Guide for preparing a .csv file for contact records

You can use this table as a guide for preparing a .csv file of your contact records. You do not need data for all the column headings. To save processing time, you can remove empty columns.

Note: This is a fixed list of the recognized fields imported by CCH iFirm . If you have any column headings in your .csv file that are not listed below, they will not be imported.

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. Example: Jane Harvey	50 (first name) 50 (last name)	Recommended for reporting purposes.
ContactGroup	Example: ABC Pharmacy Group 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.		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	Example: YES/NO, Yes/No, yes/no, Y/N, or y/n 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.		Mandatory where the BillingGroup column is present
PostalAddressee	Example: Bob Smith (Bob 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	20	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 valus is Yes.
ClientFrom	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
PhysicalAddressee	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 100	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: Bob Smith (Bob 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.