Create and Edit Field Guidelines
Field Guidelines
Field numbers
align with your file columns.
Your file must be prepared according to these guidelines:
- Required – must be provided for each contact
- Recommended – complete address details are required during shipping process
- Optional – fields can be left blank, but will help you save time when creating a shipment
| Field | Required Optional | Maximum Characters | Format | Description and Tips | Example |
|---|---|---|---|---|---|
| Name | Required | 35 | Alpha/Numeric/Symbols | First and last name (do not use separators between names) |
John Smith |
| Company | Required | 88 | Alpha/Numeric/Symbols | Company name (if no Company name, enter the contact's first and last name again) |
DHL Express |
| Nickname | Optional | 135 | Alpha/Numeric | Your unique name which can help you differentiate between duplicate names and multiple locations in your Address Book | John at DHL |
| Email Address 1 | Required | 45 | Alpha/Numeric/Symbols | Format: name@email.com | jsmith@ companymail.com |
| Email Address 2 | Optional | 45 | Alpha/Numeric/Symbols | Format: name@email.com | jsmith@ personalmail.com |
| Email Address 3 | Optional | 45 | Alpha/Numeric/Symbols | Format: name@email.com | assistant@ companymail.com |
| Email Address 4 | Optional | 45 | Alpha/Numeric/Symbols | Format: name@email.com | warehouse@ othercompany.com |
| Email Address 5 | Optional | 45 | Alpha/Numeric/Symbols | Format: name@email.com | |
| Phone Type | Required | 1 | Alpha | M - Mobile, H - Home, O - Office |
M |
| Phone Number Country Code | Required | 6 | Numeric | Country calling code (exclude any leading zero) |
44 |
| Phone Number | Required | 70 | Numeric | Numbers only, no spaces or punctuation (exclude any leading zero) |
5553239000 |
| Extension | Optional | 5 | Numeric | Numbers only, no spaces or punctuation | 37 |
| Fax | Optional | 70 | Numeric | Numbers only, no spaces or punctuation (exclude any leading zero) |
2088188888 |
| VAT/Tax ID | Optional | 35 | Alpha/Numeric | Country identifier used for tax purposes | VAT123 |
| Nickname 2 | Optional | 135 | Alpha/Numeric | Additional unique identifier to help you differentiate between duplicate names and multiple locations | John Account Manager |
| EORI Number | Optional | 35 | Alpha/Numeric | Tax identification number | EORI123 |
| CNPJ/CPF Tax Type | Optional | 35 | Alpha | Tax identification type | |
| CNPJ/CPF Tax ID | Optional | 35 | Alpha/Numeric | Tax identification number | |
| IE/RG | Optional | 35 | Alpha/Numeric | Tax identification number | |
| Country | Optional | 45 | Alpha | Country name | United Kingdom |
| Country Code | Required | 2 | Alpha | Two letter ISO country code | GB |
| Address 1 | Required | 45 | Alpha/Numeric | Address Line 1 | 3333 N Main St |
| Address 2 | Optional | 45 | Alpha/Numeric | Address Line 2 | 101 |
| Address 3 | Optional | 45 | Alpha/Numeric | Address Line 3 | |
| ZIP/Postal Code |
Recommended |
35 | Alpha/Numeric | If the country has postcodes, then this information must be provided | TW4 6JS |
| City | Required | 45 | Alpha/Numeric | City name | Hounslow |
| Suburb |
Recommended |
45 | Alpha | If the country requires suburbs, then this information must be provided | England |
| State/Province | Optional | 35 | Alpha | If the country requires state name, then please provide this information | |
| State/Province Code |
Recommended |
2 | Alpha/Numeric | If the country requires state code, then this information must be provided: example California | CA |
| Account Number – for Shipments | Optional | 9 | Alpha/Numeric | Account that should be charged by default | 123456789 |
| Account Number – Bill transportation charges to | Optional | 9 | Alpha/Numeric | Account that should be charged by default | 123456789 |
| Account Number – Bill duties and taxes to | Optional | 9 | Alpha/Numeric | Account that should be charged by default | 123456789 |
| Account Number – Bill duties to | Optional | 9 | Alpha/Numeric | Account that should be charged by default | 123456789 |
| Account Number – Bill taxes to | Optional | 9 | Alpha/Numeric | Account that should be charged by default | 123456789 |
| Customs Terms of Trade | Optional | 3 | Alpha | Also known as Incoterms | DAP |
| Notes | Optional | 255 | Alpha/Numeric | Add notes about this contact – such as unique shipping needs and preferences (only visible to you in | This account is for samples only. All orders must be shipped on a different account. |
| Reference 1 | Optional | 35 | Alpha/Numeric/Symbols | Reference to be printed on the shipping label and billing invoice | Sample Only - Not for Use |
| Reference 2 | Optional | 35 | Alpha/Numeric/Symbols | Additional reference (does not appear on shipment documents); Only visible to you when you view details of a shipment in | Fabric #49 |
| Reference 3 | Optional | 35 | Alpha/Numeric/Symbols | Additional reference (does not appear on shipment documents); Only visible to you when you view details of a shipment in | End of Day Delivery Only |
| Reference 4 | Optional | 35 | Alpha/Numeric/Symbols | Additional reference (does not appear on shipment documents); Only visible to you when you view details of a shipment in |