Preferences 291
Views
column width changes 334
formatting 290
Overview window contents 58
printing 77
reports, creating 290
W
Warn Before Overwriting Files
preference 330
Windows
buttons, displaying 23
Command Log 79
maximizing 22
minimizing 22
moving 22
resizing 22
scrolling 24
working with 22
Word merge files, using 127
WordPerfect merge files, using 128
Workbook data files, installing 5
Workspaces
Overview window contents 58
Z
Zeroes
invalid data 347
Z-statistic 217
408 Index
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