EXPAND YOUR AUDIT

ANALYTICS
LANDSCAPE

IDEA 11

IDEA
Tutorial
 CI401

IDEA
Tutorial
Copyright © 2020 (v11.1) CaseWare IDEA Inc. All rights reserved.
No part of this publication may be reproduced, transmitted, transcribed, stored in any
retrieval system or translated into any language in any form by any means without the
permission of CaseWare IDEA Inc.
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with offices in Toronto and Ottawa, Canada, related companies in The Netherlands and
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IDEA® is a registered trademark of CaseWare International Inc.

CI401 IDEA Tutorial

Version: CI401_11.1_01
 Contents

Section 1
Introduction 9
Additional Resources 9
Feedback 9

Section 2
IDEA Overview 11
Desktop Projects 12

Section 3
IDEA Windows and Toolbars 13
Database Window 14
Properties Window 15
File Explorer Window 16
Library Window 17
Fly-out Windows 19
IDEAScript Window 19
Dashboard Window 20

Section 4
Using IDEA 23
Accessing IDEA 23
Selecting a Project 23
Importing a Microsoft Access File 24
Formatting the Data 25
CI401 IDEA Tutorial

Viewing the Field Statistics 28

Selecting a Random Record Sample 28
Extracting Records 30
Importing a Text File 31
Discovering Insights from Data 34
Clearing Information in a Field Statistic Panel 36
Editing Information in a Chart Panel 36
Using a Treemap to Visualize Your Data 37
Opening a Previously Saved Dashboard 40
Summarizing the Data 41
Stratifying the Data 43
Viewing the Results Graph 46
Creating a Pivot Table 48
Joining Databases 49
Reviewing the History 51
Using Display All Records Containing 51
Appending a Virtual Field 53
Performing a Record Extraction 54
Identifying Duplicate Invoices 55
Identifying Similar Records 56
Identifying Gaps in an Invoice Number Sequence 59
Performing a Key Value Extraction 60
Performing a Record Extraction Using an @Function 62
Designing a Report 63
Creating an Action Field 68

Appendix I
Housekeeping 71
Backing Up and Restoring Data Files 71
Deleting Databases 72
Deleting Other Files 73
Copying Data Files 73
Moving Data Files 74

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Refreshing the File Explorer 74

Appendix II
@Functions 75

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1

Introduction
Welcome to the IDEA Tutorial.
IDEA (originally an acronym for Interactive Data Extraction and
Analysis) provides auditors, accountants, systems, and financial
professionals with the ability to display, read, analyze, manipulate,
sample, and extract data from data files from almost any source -
mainframe to personal computers, including reports printed to a file.
IDEA extends your reach by providing unique functions and features
not found in generic software.
This tutorial covers the functionality of IDEA using one of the default
Desktop projects.
Images used throughout this tutorial may not necessarily reflect what
you see on your screen depending on the edition of IDEA you are
using.

Addition There is extensive online help available for all modules, including step-
al by-step walk-throughs of tasks. In order to view the online help, you
Resourc require Microsoft Internet Explorer 9.0 or higher. You may also visit the
CaseWare IDEA website for additional information such as tips and
es hints, frequently asked questions (FAQs), and technical information.

Feedback Your feedback is important to us. Send your documentation-

related comments to [email protected].
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IDEA Overview
IDEA combines considerable analysis power with an extremely user-
friendly Windows environment. This versatile tool is useful for any type
of file interrogation and allows users to:
 Import data from a wide range of file types.
 Create custom views of data and reports.
 Perform analyses of data, including calculation of
comprehensive statistics, gap detection, duplicate detection,
summaries, and aging.
 Perform calculations.
 Select samples using several sampling techniques.
 Match or compare different files.
 Create pivot tables for multi-dimensional analysis.
 Automatically generate a complete history that documents
the analysis.
 Record, create, and edit macros with IDEAScript (a
customizable VBA-compatible scripting tool) and Visual Script.
 Conduct exception testing of unusual or inconsistent items
using simple or complex criteria.
IDEA has built-in @Functions for arithmetic, text, time, and date criteria,
including many financial @Functions. These @Functions perform
operations such as date, arithmetic, financial and statistical calculations,
and text searches.
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Desktop Projects It is recommended that the data files for each audit or
investigation be stored in separate folders or directories to simplify the
management and housekeeping of database and other files associated
with the audit/investigation.
IDEA uses projects to organize audit files. The project folder contains the
set of original client files to be imported and any files subsequently
generated through analysis.
Desktop projects are stored either locally on your computer or on a
shared network location. If Desktop projects are stored on a network
drive, you must have permission to write to the network drive.
You can create the following two types of Desktop projects:

Project Description

Managed Stored within the defined Managed projects location.

C:\Users\Your USERID\Documents\My IDEA Documents\IDEA
Projects.
Note: This is the default location. The location for Managed
project may be set to a local or network user-defined
folder.

External Stored outside the defined Managed projects location.

When you first launch IDEA, you have access to two default Managed
projects: Samples and Tutorial. The Samples and Tutorial projects
contain all the files required to complete the exercises in this guide, the
Report Reader Tutorial, and the Advanced Statistical Methods Case
Study. The files are also used in the Language Browser examples.

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IDEA Windows and Toolbars

IDEA uses the following primary windows:
 Database window
 Properties window
 File Explorer window
 Library window
 Fly-Out windows
 IDEAScript window
 Dashboard window

IDEA Cloud Share

For information on the IDEA Cloud Share feature, please refer
to the IDEA Cloud Share Getting Started Guide.
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Databa The Database window lets you view the fields contained within a
se database. Although multiple databases may be open at one time, each
Window database is opened in a separate Database window and the name of
the active database is displayed on the IDEA title bar.

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Toolbars

Properti Each database has several properties associated with it that are
es accessed from the Properties window.
Window These properties are:

Property Description

Data Used to view the data in the file in a spreadsheet-like

format with field names as column headings and record
numbers as row numbers.

History Used to view the history of all operations performed on

the file. Each database has its own separate History.

Field Used to view the statistics for Numeric, Character, Date,

Statistics and Time fields in the active database.

Control Used to display the sum of a selected Numeric field for

Total reconciliation purposes.

Criteria Used to isolate records that satisfy entered criteria.

Results Used to view the Results output for certain tasks.

Indices Used to switch between created index orders, delete index

orders, re-generate index orders, and remove all applied
index orders from the active database.

Comments Used to add comments to the active database. It is also

used by IDEA to display warning messages related to
the active database.

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File
The File Explorer window displays all of the IDEA databases in a project
Explorer in a tree or a sorted view.
Window
The File Explorer window can be resized to show the full details of a
database, including the database name, the number of records, the size,
the date the database was last modified, and the date the database was
created.

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Toolbars

The File Explorer also has a toolbar from where you perform such
actions as creating a sub-folder, changing the display from sorted to
tree view, refreshing the list of databases, and renaming, flagging, or
deleting databases.

