Data Requirements!

StampFinder uses a unique coding system to positively identify stamps in our listings. This is necessitated by the large number of listings we offer our customers. While we will accept files without any of our codes, using them makes it easier for us to properly identify and cross-index your inventory which, in turn, makes it easier for our users to find what they are searching for (and increases your chance for a sale).

We accept data in a variety of file formats (Access, Excel, dBase, and tab-delimited text). StampFinder provides free, automated processing of dealer inventory. Dealers are able to upload their inventory and images at their leisure, and as often as is necessary to maintain their inventory listings. (Manual processing of data is available on a fee basis)

All files received for automated processing must conform to our data format. We require columns in a specific order or with specific names. Additionally, StampFinder offers advanced services such as cross-indexing between catalogs, topical coding, and file image listings. These serices are offered to help you and our clients. We will attempt to offer the advanced services on files without the optional fields but we cannot guarantee the accuracy of the file conversion.

---

Basic Data Format

Our basic file format (Tab-delimited with NO TEXT QUALIFIERS) is designed for text based files and will serve the needs of most dealers. It includes the basic information necessary for the identification of the item being offered for sale. This data format is position dependent and requires that all columns be in the order presented below. All columns are required - if you do not have any data in a specific column just tab over to the next column. Please be aware of the maximum column width. Extra characters will be truncated. The basic data format contains the following tab-delimited columns (with explanations).

Country (35 characters) - this is the country of issue for the item. The country must be spelled out in full using either the English or Country of Origin version of the spelling. Acceptable country spellings may be found in our Country Index.

Catalog (10 characters) - the name of the catalog being used. The catalog may be listed in full or abbreviated according to our list of catalog abbreviations (ie: Sc=Scott, Mk=Minkus, Mi=Michel, Yv=Yvert, Sg=Gibbons etc).

CatNum (25 characters) - this is the number exactly as listed in the catalog being used including spaces, abbreviations, prefixes, etc.

Condition (8 characters) - you may use a textual explanation (Mint, Used, MNH, cover, etc) or a symbolic representation (**, *, o, etc). StampfFinder uses symbolic representations on the site. This helps our international audience and is not language dependent. We will convert textual references to symbolic whenever possible. For a more detailed explanation of our Condition codes CLICK HERE.

Grade (8 characters) - the abbreviated version of the grade (ie: F for Fine, VF for Very Fine, etc).

Descr (1200 characters) - your description of the item being offered for sale including any special notations.

Listprice (8 characters) - your selling price in US Dollars (do not include special characters such as "$").

Image (75 characters) - the file name of the associated image. Dealers not hosting their websites with us must include the actual file name without any reference to other URL's, such as mystamp.jpg (NOT www.mydomain.com/mystamp.jpg). We provide free hosting of images on our servers regardless of the number of images. Dealers who are hosting their websites on our servers may link directly to the URL image source in the form http://www.mydomain.com/mystamp.jpg

Location (20 characters) - the unique identifier that you use to identify the item. This could be the box number, record locator, or any other identifier you use to locate this item within your inventory.

Keywords (200 characters) - additional keywords or topical references that a user can search by to locate the item in order of preference (these are not displayed to the user).

---

Advanced Data Format

Our advanced file format is designed for dealers with large files or those whose files are more structured. It allows for listing more than one catalog number in addition to providing greater freedom for indexing of data. Files can be sent to us in different file formats including Access, Excel, and dBase. It is also the format to use with Stampfinder's unique coding system. The advanced data format is name dependent and uses column names instead of column position to identify the data. In other words, all required columns must be named according to our specifications but may be in any order. An advantage to using this format is that the dealer may not need to modify an existing database or table to remove unneeded fields since columns not recognized will be ignored by our processing programs.

For example, a dealer might only list an item by one catalog number. If so, only the Catalog and Cat_Num fields might be used. Another dealer might use a catalog name as the field name. Provided the catalog is one of those listed in our database this would be acceptable as well. Since we know that any item listed in a field called Scott is a Scott number it eliminates the need for a second catalog identification field. Multiple catalog fields are also acceptable where items are listed by more than one catalog number.

As you can see, the advanced data format allows greater freedom for dealers to load data on StampFinder. We check for the following Required and Optional fields and use any available information.

Country (35 characters) - this is the country of issue for the item. The country must be spelled out in full using either the English or Country of Origin version of the spelling. Acceptable country spellings may be found in our Country Index. (Required)

Catalog (10 characters) - the name of the catalog being used. The catalog may be listed in full or abbreviated according to our list of catalog abbreviations (ie: Sc=Scott, Mk=Minkus, Mi=Michel, Yv=Yvert, Sg=Gibbons, etc).

