Rules in CoinTracker Enterprise help you organize your ledger. They’re instructions you set that automatically apply to your journal entries and transactions, mapping them to the right accounts. All organization users can customize account mapping rules.
Benefits of using rules
Rules help you:
- Reduce manual effort by automating transaction mapping
- Prevent errors with consistent, accurate categorization
- Save time by cutting repetitive tasks, so your team can focus on higher-value work
Identify when to use rules
Use rules when you want to:
- Automate frequent, repetitive transactions
- Categorize specific vendors or expense types
- Standardize account mapping across similar entries
Creating rules
Start with a template to quickly map and organize your most common transactions. Each transaction or journal entry is automatically checked against your rules in real time. There’s no limit to how many rules you can create, so be sure to customize them carefully.
- Navigate to the Rules page and click Create rule.
- From the Trigger field, click + to add trigger variables, then click into each selected variable to specify required details (options vary by trigger).
- After selecting triggers, click + in the Action field.
- Select the action to map and choose the account where each action should be recorded.
- Add a description to help you identify the rule later (optional).
- Double-check your selections and make sure all required fields are filled so the rule works as intended.
- Click Create and exit to save the rule.
How triggers and actions work
- Triggers define the condition for the type of transaction or journal entry you want to target.
- Actions define what happens when a trigger condition is met, such as mapping a transaction to a specific account. You can choose multiple actions.
Set rule priority and order
In the Active tab, manage the order and behavior of your rules:
- Place high-priority rules first, followed by broader, catch-all rules.
- Drag and drop rules to reorder them.
- Manually edit entries to override rule-based mapping.
- Apply rules only to open periods. Once a period is closed, transactions in that period are frozen and won’t be updated by rules.
Editing rules
To activate an archived rule:
- Go to the Archive tab.
- Click more menu and Edit and activate.
- If you don’t want to make any changes, click Save and exit to reactivate the rule.
If a transaction has an auto-map rule, you’ll see a flag indicating it was assigned by a rule when you open it.