Library Window In IDEA, a Library is a repository of files. Each Library in IDEA

contains Library groups in which you can organize the files associated
to the project.
When a project is created, IDEA creates Library sub-folders that let you
organize all associated project files. The Library window in IDEA displays
these sub-folders as system Library groups and lists the files contained
in the groups. The groups in the Library are Custom Functions,
Equations, Exports, Import Definitions, Macros, Other, Results, Source
Files, and Visualization.
For each file in the Library, you can view the file size and the date the
file was last modified.

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From the Library window, you can perform such actions as creating
custom Library groups, deleting files, running macros, and copying files
to another Library.

There are two libraries available in IDEA:

Library Description

Local The Local Library is a repository of files on your local drive

Library that you use to share files with all your Desktop projects. The
Local Library is always available when you access IDEA. The
Local Library folder is created when you install IDEA and can
be found at C:\Users\YOUR USERID\Documents\My IDEA
Documents.

Current The Current Project Library displays the associated files for
Project the active Desktop project.
Library

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Toolbars

Fly-out Windows The following fly-out windows are available as tabs at the
base of the application window:

Fly-out Description
Windows

Running The Running Tasks fly-out window provides you

Tasks with the progress information for a particular task
that is running.

Search IDEA displays the results of a search in the Search

Results Results fly-out window. Within this window, new
searches overwrite old ones. From the right-click menu
in the Search Results window, you can re-run the
search (as is or make refinements) or print the results.
You may sort the results by double-clicking any of the
columns within the Search Results window. A
directional arrow appears in the field header to indicate
the sort order (ascending or descending).

The fly-out windows can be pinned down by clicking the push pin icon
in the upper-right corner of the window.

IDEAScri IDEA includes a development tool known as IDEAScript for creating

pt macros to extend the functionality of IDEA. An IDEAScript can be
Window recorded, written from scratch, or a combination of both. The IDEAScript
code is generated or written in the IDEAScript window. This window has
a toolbar providing access to a number of commonly used options and
tools to assist with writing, editing, and debugging IDEAScript macros.
You can also create macros using Visual Script. Visual Script is used
to visually create, edit, and maintain macros in IDEA. In essence,
Visual Script is the visual representation of IDEAScript. The benefit of
Visual Script is that it lets you automate tasks that you perform
repeatedly without writing any code or programming. If required, you
can then convert your Visual Script macros into IDEAScript macros.
For more information on Visual Script, see the IDEA online Help.

- you can skip pages 20/21

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Dashboa
The Dashboard window is part of the Visualization feature in IDEA. The
rd
Dashboard window lets you view and modify generated or custom built
Window dashboards. Dashboards are a visual representation of your data, in the
form of field statistics and interactive charts and tables, that can
provide valuable insights.

Dashboards consist of three main sections:

Section Description

Dashboard The Dashboard title bar displays the dashboard name and
title bar contains commands that let you exit and save the
dashboard, minimize and maximize the window, and
access online help.

Field The field statistic panels are the first row of panels in the
Statistic dashboard. You can only add or modify field statistics
Panels information in these panels. Charts cannot be added to
these panels. Whether generated or manually added, each
field statistic panel displays the field statistic value for the
selected field within the specified database.
You can also hide the field statistic panels to maximize
space on the dashboard.

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Section Description

Chart Chart panels appear below the row of field statistic

Panels panels. Chart panels can display treemaps, scatter, bar,
column, line, and pie charts. Within chart panels,
depending on the chart, you can display a chart caption,
x and y axis titles, and a legend. You can also modify
charts.

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Using IDEA
The exercises in this section are meant as an introduction for new users
and a refresher for existing users. Each exercise has an objective to
indicate what you will achieve in that area upon completion. The tutorial
exercises should be completed sequentially as tests are often carried out
on the results of previous exercises.
For more information on using IDEA:
 access the Help system in the software
 visit the CaseWare IDEA Support Portal
 attend one of the many training courses

Accessing IDEA To access the IDEA application from Windows.

1. From the Windows Start menu (e.g., Windows 10), navigate to the
IDEA folder.
2. Click IDEA.
By default, the Managed project is set to Samples. You can use the
databases in this Managed project to test IDEA features.

Selectin To set a Managed project. One Managed project will be used to

ga complete all exercises in this section.
Project

1. On the Home tab, in the Projects group, click Select.

2. Under the Managed Projects tab, select Tutorial.
3. Click OK.
The Samples project is closed and Tutorial is now the active
project. The File Explorer is now empty. The Status bar on the
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bottom left corner of the application window now displays Managed

Project: Tutorial.

Importing a To import a Microsoft Access file and generate field statistics for
Microsoft the newly imported database.
Access File
1. On the Home tab, in the Import group, click
Desktop. The Import Assistant appears.
2. From the list of available formats, select Microsoft Access.
3. Click the Browse button adjacent to the File name field to
select the Microsoft Access database you want to import.
4. Select Customer.accdb.
5. Click Open.
6. In the Import Assistant, click Next.
The Microsoft Access® dialog box appears.
7. From the Select tables list, select Database1.
If you import a Microsoft Access file that contains more than one
table, you may simultaneously import multiple tables by selecting
the associated check boxes. However, any options you select in
the Character Field Options section are applied to all imported
tables.
8. In the Character Field Options section, leave the Scan
records for field length check box selected.
All Character fields are imported with a length of 255 characters
unless IDEA determines the length is shorter.
9. Accept the default value in the Scan only field. Ten thousand
records will be scanned to determine the maximum field
length.

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10. Accept the default Output file name (Customer).

11. Click OK.

When the file is imported, the database name takes the format
Filename-Tablename. In this case, the file you imported becomes
an IDEA database called Customer-Database1.

Formatting To change the column formatting for selected fields and to

the Data sequence the records.

1. Ensure that Customer-Database1 is the active database with the

Data property selected in the Properties window.
2. Move the cursor to the column separator between the first two
field names. Click the column separator and reduce the width
of the CUST_NO field to fit the data.
3. Hover the cursor over the first field header.
The tooltip displays the field type and the field length.
4. Sequence the CREDIT_LIM field in ascending order by double-
clicking the column header.
A directional arrow pointing upwards appears in the CREDIT_LIM
column header to indicate the field has been indexed in
ascending order. Also, note how the index is displayed in the
Indices area of the Properties window.

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5. In the Indices area of the Properties window, click No index to

return to the original record sequence.
6. In the Database window, right-click the CUST_NO field name
to display a list of commonly used tasks and functions.
7. Select Column Settings....
The Column Settings dialog box appears.
8. For the CUST_NO field, set the Text color to blue, the
Background color to light gray, and change the Font to bold.

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9. For the CREDIT_LIM field, set the Text color to purple and the
Background color to light gray. Select the Use currency
symbol and Use thousands separator check boxes.

10. Click OK to exit the Column Settings dialog box.

Note that the formatting changes have been applied to the
database.
11. Re-order the fields by moving the CREDIT_LIM field after the
CUST_NO field. Click the CREDIT_LIM column header to select
it, and then click it again and hold down the mouse button to
display the drag icon. Drag the column towards the CUST_NO
field. Note the red line indicating the drag position. Drop the
column to the right of the CUST_NO field.

