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
Identification number (Fiscal or individual 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