Guide for preparing a .csv file for contact records

Column Description	Data Format	Character Length Limit	Information
Code	The contact code may contain alpha and numeric characters. Example: CLT001	20	This is a required field. For new contacts added after the initial import of your existing contact records, a client code can be assigned automatically.
Entity	[Corporation/Individual/Non-Profit Organization/Other/Partnership/Sole proprietor/Trust & Estate - Testamentary/Trust - Inter-Vivos] (depending on Firm settings)		This is a required field.
Name	Example: ABC Pharmacy Ltd	175	If the contact is an individual or a sole proprietor, leave this cell blank.
Title	[Mr/Ms/Mrs]		Recommended if the entity type is set to individual or sole proprietor. The best practice is to avoid using a period at the end of the salutation.
FirstNames	Example: John	49	Recommended if the entity type is set to individual or sole proprietor. For other entities, leave this cell blank.
LastNames	Example: Smith	49	Recommended if the entity type is set to individual or sole proprietor. For other entities, leave this cell blank.
MailingName	Example: The Brown Family Trust	100	Can be used if the entity type is other than individual. Use this field when the mailing name differs from the contact name. For addresses, the system refers to the Name field, however, if there is a Mailing Name this is used instead. As a best practice for numbered companies, you can enter the name under which you are operating in the MailingName column.
Partner	[Partner Name] The name of the user in your firm who will be a set as a partner in CCH iFirm. Example: Robert Taylor	50 (first name) 50 (last name)	Recommended for reporting purposes.
Manager	[Manager Name] The name of the user in your firm who will be set as a contact manager in CCH iFirm. Exemple : Jane Harvey	50 (prénom) 50 (nom de famille)	Recommended for reporting purposes.
ContactGroup	The name of the contact group the contact belongs to. This can be a contact group that was already added to CCH iFirm or a new group that you want to add to CCH iFirm. Example : ABC Pharmacy Group		Recommended
Group1(Group1)	[Office] Example: Montréal, Toronto, Vancouver	25	This field populates the options for group 1 in the custom firm filtering and group settings (which needs to be enabled before you import the .csv file). If you entered a customized name, enter in parenthesis the name that displays when you click the button . Example: Group1(Toronto).
Group2(Group2)	[Team] Example: Audit, Tax, Bookkeeping	25	This field populates the options for group 2 in the custom firm filtering and group settings (which needs to be enabled before you import the .csv file). If you have entered a customized name, enter in parenthesis the name that displays when you click the button. Example: Group2(Audit)
BillingGroup	[Smith Group] The name of the billing group to which the contact belongs to. This can be a billing group that was already added in CCH iFirm or a new billing group that you want to add to CCH iFirm.		Recommended for Jobs & Billing
BillingGroupsMainClient	A main client must be selected in each billing group. If no main client is selected for a newly added billing group, the first client will be set as the main billing group client. Example: YES/NO, Yes/No, yes/no, Y/N, or y/n		Mandatory where the BillingGroup column is present.
PostalAddressee	Example: John Smith (John is the contact person at ABC Pharmacy Limited)	50	Recommended. Used for entities that are not classified as individuals.
PostalNumber	Example: 456	10	Recommended. The field can accept numbers or letters.
PostalApt	Example: 1006	6	Optional. The field can accept numbers or letters. The best practice is not to include the word Floor, Suite, Unit, etc.
PostalStreet	Example: Temple Avenue	40	Recommended
PostalPOBox	Example: PO Box 5100	15	Optional.
PostalRR	Example: RR 1 or RR1	6	Optional.
PostalCity	Example: Toronto	100	Recommended
PostalProvince	Example (Provincial): ON, QC, BC, AB, SK, MB, NB, NS, PE, NL, YT, NT, NU Example (Provincial): Ontario, Québec, British Columbia, Alberta, Saskatchewan, Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland & Labrador, Yukon, Northwest Territories, Nunavut Example: (State): CA, IL, FL Example (State): California, Illinois, Florida		Recommended. Insert a two-digit provincial code or the full name of the province Insert a two-digit US state code or the full name of the US state. Please refer to a contact record for a list of provinces that can be supported by CCH iFirm
PostalCode	Example: M2N 6X1	20	Recommended
PostalCountry	Example: Canada, United States		Recommended. Enter the full name of the country. Please refer to a CCH iFirm contact record for a list of countries that can be supported by CCH iFirm
Salutation	[First name] Example: John	50	Recommended. Consider adding a salutation for all entity types.
CommunicationLanguage	Example: English, French, Francais		Optional. Please note that there is no cedilla in Francais. The default is English if the cell is empty.
WorkPhone	Example: 416-224-2248 ext. 8776	20	Recommended
CellPhone	Example: 416-224-2245	20	Recommended
HomePhone	Example: 416-224-4567	20	Recommended
Fax	Example: 416-123-4567		Recommended
EmailAddress	Example: example@wolterskluwer.com	100	Recommended
