ACL APPENDIX
ACL Tutorial
ACL is a generalized audit software (GAS) package widely used by audit firms
and internal auditing organizations to access, analyze, and manipulate electronic
data contained in client systems. This ACL tutorial is designed to help you learn
how to use many of the important features of this tool, as well as to provide
you with hands-on experience of using GAS to help perform audits. You are
likely to use this or a similar program in your professional career. The ACL program is contained on a computer resource (CD) that comes with your textbook.
It is recommended that you install ACL on your own computer if it has a Windows operating system (a Mac will not work unless it is configured to act as a
Windows operating system). If this is not possible, check with your instructor
to see if Windows is available in a computer lab.
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Data Files
The data files for the ACL cases in selected chapters are found on the textbook’s
Web site under “Student Resources.” If you install ACL on your own computer,
it is recommended that you download the data files to your hard drive. If you
use ACL on a network, download the files to whatever input/output device can
be used on the lab’s computers. The files created by ACL are stored on the
same device with the data files.
Working on a Project
This section provides directions on how to create a new project or work on an
existing project. The first step is to start the ACL program. The ACL icon
should appear on your desktop after you install the program from the CD
found at the back of your textbook. If the icon does not appear, look under
programs to locate and start using the software.
Note the menu options on the standard toolbar and the options under each
item. Move your cursor along the icons and note what each one stands for as a
way to familiarize yourself with the overall setup of the program. Notice that
the functionalities of ACL look and behave in a manner that is very similar to
an Excel program. The first step in using ACL is to (1) create a new project or
(2) open an existing project.
(1) Create a New Project
To start a new project (such as a case), select FILE | NEW | PROJECT and give
the project a name. Or click the Create a New Project link on the screen. Be
sure to save the project in the directory with the data files. The files that are created when using ACL are saved on the same drive with the data files.
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842 ACL Appendix
You then need to import one or more files to work on:
Import a Table (file)
Click on FILE | NEW | TABLE and follow the on-screen instructions.
(2) Open an Existing Project
To open an existing project, select FILE | OPEN PROJECT and click on the file
name in the directory in which it was saved. Or click the Open an Existing Project
link on the screen. Then continue working on the project; you can import
additional files as needed.
Basic Features of ACL Projects
Following are some basic activities that can be performed on a file that is either
a new or existing project. These activities are presented in alphabetical order.
Add a Column
You can add one or more columns with new information you create based on
the data in the table. For example, you could calculate the difference between
two fields. Either click the Add Column icon on the toolbar or place the cursor where you want the column to be inserted, right-click the mouse, and
select Add Columns. Click the Expr button, and build the expression needed
to calculate the data for the new column (for example, Amount–Confirmed).
Type a column name in the Save as box (for example, Difference). Click OK
and OK again. You may need to move the screen to the right to see the new
column.
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Age
Select ANALYZE | AGE or click the Age icon on the toolbar. Select the field on
which to age (such as INVDATE). Click the button next to the Cutoff date window and select the appropriate date. You can accept the default aging categories
or change them. Choose the field to subtotal by aging category (such as
AMOUNT) in the right window. Click the Output tab at the top and select
where you want the output. If the output is to a file, give it a name. Click on
that category (for example, >45) to get a list of items in a specific aging
category.
Close Projects
To close a project (it is saved in the directory with the data files), either select
FILE | CLOSE PROJECT, or click the Close the Open Project icon on the
toolbar.
Delete Files
Files created in a current project can be deleted by right-clicking on the file
name in the left window and then choosing Delete. To completely delete files
you created with ACL, go into the directory with the data files and delete the
files created by ACL, including those with the .fil extension.
Extract
Select DATA | EXTRACT DATA | IF. You can then create an expression to
select the items to extract. For example, if you want to extract all unpaid
invoices over a certain age based on the field INVDATE, the expression would
be INVDATE < (click on DATE and select the appropriate date). Fields can be
entered into the expression either by typing or double-clicking on the field in
the Available fields window. If you want to extract all amounts over $100,000,
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ACL Appendix 843
the expression would be AMOUNTS > 100000. Click OK when the expression
is complete. Type a name for the extracted file in the To window.
