TABLE OF CONTENTS
- How to behave when you see a PAVIS error
- How Equinox classifies PAVIS errors (the two mandatory checks)
- Pavis Errors Definition
How to behave when you see a PAVIS error
Step 1 — Go to the list view → Patent Renewals with Errors
You will access all the renewals where status = Pavis Error
In the column "Renewal Notification" you will see the error, most of the error are due to a bad or missing data. You can fix manually the error in the right case and wait for the next batch or send it to Pavis manually via the button "Import Case to Pavis" on the renewal record page
| Request Type | Direction | Definition |
| Import | Equinox to PAVIS | Send cases and instructions to Pavis |
| Preview | PAVIS to Equinox | Get renewal information (dates and price) |
| History | PAVIS to Equinox | Get renewal status |
| Cancellation | Equinox to PAVIS | Send order cancellation request |
Step 2 — If the error is not explicit, check the Pavis Request logs
Every time EC+ talks to PAVIS, it automatically creates a Pavis Request record that archives:
Request Type (Import, Preview, History, Status, Cancellation, etc.)
Case Type (Patent, Trademark, Design, Utility)
Status Code (OK / Technical Error / Request Error)
Process Date/Time
Request Sent (full XML/HTTP)
Response Received (full XML/HTTP)
Error Code + Error Message (if any)
Users (Case Manager, Attorney, etc.) can access a list of all requests sent and received, check type, process date, status, and extract the full XML. Pavis Request is linked to the Annuity and visible as a related list and via a dedicated tab/list view.
Why this matters: this is the single source of truth for renewal traffic with PAVIS and for error investigation.
How Equinox classifies PAVIS errors (the two mandatory checks)
For every PAVIS response, EC+ first validates two codes, in this order:
<result_code/>(transport/technical level — applies to the whole response file)OK→ request reached PAVIS and a response file is usableF01–F05→ Technical Error (SSL required / invalid format / service unavailable / auth failed / account locked). Response file is not usable for data updates.
<status_code/>(business result — local to each IP row)Import flow:
OK(e.g., 00) → business processed correctlyF,I,W,L→ Request Error / Warning at the IP-right level (see table below with all expected errors). EC+ only updates the rows with OK; if an error is raised, the renewal Status is updated to Pavis Error
Cancellation flow:
00→ Order cancelled01IP right not available,02order not yet processed,03no open order available.
Pavis Errors Definition
F Error messages
When a F error message is raised:
Cases with F error messages are not imported into Pavis system
Code Meaning / Explanation
F01 Undefined status
Please enter: N = new entry, L = deletion, Z = single payment order
F02 Client reference / Case ID missing
Please provide a reference; this must be unique in combination with the case identity field.
F03 Country code missing or undefined
F04 Type of IP right undefined
Allowed values: PA, GM, DS, MA, KO, ZE, AW, GR, HN, EA
F05 Status of grant undefined
Allowed values: Y / N for yes (= granted) or N for no (= not granted)
F06 Status of EP grant undefined
Allowed values: Y / N for yes (= granted as EP) or N for no (= not granted as EP)
F07 Order type undefined
Allowed values: E (=single), D (=standing), N (=list only)
F08 Application number missing
F09 Owner / Applicant missing
F10 Application date required
F11 Publication date prior to application date
The dates might have been swapped.
F12 Grant date prior to application date
The dates might have been swapped.
F13 EP grant number invalid or missing
F14 EP validation not possible in this country
F15 Publication date required
F16 Grant date required
F17 Country list is missing or invalid
Please enter the country or correct the invalid country codes.
ode Meaning / Explanation
F18 Address code missing
F19 Address incomplete
F20 Address type missing
Allowed values:
1 (=agent address), 2 (=payer address), 3 (=owner address), 4 (=contact address)
F21 Trademark text (keyword) missing
F22 Registration number required
F23 Base date/Start date cannot be calculated
Base / Start date is missing as basis for the due date calculation.
F24 Next due date required
F25 Next due date is too long ago
The given due date lies too far in the past and / or the annuity may not be paid any longer even including surcharge.
F26 National EP patent in state of application
The combination of country code with the value “Y“ in the column “ep_grant” and “N“ in the column
“grant” is not valid.
During the application process, annuities are to be paid at the European Patent Office. For this reason exactly one case with the following data should be transferred:
country = EP, category = PA, grant = N, ep_grant = N
If the EP patent has been granted, then the individual annuities are to be paid at the local patent offices. Therefore, after grant the following case data must be transferred for each case:
country = ..., category = PA, grant = Y, ep_grant = Y
F27 Priority date required
F28 US filing number incorrect
F29 Classification of IP right is not possible (only effective for PAVIS Connect)
An IP right with the given reference code and/or identity field was not found in your PAVIS IP portfolio. Please verify, if the given reference code and/or identity field in your IP Management System is correct. This error message will show up e.g. in case of a change of the reference code and/or identity field or if the IP right has not been added to the PAVIS IP portfolio yet, but you send us data changes concerning this specific IP right. As a consequence, no changes will be made to the data of this specific IP right in your PAVIS IP portfolio, as well as it is not possible to place or cancel a payment order or to delete this IP right.
F30 Class list is required
Multiple classes must be separated by a semicolon.
F31 Application date is too far in the future
The application date may only be a maximum of six months in the future.
F32 Grant date is too far in the future
The grant date may only be a maximum of six months in the future.
Code Meaning / Explanation
F33 Publication date is too far in the future
The publication date may only be a maximum of six months in the future.
