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
Tax ID/RUC (required for non-account customers) 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