GVMS for multi-consignment loads — how to build the GMR correctly for groupage

GMR for groupage — one vehicle movement, multiple declarations inside

The operational answer: one GMR for the movement of the vehicle, trailer or container, containing a reference for every consignment on board. GOV.UK guidance (Get a goods movement reference) says you must enter a reference for all goods contained in a vehicle, trailer or container, and that you can include multiple declarations in one GMR.

A groupage trailer may carry goods for several consignees, from a single carton to half a trailer for one importer. For the haulier, that means collecting declaration references from several customs agents, rather than from a single agent as with a full load.

What references a groupage GMR contains

The references depend on the route. For goods moving from the EU to Great Britain, the GMR contains the import declaration MRNs from the Customs Declaration Service (or the EORI number where goods are declared in the trader's records) and, optionally, safety and security entry summary references. For goods moving from Great Britain to the EU it contains the export declaration references (DUCRs). Goods moving under the Common Transit Convention are entered with the transit MRN from NCTS, and ATA or TIR carnet numbers are added where relevant.

For groupage this has three operational consequences:

• the GMR is only valid when it covers all goods on the vehicle — one missing reference stops the whole movement,
• an inspection of one consignment physically delays the whole vehicle,
• the haulier depends on every customs agent delivering a correct reference on time.

Building a GMR for multi-consignment, step by step

We assume you already have GVMS access as a haulier (registration is covered in our separate GVMS registration guide). To register you need an EORI number starting with GB; a customs agent can also register on your behalf (GVMS registration page on GOV.UK).

Step 1. Collect all declaration references before loading

Contact every customs agent handling goods on the trailer and collect the references into a single sheet with the fields: reference (MRN), customs agent, agent contact, consignee and clearance status. A shared sheet lets the dispatcher and driver see the same data.

Step 2. Create the GMR in GVMS

Sign in to the Goods Vehicle Movement Service with the details from your registration and create a new goods movement reference for the crossing.

Step 3. Add the references for every consignment

Enter the declaration reference for each consignment on the vehicle. Copy and paste references from your sheet rather than retyping them, to avoid typing errors.

Step 4. Enter the vehicle or trailer details

For accompanied movements enter the vehicle registration number; for unaccompanied movements enter the trailer or container number. The carrier checks the GMR against these details at check-in.

Step 5. Check the GMR state before the driver goes to the port

According to the GMR states guidance, a GMR can be not finalisable (it must be updated before it can be used to check in), open (open for updates and can be finalised), checked in, embarked or completed. Make sure the GMR is open and complete before the driver sets off.

Step 6. Give the GMR to the driver

The driver presents the GMR at the port of departure. The carrier allows the vehicle to embark only if the GMR is valid.

Step 7. Check for inspections

For inbound movements, GVMS sends inspection notifications to the haulier, drivers and carriers, and the GMR status can be checked before disembarking (how GVMS processes the movement of goods). You can also enter the GMR in the "check if you need to report for an inspection" service. At Dover or Eurotunnel, goods selected for checks must attend an inland border facility such as Sevington inland border facility. Not following HMRC instructions can lead to a penalty of up to £2,500.

A declaration is missing — what to do before departure

The most common groupage problem is that one consignment's declaration is not ready when the rest of the load is. Because the GMR must cover all goods on the vehicle, you have three options:

1. Wait until the customs agent completes the declaration, then add its reference to the GMR.
2. Take that consignment off the vehicle, remove its reference and send it on a later movement with its own declaration.
3. Move to a later crossing under your booking terms with the carrier, if the declaration is expected soon.

Which systems GVMS works with

GVMS links the movement of the vehicle with customs declarations: import and export declarations in the Customs Declaration Service (CDS), transit declarations in NCTS and safety and security references. For inbound movements, the arrival of the customs declarations in CDS is triggered automatically after embarkation. GVMS is used at ports that operate the service, so check with your carrier which process applies to your crossing.

Common operational mistakes in groupage GMRs

What to do if the vehicle reaches the port without a valid GMR

Only movements with a valid GMR are allowed to board. If the driver arrives without one:

1. Check in GVMS whether the GMR exists and is open — finish it there and then if the references are available,
2. see our separate article on no GMR at the UK border and the urgent procedure,
3. contact the carrier's freight office (details on the booking confirmation) about waiting or rebooking,
4. if a consignment has to be left behind, its customs agent must be told so that the declaration can be dealt with.

Integrating GMR with a haulier TMS

For operators running many groupage loads, HMRC publishes the Goods Vehicle Movements API on the HMRC Developer Hub. It lets software create, update, list and fetch GMRs. GMRs created through the API should not then be accessed through the GOV.UK "Get a goods movement reference" service, or vice versa. Integration can let you:

• generate GMRs straight from the TMS after loading,
• monitor the state of all GMRs in one dashboard,
• alert the dispatcher when a GMR cannot be finalised,
• archive GMRs alongside carriage documents.

Where EasyClearance helps with groupage

Easy Clearance is a customs agency registered in CDS with a UK EORI number. We prepare import and export declarations for consignees on groupage loads and send the declaration references to the haulier or forwarder so they can be added to the GMR, and we offer GMR support. Service fees are listed on our pricing page.

FAQ for hauliers and forwarders

Next step

If you run groupage between the UK and Poland and want a customs partner on the British side, send us a short outline: number of declarations per month, port used and typical consignee structure.

Contact:

• Phone: +44 7404 091503
• WhatsApp: +44 7404 091 503
• Form: contact.html

Related articles:

• GMR — GVMS reference, how to obtain one in the UK
• GVMS haulier registration — how to set up and use the account
• No GMR at the UK border — urgent steps