F34 Examination request date is too far in the future
The examination request date may only be a maximum of six months in the future.
F35 PAVIS-Account not yet activated for ZS
Please contact the PAVIS customer service.
F36 PAVIS-Account not yet activated for ZM
Please contact the PAVIS customer service.
F37 EP filing number invalid
F38 National registration number for German EP patent required
F39 National number IT missing or invalid
Please pay attention to the office requirements for the national number.
F40 IP right already expired
F41 Priority date is too far in the future
F42 Application date prior to priority date
F43 National grant date too far in the future MZ/PH/US
F44 Application number is too long (max. 20 characters)
F45 Registration number is too long (max. 20 characters)
F46 Priority number is too long (max. 20 characters)
F47 National number too long (max. 20 characters)
F48 Start date for SPC required
F49 End date for SPC required
Code Meaning / Explanation
F50 Order declined: IP right not in portfolio
F51 Order declined: IP right with standing order
F52 Order declined: IP right with status 'list only'
F53 Order declined: IP right deleted from portfolio
F54 Order declined: Already existing order
F55 EP application not deleted - still payable
F56 Family id required
F57 Sub customer required
F58 Sub reference required
F59 Cost unit required
W Error messages
When a W warning message is raised:
The affected cases are imported into Pavis. However, important data may still be required for payment.
W01 Registration number is missing
W02 Agent data is missing
Transfer via .xml file:
Please note that there were no entries found in section <names> (see interface description). Either the transfer did not work correctly or your software did not fully save/export this information.
Please also pay special attention to the coding of the address type.
Transfer via .xls file:
Incorrect or missing value in the field for “agent code”.
It is also possible, that no separate file for addresses was transferred, incl. the references to the codes.
W03 Number of claims/designs were changed
The transferred number of claims/designs differs from the value already entered in the PAVIS database.
W04 Discrepancy in due date! This data change must be checked by the customer
W05 National grant date required in MZ/PH/US
W06 US Series Code is missing
W07 Standing order will lead to retroactive payment - please check the due date
W08 Annuity is due more than 6 months in future - check for double orders
Please check if this payment order has already been sent to PAVIS (e.g. via PAVIS Online) and instruct us with any cancellations accordingly. In order to prevent duplicate payments, we ask that you do not use PAVIS Online for payment instructions, if you are also sending them via data export.
W09 Trademark was added as international trademark
W10 Please submit the latest renewal certificate
W11 Renewal is either in progress or is already finished
W12 Trademark dropped; already in portfolio as IB trademark
The trademark was recognized as IB trademark. The entry of the trademark in our database was dropped, as it was recognized as part of the said IB trademark, which has already been entered in our database.
No additional new entry was therefore necessary.
W13 Claims/designs missing (required for fee calculation)
W14 Payment order declined - type of order undefined
W15 Payment order declined - invalid order type for IP type
W16 Payment order declined - due date is too far in the future
W17 Number of items missing (required for fee calculation)
W18 National number IT missing or invalid
Please pay attention to the office requirements for the national number.
n
W19 Please submit a different country of origin if applicable
If the country of origin of the IB trademark is not Germany, please submit us the differing country of origin via email. Differing countries of origin may result in changes in the renewal fees.
W20 Country code was changed - if incorrect please contact PAVIS
The country previously saved to this case in our database was changed. In case this was a mistake please contact the PAVIS customer service.
W21 Order for renewal declined - national grant date unknown
To be able to process your renewal order, please submit us also the national grant date via email.
W22 Agent country differs from payment country
W23 Due date calculated by PAVIS differs from value in order file
W24 Agent was amended
W25 Start year was removed because of amended base date
W26 Country list is missing or invalid
Only for ARIPO Patents
L Error messages
When a L warning message is raised:
The affected cases are imported into Pavis. However, PAVIS will not pay these cases. We advise immediate attention to be given to such cases. Please contact the PAVIS customer service and/or your local agent to ensure that no legal action or any kind of renewal or annuity fee is being overlooked or forgotten.
Code Meaning / Explanation
I01 List only = country not renewable by PAVIS
PAVIS does not provide payment service in this country.
I02 List only = IP right not or not yet renewable by PAVIS
Instruction for annuity payment of this case is not or not yet possible (e.g. patent still in application phase, payment only possible through agent, etc.).
I03 List only = type of IP right not renewable by PAVIS
The combination of IP right type and country is either invalid or not serviced by PAVIS
(e.g. an EP patent in USA does not exist).
Code Meaning / Explanation
L01 EP application deleted due to identification as granted
A Error messages
When a A warning message is raised:
Payment order notifications:
Code Meaning / Explanation
A01 Check existing order - cancellation required?
The order type or start year has been changed. However, there is an already existing payment order for this case in our system. Please check the open order and let us know if it should be cancelled.
A02 Standing order will lead to retroactive payment - please check the due date
Retroactive payment covers a timeframe of up to six months. If you do not wish for retroactive payments for your whole portfolio, please inform the PAVIS customer service immediately. If retroactive payment should be cancelled only for a single case, please submit us a start year for this case.
A03 Identical order already exists - please check existing payment order
There is already an existing payment order for this case in our system. No further order can be accepted for this case. This notification will only effect users of PAVIS Connect.
A04 Imported start year does not match the due date of the existing payment order
A05 Check existing order (renewal data amended)
A06 Payment order declined - due date not payable (Lead times, Connect)
A07 Order will be processed with surcharge – due date in grace period (Lead times, Connect)