How to Submit PBN References for Ireland

A ferry booking is not enough to get a lorry carrying commercial goods into Ireland. For many RoRo movements, the customs information must be linked to a Pre-Boarding Notification before the vehicle checks in. Knowing how to submit PBN references correctly is therefore a practical part of keeping freight moving, not simply an administrative task for the end of the day.

A missing, incomplete or incorrect PBN can result in a vehicle being unable to board, being directed for further checks, or creating avoidable pressure for the driver, haulier and customs team. The process is manageable when responsibilities, declaration references and timings are clear.

What a PBN does for a RoRo movement

A Pre-Boarding Notification, usually called a PBN, is used by Irish Revenue to connect a vehicle or trailer arriving in Ireland by ferry with the customs and safety and security declarations that apply to the goods on board.

The PBN brings those references together before arrival. It allows Revenue to assess the movement and communicate whether the vehicle can proceed through the port or needs to report for customs intervention. It is particularly relevant to accompanied and unaccompanied RoRo freight travelling from Great Britain into Ireland.

The PBN is not the customs declaration itself. It does not replace an import declaration, an Entry Summary Declaration, or a transit declaration where one is required. Instead, it links the relevant Movement Reference Numbers, or MRNs, to the crossing and vehicle movement.

That distinction matters. A PBN submitted with an MRN that is not valid, not accepted, or not appropriate for the consignment will not resolve the underlying customs issue.

Before you submit PBN references

The most reliable PBN process starts before the lorry reaches the port. Decide who is responsible for creating and updating the PBN: this may be the haulier, freight forwarder, customs agent or the importer’s internal customs team. The party creating the PBN needs timely, accurate information from everyone else involved.

You will generally need the ferry booking details and vehicle or trailer information, along with the appropriate declaration references. The exact combination depends on the goods, the customs procedure and whether the movement is being cleared into free circulation or travelling under transit.

For a standard import into Ireland, this will commonly include the import declaration MRN and the ENS MRN where safety and security requirements apply. For goods moving under the Common Transit Convention, the transit MRN is normally central to the PBN. Other customs procedures can require different supporting references.

Do not rely on a commercial invoice number, a purchase order number or a booking confirmation where Revenue requires an MRN. These documents may be useful internally, but they are not substitutes for an accepted customs reference.

Confirm that each declaration is ready

An MRN should only be added once the declaration has been submitted and accepted by the relevant customs system. A draft declaration, a rejected entry or an MRN copied with a missing character can create a problem at check-in.

Build in a simple validation check. Compare the MRN received from your declarant or software with the reference entered in the PBN, and confirm it relates to the correct consignment, movement direction and date of travel. This is especially important when similar shipments are moving regularly for the same customer.

For groupage, the risk is higher. One trailer may contain multiple consignments, each with its own customs status and references. The PBN must reflect all declarations that need to be associated with that vehicle movement. Leaving out one consignment can affect the whole load, even when every other entry is correct.

How to submit PBN references step by step

PBNs are submitted through Irish Revenue’s PBN service, either directly through the Revenue online environment or through compatible customs software and integrations. The screen flow can vary by provider, but the operational sequence is consistent.

1. Create the PBN for the correct crossing

Start a new PBN and enter the details for the intended RoRo journey. Check the direction of travel, port, ferry operator and booking information. A PBN for a different sailing or a different vehicle is not a minor discrepancy. It can prevent the port and Revenue systems from matching the notification to the actual movement.

Enter the registration details requested for the accompanied vehicle or the relevant trailer details for unaccompanied freight. If plans change after the notification is created, update the PBN rather than assuming the old information will follow the freight automatically.

2. Add every applicable customs reference

Select the declaration type required for the goods and enter the corresponding MRN carefully. Add all relevant MRNs where a vehicle carries more than one consignment or customs declaration.

The PBN needs to represent the actual goods crossing on that sailing. Do not add an MRN simply because it belongs to the same importer or supplier. Equally, do not omit an MRN because the shipment is small or low value. Customs obligations are determined by the movement and procedure, not by how straightforward the delivery appears.

3. Validate the details before submission

Before submitting, review the key fields as an operational handover: ferry booking, registration or trailer information, declaration types and MRNs. Check that the person responsible for the customs entry has not amended or cancelled the underlying declaration since the reference was supplied.

This is a useful point to check the timing as well. A PBN should be completed in time for ferry check-in and in line with the carrier’s operational cut-offs. Waiting until a driver is at the terminal leaves little room to resolve a rejected reference, a missing ENS or a changed booking.

4. Submit and retain the PBN confirmation

Once submitted, retain the PBN identifier and confirmation in your transport file. Make sure the driver, transport planner or ferry operator has the information they need for check-in, according to your agreed process.

The driver should not be expected to diagnose a customs data issue at the port. Their role is to present the vehicle and follow the routing instruction. The customs and operations teams need a clear escalation route if a reference fails validation or the vehicle is selected for further intervention.

Check the routing message after submission

Submitting a PBN is not always the final action. Revenue may issue a routing instruction that determines what happens on arrival. A vehicle may be permitted to proceed, or it may need to report to customs for documentary or physical checks.

Monitor this status and communicate it to the people managing the load. If the goods are routed for inspection, factor that into delivery expectations and site planning. Trying to bypass or ignore a customs routing instruction creates a far greater problem than a short operational delay.

For high-frequency movements, make routing status part of the normal transport workflow. It should sit alongside checking the booking, driver availability, collection time and delivery slot.

Common PBN mistakes that cause delays

Most PBN failures come down to data ownership and timing rather than complex customs law. The recurring issues are using an MRN from the wrong shipment, failing to include all groupage consignments, entering a reference before the declaration is accepted, or creating the PBN against a changed ferry booking.

Another common issue is assuming one party has completed a task because they supplied information. A customs agent may submit an import declaration, while the haulier is still responsible for linking its MRN to the PBN. Make the handover explicit: who sends the MRN, who creates the PBN, who checks the status, and who contacts Revenue or the declarant if a problem arises.

It also depends on the route. Movements from Ireland to Great Britain may involve UK processes such as GVMS and Safety and Security GB requirements, while movements into Ireland require the Irish PBN process where applicable. One system does not replace the other. Confirm the requirements for the direction of travel and the goods before dispatch.

Build PBN submission into your daily process

The best approach is to treat PBN references as a controlled transport step, not an emergency port task. Keep a standard data handover between sales, warehouse, customs and transport teams. It should identify the consignment, customs procedure, MRN, ferry booking, vehicle or trailer and planned sailing.

For businesses processing declarations in-house, software that connects customs and transport information can reduce rekeying and provide a clearer audit trail. For teams with limited internal customs resource, an agency or hybrid model can provide the practical backup needed when exceptions arise. Custran supports both approaches, helping businesses process customs declarations in-house while retaining access to experienced customs support.

A correctly submitted PBN does not remove every border check, but it gives the journey its proper customs foundation. When references are validated early and ownership is clear, the port becomes a planned part of the movement rather than the place where missing information is discovered.