Expressions for extracting data can include specific text. For example, if
there is a column labeled COMMENT with explanations of confirmation exceptions including “Confirmed–OK” and you want to extract all of those that
do not have that explanation, the expression would be COMMENT <>
“Confirmed–OK.” The words must be within quotes.
Note: When records are extracted from a file, you must create a new file and
you should save that file. ACL describes this as creating a filter because we have
filtered the data to create a new file. To get back to the original file, click on the
original file name in the left window.
File Statistics
There are several ways to get statistics about the data in the file.
1. Click on the icon with the % sign. Choose the field(s) on which you want
statistics. Click on the Output tab and choose where you want the output
(screen, graph, print, or file).
2. Select ANALYZE | STATISTICAL and either STATISTICS or PROFILE. If
you choose STATISTICS, you have the same choices as in step 1 above. The
statistics provided with STATISTICS are numbers; totals; and averages for
positive, negative, zero items; overall totals; and highest and lowest values for
the field(s) selected. The statistics that are provided with PROFILE are total,
absolute, minimum, and maximum values for the field(s) selected.
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Filters
Filters may be used to query the data in a table that have been imported without adding a new field or creating a new table. For example, a filter can identify
customer unpaid invoices over $50,000 as follows. Using the data from the
Husky Unpaid Inventory Excel file, do the following:
1. Click on the GREEN EDIT FILTER button (the icon that looks like a funnel with a green stripe just above the first column of data).
2. The cursor is available under the word Filter at the top of the screen. Type
in AMOUNT > 50000.
3. The results appear as below.
4. To go back to the unfiltered Excel file, click on the RED EDIT FILTER
button.
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844 ACL Appendix
Join Files
To join two tables (files), be sure the fields on which the files are to be matched
(for example, invoice numbers) are in the same format, such as numeric. To join
files use a particular field, such as customer number; the field must be in ASCII
format. To change the format from numeric to ASCII, select EDIT | TABLE
LAYOUT, or click the Edit Table Layout icon on the toolbar. Double-click on
the field to be reformatted, and select ASCII from the drop-down menu under
TYPE. Click on the green check mark in the left margin to accept the change,
and then OK.
Select one of the files as the primary file by making it active on the screen. If
the active file is not to be the primary file, click on the file you want to be the
primary file in the left window of the screen. Click the Join icon that looks like
an upside-down organization chart or select DATA | JOIN TABLES. Click on
the secondary file you want to join with the primary file. Click on the field
name for the primary and secondary file keys (fields on which the files are
matched, such as invoice numbers). Click on the primary and secondary fields
you want in the combined file. To select more than one field in a window, hold
down the Ctrl key. Type a name for the combined files next to the To button,
and then OK.
Move a Column/Change Column Widths
Columns can be rearranged by left-clicking on the column heading, holding the
mouse button down, and dragging the column where you want it.
Column widths can be changed by placing the cursor to the right side of the
column heading and moving it in either direction.
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Prepare and Print Reports
You can tailor a report of the information on the active screen and get column
totals. Select Data | Report or click the Report icon on the toolbar (looks like
three pieces of paper stacked upon one another). Type any information you
want in the header and/or footer of the report, such as the client’s name or
your name, a date, and the nature of the information. On the OUTPUT tab,
choose where you want the output (e.g., screen or file). The report can be previewed by choosing File | Print Preview or clicking the Print Preview icon. You
can change the page layout from portrait to landscape by clicking the Setup button. The report displays and prints totals for all numeric fields. You may need
to adjust the column widths to see entire column headings.
If you do not want to add headers or footers to the report, you can simply
click the Print icon or select File | Print on the menu. All numeric fields are automatically totaled.
Saving Files
Files created by ACL are automatically stored on the same storage device with
the data files. Therefore, you can end an ACL session and come back later. The
files will still be there until you delete them.
Search for Duplicates
Select ANALYZE | Look for Duplicates and then select the field to be searched
(for example, Invoice Number). In the LIST FIELDS window, select the fields
you want identified with the duplicate entries.