When you modify a view, IDEA saves the settings with the database. These se

12. On the View tab, in the Views group, click Reset to remove
the format changes.

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Viewing the
Field To view the field statistics for the Numeric fields in the active
database.
Statistics

1. Ensure that Customer-Database1 is the active database and the

Data property is selected in the Properties window.
2. In the Properties window, click Field Statistics.
3. Click Yes to generate field statistics for all fields.
By default, the Field Statistics window displays the statistics for
Numeric fields. In this case, field statistics appear for the CREDIT_
LIM field, the only Numeric field in the database.
4. Study the field statistics for the CREDIT_LIM field.
5. In the Maximum Value field, click the value to view the
record with the maximum value.
6. The Maximum Value of CREDIT_LIM dialog box appears, displaying
the record from the database that constitutes the maximum
value.
You may save or print the record.

7. Click Done.
8. In the Database area of the Properties window, click Data
to return to viewing the database.

Selecting a
Random To select a random sample of records for testing.
Record
Sample 1. On the Analysis tab, in the Sample group, click Random.
2. In the Number of records to select field, enter 10.
3. Accept the Random number seed value provided by IDEA.
IDEA uses the random number seed to start the algorithm for
calculating the random numbers. If a sample needs to be
extended, then entering the same random number seed but with
a larger sample size produces the same original selection plus
the required additional records.

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4. Accept the default values in the Starting record number

to select and the Ending record number to select fields.
IDEA sets the defaults as the first and last records; in this case 1
and 341.
5. Leave the Allow duplicate records check box unselected.
6. In the File name field, enter Sample of Customers.

7. Click Fields.
The Fields dialog box appears. Note that by default, IDEA selects
all fields from the database to extract to the Sample of
Customers database.
8. Click OK.
9. In the Random Record Sampling dialog box, click OK.
10. View the output database and note the additional field (SAM_
RECNO) that IDEA has added to the database as the right-most
column. This contains the corresponding record numbers from
the original database (Customer-Database1). Note that the
database appears as a child database to its parent database
(Customer- Database1) in the File Explorer window.

11. To close the Sample of Customers database, right-click the

Sample of Customers tab and select Close.

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Extracti
ng To extract records of customers with high credit limits.
Records
1. On the Analysis tab, in the Extract group, click Direct.
2. In the first row of the File Name column, replace the default
file name with Large Credit Limits.
3. Enter the equation CREDIT_LIM >= 30000.

4. Click OK to start the extraction.

The output database, Large Credit Limits, appears in the Database
window. It contains 61 records.

5. Right-click the Large Credit Limits tab at the top of the

Database window, and select Close.
6. Close the Customer-Database1 database.

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Importing a
Text File To import the sales file that has been provided in Fixed Length
text format.

1. On the Home tab, in the Import group, click

Desktop. The Import Assistant appears.
2. From the list of available formats, select Text.
3. Click the Browse button adjacent to the File name field.
The Select File dialog box appears. It defaults to the Source Files
Library group in the active project.
4. Select sales.txt.
5. Click Open.
6. In the Import Assistant, click Next.
Once you have selected the data file, the Import Assistant
analyzes the data file and tries to determine its type.
IDEA correctly identifies the format as Fixed Length.
7. Click Next.
In the Specify Record Length screen, IDEA correctly identifies the
length of each record, which is 42 bytes (characters), including
the record delimiters. IDEA automatically excludes the record
delimiters from the import.
8. Inspect the file in the preview. Scroll through the records
and check that the columns of data (fields) line up. Click
Next.
In the Specify Field Delineators screen, you can identify the start
and end positions of each field within the records. The Import
Assistant inserts lines for a best fit based on the pattern of data
within the records.It is usual to obtain a record definition for Fixed
Length files.
9. Modify the line positions of the field delineators according to
the following record definition. Note that Type is C (Character),
D (Date), or N (Numeric):

Name Typ Star Len Other Desc

e t
INV_NO C 1 7 Invoice Number

TRANS D 8 8 YYYYMMDD Transaction Date

_ DATE
(mask)

PAY_TYPE C 16 4 Payment Method

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Name Typ Star Len Other Desc

e t
SALES_ID C 20 3 Salesperson ID

CUST_NO C 23 5 Customer
Number
PROD_COD C 28 2 Product Code
E
AMOUNT N 30 11 2 decimal Transactio
places n Amount

10. Click Next.

11. In the Field Details screen, you must enter the details for each
field, including identifying which fields or areas you do not want
to import. Use the information in the record definition that was
provided in the previous step to complete the details for each
field.

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12. Once you have defined all the fields, click Next.
13. In the Create Field screen, you can add Virtual, Editable,
Boolean, or Multistate fields to the file you are importing. For the
purposes of this exercise, do not create any fields. Click Next.
14. In the Import Criteria screen, you can enter an equation to filter
the data that is to be imported into IDEA. For the purpose of this
exercise, do not enter an equation. All records in the sales.txt
file are required for subsequent exercises in this tutorial. Click
Next.
15. In the Specify IDEA File Name screen, which is the final step in
the import process, you must specify the import options and
name the resulting database.
a. Accept the option to import the file (rather than link to the
file). IDEA runs faster when you import rather than link to
a file.
b. Select the Generate field statistics check box. The
field statistics can be used for reconciliation.
c. Accept the default value in the Save record definition
as field. IDEA automatically saves the record definition as
sales.rdf/.rdm in the Library. You can use this record
definition later to import similar data files or modify the
existing record definition.

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d. In the Database name field, enter Sales Transactions.

16. Click Finish.

IDEA imports the file into the project, and then opens and displays
it in the Database window.
17. In the Properties window, click Control Total.
18. Select the AMOUNT field, and then click OK.
The control total of 6,406,119.08 appears next to the Control
Total link in the Properties window. Auditors should reconcile this
amount to the total sales from an outside source for the period
before commencing audit testing.

The Discovery section below is optional, if you

reached the Stop sign above before the rest of the group, go
ahead and check it out. Otherwise, jump to the next Stop sign
on page 42.

Discovering To use the Discover task in the Visualization feature to gain

Insights from insights into data.
Data

1. Ensure Sales Transactions is the active database and the Data

property is selected in the Properties window.

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2. On the Analysis tab, in the Visualization group, click Discover.

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When the Discover analysis is complete, the generated dashboard

displays selected field statistics as well as graphs and charts of the
data. These statistics and charts can be changed if you wish.

