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

GMR for groupage — one vehicle movement, multiple clearances inside

The operational answer: one GMR per trailer, regardless of the number of consignees. A Goods Movement Reference identifies the movement of the vehicle across the border, not the movement of an individual consignment. You can add dozens of MRNs from different brokers to the same GMR, provided each one is in Ready status at the moment of check-in. HMRC describes this mechanism plainly in the GVMS policy paper, where MRNs are described as customs references "held against a single movement".

The EasyClearance Team handles groupage mainly via Eurotunnel (Folkestone) and Dover. A typical LCL carries 5–30 consignees on a single trailer, with some holding just one carton while a single importer may take up half the trailer. For the haulier, that means coordinating data from several customs offices at once, rather than a single broker as with a full-load FCL import.

How GVMS links MRNs to the vehicle

GVMS uses three identifiers: GMR (movement number), MRN (customs clearance number) and VRN/trailer ID (the physical vehicle). At check-in at the departure port, the system reads the number plate (ANPR) and matches it to the GMR. GVMS then checks the status of every MRN attached to that GMR and decides whether the vehicle gets routing green (drive straight through), orange (documentary check at an IBF) or red (physical inspection).

For groupage this has three operational consequences:

• routing for the whole vehicle is driven by the worst-case MRN — one risky load (e.g. food subject to SPS check) puts the entire trailer on orange/red,
• the check targets a specific MRN, but physically stops the whole vehicle — the other 29 consignees wait,
• the GMR must reach Ready to proceed as a whole — partially declared blocks entry to the Eurotunnel check-in lane.

Building a GMR for multi-consignment, step by step

The sequence below covers the process from gathering MRNs to handing the GMR to the driver. We assume you already have an active GVMS account as a haulier (registration is covered in our separate GVMS registration guide).

Step 1. Collect all MRNs before loading

For groupage this is the most important stage. Contact every customs broker handling the items on the trailer and collect the MRNs into a single sheet with the fields: MRN, broker, consignee, broker phone, clearance status (Draft / Submitted / Ready). We recommend keeping this sheet in Google Sheets so dispatcher and driver can access it at the same time.

For imports into the UK you will be collecting declarations lodged on CDS by brokers on the GB side. For exports out of the UK — EX declarations lodged in the UK. A mixed pallet (some GB imports, some T1 in transit) is also possible — each MRN is treated individually.

Step 2. Create the GMR in the GVMS portal

Log in to GVMS via the GVMS registration page on gov.uk. Select Create a new goods movement reference. Provide:

• Departure port — Folkestone Eurotunnel, Dover Eastern Docks, Harwich, Killingholme, etc.,
• Direction — Inbound GB or Outbound GB,
• Vehicle type — Accompanied (with driver) or Unaccompanied (trailer without tractor),
• Booking reference (Eurotunnel) or Ferry booking number (DFDS/P&O).

Step 3. Paste the MRNs into the customs references section

In the Customs references section you add MRNs one at a time. GVMS validates each entry against CDS, CHIEF (for older declarations), S&S GB (safety and security) and EU TMS (for transit). Possible system responses:

• Accepted — MRN recognised, status visible in the panel,
• Unknown MRN — the system does not see this declaration (the broker has not yet published to CDS, or there is a typo),
• Already used — the MRN is already attached to another GMR (contact the broker),
• Expired — the MRN has passed its validity (e.g. T1 transits after 8 days).

For Unknown MRN, save the GMR as a draft and check back every 15 minutes. Don't ring the broker every few minutes — once a declaration is published on CDS, the Ready status update in GVMS usually takes 2–10 minutes.

Step 4. Fill in the VRN and trailer ID

Enter the tractor registration (VRN) and — separately — the trailer number. For Eurotunnel, enter the booking reference exactly as it appears in the confirmation email. VRN typos are the single most common cause of ANPR errors at check-in — the driver gets redirected to the manual desk, losing 30–60 minutes.

Step 5. Verify GMR status 60–90 minutes before port check-in

This is the stage most novice hauliers skip. Open the GMR in the panel — it should be in Ready to proceed status. If you see Partially declared, at least one MRN is not Ready. Click through each MRN to see which one is the culprit. You have two options: push the broker to finalise the clearance, or remove the line from the GMR and travel without it (that consignee waits for the next run).

Step 6. Send the GMR to the driver

The GMR is a single alphanumeric string in the format GMRA00000000. Send it to the driver by SMS and as a PDF with a readable barcode. At the border the driver shows the GMR at check-in — if ANPR works correctly, the system doesn't stop the vehicle at the gate at all. The EasyClearance Team distributes GMRs via a dedicated WhatsApp broadcast list for each haulier we work with — the format includes GMR, VRN, MRN list and an on-call broker contact.

Step 7. Monitor routing after arrival on UK soil

After embarkation the GMR changes status to Embarked, and after discharge at Dover/Folkestone UK to Arrived with a routing. Green routing means release; orange/red requires entry to an Inland Border Facility (Sevington for Eurotunnel, Stop 24 for Dover — the list of IBFs is on the gov.uk haulier checklist). For groupage there is an iron rule: do not send ETA updates to consignees until the routing is green.