Sort
Right-click on the column heading you want sorted and choose whether you
want it sorted in ascending or descending order. All other columns will be
included in the sort.
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ACL Appendix 845
Stratify
Select ANALYZE | STRATIFY or click on the Stratify icon (looks like the numbers 123). Choose the field on which to stratify in the Stratify On window (such
as AMOUNT). Choose the field to subtotal (such as AMOUNT). Type in the
minimum and maximum values for the intervals (such as 0 and 100000) and
the number of intervals (such as 10). Click the Output tab and choose where
you want the output.
Summarize
Records can be summarized based on some key (for example, customer number to
get customer balances from an unpaid invoice file). The field to be summarized,
such as CUSTNUM, must be in ASCII format. Select ANALYZE | SUMMARIZE
or click on the Summarize icon (looks like a green arrow). Choose the field on
which to summarize in the Summarize On window (such as CUSTNUM). Choose
the field to subtotal in the Subtotal Fields window (such as AMOUNT). Choose
the other fields you want in the output file in the Other Fields window. Click
on the Output tab at the top and select Screen or File.
Husky Practice Case
The following case, along with the data files contained in Excel, enables you to
practice using the various functions of ACL. The first step is to go to the textbook Web site and access the student resources. Next, locate the ACL resources,
and download the zip file to your desktop. Finally, look in the folder to locate
the various excel files that you will use to complete the case.
For this case, assume that you are auditing the accounts receivable records
of Husky Corp. and that the general ledger control account shows a balance of
$4,263,919.52. Use ACL to help perform some audit procedures.
There are four related data files you need to download for this tutorial:
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●
●
●
●
husky_unpaid contains the unpaid invoices as of 12/31/13.
husky_shipping contains the shipment numbers and shipment dates for
those invoices. You have verified that the last shipment number used in
2013 is 62050.
husky_credit shows the credit limit for each customer.
husky_confirm shows the confirmation results.
Audit Procedures
This tutorial shows you how to perform the following audit procedures using
ACL:
1. Foot the unpaid invoice file and agree to the general ledger.
2. Identify any unpaid invoices older than 45 days.
3. Identify customer balances greater than their credit limit or for which there
are no credit limits.
4. Perform a sales cutoff test.
Data files and typed input are shown in italics. ACL icons, commands, and
equations are shown in bold. FIELD NAMES are in ALL CAPS.
Step 1—Start a new project
Select File | New, Project on the menu bar. Select the location of the data files in
the Save New Project As window; enter Husky AR as the name for the project.
Click Save.
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846 ACL Appendix
Step 2—Import a table (file)
To import a file (ACL refers to them as tables), click File | New | Table.
Follow the onscreen commands and import the Excel file Husky Unpaid
Invoices. Save it to your computer using the name Husky_Unpaid. The file
appears as follows:
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Step 3—Foot the file and agree to the general ledger
With the Husky_Unpaid table in the active window, select ANALYZE |
STATISTICAL | STATISTICS on the menu bar and click on AMOUNT to
foot the file.
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ACL Appendix 847
Click OK.
The next screen shows several things. The first matrix shows the total value,
which agrees with the general ledger balance ($4,263,919.52), and the number
and amount of positive and negative values. The second matrix shows on
the first line the value of the largest ($155,198.43) and smallest amount
($−22,659.74) of the unpaid invoices. Print the statistics by clicking on the
Print icon or selecting File | Print on the menu bar.
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848 ACL Appendix
Step 4—Identify any unpaid invoices older than 45 days
Click the Husky_Unpaid tab above the statistics to make the table active in the
main window, and then select ANALYZE | AGE on the menu bar. Accept the
default Age on INVDATE. Set the cutoff date to December 31, 2013. Change
the aging periods to 0 and 45. Click AMOUNT under Subtotal Fields to subtotal. Click OK.
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As noted in the following tables, there are four invoices amounting to
$79,017.13 that are over 45 days old.
Click on >45 under the column headed Days; ACL will retrieve those four
invoices from the unpaid file.
Print the page showing the details for these four invoices by clicking on the
Print icon or selecting File | Print on the menu bar. Notice the total of the
AMOUNT column is printed. These totals should be investigated to determine
their collectibility.
