How do I avoid duplicate Cost Codes when I import a new CSV file?

When importing Cost Codes from a CSV file into Contractor Foreman, it is a good idea to review your existing Cost Codes first. This helps prevent duplicate or unnecessary entries and keeps your Cost Code list organized.

Export Your Existing Cost Codes

Before importing a new list, export your current Cost Codes so you can compare them with the codes in your CSV file.

1. Go to Settings.
2. Open Cost Codes.
3. Click Action.
4. Select Export Cost Codes.
5. Open the downloaded CSV file and review your existing Cost Codes.

Review Your New CSV

Compare the Cost Codes in your new CSV with your existing Cost Code list.

Pay particular attention to the Parent Code and Child Code values. Remove any entries from your import file that you do not need before importing.

Import the Cost Codes

Once your CSV has been reviewed:

1. Go to Settings → Cost Codes.
2. Click Action.
3. Select Import Cost Codes (From File).
4. Select your CSV file.
5. Follow the prompts to complete the import.

Tip: Use the current CSV template provided by Contractor Foreman when preparing your import file to ensure the file uses the required format.

How Duplicate Cost Codes Are Handled

Contractor Foreman checks Cost Codes during the import process. [Put the exact result you confirm from your test here.]

For example, if your test confirms that an exact Parent Code + Child Code match is skipped, write:

If a Cost Code with the same Parent Code and Child Code already exists, Contractor Foreman will not import another copy of that exact Cost Code.

If your testing shows different behavior, we should change this wording accordingly.

What If I No Longer Need a Cost Code?

If a Cost Code has already been used in the system, check whether it can be archived rather than deleted.

To archive a Cost Code:

1. Go to Settings → Cost Codes.
2. Locate the Cost Code.
3. Select the Archive option for that Cost Code.
4. Confirm that the Cost Code is no longer shown in the active list.

Best Practice

Before importing a large CSV file, it is recommended to:

• Export your current Cost Codes.
• Compare the existing and new lists.
• Remove unnecessary duplicates from the CSV.
• Use the current Contractor Foreman import template.
• Test the import with a small number of Cost Codes first.

This helps keep your Cost Code list accurate and organized.