3. From the dashboard title bar, click

Save. The Save dialog box appears.
4. In the File name field, enter Sales Transactions and click
Save.
The field statistic panels at the top of the dashboard display the
most relevant field statistics for the Sales Transactions database.
Review the four charts in the bottom of the Dashboard. There are
two column charts, a treemap and a pie chart showing information
about the Sales Transactions database.
 In the first column chart, you can see that the data is the
count of records for AMOUNT stratified into $500.00
bands. The final column, shown in red, represents outlier
data points. So the majority of the transactions are for
amounts between 0 and 500 dollars.
 The second column chart shows the number of records
stratified by the month of the transaction date. The
busiest month is July. The quietest month is January.
 The Treemap represents two different things. The size of
each node represents a count of the number of transactions
for a given product code. The color indicates the relative
value of the underlying transactions. Blue is a low value,
purple is moderate and red is high. This treemap shows
that product code 05 makes up the vast majority of all

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transactions (834/900) and represents a moderate amount of

revenue (2,272,186.70). Product code 06 has only three
transactions, but represents 3,790,308.66 in sales.
 The Pie chart indicates the percentage of the average
sales amount for each Salesrep. Almost 55% are
associated with sales rep 118.
You are now going to modify the information in the dashboard.

Clearing Information in a Field

Statistic Panel
1. Place your cursor in the first field statistic panel on the left.

The Properties button appears in the panel toolbar at the top

right of the panel.
2. Click the Properties button.
The Field Statistic Properties dialog box appears.
3. Click Clear and then click Save.

Editing Information in a Chart Panel

1. Place your cursor in the Pie chart panel to display the panel
toolbar in the upper right corner.
2. Click the Properties button.
The Chart Properties dialog box appears. From this dialog box you
can change the chart type as well as modify the properties.
3. From the Group by drop-down list, select PAY_TYPE.
4. From the Statistic drop-down list, select Count.
Note that as you modify the properties, the chart automatically
updates. Also note that the chart caption also automatically
updates. You can modify the chart caption to a custom title.
5. In the Chart caption field, enter Count of Transactions by
Payment Method.

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6. Accept the default selection of the Show Legend check box.

7. Click Save.
The modified panel is added to the dashboard.
8. Save and close the dashboard.

Using a To use the Visualize task in the Visualization feature to create a

Treemap to treemap.
Visualize
Your Data 1. On the Analysis tab, in the Visualization group, click Visualize.
The Select a Dashboard window appears.
2. Click New Dashboard.

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The Chart Properties dialog box appears.

3. In the Properties pane on the right, click the Treemap button.
Since the Sales Transactions database was the active database, it
appears automatically in the Database field.
4. From the Group by drop-down list, select CUST_NO.
5. From the Color by drop-down list, select Sum.
6. From the Field to Sum drop-down list, select AMOUNT.
7. Accept the default selection of Count for the Size by field.
8. In the Chart caption field, enter Customer Purchases.

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9. Click Save.
The Select a Layout page appears.
10. Do one of the following to display the chart panel layout you
want to use in your dashboard:
 Click the Next and Previous buttons to scroll through
the available layouts.
 Click the appropriate layout option button.
11. Display the option with a single panel and click Select or
double- click the layout image.
The Dashboard window appears. The newly created chart is
displayed in the chart panel.
12. From the Dashboard title bar, click the Save button to save
this new dashboard as Customer Purchases.
The Treemap display a series of nodes, each of which represents a
customer. The larger the node, the more transactions that
customer has made. The sum of a customer’s transactions
influences the color; therefore, the one red square indicates both a
relatively large number of transactions as well as a significantly
higher sum of transaction amounts compared to the other
customers.
13. Hover your cursor over the red node to display the
node information.
The node information includes the field from which categories are
created, the category name, and the size and color values.

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14. Click the red square to display the underlying records.

15. Close the dashboard window.

Opening a Previously Saved Dashboard

1. On the Analysis tab, in the Visualization group, click Visualize.
The Select a Dashboard window appears. A list of saved dashboard
appears. You can edit the name and description for a dashboard
from this window.
2. Hover you cursor over the Customer Purchases dashboard in
the list and click the associated Edit button.
The Name and Description fields are now editable.
3. In the Name field, enter 2014 Customer Purchases.

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4. In the Description field, enter Customer purchases for 2014.

5. Click the associated Save button.

You can click the associated Discard button to return to the
previous name and description.
6. From the list of available dashboard, double-click the
dashboard you want to open.

Summarizing To total the sales transactions by customer to produce a list of

the Data outstanding balances as well as to identify the number of active
accounts and the number of transactions per account.

1. On the Analysis tab, in the Categorize group, click

Summarization.
The Summarization dialog box appears.
2. Select the CUST_NO field as the field to summarize and the
AMOUNT field as the field to total.
3. Click Fields.
The Fields dialog box appears. Note that no fields are selected.
This stops unnecessary information from being included in the
summarized database.
4. Click OK to return to the Summarization dialog box.
5. Select the Use Quick Summarization check box.
The Use Quick Summarization check box may be selected as a
faster means to summarize your database. However, Quick

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Summarization may only be used if the database has no more than

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32,000 unique keys. In addition, Quick Summarization lets you

select only one field to summarize.
Note that when Quick Summarization is used, Sum in the
Statistics to include section is selected by default and the entire
section grayed out.
6. Accept the Create database check box selection.
The output database for this task will be joined to Customer-
Database1 in a later exercise. Note that as with most tasks in
IDEA, you may apply a criterion to the task, for example, to only
summarize transactions for a specified period. As with all other
tasks where you can apply a criterion, if you apply the criterion to
the database using the Criteria link in the Properties window, the
criterion equation appears in the Criteria text box on the task
dialog box. However, you may enter a new criterion or modify an
existing one using the Equation Editor.
7. In the File name field, enter Summarized Transactions.

8. Click OK.

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9. View the output database. Also note the number of records (303)
on the Status bar.

Stratifying
the Data To stratify outstanding balances to gain a profile of the number
and value of accounts within bands.

1. Ensure that Summarized Transactions is the active

database and the Data property is selected in the Properties
window.
2. In the Properties window, click Field Statistics.
3. Click Yes to generate the statistics.
4. View the numeric statistics for the AMOUNT_SUM field.
5. In the Properties window, click Data.
6. Right-click any record in the Database window, and then select
Show Field Stats....
7. From the list of available statistics for Numeric fields, select the
Net value, Absolute value, Minimum value, and Maximum
value statistics.
8. Click OK.
The selected statistics appear in a yellow band at the top of the
Database window.

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9. Adjust the column widths, including the record number/statistic

name column to view the full statistic names and totals. Move
the cursor over the rows and note the tooltips displaying the
statistic names.

10. Right-click any record in the database, and select Show

Field Stats..., and then click Clear All.
11. Click OK to remove the Show Field Stats yellow band from
the database.
12. On the Analysis tab, in the Categorize group, click
Stratification.
The Stratification dialog box appears.
13. From the Field to stratify list, select AMOUNT_SUM.
14. From the Fields to total on list, select NO_OF_RECS.
15. Change the Increment to 5,000.00.
16. Click in the < Upper Limit text box of the first row.
17. Click the second row of the spreadsheet area.
18. Highlight the next three rows of the spreadsheet area to take
the range to 25,000.00.
19. Change the Increment to 25,000.00.
20. Highlight the next seven rows of the spreadsheet area (to row 12).
21. Ensure the Create result check box is selected.

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22. In the Result name field, enter Numeric Stratification.

23. Click OK.

The Results output for the Summarized Transactions database
becomes active and appears as a link in the Results area of the
Properties window.

