Administration – Coding Rules

The Coding Rules section allows administrators to manage and maintain the rules used to categorize operational and financial transactions. These rules are based on combinations of AFE Types, Major Codes, and Minor Codes, and are used throughout the system for validation and classification of entries.

This module supports full import and export functionality to streamline bulk edits or data syncing from external systems.

Accessing the Coding Rules Module

1. Navigate to the main navigation bar and click Coding Rules.

2. The Coding Rules Management screen will display a table of all current coding rules, including:

   • AFE Type

   • Major Code

   • Minor Code

   • OT Status

   • Created / Created By

   • Last Update / Updated By

You can filter, search, and sort the grid using the options above the table.

Importing Coding Rules

To import new or updated coding rules in bulk, use the import tool:

Step 1: Download the Template

• Click Download Import Template to download a blank Excel file with all required columns.

Step 2: Prepare Your Import File

Your Excel file must include the following columns:

⚠️ Do not remove or rename column headers. Even system-managed fields must remain present for a successful import.

Step 3: Upload and Preview

1. Click Import Coding Rules.

2. Select and upload your prepared Excel file.

3. Choose your Import Mode:

   • Merge Mode (default): Adds new entries and updates existing ones. No data is removed.

   • Overwrite Mode: Adds and updates records, and archives any coding rules not included in the import file.

Once uploaded, the Import Preview screen will display a summary:

• ✅ New Records: Items not currently in the system.

• ? Updates: Existing records with changes.

• ⚠️ Removals (only in Overwrite Mode): Records not present in the import file that will be archived.

Merge Mode Preview Example:

• 1 New Record

• 469 Updates

• 0 Removals

• Message: “470 records will be imported as new entries.”

Overwrite Mode Preview Example:

• Same as above, but with a warning:

“Overwrite mode: Existing records not in this import may be archived.”

Step 4: Execute the Import

1. Click Execute Import.

2. A progress bar will show the current batch being processed (e.g., 1 of 5, 100 records per batch).

3. Once complete, the grid will refresh with the latest values.

? The system uses a unique combination of AFE Type + Major Code + Minor Code to detect duplicates and determine whether to create or update a record.

Exporting Coding Rules

To export the current list of coding rules for review or editing:

1. Click Export Coding Rules.

2. An Excel file will download with all fields, including system-managed timestamps and user tracking.

Adding a New Rule Manually

1. Click + Add New.

2. Fill in the following fields:

   • AFE Type

   • Major Code

   • Minor Code

   • OT Status

3. Click Save.

Editing an Existing Rule

1. Click the pencil icon in the Actions column.

2. Modify the necessary fields.

3. Click Save to confirm changes.

Best Practices

• Always export the current list before making bulk changes.

• Use Merge Mode when adding or updating known records.

• Use Overwrite Mode only when intentionally replacing the entire dataset.

• Do not remove unused columns from the import file—even if left blank.