Partially declared GMR — what to do when the system blocks departure

The Partially declared status is the most common operational problem in groupage. It means that of 25 MRNs on your GMR, 24 are Ready and 1 is Submitted (the broker is still waiting for CDS acceptance). The system will not let you enter the Eurotunnel check-in lane. You have three paths:

1. Wait with the driver in the pre-port lorry park — see whether the clearance lands within 30–60 minutes. For reliable brokers (e.g. large forwarders) the odds are good. Cost: ~1 h delay, no extra fees.
2. Remove the problem MRN from the GMR — in the GVMS panel, click Remove next to that MRN. Travel with 24 MRNs; one consignee waits for the next run. The haulier bears the re-delivery cost, but avoids demurrage for many consignees.
3. Rebook Eurotunnel to a later slot — with >2 h until departure you can make a flexible change. It costs £25–£75 depending on the fare, but saves the whole trailer.

For regular groupage clients, the EasyClearance Team keeps a "gold-service" and "risky" broker list — we know which broker will reliably deliver a Ready MRN 4 h before ETA, and which must be watched on a separate WhatsApp thread from early morning. That operational knowledge matters just as much as knowing the GVMS API.

CSP-IDs, S&S GB and how GVMS stitches the systems together

For advanced hauliers it's worth understanding what happens under the bonnet. GVMS connects several government systems:

• CDS (Customs Declaration Service) — source of MRNs for GB import/export,
• CHIEF — the older system, being retired, but still issuing MRNs for some declaration types,
• S&S GB — Safety and Security declarations (the UK equivalent of ENS),
• NCTS — New Computerised Transit System for T1/T2 declarations,
• CSP (Community System Providers) — port community system providers (Destin8, CNS, MCP) that aggregate terminal data.

A CSP-ID is the identifier within a given port's system — Destin8 for Dover, CNS for Felixstowe. GVMS exchanges routing status with CSPs via API. The technical documentation is publicly available on the HMRC Developer Hub — the API list includes the Goods Movement System API, which lets you integrate GMRs directly with your own haulier TMS/WMS.

For groupage operators, understanding this layer has one practical consequence: if the broker says they have published a declaration but GVMS shows Unknown MRN, the problem may be on the CDS–GVMS sync side, not the broker. In that case there's no point leaning on the broker — wait 10–15 minutes and check again.

Common operational mistakes in groupage GMRs

What to do if the GMR isn't created and the vehicle is already on the move

The worst-case scenario: the driver has entered Coquelles (the tunnel) without a valid GMR. The Eurotunnel system won't let the vehicle onto the loading platform without a Ready GMR. The driver is stuck on the French-side truck park. The EasyClearance Team has handled dozens of these — the standard escalation procedure:

1. Confirm in the GVMS panel that the GMR exists and is Ready (or finish it there and then),
2. If status doesn't flip within 30 minutes — we have a separate article on no GMR at the UK border and the urgent procedure,
3. Call the Eurotunnel Freight Office (number on the booking confirmation) — they'll confirm whether the vehicle can stay in the lorry park until the GMR is replaced,
4. If the load has to be abandoned — the customs broker must withdraw the declarations or move them onto another GMR.

Integrating GMR with a haulier TMS — when it pays off

For forwarders running 10+ groupage loads a day, filling in GMRs manually in the GVMS portal is a bottleneck. HMRC has offered a production GVMS API since 2021. Integration lets you:

• generate GMRs straight from the TMS after loading (auto-attach MRNs from the packing list),
• monitor the status of all GMRs on a realtime dashboard,
• automatically notify the dispatcher about Partially declared status,
• archive GMRs alongside carriage documents.

Integration cost: typically 3–8 weeks of backend developer time plus HMRC certification. Payback point: around 50 GMRs per month, or sooner if you already have an in-house TMS. API documentation: HMRC Developer Hub, Goods Movement System API section.

Where EasyClearance helps with groupage

The EasyClearance Team supports hauliers and forwarders in two ways. First, we handle per-MRN clearances for groupage clients — if several of our importers share a trailer, we can coordinate the MRNs so they reach the haulier as a single pack, with a pre-check that status is Ready. Second, for urgent situations (Partially declared, Unknown MRN, SPS checks) we offer an escalation hotline — WhatsApp +44 7404 091 503 — with a 15–30 minute response time during working hours.

Full rates are on the pricing page. For hauliers on a standing arrangement we offer per-MRN pricing plus a handling fee for coordination, with no monthly minimum.

FAQ for hauliers and forwarders

Next step

If you run groupage between the UK and PL and want a standing customs partner on the British side — message WhatsApp +44 7404 091 503 with a short outline: MRNs per month, port used, typical consignee structure. For standing haulier clients we set up a dedicated escalation channel with an on-call broker during working hours plus out-of-hours handling (+£30 on the rate).

Contact:

• Phone: +44 7404 091503
• WhatsApp (groupage hotline): +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