Creating Tables from Adobe PDF Files - Jason Hall

1 Prepared by the ACL Global Help Desk for use with ACL Version 8 and Tables from Adobe PDF FilesThis document describes how ACL s data definition wizard imports data from different sources to create Tables . With that understanding, you can use the data definition wizard to import Tables from Adobe PDF (Portable Document Format) This Document Using Sample Data Files Understanding Impor t Ty pes Understanding table L ayouts Creating Tables from Adobe PDF Files Getting Additional Assistance Using Sample Data FilesThe screen shots used in this document are based on the sample data Files that come installed with AC L. Specifically, they use the Badfile table . The procedures described in this document can be performed on any table .[The PDF used in this procedure is not among the sample data Files .]

2 Can we put the sample used somewhere where users can download it?]During ACL installation, sample data Files are installed automatically. By default, they are located at C:\ACL Data\Sample Data Files .2/8 Creating Tables from Adobe PDF FilesUnderstanding Import Types Understanding Import Types ACL allows you to create Tables from the following data sources: Flat Files MS Excel Files MS Access Files ODBC-compliant Data dBASE Data Report Files Adobe PDF Files Understanding table LayoutsTIP: To s e e a d d i t i o n a l information on building table layouts, see ACL Help. ACL allows you to access data and build table layouts using the following methods:Direct Access, Manual LayoutACL can read any flat file, including data from older mainframe systems, and tele-phone and internet logs.

3 These Files do not contain table layout information, so you must provide the information to ACL. Import and Copy, Automatic LayoutThe information needed to build the table layout for the ACL data file is provided automatically with the data. Data sources in this category include MS Excel, MS Access, SAP AIS Files , and data sources accessed by Access, Automatic LayoutThe information needed to build the table layout is provided automatically with the data. On the PC platform, ACL can access dBASE and ACCPAC Files . On the OS/390 platform, the ACL Server Edition can access DB2, IMS, and and Copy, Manual LayoutInformation required to build the table layout is in supplementary documentation. Use that documentation to help ACL build the table layout. Data sources in this cat-egory include PDF, delimited, and report Tables from Adobe PDF FilesCreating Tables from Adobe PDF Files3/8 Using the Import and Copy, Manual Layout MethodTIP: Other data sources that use the Import and Copy, Manual Layout method include delimited and report Files .

4 As described above, PDF Files use the Import and Copy, Manual Layout method to access data. fig. 1 Import and Copy, Manual Layout methodTIP: ACL can usually determine the table layout for you access data using this method, you need to locate the data source and provide table layout information. With the table layout information established, AC L copies the data to an AC L data file and creates a table for the data file. Creating Tables from Adobe PDF FilesPDF Files can contain multiple record types that might span more than one line. The most common record types are Detail and Header records, although some Files also include footer records. Each record type can contain information you want included in the table . If so, you may have to identify these record types manually using the Data Definition the Data Definition WizardTIP: PDF Files can contain images that appear in paragraphs, Tables , headers, footers, and other areas.

5 ACL imports text data only. Before you can import data with ACL, you must create Tables to access the data. In the following procedure, you use the Data Definition Wizard to create a table from a report file. The Data Definition Wizard organizes table creation tasks as follows: Select Platform Identify Detail Information Identify Header Information Name the Fields and Select Data Ty pes Name and Save table 00110100 01010 00010 001101 110011 Copy of data sourceManual layoutData sourceImport dataTable layoutViewsACL4/8 Creating Tables from Adobe PDF FilesCreating Tables from Adobe PDF Files [This procedure uses the following sample file: ][We can include this only if there s a way for users to download this file.]To create a table from PDF data:Select PlatformTIP: ACL i s able to read Files created with Acrobat 5 and File > New > Data Definition Wizard starts.

6 By default, the Data Definition Wizard selects Disk as the data Next. The Select File to Define dialog box 2 Select file to Define dialog boxTIP: PDF Files can be password protected requiring you to enter a password to import the data into ACL. PDF Files with Certificate Security (public key encryption) cannot be accessed by AC L . a PDF file and click Open. ACL analyzes the file and lists its format as PDF Adobe Acrobat the PDF file is password-protected, enter the password in the text box and click Next. a page range or select All and click Tables from Adobe PDF FilesCreating Tables from Adobe PDF Files5/8 Identify Detail Information Click Print Image File Definition window displays the report file. TIP: PDF Files retain spacing and font infor-mation from their original source Files (for example, Excel).

7 Extra spaces or inconsistent fonts might cause data to be misaligned during file definition. The Data Definition Wizard attempts to identify detail records from patterns in the data. If it is unable to do so, you must identify the detail records. fig. 3 Data Definition Wizard - Print Image File DefinitionIn fig. 3, the Data Definition Wizard identifies:TIP: The Data Definition Wizard uses the decimal in the unit cost field to identify detail records. Each detail record The start and end position of each field in the detail rows The record lengthEach group of detail records is preceded by a header record containing a product class number and a class description. Identify Header the first field in the header record (product class number) by highlighting the first instance, 4 Data Definition Wizard - Print Image File Definition6/8 Creating Tables from Adobe PDF FilesCreating Tables from Adobe PDF Record Type correctly shows that the product class number is part of a new record 5 Specify Record Type dialog Field Definition, name the new field prodcls and click define the header record type as the data to identify all instances of a header record in this file, highlight Product Class.

8 Fig. 6 Data Definition Wizard - Print Image File DefinitionIn fig. 6, the header is identified as Header1. The product class number is also highlighted. other fields in the header record that you want to include in the detail : Ensure you select a range large enough to accommodate the longest product class description in the the product class description, Housewares. fig. 7 Data Definition Wizard - Print Image File Field Definition, name the field class_desc and click Tables from Adobe PDF FilesCreating Tables from Adobe PDF Files7/8 Name the Fields and Select Data Save Data File As, name the file Report and click Edit Field Properties, click a column title to select a field a name to identify the field in the table a column title to identify the field in the the Type drop-down list, select the data type and adjust the format if all fields you want to define, repeat the previous step.

9 Fig. 8 Data Definition Wizard - Edit Field Data Definition Wizard copies the data to an AC L data file and shows you a summary of table record and field properties. Name and Save the table Report and click 9 Example table in default viewThe Data Definition Wizard creates the table and displays the default Tables from Adobe PDF FilesGetting Additional the ACL logo, the ACL logo with the text Data you can trust. Results you can see. , and Audit Command Language are trademarks or registered trademarks of ACL Services Ltd. All other trademarks are the property of their respective owners. 2008 ACL Services Ltd. 08/03/14/ Creating Tables from Adobe PDF Files Getting Additional Assistance ACL provides a full range of training courses designed to help you get the most out of your software investment.

10 To find more information about training and to sign up for training courses, visit ACL s Support Services department is committed to delivering support in multiple languages to customers around the world. To find information on support activity, user forums, knowledge base articles, and training news, visit ACL Consultants can assist your organization in automating essential controls compliance and audit tests through the effective use of ACL's audit analytics software. This allows your valuable staff to focus on critical analysis, investigation, and resolving potential deficiencies in internal controls and core business processes. For more information, visit If you would like to provide some feedback about how this document has impacted your organization, please send email to