Data Requirements

This section provides you with information regarding our file format requirements.

StampFinder uses a unique coding system to positively identify our dealer 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, FoxPro, and tab-delimited text). StampFinder provides free, automated processing of dealer inventory if it meets our specifications. Dealers are able to upload their inventory and images at their leisure, and as often as is necessary to maintain current 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 with specific names. Additionally, StampFinder provides advanced services such as cross-indexing between catalogs, and topical coding. These services are offered to help you and the buyers. We will attempt to offer the advanced services on files without all the fields but we cannot guarantee the accuracy of the file conversion.

File Formats.

Our text file format is for .txt and .csv files. These are text based files formatted as Tab-delimited with NO TEXT QUALIFIERS. Column names must be in the first line of text. 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.

We will accept most versions of Access and Excel. When sending Access files be sure to provide the table name when asked. For Excel, the sheet name is required if different than the default (Sheet1). Also, in Excel, like a text file, the column names must be in the first row.

You can also send most versions of dBase and FoxPro. If your table contains a memo field you will need to send the .dbt file as well. Please note that you must detach any indexes (.mdx file).

Basic Data Format.
- Downloadable Excel template -

This data format provides the minimum information we require by line-item to properly identify your items and retrieve them for customer queries. Adherence to these procedures helps to assure your items being seen, thereby affording a better opportunity for purchase. All columns are required as indicated - 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 column names (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. You may also use our counntry initial or country code as listed in our country/subsection directory. Acceptable values may be found in our Country/Subsection Directory.

SubSection (50 characters) - this is the subsection for the item. The subsection must be spelled out in full using either the English or Country of Origin version of the spelling (ie: Regular Issue, Air Mail, Postage Due, etc.). Regular Issue will be assumed if blank - this could present identification issues for some Scott subsections and other catalog listings. You may also use the codes in our country/subsection directory.

Catalog Identification (25 characters) - the name of the catalog being used. The following catalog names are acceptable. (NOTE: If you use a catalog not listed below please let us know, We can accommodate local catalogs.)

  • Scott
  • Michel
  • Yvert
  • Gibbons

You can list multiple catalogs, but at least one is required.

Condition (6 characters) - StampFinder 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. No Gum as Issued must be enterd using (**) or the text will be truncated. A more detailed explanation of our Condition codes follows. (may be omitted if Description Column provides sufficient detail.)

  • MNH = **
  • NO Gum as Issued = (**)
  • Mint = *
  • No Gum = (*)
  • Used = o

Grade (4 characters) - Please use the abbreviated version of the grade as explained below. (may be omitted if Description Column provides sufficient detail.)

  • Extra Fine = XF
  • Very Fine = VF
  • Fine/Very Fine = F/VF
  • Fine = F
  • Very Good = VG
  • Good = G

Description (1200 characters) - your description of the item being offered for sale including any special notations. (may be omitted if Condition and/or Grade Columns provides sufficient detail.)

Descr (1200 characters) - this is an alternate description field name for users of dBase or Foxpro.

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

Image (250 characters) - the file name of the image. This is the actual file name without any reference to other URL's, such as mystamp.jpg (NOT www.mydomain.com/mystamp.jpg). For security reasons we do not link to outside sources. Images may be bulk-uploaded to our site. We provide free hosting of images on our servers regardless of the number of images. (optional)

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

Advanced Data Format.

This data format provides optional/additional information to identify your items. This is especially suited for vendors who maintain their data electronically. The more information you can provide the more accurately our cross-indexing and topical coding services will work. All columns are optional. Please be aware of the maximum column width. Extra characters will be truncated. The advanced data format contains the following column names (with explanations) and are in addition to the required columns listed above.

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

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 (5 characters) - StampFinder's country code. Acceptable values may be found in our Country/Subsection Directory

Cntry_Sec (5 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. You may also use the codes in our country/subsection directory.

Var_code (5 characters) - StampFinder's variety code. Acceptable values may be found in our Variety Code Table

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

See Image Above - You can provide up to 10 images per listing. Be sure to upload all images you wish to display. File names must be Unique.

Image2 (250 characters) - the file name of the associated image. Please fill Image (see above) first.

Image3 (250 characters) - the file name of the associated image. Please fill Image2 first.

Image4 (250 characters) - the file name of the associated image. Please fill Image3 first.

Image5 (250 characters) - the file name of the associated image. Please fill Image4 first.

Image6 (250 characters) - the file name of the associated image. Please fill Image5 first.

Image7 (250 characters) - the file name of the associated image. Please fill Image6 first.

Image8 (250 characters) - the file name of the associated image. Please fill Image7 first.

Image9 (250 characters) - the file name of the associated image. Please fill Image8 first.

Image10 (250 characters) - the file name of the associated image. Please fill Image9 first.