Import RL-31 data

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DT FormMax can create a RL-31 document type file, and import your building and tenant data at the same time, by using the import feature. There are three ways to do this:

• Menu: From the File menu, select Import RL-31 .csv file,

• Toolbar: Click the Import RL-31 .csv file icon on the toolbar , OR

• Start page: Click the Import RL-31 button on the Start page.

The file must be a text file with a ".csv" extension. Do not use a rich text word processor such as Microsoft Word to create the file as it will add extra formatting characters which will prevent the import. The recommended approach is to use a spreadsheet program such as Microsoft Excel to enter/arrange your data in the proper format (see below for details). Once done, you can use the "Save As" feature to export the data. Be sure to choose "CSV (Comma delimited) (*.csv)" as the "Save as type".

You can select one or more files to import. Each file should be formatted as shown below. Note: You cannot import into an existing file. If you make a mistake and want to do the import again, simply delete the DT FormMax file that was created and repeat the procedure.

Import file format:

Example:

               DTF-RL31-V1.0
               ###
               123,Main Street,City,J3J 3J3,
               Mary,Smith,101
               Fred,Smith,101
               John,Drake,200,,,,,,,,,,,,,
               Alice,Trudeau,300
               ###
               789,Main Street,City,J2J 2J2,x
               Tina,Lavoie,
               Ray,Donovan
           

Text	Explanation
DTF-RL31-V1.0	The first line of the file contains version information needed by DT FormMax and must be present exactly as shown.
###	This line is used to separate the data for each building. It must contain three or more "#" characters.
123,Main Street,City,J3J 3J3,	The first line following the "###" line contains the address of the building, as well as a value to indicate if the building does or does not contain apartments. The address data includes the following items separated by commas: Number, Street, City, and Postal code. The province is not needed as it will always be Quebec. If the building has no apartments, add an "x" (capital or small) to the end of the line. Otherwise (for the usual case where the building has apartments), you do not need to provide a value after the comma (as shown here).
Mary,Smith,101	Each tenant is then listed on a separate line. The line includes the following items separated by commas: First name of tenant, Last name of tenant, and Apartment number.
Fred,Smith,101
John,Drake,200,,,,,,,,,,,,,	Extra commas do not cause a problem, but are not necessary.
Alice,Trudeau,300
###	This is used here to indicate a second building.
789,Main Street,City,J2J 2J2,x	This building, unlike the first one, has no tenants (indicated by the "x").
Tina,Lavoie,	There are no apartment numbers for the tenants of this building. The comma after the last name of the tenant is optional.
Ray,Donovan

Important: In order to correctly report the rental information to the government, it is critical that you are consistent when entering the same apartment number. In the following example there are two tenants in apartment 101:

Incorrect:
Mary,Smith,apt. 101
Fred,Smith,#101

Correct:
Mary,Smith,101
Fred,Smith,101

After the import

DT FormMax will inform you of any errors that occurred during the process. If this happens, be sure to click the "Open log file" button for details. By default, the log file is located in the "C:\ProgramData\Dr Tax\DT FormMax\" folder.

It is recommended that you review the RL-31 Summary to make sure that all buildings are properly listed. If not, tenants may have been assigned to the wrong building, and you may wish to discard the DT FormMax file, correct your CSV file, and repeat the import.