You are trying to issue an invoice through the Butler system and suddenly the message appears on your screen: “Special business registry search codes are required to issue invoices.” in red letters? Don’t worry!
This is a common issue related to the initial configuration of the system for your business and it can be easily resolved.
This article will explain exactly what this message means and which steps you need to follow to activate the full invoicing functionality.
What does this error message mean?
The message “Special business registry search codes are required to issue invoices.” indicates that the necessary “access codes” have not yet been entered into your business’s Butler system. These codes allow the system to automatically retrieve other businesses’ details (e.g., company name, address, tax office) from the official AADE business registry, using only their VAT number.
These codes are officially called “Special Business Registry Search Codes.” Without them, Butler cannot auto-complete your customer’s details on the invoice, and that’s why the warning appears.
Why does this message appear now?
The most common reason this message appears is:
The Special Business Registry Search Codes for your business were not provided to your Butler Account Manager during the initial setup.
Or, even if they were provided, their entry into your system by the Butler team may still be pending.
What should I do to fix it?
The process is simple:
1. Contact your accountant.
Contact the accountant who manages your business’s tax matters. Ask specifically for the Special Business Registry Search Codes issued for your business. Your accountant will know what they are and how to retrieve them if they are not already available.
2. Send the codes to Butler.
Once you receive the codes from your accountant, forward them immediately to your Account Manager at Butler or to the company’s main support email.
3. Entry by the Butler team.
The Butler team will receive the codes and enter them into your store’s system.
4. Confirmation and testing.
You will be informed by your Account Manager or another Butler representative once the entry is complete.
After confirmation, try again to issue an invoice to make sure the issue is resolved and the message no longer appears.
What do I do in the meantime if I urgently need to issue a document for the customer?
Issuing a document for every payment is legally required. If you encounter this error and cannot wait until the codes are entered:
Issue a Retail Sales Receipt (ΑΛΠ) for your customer’s transaction.
Inform your customer that the invoice will be issued and sent later (retroactively).
Once the Special Codes have been entered into your system, you can issue the invoice normally and send it electronically to the customer via Butler.