WebAddress	Example: www.wolterskluwer.ca	100	Recommended
Client/Prospect/Lead	[Client] or [Prospect] or [Lead] or [Other]		Recommended. You can leave this cell blank to set the contact type as "Client."
Supplier	[YES/NO, Yes/No, yes/no, Y/N, y/n or Supplier]		Recommended If the Client/Prospect/Lead cell is left blank, the contact type will be set to "Client."
TaxYearEnd	Example: Jan, Mar, Dec, None		The field will default to "None" if the cell is left empty.
AnnualAccountsMonth	Example: Jan, Mar, Dec, None		Recommended. If there is no date, leave this cell empty to set the field to "None."
ChargeInterest	[YES/NO, Yes/No, yes/no, Y/N, or y/n]		Recommended for accounts receivable.
CustomInterestPeriod	[From Due Date, From 30 Days, From 60 Days or From 90 Days+]		Recommended for accounts receivable. In order for this field to be imported, these values need to be entered with the exact capitalization and spaces.
CustomInterestRate	Example: 1, 1.5, 2, 3, etc.	15	Recommended for accounts receivable. Only two decimals after the period are allowed. If some clients have custom interest rates, to prevent warnings, enter 0 in the cell for clients without custom interest rates.
SendInvoiceReminder	Example: YES/NO, Yes/No, yes/no, Y/N, ou y/n		The default value is Yes.
ClientForm	Use the Mmm dd yyyy date format.		Optional.
ClientUntil	Use the Mmm dd yyyy date format.		Optional.
ClientType	Example: 11 - Agriculture, Forestry, Fishing and Hunting		You can leave this cell blank. NAICS codes are used. To know which NAICS codes to use, consult the related list on the Statistics Canada Web site.
ClientTypeSubcategory	Example: 111110 - Soybean Farming		You can leave this cell blank NAICS codes are used. To know which NAICS codes to use, consult the related list on the Statistics Canada Web site.
InBusinessSince	Use the Mmm dd yyyy date format.		Optional.
NumberOfEmployees	Example: 1, 10, 100, etc.	7	Optional.
SIN	This field is only for individuals. Example: 223 223 223		Recommended for purposes of integrating Taxprep products. The SIN can be entered with or without spaces.
BusinessNumber	This field is only for the following entities: corporations, non-profit organizations, others, partnerships and sole proprietors. Example: 987654321RC0001	15	Recommended for purposes of integrating Taxprep products. The BN can be entered with or without spaces.
AccountNumber	This field is for trusts only. Example: T33123456	9	Recommended for purposes of integrating Taxprep products.
DateOfBirth	Use the Mmm dd yyyy date format.		Recommended. CCH iFirm will notify you of your contact's birthday using a dashboard widget.
DateOfDeath	Use the Mmm dd yyyy date format.		Optional.
Invoice/StatementDelivery	[By Email, By Post]		Recommended
PhysicalAddresse	Example: ABC Pharmacy Limited	50	Optional.
PhysicalNumber	Example: 1120	10	Optional. This cell can accept numbers or letters.
PhysicalApt	Example: 1A	6	Optional. This cell can accept numbers or letters. The best practice is not to include the word Floor, Suite, Unit, etc.
PhysicalStreet	Example: First Avenue	40	Optional.
PhysicalPOBox	Example: PO Box 1	15	Optional.
PhysicalRR	Example: RR1	6	Optional.
PhysicalCity	Example: Toronto	100	Optional.
PhysicalProvince	Example (Provincial): ON, QC, BC, AB, SK, MB, NB, NS, PE, NL, YT, NT, NU Example (Provincial): Ontario, Québec, British Columbia, Alberta, Saskatchewan, Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland & Labrador, Yukon, Northwest Territories, Nunavut Example: (State): CA, IL, FL Example (State): California, Illinois, Florida		Insert a two-digit provincial code or the full name of the province. Insert a two-digit US state code or the full name of the US state. Please refer to a CCH iFirm contact record for a list of provinces that can be supported by CCH iFirm.
PhysicalCode	Example: M2N 6X1	20	Optional.
PhysicalCountry	Example: Canada, United States		Enter the full name of the country. Please refer to a contact record for a list of countries that can be supported by CCH iFirm.
OtherAddressee	Example: John Smith (John is the contact person at ABC Pharmacy Limited)	50	Optional.
OtherNumber	Example: 321	10	Optional. This cell can accept numbers or letters.
OtherApt	Example: 4th	6	Optional. This cell can accept numbers or letters. The best practice is not to include the word Floor, Suite, Unit, etc.
OtherStreet	Example: Bay Drive	40	Optional.
OtherPOBox	Example: PO Box 1	15	Optional.
OtherRR	Example: RR1	6	Optional.
OtherCity	Example: Vancouver	100	Optional.
OtherProvince	Example (Provincial): ON, QC, BC, AB, SK, MB, NB, NS, PE, NL, YT, NT, NU Example (Provincial): Ontario, Québec, British Columbia, Alberta, Saskatchewan, Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland & Labrador, Yukon, Northwest Territories, Nunavut Example: (State): CA, IL, FL Example (State): California, Illinois, Florida	50	Optional. Insert a two-digit provincial code or the full name of the province. Insert a two-digit US state code or the full name of the US state. Please refer to a contact record for a list of provinces that can be supported by CCH iFirm.
OtherCode	Example: V5Z 2B6	20	Optional.
OtherCountry	Example: Canada, United States		Optional. Enter the full name of the country. Please refer to a contact record for a list of countries that can be supported by CCH iFirm.