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Note that there are 219 accounts in the first band (greater than or
equal to 0 and less than 5,000.00).

24. On the File tab, in the Print group, click Print Preview.
25. Adjust the magnification to view the report (for example, 100%).
26. Close the Print Preview window to return to the Results output.

Viewing the To create a custom graph depicting the results of the Strat-
Results ification task.
Graph

1. Ensure that Summarized Transactions is the active

database and Numeric Stratification is selected in the
Results area of the Properties window.
2. From the Results toolbar, click the Alternates between
displaying the results in a customizable graph and grid
button to graph the results.
3. From the Chart toolbar, click the Gallery button and select
each chart type in turn to view the options available.
As you select the different chart types, notice that the icon for the
Gallery button on the chart toolbar changes to depict the type of
chart selected.
4. Re-select the bar graph option.

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5. Right-click the Y-axis.

The Main Y Axis dialog box appears.
6. Click Gridlines and select a gridline option.
7. Click outside the dialog box to return to the graph.
8. Place your cursor over stratum 6 in the graph and note that its
color is solid and its X- and Y-axes values (stratum number
and total amount) appear in a tooltip.
9. Click the stratum 6 bar, and then select Display Records to
view the accounts making up the summary amount.

10. Click Done.

11. From the Results toolbar, click the Alternates between
displaying the results in a customizable graph and grid
button to return to the viewing the stratification Results
output grid.
12. In the Properties window, click Data to return to the
Summarized Transactions database.
13. Close all open databases.

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Creating a
Pivot Table To profile the Sales Transactions database in a table format and
to create multiple summarizations in a table by calculating the
sum, the average, or the count of items.

1. Open the Sales Transactions database.

2. On the Analysis tab, in the Categorize group, click Pivot
Table. The Pivot Table dialog box appears.
3. In the Result name field, enter Sales Transactions Pivot
Table, and then click OK.
4. In the Pivot Table Field List dialog box, click PAY_TYPE and drag
it onto the row header field displaying Drop Row Fields Here.
Click PROD_CODE and drag it onto the column header field
displaying Drop Column Fields Here. Click AMOUNT and drag
it onto the Drop Data Items Here area. Click Close.
If the data is too wide for the field, IDEA displays the values as
pound signs (#). Click and drag the column separators to widen
the fields in order to view the actual values.
You have just profiled the Sales Transactions database by payment
type and product code with the sum of the amount for each
combination of them.

5. Right-click one of the product code column headers to access a

right-click menu. This menu provides options to hide the totals
or to reverse the order of the product code display. Select and
deselect the menu options and make note of the changes.
6. Right-click any record in the table to display the Pivot Table
Field dialog box.
7. In the Summarize by list, click Count and then click OK.

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8. To view the records for the four sales of Product Code 02 that
were paid using American Express (AMEX), select the footer total
for Product Code 02 and then click the View the records that
make up a selected value in the Data Area button on the
Pivot Table toolbar.

9. Click Done.
10. The IDEA Pivot Table lets you have multiple fields in the row, the
column, or in the data area. From the Pivot Table toolbar, click the
Opens the Pivot Table Field List dialog box button to access
the Pivot Table Field List dialog box. Add the SALES_ID field to
the column area, placing it to the left of the PROD_CODE field.
Click Close.
11. Now, display only the sales of product codes 02 and 04, but have
the sales ID as the primary focus. Click the drop-down arrow in the
PROD_CODE field header and select only the check boxes for
product codes 02 and 04.
12. Note that you can collapse or expand the detail of each
salesman by clicking the plus or minus symbols next to the
salesman number. To collapse all, right-click the SALES_ID field
in the column area and then select Collapse all.
13. In the Properties window, click Data.
14. Close the Sales Transactions database.

Joining To join two databases together.

Databas
es
1. Open the Summarized Transactions database.
The common key by which the databases are to be joined is the
customer number field in each database. The data type of this key
field must be the same, but the field lengths may vary.
2. On the Analysis tab, in the Relate group, click Join.
The Join Databases dialog box appears with Summarized
Transactions listed as the primary database.

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3. Click Fields for the primary database.

The Fields dialog box appears. Note that all fields are selected for
the output database.
4. Click OK to close the Fields dialog box.
5. Click Select to select the secondary database.
6. Select the Customer-Database1 database, and then click OK.
7. In the File name box, enter Customer Balances.
8. Click Match to specify the common match key.
9. Click the first row in the Primary column and select CUST_NO
from the list of fields.
Note the Order column and accept the default, Ascending.
10. Click the first row in the Secondary column, and then select
CUST_NO from the list of fields.
11. Click OK.
12. Select the All records in both files option.

13. Click OK to join the selected databases.

14. View the output database, Customer Balances. It contains 351
records.

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Reviewing
the History To view the History maintained by IDEA to check what has been
done.

1. Ensure that Customer Balances is the active database and the

Data property is selected in the Properties window.
2. In the Properties window, click History.
3. Expand out and examine each section of the History log.
4. Locate the last section, which contains the details of how
the databases were joined.
Note the following:
 Number of records: 351 (matched sales to customers)
 Unmatched primary records: 10 (sales to customers not
in the Customer-Database1 database)
 Unmatched secondary records: 48 (customers with no
sales in the period)
5. Examine the IDEAScript code section of the Join Databases
history.
This can be used to re-perform or automate the audit tests.
6. Collapse the History for the Join Databases task.

Using Display To find all unmatched records or all occurrences of a particular

All Records instance of data.
Containing
1. Ensure that Customer Balances is the active database and the
Data property is selected in the Properties window.
2. Locate record 9. Note that there is no value in the CUST_NO1
field for this record (a sale for which there is no match in the
Customer- Database1 database).
3. Right-click the blank record 9 for the CUST_NO1 field, and
then select Display all records containing “”.

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The Display All Records Containing… dialog box appears.

4. Click OK.
IDEA applies the criterion CUST_NO1 == "" to the database and
displays it beside the Criteria link in the Properties window.
Note that there are 10 records that meet the specified criterion.
This is the number of transactions for which there are no records in
the Customer-Database1 database.

5. Right-click the Criteria link in the Properties window, and

then select Clear.

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The criterion is removed from the database and all records are
displayed.
6. Repeat the process to identify all customers with no sales in
the period using the criterion AMOUNT_SUM==0.00.
There are 49 records. These are the accounts with no outstanding
balances.
7. Clear the criterion to return to viewing all records in the
Customer Balances database.

Appendin To append a Virtual (calculated) field to calculate a new credit

g a Virtual limit and to identify the accounts where the new credit limit
Field has been exceeded.

1. Ensure that Customer Balances is the active database and the

Data property is selected in the Properties window.
2. On the Data tab, in the Fields group, click Append.
3. Enter the following details:
 Field name: NEW_LIMIT
 Field type: Virtual Numeric
 Length: Not applicable for Numeric fields
 Number of decimals: 2
 Parameter: CREDIT_LIM * 1.1
 Description: Updated Credit Limit

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4. Click OK to append the NEW_LIMIT field.