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ACL Appendix 849
Note: If you want to save this information as a file to retrieve later, make the
Husky_Unpaid table active and select DATA | EXTRACT DATA on the menu
and click on IF. Enter an expression by double-clicking on INVDATE, click <,
select DATE and scroll to November 16, 2013 on the date selector, and click
OK. Click OK again. Enter a file name such as Over 45 Days next to the TO
button. Click OK. The screen will look like the one above but will not have
anything showing in the Filter window.
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Step 5—Identify customers’ balances greater than their credit limit or
for which there are no credit limits
First, access the entire Husky_Unpaid table. Then, to determine each customer’s
balance, change the field type of CUSTNUM from NUMERIC to ASCII. Select
Edit | Table Layout on the menu bar and double-click on CUSTNUM. Click
the down arrow in the Type window, and locate and click on ASCII in the window (it is located above NUMERIC). Click the green arrow at the left of the
screen and then the red X in the upper-right corner to exit this window. Also
change INVNUM to ASCII.
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850 ACL Appendix
Select Analyze | Summarize on the menu bar. Click to summarize on CUSTNUM and subtotal on AMOUNT. If CUSTNUM does not appear in the Summarize On window, change the field type to ASCII. Click the Output tab and
choose FILE.
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Name the new file Customer_Balances.
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ACL Appendix 851
The window will show each customer’s balance and the number (count) of
unpaid invoices.
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Import the Husky_Credit file by selecting File | New | Table on the menu
bar. Save the imported table as Husky_Credit. Change CUSTNUM from
numeric format to ASCII by selecting Edit | Table Layout on the menu. Doubleclick on CUSTNUM and change the format to ASCII (as described at the beginning of this step) so the files can be matched on this field.
Make Customer_Balances the active table by double-clicking on that name
in the left window. Select Data | Join Tables on the menu bar or click on the
Join icon. Choose Husky_Credit as the secondary table. Click CUSTNUM in
both the Primary Keys and Secondary Keys windows to match the two tables
based on CUSTNUM. Click CUSTNUM and AMOUNT under Primary Fields
using the Ctrl key on the keyboard to select more than one field in the window.
Click CRLIMIT under Secondary Fields to print. Select Presort Secondary
Table. Type the name Balances and Credit Limit in the To box. Click OK.
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852 ACL Appendix
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The joined files now show the balances and credit limits for each customer.
Create a filter to show those customers with balances that exceed their
credit limit. Click on the Edit Filter icon next to the Filter window. Enter the
expression AMOUNT > CRLIMIT. Click OK.
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ACL Appendix 853
The results show that there are five customers who have exceeded their
credit limits and one for whom there is no credit limit. The accounts for these
customers should be investigated to determine collectibility.
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Print this table by clicking on the Print icon or selecting File | Print on the
menu bar. Notice the total of each numeric column is printed.
Step 6—Perform a sales cutoff test
Import the husky_shipping file by selecting File | New | Table on the menu bar.
Save the table with the name Husky_Shipping. Click Finish | OK. Change the
INVNUM field from numeric to ASCII using Edit | Table Layout as you have
done previously.
Make Husky_Unpaid the active table. Join the Husky_Shipping table with
the Husky_Unpaid file. Click INVNUM as primary key and secondary key to
join on this field. Select the fields to show in the new table by selecting all of
the fields in the Primary Fields window (remember to hold the Ctrl key down)
and select the SHIPNUM and DATESHIP fields under Secondary Fields. Click
to presort the secondary file. Give the new table the name Unpaid with ship
number. Click OK.
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854 ACL Appendix
A new table is created that shows the results of combining these two tables
(adjust column widths to see all columns):
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The last shipping number used in 2013 as confirmed by you was 62050.
Create a filter with the expression SHIPNUM > 62050 to see if there are any
shipments after year end.
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ACL Appendix 855
The results show three shipments after year end. Follow up on these to determine
whether the accounts should be corrected for this apparent cutoff error.
Print this table by clicking on the Print icon or selecting File | Print on the
menu. Notice the total of each numeric column is printed.
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© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.