Code

The contact code may contain alpha and numeric characters.

Example: CLT001

20

This is a required field.

For new contacts added after the initial import of your existing contact records, a client code can be assigned automatically.

Entity

[Corporation/Individual/Non-Profit Organization/Other/Partnership/Sole proprietor/Trust & Estate - Testamentary/Trust - Inter-Vivos] (depending on Firm settings)

This is a required field.

Name

Example: ABC Pharmacy Ltd

175

If the contact is an individual or a sole proprietor, leave this cell blank.

Title

[Mr/Ms/Mrs]

Recommended if the entity type is set to individual or sole proprietor. The best practice is to avoid using a period at the end of the salutation.

FirstNames

Example: John

49

Recommended if the entity type is set to individual or sole proprietor. For other entities, leave this cell blank.

LastNames

Example: Smith

49

Recommended if the entity type is set to individual or sole proprietor. For other entities, leave this cell blank.

MailingName

Example: The Brown Family Trust

100

Can be used if the entity type is other than individual. Use this field when the mailing name differs from the contact name. For addresses, the system refers to the Name field, however, if there is a Mailing Name this is used instead.

As a best practice for numbered companies, you can enter the name under which you are operating in the MailingName column.

Partner

[Partner Name]
The name of the user in your firm who will be a set as a partner in CCH iFirm.

Example: Robert Taylor

50 (first name)
50 (last name)

Recommended for reporting purposes.

Manager

[Manager Name]
The name of the user in your firm who will be set as a contact manager in CCH iFirm.

Exemple : Jane Harvey

50 (prénom)
50 (nom de famille)

Recommended for reporting purposes.

ContactGroup

The name of the contact group the contact belongs to. This can be a contact group that was already added to CCH iFirm or a new group that you want to add to CCH iFirm.

Example : ABC Pharmacy Group

Recommended

Group1(Group1)

[Office]

Example: Montréal, Toronto, Vancouver

25

This field populates the options for group 1 in the custom firm filtering and group settings (which needs to be enabled before you import the .csv file). If you entered a customized name, enter in parenthesis the name that displays when you click the

button . Example: Group1(Toronto).