5. Scroll completely to the right in the database and note that the
NEW_LIMIT field has been added as the last field in the
database.

The color of data in Virtual fields is determined by the color set in

the Database Grid tab of the IDEA Options dialog box. The IDEA
Options dialog box is accessible from the File tab.

Performing a To perform an extraction to identify accounts where the new

Record credit limit has been exceeded.
Extraction

1. Ensure that Customer Balances is the active database and the

Data property is selected in the Properties window.
2. On the Analysis tab, in the Extract group, click Direct.
3. In the File Name column, replace the default file name with
Exceeded Credit Limits.

4. Click the Equation Editor

, and then enter the equation
button
AMOUNT_SUM > NEW_LIMIT.

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5. From the Equation Editor toolbar, click the Validate and Exit
button to return to the Direct Extraction dialog box.

6. Click OK.
7. View the output database of 11 records (including sales
to unauthorized customers).

8. Close all open databases.

Identifyi To test the validity of invoices and to test for duplicate invoice
ng numbers.
Duplicat
e 1. Open the Sales Transactions database.
Invoices 2. On the Analysis tab, click Duplicate Key and then click
Detection.
The Duplicate Key Detection dialog box appears.
3. Accept the default selection of the Output Duplicate Records
option.

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4. In the File name field, enter Duplicate Invoices.

5. Click Key.
The Define Key dialog box appears.
6. In the Field column, select INV_NO and leave the direction as
Ascending.
7. Click OK to return to the Duplicate Key Detection dialog box.

8. Click OK to run the task.

9. View the output database of four transactions with two pairs of
duplicate invoice numbers (1000097 and 1000350), which
should be investigated.

10. Close all open databases.

Identifying To identify similar records in Character fields.

Similar
Records
1. Open the Customer-Database1 database.
2. On the Analysis tab, in the Explore group, click Duplicate Key
and then click Fuzzy.
The Fuzzy Duplicate dialog box appears.
3. Accept all default values in the Output and Settings sections.
4. Click Key.
The Define Fuzzy Match Key dialog box appears.

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5. From the Character fields list, select LAST_NAME and click

ADD>>.

6. Click OK. You are returned to the Fuzzy Duplicate dialog box.
7. In the File name field, enter Fuzzy Duplicates - Customer.

8. Click OK.
9. View the resultant database of 47 records. Four new fields
are added to the output database:

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Field Description

GROUP_ID The group identification number assigned to

a fuzzy group. The GROUP_ID is assigned to
all records within the fuzzy group.

GROUP_ The name of the fuzzy group. The fuzzy group

NAME name is taken from the record that has the
largest amount of fuzzy matches. This record is
known as the group core.

SIMILARITY_ The degree of similarity computed between the

DEGREE record in the fuzzy match field and the associated
group core. The value ranges between 0 and 1,
where 0 indicates no relationship and 1 indicates
an exact duplicate.

RECORD_ The row number of the record in the parent

NUM database.

Rerun the task to remove the exact duplicates and adjust the
similarity degree.
10. On the Analysis tab, in the Tasks group, click Re-run.
11. In the Settings section, clear the Include exact duplicates
check box.
12. In the File name field, enter Fuzzy Duplicate - Customer No
Duplicates.

13. Click OK.

14. View the output database of eight records and observe the
values in the SIMILARITY_DEGREE field. Records with a value of
1.0000 are the group core names and subsequent fuzzy matches
to this

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value are compared to this record. Entries with a match value of

less than 80% are not reflected in this output.
15. Re-run the task again and reduce the value of the
Similarity degree (%) slider bar to 70%.
The output database should have 35 records.
16. Close all open databases.

Identifying To test for completeness and to test for gaps in the invoice num-
Gaps in an ber sequence.
Invoice
Number 1. Open the Sales Transactions database.
Sequence 2. On the Analysis tab, in the Explore group, click Gap
Detection. The Gap Detection dialog box appears.
3. From the Field to use drop-down list, select INV_NO.
4. In the Character section, accept the default mask (NNNNNNN).
5. In the Output section, ensure the Create result check box
is selected.
6. In the Result name field, enter Missing Invoice Numbers.

7. Click OK.

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The Results output Missing Invoice Numbers becomes active.

Performing a
Key Value To manually select records based on key values and extract
them to a separate database.
Extraction

1. Ensure that Sales Transactions is the active database and the

Data property is selected in the Properties window.
2. On the Analysis tab, in the Extract group, click Key
Value. The Key Value Extraction dialog box appears.
3. Click the Browse button adjacent to the Existing keys drop-
down list.
The Define Key dialog box appears.
4. Create the key PAY_TYPE/A + PROD_CODE/A and then click
OK.

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All of the different PAY_TYPE/A + PROD_CODE/A values are now

listed and selected in the lower part of the Key Value Extraction
dialog box.
5. In the Groups Found section, click Clear All and then select
only the VISA payments for product codes 05 and 06.

6. Optionally, you can enter criteria. Since the objective is to

extract all of the sales transactions that were paid using VISA for
product codes 05 and 06, leave the Criteria field empty.
7. Accept the default selection of the Create a separate
database for each unique key check box. Note that you could
have decided to put all the resulting records in one database.
8. Click OK.

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In the File Explorer window, IDEA has created two new child
databases under the Sales Transactions parent database:
KeyVal=VISA + 05 and KeyVal=VISA + 06.

9. Close all open databases.

10. In the File Explorer window, right-click the two new child
databases and select Rename. Name the databases Visa
Payments for Product Code 05 and Visa Payments for
Product Code 06.

Performing a To carry out a more advanced exception test in order to identify

Record all transactions processed on a Sunday.
Extraction
Using an 1. Open the Sales Transactions database.
@Function 2. On the Analysis tab, in the Extract group, click Direct.
3. In the File Name column, replace the default file name with
Sunday Transactions.

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4. Create the following equation:

@Dow(TRANS_DATE) = 1

5. Click OK to perform the extraction.

6. View the output database and its History. There should be
90 Sunday transactions.
7. Close the Sunday Transactions database.

Designin To select and format the data to be displayed and printed.

ga
Report
1. Ensure that Sales Transactions is the active database and the
Data property is selected in the Properties window.
2. On the File tab, click Print and then click Create Report
to create a report using the view settings.
The Report Assistant appears.

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3. Select the Create new report option and the Allow headings
to span multiple lines check box. Click Next.

4. In the Headings screen, select each field (one at a time) and

enter a short but descriptive name in the Text field. This text is
used for field names. Accept the default alignment selections.
Click Next.

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5. In the Define Breaks screen, define a report break on the CUST_

NO/A + TRANS_DATE/D key. Click Next.

IDEA displays the records in the report in the order of the index. IDEA displays

6. In the Report Breaks screen, create a break and total the

AMOUNT field for each customer number (CUST_NO). Select the
following options: Count records in break, Show break line,
Show leading break. Set the break spacing to 3 lines. Total the
AMOUNT field. Select the Show shading and Use currency
symbol options. Click Next.

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7. In the Grand Totals screen, create grand totals for the AMOUNT
field, set the font style to bold, and then click Next.

