Provider master-data and record availability issues
Troubleshoot provider issues, empty lists, duplicates, and imports by checking provider details, record visibility, and identifier consistency.
What this issue group covers
Use this page when something is wrong with a provider record, or when the related provider, contract, export, validation, duplicate, or import result is not showing up the way you expect.
Most of these problems come from one of two patterns: the provider details do not line up, or the record you expect to use is not the one you are currently looking at.
Issues covered on this page
-
I am not sure whether this provider is a legal person or an individual
-
I duplicated a contract or provider and the result is not what I expected
-
My import completed, but identifier codes were not validated
I cannot complete the provider record
What this usually means
The provider record is missing one or more required details, or the details in the record do not match each other.
What to check and how to fix it
Check Provider’s name.
If it does not match the provider’s registered legal name, replace it with the registered name.
Check Provider’s name in Latin alphabet.
If it is blank, complete it. If Provider’s name is already in Latin alphabet, repeat the same value there.
Check Legal person type.
If the provider is an incorporated organisation, use Legal person, excluding individuals acting in business capacity. If the provider is a natural person trading in a business capacity, use Individual acting in a business capacity.
Check ID type and ID code against Legal person type.
For Legal person, excluding individuals acting in business capacity, use LEI or EUID. If the legal person is not established in the Union, use LEI. For Individual acting in a business capacity, use one of the supported alternative code types.
Check ICT provider HQ country.
If it does not match the provider you are entering, correct it before moving on.
My provider name is being rejected
What this usually means
The issue is usually with Provider’s name, Provider’s name in Latin alphabet, or both. The record may contain a shortened name, a trading name, or two name fields that do not match the same provider.
What to check and how to fix it
Check Provider’s name against the provider’s business register entry.
If you used a trading name, shorthand, or internal label, replace it with the registered legal name.
Check Provider’s name in Latin alphabet.
If it is missing, complete it.
Check whether Provider’s name is already written in Latin alphabet.
If it is, repeat the same value in Provider’s name in Latin alphabet.
Check that both name fields still identify the same provider.
If they do not, correct them before checking the record again.
I am not sure whether this provider is a legal person or an individual
What this usually means
The provider has been set up under the wrong Legal person type, or the correct type is unclear. Once that field is wrong, the identifier fields usually stop matching the provider.
What to check and how to fix it
Check whether the provider is an incorporated organisation or a natural person acting in a business capacity.
If it is an incorporated organisation, use Legal person, excluding individuals acting in business capacity. If it is a natural person acting in a business capacity, use Individual acting in a business capacity.
Check ID type after setting Legal person type.
For Legal person, excluding individuals acting in business capacity, use LEI or EUID. For legal persons not established in the Union, use LEI.
Check ID type and ID code again if Legal person type is Individual acting in a business capacity.
In that case, use a supported alternative code type rather than a legal-person identifier.
Check Provider’s name and Provider’s name in Latin alphabet after fixing Legal person type so the full record still refers to the same provider.
My provider HQ country is being rejected
What this usually means
The value entered in ICT provider HQ country does not match the provider record.
What to check and how to fix it
Check ICT provider HQ country against the provider you are entering.
If the country belongs to a different entity, correct the provider details first.
Check that you have entered the provider’s headquarters country, not another country connected to the contract or service.
Check Provider’s name and ID code again.
If those point to the wrong provider, correct them before checking the country field again.
Check the full provider record once more after correcting ICT provider HQ country so the fields still describe one consistent provider.
I cannot find any providers
What this usually means
No provider records are currently visible in the provider list you are using.
What to check and how to fix it
Check that you are in the provider list, not in a contract, export, import, or validation view.
Check whether the provider you expect is visible anywhere in the current provider list.
If it is not, confirm that the provider record exists in the current register.
Check the provider record you expected to see.
If Provider’s name, Provider’s name in Latin alphabet, Legal person type, ID type, ID code, or ICT provider HQ country are still missing or do not match each other, correct that record first.
Check whether the provider is already present under a different visible Provider’s name or ID code.
If it is, use that existing record instead of creating another one.
I cannot find any contracts
What this usually means
No contract records are currently visible in the contract list you are using.
What to check and how to fix it
Check that you are in the contract list, not in the provider list, export view, or validation view.
Check whether the contract you expect is visible in the current contract list.
If it is not, confirm that the contract exists in the current register.
Check whether the contract is already present under a different visible reference or name.
If it is, use that record instead of creating another one.
Check the contract details you expected to use.
If they do not match the record you need, correct that record before continuing.
I cannot find any exports
What this usually means
No export records are currently visible in the exports list.
What to check and how to fix it
Check that you are in the exports list and not in another record view.
Check whether the export you expect is visible anywhere in the current exports list.
Check whether another export is already listed that matches the data you meant to export.
Check that the export you are looking for matches the current dataset or record set you intended to export.
I cannot find any validation errors
What this usually means
No validation errors are currently visible in the validation area you are checking.
What to check and how to fix it
Check that you are looking at the validation area for the same record or dataset you were just working on.
Check whether any validation errors are listed there for that record or dataset. If none are listed, do not assume the record details are correct.
Check the record details directly if you still expect a problem, especially the provider fields and identifier fields.
Check that the record or dataset you are reviewing is the one you intended to validate.
I duplicated a contract or provider and the result is not what I expected
What this usually means
You now have more than one version of a contract or provider, and the duplicated result is not the one you meant to keep working with.
What to check and how to fix it
Check the original record and the duplicated record one after the other.
If the duplicate is not the version you meant to use, go back to the original one.
Check which record you are editing now.
If you are in the wrong copy, switch to the correct record before making more changes.
Check the fields that should be different in the duplicate.
If they were copied unchanged, update them before using the duplicated record.
Check whether another team member may have duplicated the same starting record.
If that happened, compare the visible copies and continue with the one you need to use.
I imported data and now I have duplicates or conflicts
What this usually means
The imported data overlaps with records that were already present, or the imported values do not match the records already in use.
What to check and how to fix it
Check the imported records against the records that were already in the register before the import.
Check whether the same provider or contract now appears more than once under slightly different names, codes, or references.
Check the source file you imported.
If the duplicate or conflicting values are already in that file, correct the file before importing again.
Check the current duplicates or conflicts before running another import so you do not add another overlapping set of records.
I am not sure whether to replace existing imported data
What this usually means
You are deciding whether the incoming import should take the place of the imported data already visible in the register.
What to check and how to fix it
Check which version you want to remain visible after the import: the data already in the register or the incoming file.
Check the current imported data before choosing replace.
If that is still the version you need, do not replace it yet.
Check the incoming file before choosing replace.
If that is the version you need to use instead, choose the replace option.
Check the import result after the choice is applied so you can confirm the correct version is now visible.
My import completed, but identifier codes were not validated
What this usually means
The import finished, but that does not by itself confirm that ID type and ID code are correct for the provider.
What to check and how to fix it
Check Legal person type first.
If that field is wrong, the identifier fields can look complete and still be wrong for the provider.
Check ID type against Legal person type.
For Legal person, excluding individuals acting in business capacity, use LEI or EUID. For legal persons not established in the Union, use LEI. For Individual acting in a business capacity, use a supported alternative code type.
Check ID code itself.
If the code does not match the selected ID type, correct the field before moving on.
Check the imported provider record directly instead of treating the completed import as proof that the identifier fields are correct.
What to do next
Use the section above that matches what you can see now: an incomplete provider record, a rejected provider field, an empty list, an unexpected duplicate, or an import result that still needs checking.