Send traveler data and automatically avoid fines from the VRMS

Current regulations (Royal Decree 933/2021) require agencies with accommodations in the Basque Country to report traveler data to the Ertzaintza through the Traveler Form (A19).

With the VRMS export module, this process can be carried out manually or automatically, ensuring legal compliance and simplifying management.

As of 1 January 2025, it is mandatory to use the new Ertzaintza A19 export, which is fully compatible with Royal Decree 933/2021. The previous version will be deprecated.

Module benefits

Avoid duplicates: only pending records are sent.
Advanced error control: the system notifies you if any data is missing before exporting.
History available: allows you to review and manage past exports.
Cancelable exports: you can correct and regenerate the export.
Automation: option to schedule daily exports.

Access to the module

Access from VRMS → Reports → Export data and select the “Ertzaintza A19” tab.
From there you can configure, create and review your exports.

Initial configuration

During the update to the new Ertzaintza A19 export, the existing configuration data has been migrated automatically, so that Property Managers do not need to reconfigure it.

Elements migrated from the previous export:

Certificate: the same certificate used in the previous Ertzaintza export is kept.
Automatic sending: works in the same way as the export to SES.Hospedajes; it can be enabled from the “Configuration” section.
Default and customized configuration: data has been transferred from the previous configuration.

Data to be verified

Landlord code: this field must be updated, as it is a new requirement.
Establishment codes: they must be checked on the Ertzaintza platform to confirm that they are still valid.

Digital certificate and associated password

To send the Traveler Form (Ertzaintza A19), it is essential to have a digital certificate in the name of the agency.
This certificate allows you to carry out online procedures, such as those with the Tax Agency, and it must have the .pfx extension.
If you do not have one, the Ertzaintza recommends requesting it from one of the following entities:
- Izenpe
- FNMT
- Camerfirma

Default and customized configuration

Unique code for all accommodations

Enter the code in the default configuration.

Different codes per accommodation

In the “Default” section, enter a common code for the accommodations that share credentials.
In the “Customized” section, complete the landlord code, establishment code and accommodation name for individual cases.

Make sure that each establishment code has at least one accommodation assigned.

Types of Ertzaintza A19 export

There are two types of exports:

Registration of lodging booking (RH)
- This is generated when a booking changes to Confirmed or Paid status.
- It includes establishment data, booking data and the minimum information for the main customer.
Registration of traveler form (PV)
- This is generated on the check-in date.
- It includes the complete booking information and the data of all travelers.

In the module menu, you will find two separate sections:

Ertzaintza A19 (Booking registration)
Ertzaintza A19 (Traveler form)

Each section has the following options: “New export”, “Export list” and “Configuration”.

Manual export

Traveler form (Ertzaintza A19):

Select the check-in dates to export (From–To).
Specify the regions of the accommodations.

Booking registration (Ertzaintza A19):

Select the registration dates (From–To).
Specify the regions of the accommodations.

If you manage multiple accounts, the system will generate one file per account.
Each file will include the bookings that meet the filters applied.

In case of errors, you will be able to skip them and send only the bookings that pass validation.

Bookings with errors must be corrected before being exported again.

Automatic export

Traveler form (Ertzaintza A19):

This is carried out daily, sending bookings in Confirmed or Paid status with check-in dates earlier than the export date.
The system checks that the traveler forms for each traveler are complete. If any are not complete, their export will remain pending and must be completed manually.

Booking registration (Ertzaintza A19):

This is also run daily, sending all Confirmed or Paid bookings that have not been sent previously.
Each booking is exported individually, so errors in one will not block the export of the others.

Attention to detail

Automatic exports are carried out within 24 hours after the booking’s check-in date. If the export fails or is not carried out due to missing data, you must review the information, correct the errors and send it manually, always within that same 24-hour period from check-in.

Once this period has elapsed, you will no longer be able to perform the export by any of the methods offered by the system, either manual or automatic.

Review the export list daily to make sure there are no pending errors.

Errors and validations

Pre-checks in the VRMS:

If a required field is missing, the warning “Field name: Not specified” will appear.
If the format is incorrect, “Field name: Invalid format” will be displayed.
These errors must be corrected in the VRMS before sending.

Subsequent validations by Ertzaintza:

If there is a validation error, the response message will include a code and its description.
If the data is correct, status code 0-ok will be returned, along with a batch number that identifies the request.

The authority only confirms whether the file is valid or not; the final status of the form can be checked directly on the Ertzaintza platform.

To correct errors:

Carry out a new manual export with the corrected information, or
Access the Ertzaintza platform and correct the corresponding form.

Export list

The list shows all generated files and indicates whether the exports were carried out automatically or manually.
If a form has not been sent correctly, it will appear marked with errors. You must delete the file, correct the data and resend it manually.

Registration and confirmation dates

In manual exports, the system searches for Confirmed or Paid bookings based on the registration date.
In automatic exports, all bookings that change to Confirmed or Paid status and have not been sent yet are included.

The list of exports includes a column with the registration or confirmation date, depending on the type of export.

Comply with Basque Country regulations by exporting traveler data to the Ertzaintza from Avantio