8. In the Header/Footer screen, enter/select the following

information, and then click Finish.
 Print cover page: Select this check box.
 Title: Sales Transactions
 Comments: Sequenced by customer number and date.
 Prepared by: Enter your name or initials.
 Header: Enter the name of your organization.
 Footer: Enter the name of your department.

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 Date/Time: Accept the defaults unless you have

particular preferences.

The options you have selected affect how the report is printed. The nam

9. Click Yes to preview the report.

10. From the Print Preview toolbar, click 1-2 Pages to toggle
between a single page and two pages.
11. From the Print Preview toolbar, click Zoom In to view the report
in detail. (There are two levels of zoom.)
12. Check that all settings, including field widths, are correct.

If you wish to print the view, click the Print button on the Print Preview window

13. From the Print Preview toolbar, click Close to close the
Print Preview window.

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Creating
an Action To produce an action when you click on a value in a specified
field.
Field

1. Open the Customer-Database1 database.

2. Right-click any record in the CUST_NO field and select
Define Action Field....
The Define Action Field dialog box appears.
3. Ensure that the Create Action Link to display extraction
preview option is selected.
4. Click the Browse button and select the Summarized
Transactions database. Click OK to close the Select
Database window.
5. Click Look-up Fields.
The Fields Not Found dialog box appears.
6. Click OK.
The Look-up Fields dialog box appears.
7. Ensure that the CUST_NO field is selected, and then click OK
to return to the Define Action Field dialog box.

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8. Click OK in the Define Action Field dialog box to create the

Action Field link.
The Customer-Database1 database now has a link (in blue and
underlined) to the Summarized Transactions database.
9. In the CUST_NO field, click the first record to display the
Extraction Preview window. The transactions total for
customer number 10000 is displayed.

10. Click Done.

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 Appendix I

Housekeeping
As with all computer systems, housekeeping (including backing up
data and deleting unwanted files) is extremely important when
working with IDEA.
For file management maintenance, such as deleting, copying, or moving
databases and files, it is recommended to use the File Explorer or
Library features. Using Windows Explorer to manage files is not
recommended.

Backing Up You may want to back up files for a variety of reasons, such as, to
and transfer files to another computer; to back up according to risk/criticality
Restoring of data or because of disk space restrictions.

Data Files IDEA uses a single compound file with the file name extension *.imd
(Unicode versions of IDEA use the file name extension *.idm) to store all
the information associated with a file, such as the data, the schema,
History, comments, indices, and reports.
IDEA stores each of these files in its project. However, the view files,
equation files, definition files, and any text files created are not stored
within the compound file.
The following list outlines the file type, the location and file name
extensions (ASCII and Unicode):

File Type Location ASCII File Unicode File

Extension Extension

Data and Related Managed or .imd .idm

Files External project

Views Library .vw2 .vwm

Equations Library .eqx .eqm

Custom Functions Library .ideafunc .ideafunc

Record Definitions Library .rdf .rdm

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File Type Location ASCII File Unicode File

Extension Extension

Report Reader Library .jpm .jpm

Templates

Project Managed or .inf .inf

Information External project

IDEAScript Macros Library .iss .ism

Compiled Library .exe .exe

IDEAScript
Visual Script Library .vscript .vscript
Macros
External Managed or .evars .evars
Variable Files External project

Dashboard Files Library .idash .idash

Use Windows Explorer or any other backup facility to back up the

required file.

Deleting
Deleting databases that are no longer used lets you maximize disk
Databases space and clean up your project. If you attempt to delete a parent
database,
you can choose to delete the associated child database or break the
parent-child relationship and only delete the parent. When you break the
parent-child relationship, the orphaned child databases become top-level
databases.
Note that databases must be closed before you attempt to delete them.

To delete the active database:

1. On the File tab, in the Database group, click Delete Database.

2. Click Yes to confirm the delete request.

To delete all or selected databases:

1. Ensure all databases are closed.

2. From the File Explorer toolbar, click the File Display button
and then click Expand All to expand out all nodes in the File
Explorer window.
3. Select the databases you want to delete.
4. From the File Explorer toolbar, click the Delete button.
5. Click Yes to confirm the delete request.

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 Appendix 5: Housekeeping

Deleting Use the Library to delete other files, such as record definitions, views,
and equations.
Other Files
To delete associated project files:

1. Click the Library tab.

The Library window appears.
2. Expand the appropriate Library group node.
3. Right-click on a file and select Delete.
4. Click Yes to confirm the delete request.

Copying Use the Copy To command in the File Explorer window to copy IDEA
Data Files databases to other projects. The Copy To command in the Library
window lets you copy files to the Local Library or projects.

To copy one or more selected databases to another project folder:

1. In the File Explorer window, right-click on the database you

want to copy.
2. Select Copy To....
3. Navigate to and select the required folder.
4. Click OK.

To copy one or more selected files to the Local Library:

1. In the Library window, expand the required Library group,

and right-click on the file you want to copy.
2. Select Copy To and then select Local Library.
The file is copied to the same Library group in the Local Library.

To copy one or more selected files to another project:

1. In the Library window, expand the required Library group,

and right-click on the file you want to copy.
2. Select Copy To and then select Another
Project…. The Copy File dialog box appears.
3. To copy to an External project, do the following:
a. Select the External project option.
b. Click the Browse button adjacent to the External project
field.

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c. Navigate to and select the appropriate folder.

d. Click OK to return to the Copy File dialog box.
4. To copy to a Managed project, do the following:
a. Select the Managed project option.
b. Click the Browse button adjacent to the Project field.
c. Navigate to and select the appropriate project.
d. Click OK to return to the Copy File dialog box.
e. From the Group drop-down list, select the group into
which you want the file copied.
5. Click OK.

Moving Data Files Use the Move To command in the File Explorer window to move IDEA
databases to other projects or locations.

To move one or more selected databases to another project folder:

1. In the File Explorer window, right-click over the name of the

database you want to move.
2. Select Move To....
3. Navigate to and select the required folder.
4. Click OK.

Refreshing You can update the IDEA File Explorer one of two ways:
the File  Press F5.
Explorer
 From the File Explorer toolbar, click the Refresh List button.

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 Appendix II

@Functions
IDEA provides @Functions for performing operations such as date
arithmetic, financial and statistical calculations as well as text searches.
The @Functions are accessed through the Equation Editor. Quick help
including the syntax, description, and an example of use for each of
the @Functions is available when the @Function is highlighted.
Additional and detailed help is provided in the Equation Editor Help
system accessed through the Help button on the Equation Editor
toolbar.

You can also create custom functions. For more information, see the IDEA online He

Take a look at the definitions below to become familiar with each

@Function:

@Function Description

@Abs Returns the absolute value of a numeric

expression.

@Afternoon Returns 0 if time is in the AM and 1 if time

falls in the PM and -1 for an invalid time.

@Age Calculates the number of days between two

dates.

@AgeDateTime Returns the number of seconds between two

dates and times.

@AgeTime Returns the number of seconds between two

times.

