To be able to upload minors via Excel, it is necessary to download the upload template file that we find in Upload files and fill in all the fields for each of the contracts that are entered.

You can download the blank template with just the column structure or you can download the template for a specific contracting agency. In this case, the column with the specified contracting agency will appear in the file, and in some fields you will also have a drop-down list with its possible values.

In addition, an Excel file of instructions is available, where all the fields are described and their mandatory nature is defined, and the codes to be entered for the fields in which the coding of the same is necessary are also reported.

General information

When uploading the file, if the Upload with submission to the JCCA flag is checked, the contracts that are uploaded to the system and do not have errors will go directly to the Advisory Board status for validation.

If you make the submission by unchecking the “flag”, the contracts will also be uploaded to the RCP program, but in this case, they will all remain in Contracting Agency status, and it is necessary to submit them to the Advisory Board.

In the case of file uploads with errors in which there are also correct contracts, it is advisable to delete the contracts already uploaded correctly from the file when making the next upload with the corrections. If this is not done, when you try to upload the correct contracts again, the system will give you an error message saying that “A contract submitted to the JCCA cannot be modified”.

In the upload results section you can see if the upload has finished or is pending execution (uploads of up to 200 lines are done instantly), if the upload result is correct or with errors and the results and error reports.

In the event that the result of the upload is “with errors”, it may be that all the contracts in the file have errors and therefore there will only be an error report or that there are also correct contracts in the file. In this case, in addition to the error report, there will be a result report indicating which contracts in the file have been successfully uploaded to the Public Contracts Registry.

In the case of file uploads with errors in which there are also correct contracts, it is advisable to delete the contracts already uploaded correctly from the file when making the next upload with the corrections. If this is not done, when you try to upload the correct contracts again, the system will give you an error message saying that “A contract submitted to the JCCA cannot be modified”.

When filling in the data in the Excel template to upload, you must keep in mind:

  • The “type of supply” field must only be reported in the case of supply contracts.
  • The field “pricing method” must only be reported in the case of service contracts.
  • The field "municipality of the successful bidder" must be filled in with the INE code (in case you do not know the code of the municipality in question there is a list with all the codes in the municipality tab of the instructions excel)
  • In the case of foreign bidders, the country of the bidder must be reported and in the field "municipality of the bidder" the code must be entered: 99999
  • The term data (in years, months and days) are only mandatory in the case of not reporting the expected end date of execution of the contract.
Common errors when uploading minors' excel
  • The Settlement date field is mandatory : If a settlement amount has been indicated, it is mandatory to also inform the date.
  • The Batch Deadline and the Expected End Date are inconsistent : to avoid problems in the case of deadlines, it is best to put the execution start date and the end date or deadline but not both dates.
  • A contract validated by the JCCA cannot be modified: it is not really an error, simply the contract (or a contract with the same file code) has already been reported, sent and validated and, therefore, cannot be reloaded.
  • The execution of the contract must begin and end in different years : you would need to look at the specific template, probably for the year of execution of the contract they have set and the rest of the dates.
  • The Country of origin of the product field is mandatory: it refers to where it was manufactured and is mandatory only in the case of supply contracts.
  • The reported municipality does not exist: a valid municipality code has not been reported in the “Municipality of the successful bidder” column. A code of type 17061 from those included in the Municipalities tab of the instructions excel must be reported.
  • The reported NIF/CIF is incorrect: it must not have a NIF/CIF format.
  • Incorrect CPV code: check that there is no blank space at the end of the CPV code.
  • The contract type has an invalid value : it is possible that the contract type field is blank or is not informed with the values indicated in the instructions for filling out the minor contracts excel.
  • The tender amount of the contract cannot be less than the award amount excluding VAT of the lot: it is necessary to review the tender and award amounts to verify that a tender amount lower than the award amount has not been set in any of the contracts in the excel.
  • The TYPE field of the loaded Excel does not have any of the allowed formats, 'CODE' or 'CODE – Description : check that the contract type field is one of those established in the template (it is necessary to follow the codings established in the Excel instructions that are downloaded from the tool)
  • The PROVINCE AWARD field in the uploaded excel does not have any of the allowed formats, 'CODE' or 'CODE – Description ': the province codes are not correct (they do not follow the codings established in the instructions)
  • The field AWARDEE MUNICIPALITY does not have the format 99999; a valid municipality code has not been reported in the column “Awardee Municipality”. A code of type 17061 must be reported.
  • The sum of the award amounts of the annuities is less than the award amount of the lot ; it must be taken into account that the amounts must be distributed, so that the sum of the amounts in the annuities coincides with the reported tender amount. The entire amount tendered and awarded should not be placed in the first annuity.
  • Year of start of execution must coincide with the year of execution of the contract: it must be taken into account that the problem is not with the award, but rather that the year of the start of execution date must coincide with the year in the year column.
  • The NIF as a mandatory field. In the case of self-employed persons, the NIF is the ID number of the successful bidder.

Things to consider (Recommendations):

  • VAT on all invoices for that contract: the settlement date is the date on which payment of the last invoice is approved.
  • Extensions: the minors charge is for reporting minor contracts, not extensions. In fact, minor contracts cannot be extended. Extensions are reported individually.
  • To upload documents that weigh more than the allowed size (10MB), you must divide them as it is not possible to compress them.