Decoding UCRs and MRNs: A Guide to Trade Identification Numbers

Customs reference numbers are vital in international trade and are used by customs authorities and traders for a range of purposes that include, but are not limited to:

Ensuring compliance with trade regulations between different countries and regions
Contributing toward efficient trading processes
Protecting national interests
Managing and regulating the movement of goods across borders
Ensuring that efficient and correct information is exchanged between customs authorities regarding a consignment
To track customs payments

Numerous customs references exist; however, this article will focus on and distinguish between two particular ones that are commonly used. These customs references are the Unique Consignment Reference (UCR) and the Movement Reference Number (MRN).

What is a Unique Consignment Reference (UCR)?

A Unique Consignment Reference (UCR) number is a universally recognised code that acts as a tracking identifier assigned by customs authorities to a specific international shipment. This number serves to link and track all associated activities and documentation of a shipment from origin to destination. Typically, a single UCR accompanies a consignment throughout its entire journey, even across multiple borders. The UCR’s primary function is to provide a unique identification for a particular consignment as it moves internationally, maintaining consistency even when crossing numerous borders before reaching its final destination.

The UCR also acts as an access key to information on the consignment. This is for the purpose of auditing, consignment tracking, consolidating information and reconciling payments as the consignment travels to and across borders. It helps to allow for the linking of data from one customs authority to another, and also allows for the effective exchange of information to all parties involved in the movement of a shipment from end to end. This allows customs across different countries to link the import declaration in one country to the export data from another country.

Each country establishes its own structure for a UCR; however, all UCRs will contain information that shows the year in which the consignment was exported, the country where it was exported from, the exporter’s export code that is assigned by the customs authorities, and a unique reference that is a company-generated number (eg. an invoice number or a PO number). In South Africa, a UCR number has the following format:

A diagram showing the format of a UCR from South Africa

What is a Movement Reference Number (MRN)?

The Movement Reference Number (MRN) is a unique reference number that is issued for electronic customs declarations by the customs authority after a declaration is submitted for importing, transiting and exporting goods. Whenever a consignment is exported, imported or transported through a country and the goods are declared, a unique MRN is produced by the customs authority of every country where a declaration is made. The MRN number can be used to track which borders the shipment has passed through and what the clearance status is of the goods.

An MRN number format is slightly different depending on the country in which it is generated. An MRN generated by SARS has the following format:

A diagram showing the format of a MRN from South Africa.

Key Differences Between UCR and MRN

There are many similarities between a UCR and MRN number. Both are identifiers in shipping and trade, both facilitate the tracking and management of shipments as they are transported internationally, and both facilitate the efficient and effective flow of trading processes. However, there are key differences between the UCR and the MRN codes. These differences are outlined in the table below:

Importance and Implications

Both codes are necessary for improving border security by giving customs better access to data on shipments. If the incorrect codes are given or if the code is not given at all, then it could lead to a variety of consequences that include:

Delays in shipments
Penalties – which could be monetary penalties, criminal prosecution, or a suspension or cancellation
Increased costs
Having your declaration rejected

It is therefore important that all relevant documentation regarding a shipment has the necessary codes accurately recorded in order to prevent any of the above from happening and to help contribute to an efficient customs process.

Conclusion

In conclusion, Unique Consignment Reference (UCR) numbers are a mandatory number that is generated by the exporter and is used in tracking and tracing a shipment and its data from end-to-end. The number follows a particular format that is often according to individual country regulations, but generally contains information relating to the year and country from which a consignment is coming, as well as a number connecting to the exporter. A Movement Reference Number (MRN) is a customs-generated number after a shipment has been declared at a border, and is also used for the purpose of tracing and tracking a shipment and its information. Both of these figures are necessary to have on all documentation relating to a shipment, and must be correctly shown in order to prevent any negative implications on the exporter.