CatNum (25 characters) - this is the number exactly as listed in the catalog being used including spaces and abbreviations.

PLEASE NOTE: Both Catalog and CatNum fields are required unless you provide a catalog named column (ie; a column called Scott, Michel, etc).

Any field named by a catalog (25 characters) - contained in our list of catalogs. The catalog name must be spelled in full as in our list (ie: Scott, Minkus, Michel, Gibbons, etc.)

Condition (8 characters) - you may use a textual explanation (Mint, Used, MNH, cover, etc) or a symbolic representation (**, *, o, etc). StampfFinder uses symbolic representations on the site. This helps our international audience and is not language dependent. We will convert textual references to symbolic whenever possible. For a fuller explanation of our Condition codes CLICK HERE. (Required)

Grade (8 characters) - the abbreviated version of the grade (ie: F for Fine, VF for Very Fine, etc). (Required)

Description (1200 characters) or Descr - your description of the item being offered for sale including any special notations.
(Required if a catalog number is not used)

Listprice (10 characters) - your selling price in US Dollars. (Required)

Image (75 characters) - the file name of the associated image. Dealers not hosting their websites with us must include the actual file name without any reference to other URL's, such as mystamp.jpg (NOT www.mydomain.com/mystamp.jpg). We provide free hosting of images on our servers regardless of the number of images. Dealers who are hosting their websites on our servers may link directly to the URL image source in the form http://www.mydomain.com/mystamp.jpg

We use the following Optional fields. You are free to include any or all of the fields listed below.

Location (20 characters) - the unique identifier that you use to identify the item. This could be the box number, record locator, or any other identifier you use to locate this item within your inventory.

Category (35 characters) - This field is used to indicate what the Item is. Recognized choices are Stamp, Cover, Lot, or Collection. Unless otherwise indicated, we assume the item is a stamp

Qty (3 characters) - The number of items for sale (we assume a default of 1). Our system will automatically reduce the quantity as items are sold.

Cntry_No (3 characters) - StampFinder's country code. For a complete list of our codes please visit our code index page.

Cntry_Sec (3 characters) - StampFinder's section code. This code is important for proper identification of stamps listed in catalogs other than Scott which do not use a prefix code. For a complete list of our codes please visit our code index page.

Keywords (200 characters) - additional multiple keywords or topical references that a user can search by to locate the item (these are not displayed to the user).

Topk1 (5 characters)** - StampFinder's topic code (first choice). For a complete list of our codes please visit our code index page..

Topk2 (5 characters)** - StampFinder's topic code (second choice). For a complete list of our codes please visit our code index page..

Topk3 (5 characters)** - StampFinder's topic code (third choice). For a complete list of our codes please visit our code index page..

Topk4 (5 characters)** - StampFinder's topic code (fourth choice). For a complete list of our codes please visit our code index page..

Topk5 (5 characters)** - StampFinder's topic code (fifth choice). For a complete list of our codes please visit our code index page..

TopicNo (35 characters) - Comma delmited list of up to 5 of StampFinder's topic codes (use insted of individual topic codes). For a complete list of our codes please visit our code index page.

Topic1 (25 characters) - single keyword or topical reference that a user can search by to locate the item (these are not displayed to the user) (first choice).

Topic2 (25 characters) - single keyword or topical reference that a user can search by to locate the item (these are not displayed to the user) (second choice).

Topic3 (25 characters) - single keyword or topical reference that a user can search by to locate the item (these are not displayed to the user) (third choice).

Topic4 (25 characters) - single keyword or topical reference that a user can search by to locate the item (these are not displayed to the user) (fourth choice).

Topic5 (25 characters) - single keyword or topical reference that a user can search by to locate the item (these are not displayed to the user) (fifth choice).

VAR (5 characters) - StampFinder's variety code. For a complete list of our codes please visit our code index page.

Variety (25 characters) - single descriptive word identifying the variety of the item (coil, color variety, imperf, etc).

Discount (1 character) - Single character (Y for Yes, N for No - default is Y) to indicate whether or not the item is subject to dealer's discount terms.

** NOTICE - If you use your own internal coding system DO NOT NAME YOUR FIELD NAMES THE SAME AS LISTED ABOVE. If our software identifies a named field it will use the data contained therein. This could cause errors in how the item is listed or identified.

---

We will review your data and compare it to our extensive database, adding basic identification information as necessary. Also, your items will be displayed by multiple catalog numbers and topical references. These are services no other sales site can offer.

Images of items can be uploaded directly to the site via FTP or browser interface. Data files can be sent the same way.