@AllTrim Removes leading and trailing spaces from

Character fields.
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@Function Description

@Ascii Provides the ASCII value of a character. (Not

available in Unicode versions of IDEA.)

@Between Determines if a numeric expression falls

within a specific range.

@BetweenDate Returns a number indicating whether a date

value falls within a specified range (1) or not
(0).

@BetweenTime Returns a number indicating whether a time

value falls within a specified range (1) or not
(0).

@Bit Identifies a bit value.

@BitAnd Masks out unwanted bits.

@BitOr Sets required bit.

@Chr Provides the character equivalent of a

specified ASCII code. (Not available in
Unicode versions of IDEA.)

@CompareNoCase Ignores uppercase letters when comparing

expressions.

@CompIf Determines if a record satisfies multiple

criteria.

@Ctod Converts character dates to IDEA Date format.

@Ctot Converts a Character field containing time

values stored as a string to a Time field with
a Time format (HH:MM:SS).

@CurForm Converts numeric value into a formatted text.

@CurVal Converts formatted Character fields to

Numeric fields.

@Date Returns the present date.

@Day Returns the day in a date expression.

@DaysToD Converts a number of days since Jan. 1, 1900

to date format.

7
 Appendix 6:
@Functions

@Function Description

@Db Calculates the fixed declining-balance

depreciation for a specified period.

@Ddb Calculates double declining-

balance depreciation.

@Delete Deletes a specified number of characters from

a string.

@Dow Returns the day of the week.

@Dtoc Converts date expressions to character.

@DToDays Reveals the number of days between Jan. 1,

1900 and a specified date.

@Dtoj Converts dates to Julian format.

@Exp Calculates the exponent of a numeric

expression.

@FieldStatistics Returns the numeric value for a specified field

statistic.

@FindOneOf Finds the position of the first matching

character in 2 strings.

@FinYear Returns the financial year for a given date

based on the year end.

@Format12HourClock Returns a string representing time formatted

as HH:MM:SS TT.

@Fv Calculates the future value of an investment.

@GetAt Returns the character that appears in a

specified numeric position.

@GetNextValue Returns the next value in the selected field.

@GetPreviousValue Returns the previous value in the selected

field.

@Hours Returns the hours portion of a given time.

@If Allows a choice of two results based on

the evaluation of a condition.

@Insert Inserts a string into an existing string.

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CI401 IDEA
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@Function Description

@Int Returns the integer portion of a numeric value.

@Ipmt Calculates the interest payment for a given

period.

@Irr Calculates internal rate of return.

@IsBlank Tests if a Character field is blank.

@IsFieldDataValid Returns a 1 if the data in the field is valid, or

a 0 if the data is invalid.

@Isin Returns the starting position of a string within

another string (case sensitive).

@Isini Returns the starting position of a string within

another string (NOT case sensitive).

@Jtod Converts Julian dates to IDEA Date format.

@JustLetters Returns a string with all the numeric

characters removed.

@JustNumbers Returns all the numbers (leading and trailing).

@JustNumbersLeading Returns the leading numbers.

@JustNumbersTrailing Returns the trailing numbers.

@LastDayofMonth Returns the last day for any given month and
year combination.

@Left Returns the specified left-most characters in a

string.

@Len Returns the number of characters in a string,

including any trailing spaces.

@List Determines which criteria in a list of values is

met by an expression.

@Log Calculates natural logarithms.

@Log10 Calculates logarithm 10x.

@Lower Converts all characters in a string to

lowercase.

@Ltrim Removes leading spaces from a string.

7
 Appendix 6:
@Functions

@Function Description

@Match Determines which criteria in a list of values is

met by an expression.

@Max Returns the greater value of two numeric

expressions.

@Mid Extracts a portion of text from within a string.

@Min Returns the smallest value of two numeric

expressions.

@Minutes Returns the minutes portion of a given time.

@Mirr Calculates modified internal rate of return.

@Month Returns the month in a date expression.

@NoMatch Determines if an expression meets none of the

criteria in a list of values.

@Npv Calculates the net present value of an

investment.

@Ntod Converts a numeric expression into an IDEA

Date format.

@Ntot Converts a Numeric field containing time

stored as seconds to a Time field with a
Time format (HH:MM:SS).

@Pmt Calculates a loan payment.

@Ppmt Returns the principal amount of a loan

payment.

@Precno Returns the physical record number.

@Proper Capitalizes the first letter of each word in a

string.

@Pv Returns the present value of an investment.

@Python Executes the specified Python script.

@Qtr Returns 1-4 representing the quarter a given

date falls in based on the specified year end.

@Random Generates a random number.

7
CI401 IDEA
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@Function Description

@Rate Calculates the interest rate of an

investment/loan.

@Recno Returns the logical record number (index

sensitive).

@RegExpr Matches character expressions using a

complex set of rules. (Not available in Unicode
versions of IDEA.)

@Remove Eliminates all instances of a specified

character.

@Repeat Repeats the first character of a string a

specified number of times.

@Replace Replaces a string or substring with another.

@Reverse Reverses the order of characters in a string.

@Right Isolates the specified right-most characters in

a string.

@Round Rounds to the nearest integer.

@Seconds Returns the seconds portion of a given time.

@Seed Sets the random number seed.

@SimilarPhrase Measures the similarity between two specified

phrases or Character fields.

@SimilarWord Measures the similarity between two strings

(either single words or character expressions)
or Character fields.

@SimpleSplit Extracts a segment of a character string that

resides between the specified xth
occurrence of a specified start character (or
character sting) and the specified end
character (or character string).

@Sln Returns the straight-line depreciation of an

asset.

@Soundex Returns the sound code for a word. (Not

available in Unicode versions of IDEA.)

8
 Appendix 6:
@Functions

@Function Description

@SoundsLike Determines whether two words are

phonetically alike. (Not available in Unicode
versions of IDEA.)

@SpacesToOne Strips spaces leaving only one space between

words in a string.

@SpanExcluding Returns the characters in a string that appear

before any characters in a specified string.

@SpanIncluding Returns the characters at the beginning of a

string that match any character of a specified
string.

@Split Breaks a character string into segments

separated by characters, such as spaces or
commas, and returns a specified segment.

@Sqrt Calculates a square root.

@Str Converts numeric expressions to strings.

@Stratum Groups records by interval.

@Strip Removes all spaces, punctuation and control

characters.

@StripAccent Removes an accent from an accented

character.

@Syd Returns the sum-of-years digit depreciation

for an asset.

@Time Returns the present time.

@Trim Removes trailing spaces.

@Ttoc Converts a time or number into a string with

the HH:MM:SS format.

@Tton Converts a Time field that has values stored in

Time format (HH:MM:SS) to a Numeric field
with the time value converted into seconds.
This is the reverse of @Ntot.

@Upper Converts all characters in a string to

uppercase.

8
CI401 IDEA
Tutorial

@Function Description

@Val Converts a character expression to numeric.

@Workday Returns 1 if a given date falls between

Monday-Friday and 0 if the date falls on a
Saturday or Sunday.

@Year Returns the year in a date expression.

8
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