Editing PDFs in Accounting CS

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Accounting CS enables you to add text, sticky notes, and stamps directly to PDF workpapers that are saved in your engagement binder and to PDF documents that are attached to AP transactions. You can use this PDF editor even if you do not have other PDF editing applications installed (for example, Adobe Acrobat).


  • If you want to view inserted text, tickmarks, stamps, or other markup in the printed output, be sure to select Document or Markups in the Print Options section of the Print dialog.
  • Sticky notes and callouts can be added and viewed on screen, but do not appear in printed output. We recommend that you use the robust Notes feature in Accounting CS that enables you to create, edit, view, and manage notes via the Notes portlet and the Notes List portlet.
  • Some menu options are not available (grayed) in the PDF editor within the Workpapers Dashboard.
  • Some menu options are not available (grayed) in the PDF editor for documents that are attached to AP transactions.
  • PDF documents that have been scanned contain only image-based content. You can choose Document > OCR pages in the editor and use the text tools to modify the image as needed.
  • If you are licensed for a PDF editing application (for example, Adobe Acrobat) and prefer to use that application instead, mark the Open PDF workpapers in native PDF application checkbox in the Workpapers section of the Setup > Firm Information > Firm > Preferences tab.
  • A PDF that is opened in the PDF editor from within the Workpapers Dashboard is launched in a separate window. When you open multilple PDFs, they are opened in the same window, in a separate tab.

Open the PDF from the Workpapers Dashboard, choose View > Toolbars in the PDF editor, and mark the toolbars that you want to display while working in the editor.

Note: If toolbars are missing in the PDF editor, you can press F11 on your keyboard to toggle the toolbars on or off at the top of the PDF editor screen.

In the Actions > Enter Payables > Rapid tab, locate the transaction with the PDF attached to it, and double-click the icon in the column.

Several default toolbars are available on the View > Toolbars menu in the PDF editor. You can add and delete toolbar buttons to customize any toolbar by clicking the button at the end of a toolbar and choosing Customize Toolbars from the pull-down menu.

Viewer toolbar

File toolbar

Save the active document.
Print the active document.
Attach the active document to an email message.
From scanner
Scan an item and insert (not currently available).

Use the optical character recognition tool.
Back and forward
Move forward and back to previously visited pages and/or zoom levels in the PDF.
Undo the previous action or redo the previously undone action.

Standard toolbar

Hand tool
Select and move the object in the viewing frame.
Camera tool
Copy/paste the selected image.

Select objects or text.

Rotate view toolbar

Rotate counter clockwise
Rotate the view counterclockwise.
Rotate clockwise
Rotate the view clockwise.

Zoom toolbar

Zoom tool
Increase/decrease the viewing size of the document or select areas of the document to zoom in.
Actual size
Display the document as actual size.
Fit size
Display the document so that a single page fits in the view.
Fit width
Display the document so that the document fits the width of the view.
Sliding size scale
Adjust the size of the document by using the sliding scale or by selecting a zoom level from the drop-down list.

Find toolbar

Search for text within the PDF.

Search for the previous or next instance of the search text.

Specify search options.

Comment and Markup toolbar

Note: A right-click context menu is available for most of these objects to enable you to format them.

Sticky note
Attach a sticky note with comments. (Sticky notes are not printable.)
Typewriter tool
Enter text in the PDF.
Text box
Insert a textbox.

Text box w arrow
Insert a callout. (Callouts are not printable.)

Highlight text
Highlight text.
Insert a line through selected text or images in the PDF.
Insert a line under selected text or images in the PDF.
Mark up selected areas of the PDF using the available drawing tools.
Attach file

Attach a push pin to a selected area of the PDF to insert an external attachment. Click the push pin to launch the attachment in its native application outside of Accounting CS


  • Use the right-click context menu to change the appearance of the attachment icon (push pin, paper clip, graph, or tag) and format its properties.
  • You can view and click the attachment link listed in the Attachments tab next to the main PDF viewer window.
Pencil tool
Mark up selected areas of the PDF with the pencil tool.
Eraser tool
Erase any items created by the pencil tool.
Stamp tool
Insert a predefined stamp, a custom stamp, or a stamp copied from the clipboard.

Custom stamps

You can choose a stamp from the default collection provided with the PDF editor, or you can use the Stamp Palette dialog to create new palettes of stamp images inserted from various sources.

To open the Stamp Palette dialog, choose Tools > Comment and Markup Tools > Show Stamps Palette, or choose Show Stamps Palette from the pull-down menu for the Stamp tool button.


  • Using this option, you can add tickmarks that you created in the Firm Information > Tickmarks screen to keep a standardized list of tickmarks across all document types.
  • To add a new palette, click the button on the toolbar. You can create and save multiple palettes, and each palette may consist of multiple stamps.

You can add custom images to the Stamps Palette using any of the following methods.

  • Click the From image button to specify a file name and file type (GIF, JPG, BMP, ICO, PCX, and more.) from the Open dialog.
  • Click the From PDF button to select a PDF source file and page number and to specify a name for the stamp.
  • Click the From Clipboard button to insert an image from the system clipboard.

Typewriter tool

  1. To enter text in a selected area of the document window, click the Typewriter button on the PDF editor toolbar, and then click the location in the document to add the text.
  2. To format the text, highlight it, right-click, choose Text Formatting, and then choose the desired format (bold, italic, superscript, and so forth). You can also cut, copy, and paste text within the PDF.

    Note: If the Show/Hide Text Formatting Toolbar option is toggled on from the right-click context menu, PDF editor displays the Properties toolbar when you click the Typewriter button.

  3. To modify the general information and appearance of the selected text, use the Properties toolbar or choose Properties from the right-click context menu.

Other features

  • Bookmarks and attachments. You can choose to display the Bookmarks, Attachments, and Pages tabs in a frame to the left of the main PDF editor window. To display these tabbed pages, click the Options button in the bottom-left corner of the PDF editor window, choose View, and then choose the tabs to include.
  • Flatten comments. Choose Comments > Flatten Comments to enable you to merge selected edits/annotations into the PDF permanently.

    Stamps that are "flattened" into the PDF are permanent and cannot be deleted.

  • Insert/Extract pages. Choose Document > Insert Pages to insert blank pages or pages from an external PDF into the current document. Choose Document > Extract Pages to extract pages from the current document to create a separate PDF or to delete them after extraction. For details, see Merging PDFs in the PDF editor and Extract pages in the PDF editor and insert them back into the binder.

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