Group2(Group2)

[Team]

Example: Audit, Tax, Bookkeeping

25

This field populates the options for group 2 in the custom firm filtering and group settings (which needs to be enabled before you import the .csv file). If you have entered a customized name, enter in parenthesis the name that displays when you click the

button. Example: Group2(Audit)

BillingGroup

[Smith Group]

The name of the billing group to which the contact belongs to. This can be a billing group that was already added in CCH iFirm or a new billing group that you want to add to CCH iFirm.

Recommended for Jobs & Billing

BillingGroupsMainClient

A main client must be selected in each billing group. If no main client is selected for a newly added billing group, the first client will be set as the main billing group client.

Example: YES/NO, Yes/No, yes/no, Y/N, or y/n

Mandatory where the BillingGroup column is present.

PostalAddressee

Example: John Smith (John is the contact person at ABC Pharmacy Limited)

50

Recommended.
Used for entities that are not classified as individuals.

PostalNumber

Example: 456

10

Recommended.
The field can accept numbers or letters.

PostalApt

Example: 1006

6

Optional.
The field can accept numbers or letters. The best practice is not to include the word Floor, Suite, Unit, etc.

PostalStreet

Example: Temple Avenue

40

Recommended

PostalPOBox

Example: PO Box 5100

15

Optional.

PostalRR

Example: RR 1 or RR1

6

Optional.

PostalCity

Example: Toronto

100

Recommended

PostalProvince

Example (Provincial): ON, QC, BC, AB, SK, MB, NB, NS, PE, NL, YT, NT, NU

Example (Provincial): Ontario, Québec, British Columbia, Alberta, Saskatchewan, Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland & Labrador, Yukon, Northwest Territories, Nunavut

Example: (State): CA, IL, FL

Example (State): California, Illinois, Florida

Recommended.

Insert a two-digit provincial code or the full name of the province

Insert a two-digit US state code or the full name of the US state.

Please refer to a contact record for a list of provinces that can be supported by CCH iFirm

PostalCode

Example: M2N 6X1

20

Recommended

PostalCountry

Example: Canada, United States

Recommended.

Enter the full name of the country. Please refer to a CCH iFirm contact record for a list of countries that can be supported by CCH iFirm

Salutation

[First name]

Example: John

50

Recommended.
Consider adding a salutation for all entity types.

CommunicationLanguage

Example: English, French, Francais

Optional.
Please note that there is no cedilla in Francais.
The default is English if the cell is empty.

WorkPhone

Example: 416-224-2248 ext. 8776

20

Recommended

CellPhone

Example: 416-224-2245

20

Recommended

HomePhone

Example: 416-224-4567

20

Recommended

Fax

Example: 416-123-4567

Recommended

EmailAddress

Example: example@wolterskluwer.com

100

Recommended

WebAddress

Example: www.wolterskluwer.ca

100

Recommended

Client/Prospect/Lead

[Client] or [Prospect] or [Lead] or [Other]

Recommended.

You can leave this cell blank to set the contact type as "Client."

Supplier

[YES/NO, Yes/No, yes/no, Y/N, y/n or Supplier]

Recommended
If the Client/Prospect/Lead cell is left blank, the contact type will be set to "Client."

TaxYearEnd

Example: Jan, Mar, Dec, None

The field will default to "None" if the cell is left empty.

AnnualAccountsMonth

Example: Jan, Mar, Dec, None

Recommended.
If there is no date, leave this cell empty to set the field to "None."

ChargeInterest

[YES/NO, Yes/No, yes/no, Y/N, or y/n]

Recommended for accounts receivable.

CustomInterestPeriod

[From Due Date, From 30 Days, From 60 Days or From 90 Days+]

Recommended for accounts receivable.
In order for this field to be imported, these values need to be entered with the exact capitalization and spaces.

CustomInterestRate

Example: 1, 1.5, 2, 3, etc.

15

Recommended for accounts receivable.

Only two decimals after the period are allowed. If some clients have custom interest rates, to prevent warnings, enter 0 in the cell for clients without custom interest rates.

SendInvoiceReminder

Example: YES/NO, Yes/No, yes/no, Y/N, ou y/n

The default value is Yes.

ClientForm

Use the Mmm dd yyyy date format.

Optional.

ClientUntil

Use the Mmm dd yyyy date format.

