Understanding CSV Files
A CSV file is a simple file format used to store tabular data, such as a spreadsheet or database. Files in the CSV format can be imported to and exported from programs that store data in tables, such as Microsoft Excel.
CSV stands for "comma-separated values". Its data fields are most often separated by a comma. For example, let's say you had a spreadsheet containing the following data:
The above data could be represented in a CSV-formatted file as follow:
Name,Class,Dorm,Room,GPA
Sally Whittaker,2018,McCarren House,312,3.75
Belinda Jameson,2017,Cushing House,148,3.52
Jeff Smith,2018,Prescott House,17-D,3.20
Sandy Allen,2019,Oliver House,108,3.48
In a CSV file, each entry represents a cell in a spreadsheet, each line represents a new row, and each comma indicates where one entry ends and another one begins.
Important note: When you save a CSV file you can also set it's encoding. We only support uploading the below encoding types.
- UTF-8
- Western (Windows 1252)
- Western (ISO 8859)
If you upload a CSV saved with another encoding it will either generate an error or even alter the data in your file causing undesirable results. To avoid these types of errors caused by encoding, use the Google Sheets method below.
Best Practices
Please review the best practices and reliable Google Sheets method below to help you prepare and troubleshoot issues with your file.
If you are unable to upload your transaction reports without error, please reach out to helpcert@fairtradeusa.org and include the original file you tried to upload and let us know which report you were trying to upload it to.
- You can use the Google Sheets method below to prepare your file and also troubleshoot any errors you receive. This method is reliable because it uses a format that is consistent across the world and won't be affected by any specific settings you have on your computer.
- Ensure you download the templates directly from the Partner Portal when you begin reporting each period. That way you will have the most up to date template when you start. (To download simply login and click on the report you would like to start. The first step provides you with a download link.)
- Ensure that the column headers are the very first row in your file.
- Do not use currency symbols (e.g. "$") when you are entering currency values.
- Do not use commas in currency values. If you are indicating cents in your currency values, please indicate them with a period (".") e.g. 150.70.
- The default date formate is mm/dd/yyyy. If you would like this changed to dd/mm/yyyy, please reach out to helpcert@fairtradeusa.org.
- Do not use special formatting such as merged cells in your document.
Google Sheets Method
The method below has been tested to produce consistent results. It can be used to initially prepare your file or troubleshoot a file that has received errors in the Partner Portal after uploading.
1. Log in to your Google account. (You can create a free account if you do not have one.)
2. On the Google Sheets page, click Blank in the Start a new spreadsheet section:
3. From the Untitled Spreadsheet page, go to File > Import...:
4. Locate and select the CSV file that you want to work with.
5. In the Import file dialog, select your preferred options under the Import action, Separator character, and Convert text to numbers and dates sections:
6. Click "Import data".
Your CSV will look something like this after you've uploaded it:
Note: If the results look incorrect, return to step 5 and complete the import again. But in the "Separator character" section select custom and enter a semicolon ";".
From here you can edit your CSV to match our best practices above. For a detailed reference of what column names and data types you should be using, take a look at the What's Inside My Template section when you download your reporting template.
When you are done working your file, you can export it from Google Sheets as a CSV file by going to File > Download as > Comma-separated values (.csv, current sheet) and then upload your transactions to the Partner Portal to finish reporting.
