1. Introduction#
If a Contracting Authority identifies errors in the completion of invoice fields that are not part of the mandatory content of the invoice as defined in Article 9 of Law 4308/2014 (Joint Ministerial Decision), it may reject the invoice with the option for "resubmission by the Supplier."In this NEW rejection message, the Contracting Authority specifies the fields that were incorrectly completed. The invoice is resubmitted by the Supplier without being assigned a new MARK.The Supplier is allowed to modify ONLY the following fields (one or more, or even make no changes in case of miscommunication or accidental rejection):| Field Name | Field Description |
|---|
| BT-10 buyerReference | Buyer Reference Element |
| BT-11 projectReferenceId | Reference Element for Goods/Services/Study/Project |
| BT-12 contractReferenceId | Contract Reference Element |
| BT-13 purchaseOrderReference | Purchase Order Reference Element |
| BT-46 buyerPartyId | Contracting Authority Code |
The SoftReject message can only be sent when the invoice is in status 1 or 7 (Received by IT or Under Dispute)
Resubmitting the invoice initiates a new cycle of invoice statuses (Status 0, 1, etc.).
The Seller/Provider cannot issue a credit note when the related debit note is in status -50 (SoftReject sent – awaiting resubmission of the invoice). If the Seller still wishes to issue a credit note, they must first resubmit the debit note and then immediately issue the credit note.
The Seller/Provider may receive a Rejection (RE) for an invoice previously subjected to SoftReject without waiting for any further response. (This includes cases where the Contracting Authority mistakenly sent a SoftReject instead of an RE. The sending of an RE should occur after coordination with the Seller).
When the Contracting Authority sends a rejection message for resubmission with corrections to the permissible fields, the following indicative message appears in the document's action history:
Instructions on how to use SOFT REJECT via the Production Portal#
1.
Navigate to "Outgoing Invoices" and select "View" for the invoice in question.
2.
Make the necessary corrections and select "Send" to resubmit the invoice with the required updates.
In the case where the changes are successful, the Contracting Authority will accept the document, and a "Received by IT" message will be generated.
In case incorrect data is resubmitted, the Contracting Authority will issue a new rejection message, granting the right to resubmit, along with updated instructions in the rejection message.
Once resubmitted with the corrected B2G fields, the updated details can only be viewed in the "Action History" of the invoice.
Contracting Authority Code (BT-46):
Project Reference (BT-11):This field follows the format "a|b," where:The first component (a) represents the funding source:(2|) Public Investment Program (PIP)
(3|) General Government Body Budget
The second component (b) is determined as follows:"1|ADA" (Public Posting Number): For Central Administration bodies with expenses charged to the Regular Budget, include "1," the separator "|," and the Public Posting Number (ADA).
"2|Encoded Project Code": For other General - Government Bodies or expenses solely from the PIP Budget, include "2," the separator "|," and the Project Code.
"3|ADA": For expenses from the General Government Body Budget, include "3," the separator "|," and the Public Posting Number (ADA).
If no contract exists, use one of the following values: "1|0," "2|0," or "3|0."
Contract Document Reference (BT-12): This field should be filled with the contract reference. If no contract exists, use the value "0.
