How Can I Resolve Common Errors When Submitting Reservations to the AADE Registry via Hosthub?

Submitting reservations to the AADE (myDATA) registry via Hosthub is an essential step in keeping your compliance records accurate. Occasionally, users may encounter errors during this process. This article outlines common issues and their solutions to streamline your AADE submission experience.

Introduction

The AADE registry handles important compliance data like financial statements linked to reservations. Errors in submissions can occur due to technical issues, duplicate entries, or timing restrictions. Use this guide to resolve these challenges promptly.

Common Error Scenarios and Solutions

1. Temporary System Errors

If an error message appears while registering a reservation in the AADE registry, it could be due to a temporary issue with the AADE system:

• What to Do: Wait for a few minutes and try submitting the reservation again. Temporary glitches often resolve themselves when retried later.

2. Duplicate Entry Errors

Duplicate errors occur when a declaration for the same reservation dates is already present in the AADE registry. Hosthub blocks subsequent submissions to avoid duplication:

• Verify Existing Entries: Check the AADE registry (Μητρώο) for an entry matching the reservation dates.

• Action if Duplicate Exists: If the entry is already recorded correctly, no further action is required in Hosthub. Ignore the error message reported by Hosthub.

• Why This Happens: A duplicate/failed submission message with a correct declaration already in the registry usually has one of two causes: (1) the declaration did not go through on the first attempt, a second attempt was made from Hosthub, and the first command eventually completed while the second was marked as a failed submission; or (2) the declaration was created directly through the AADE registry. In both cases the declaration exists in the registry and is correct — verify it matches the reservation (guest name, amounts, dates) and ignore the "check and send" indication in Hosthub.

3. Timing Restrictions on Submissions

Reservations cannot be submitted to the AADE registry until after the guest’s check-out date, as these reservations are editable before check-out:

• Submission Timing: Ensure the check-out date has passed before attempting to submit the reservation to AADE.

• Why This Happens: Pre-check-out reservations might still change (e.g., cancellations or extensions), and submitting too early could result in inaccuracies.

4. Submission Stuck "In Progress"

If a declaration remains stuck showing "still in progress" or "check and send" while other declarations submit successfully, the AADE registry page is likely experiencing a temporary issue:

• What to Do: No action is needed. The submission will complete on its own. If it actually fails, the status will change to a failure message and you can resubmit or correct it then.

• Note: The AADE registry declaration is separate from MyDATA. Documents can go through to MyDATA correctly even if the registry declaration is still in progress.

5. Status "Incomplete" (Ημιτελές)

The "Incomplete" (Ημιτελές) status reflects a message returned directly by AADE. Common cases:

• AMA discontinued (error #32): The message indicates the AMA (Property Registration Number) has been terminated based on a submitted Lease Dissolution Declaration. If you have re-issued the AMA under the same VAT number, AADE may need some time to synchronize — wait a while and check again. If the problem persists, contact support. Changes to the AMA itself should be handled with your accountant.

• Another declaration exists for the same property/dates: AADE rejects the booking because a declaration already exists covering days of the same stay period. Log in to your Taxisnet account to check the existing declaration and declare the specific booking there. Also verify the property is connected to the correct AMA at Integrations > AADE (partnership settings); if it is linked to the wrong AMA, disconnect and reconnect with the correct one.

6. "No declaration number was found"

This error means the response from AADE did not return a declaration number, so the submission was not completed successfully.

• What to Do: Correct the issue indicated by the accompanying error message and resend the declaration. Once it completes successfully, the status changes to "Completed".

7. High-Value Declaration Cannot Be Sent as Final

If you receive the error "Sending a declaration as final with an amount that requires confirmation is not possible. Please go to the AADE website and proceed with a manual entry", the booking amount is too high for AADE to accept an automatic finalization from a third-party application. As part of its risk-analysis filters, AADE now refuses to auto-finalize "Short-term Stay Declarations" with a high amount for a single booking, to prevent typing errors, and requires the manager to finalize it manually in Taxisnet.

• What to Do: Change the AADE submission type from Final to Draft at the AADE partnership page > Settings, and save. Then resend the declaration; it will be sent as a draft (provisional). You must then log in to the AADE registry and finalize the declaration manually by the 20th of each month.

• Note: Previously such high-value declarations could be finalized automatically; this changed because AADE regularly updates its internal security/risk-analysis limits.

8. Invalid Guest Name

If a submission fails due to the guest name, note that the guest full name field must contain only letters (no numbers, symbols, or extra characters). A name such as "Jose Martinez" is valid, but a hidden character or extra space can cause the error. Remove any hidden characters or extra spaces, re-type the name, and resend the declaration.

8. Missing Identifier Type / Identifier Number

Some declarations fail automatic submission because the fields Identifier Type (Τύπος αναγνωριστικού) and Identifier Number (Αριθμός αναγνωριστικού) are missing. This information (VAT number or ID/identifier number) is not sent by booking channels such as Booking.com, so it must be provided by the guest and entered manually in the reservation.

• What to Do: Fill in the Identifier Type and Identifier Number fields manually and resend the declaration.

• Note: If this information is not entered and automatic submission is enabled, the declaration is still sent, but the reservation number is used in that field. Automatic submissions only apply from the moment the feature was activated, so older bookings created before activation are not covered automatically and require manual completion and resending where needed.

9. Booking Missing from the Taxation Page List

If a booking does not appear in the Taxation (Φορολογία) page and cannot be declared to AADE, check the following common causes:

• Booking has no price data (appears as €0): If a reservation was created before the channel was connected, the channel (e.g. Booking.com) may not send the price details. A booking that shows as zero value in the system is treated as having no revenue and is therefore not displayed on the Taxation page. In this case, declare the booking manually in the AADE registry (Μητρώο ΑΑΔΕ). To prevent it, add the correct price to the booking in Hosthub.

• Booking spans two months: A booking is declared in the month of its check-out date. For example, a stay of 28/8–1/9 is declared in September (check-out month), even though the stayed nights fall in August. Note that the Climate Resilience Fee (ΤΑΚΚ) is assigned to the month of the nights stayed (August in this example).

• Verify the correct filter: On the AADE submission page (Integrations > AADE), make sure you select the correct check-out or cancellation month to see all bookings that need to be submitted for that period.

Tip: To cross-check the number of nights per property, go to Reports and search by rental for the specific month; this shows the nights that were booked and can be compared against what your accountant sees.

Best Practices for Submission

• Always verify the AADE registry before resubmitting if an error message appears.

• Avoid submitting reservations prematurely (i.e., before the check-out date).

• Document error messages in case the issue does not resolve, and contact support if necessary for further assistance.

Updated on: 05/10/2026