Optional.

ClientType

Example: 11 - Agriculture, Forestry, Fishing and Hunting

You can leave this cell blank.

NAICS codes are used. To know which NAICS codes to use, consult the related list on the Statistics Canada Web site.

ClientTypeSubcategory

Example: 111110 - Soybean Farming

You can leave this cell blank

NAICS codes are used. To know which NAICS codes to use, consult the related list on the Statistics Canada Web site.

InBusinessSince

Use the Mmm dd yyyy date format.

Optional.

NumberOfEmployees

Example: 1, 10, 100, etc.

7

Optional.

SIN

This field is only for individuals.

Example: 223 223 223

Recommended for purposes of integrating Taxprep products.

The SIN can be entered with or without spaces.

BusinessNumber

This field is only for the following entities: corporations, non-profit organizations, others, partnerships and sole proprietors.

Example: 987654321RC0001

15

Recommended for purposes of integrating Taxprep products.

The BN can be entered with or without spaces.

AccountNumber

This field is for trusts only.

Example: T33123456

9

Recommended for purposes of integrating Taxprep products.

DateOfBirth

Use the Mmm dd yyyy date format.

Recommended.

CCH iFirm will notify you of your contact's birthday using a dashboard widget.

DateOfDeath

Use the Mmm dd yyyy date format.

Optional.

Invoice/StatementDelivery

[By Email, By Post]

Recommended

PhysicalAddresse

Example: ABC Pharmacy Limited

50

Optional.

PhysicalNumber

Example: 1120

10

Optional.

This cell can accept numbers or letters.

PhysicalApt

Example: 1A

6

Optional.

This cell can accept numbers or letters. The best practice is not to include the word Floor, Suite, Unit, etc.

PhysicalStreet

Example: First Avenue

40

Optional.

PhysicalPOBox

Example: PO Box 1

15

Optional.

PhysicalRR

Example: RR1

6

Optional.

PhysicalCity

Example: Toronto

100

Optional.

PhysicalProvince

Example (Provincial): ON, QC, BC, AB, SK, MB, NB, NS, PE, NL, YT, NT, NU

Example (Provincial): Ontario, Québec, British Columbia, Alberta, Saskatchewan, Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland & Labrador, Yukon, Northwest Territories, Nunavut

Example: (State): CA, IL, FL

Example (State): California, Illinois, Florida

Insert a two-digit provincial code or the full name of the province.

Insert a two-digit US state code or the full name of the US state.

Please refer to a CCH iFirm contact record for a list of provinces that can be supported by CCH iFirm.

PhysicalCode

Example: M2N 6X1

20

Optional.

PhysicalCountry

Example: Canada, United States

Enter the full name of the country. Please refer to a contact record for a list of countries that can be supported by CCH iFirm.

OtherAddressee

Example: John Smith (John is the contact person at ABC Pharmacy Limited)

50

Optional.

OtherNumber

Example: 321

10

Optional.

This cell can accept numbers or letters.

OtherApt

Example: 4th

6

Optional.

This cell can accept numbers or letters. The best practice is not to include the word Floor, Suite, Unit, etc.

OtherStreet

Example: Bay Drive

40

Optional.

OtherPOBox

Example: PO Box 1

15

Optional.

OtherRR

Example: RR1

6

Optional.

OtherCity

Example: Vancouver

100

Optional.

OtherProvince

Example (Provincial): ON, QC, BC, AB, SK, MB, NB, NS, PE, NL, YT, NT, NU Example (Provincial): Ontario, Québec, British Columbia, Alberta, Saskatchewan, Manitoba, New Brunswick, Nova Scotia, Prince Edward Island, Newfoundland & Labrador, Yukon, Northwest Territories, Nunavut

Example: (State): CA, IL, FL

Example (State): California, Illinois, Florida

50

Optional.

Insert a two-digit provincial code or the full name of the province.

Insert a two-digit US state code or the full name of the US state.

Please refer to a contact record for a list of provinces that can be supported by CCH iFirm.

OtherCode

Example: V5Z 2B6

20

Optional.

OtherCountry

Example: Canada, United States

Optional.

Enter the full name of the country. Please refer to a contact record for a list of countries that can be supported by CCH iFirm.