Computer Generated Solutions
/
940 Warehouse Shipping Order
  • Specification
  • EDI Inspector
Stedi maintains this guide based on public documentation from Computer Generated Solutions. Contact Computer Generated Solutions for official EDI specifications. To report any errors in this guide, please contact us.
Go to Stedi Network
Computer Generated Solutions logo

X12 940 940 Warehouse Shipping Order

X12 Release 4010

This Draft Standard for Trial Use contains the format and establishes the data contents of the Warehouse Shipping Order Transaction Set (940) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to enable the depositor to advise a warehouse to make a shipment, confirm a shipment, or modify or cancel a previously transmitted shipping order.

Delimiters
  • ~ Segment
  • * Element
  • > Component
EDI samples
  • Sample Transmission Data (B2B open size order w/ cross-dock)
View the latest version of this implementation guide as an interactive webpage
https://www.stedi.com/app/guides/view/computer-generated-solutions/940-warehouse-shipping-order/01HJP37H591PS3CBCHKZWYBZ1X
Powered by
Build EDI implementation guides at stedi.com
Overview
ISA
-
Interchange Control Header
Max use 1
Required
GS
-
Functional Group Header
Max use 1
Required
heading
ST
010
Transaction Set Header
Max use 1
Required
W05
020
Shipping Order Identification
Max use 1
Required
0100 Loop Bill-to-Party, Ship From, and Mark-for-Party
0100 Loop Ship To
N9
090
Reference Identification
Max use 10
Required
G62
110
Date/Time
Max use 10
Required
NTE
120
Note/Special Instruction
Max use 1
Optional
W66
140
Warehouse Carrier Information
Max use 1
Required
R2
153
Route Information
Max use 13
Optional
GE
-
Functional Group Trailer
Max use 1
Required
IEA
-
Interchange Control Trailer
Max use 1
Required
ISA

Interchange Control Header

RequiredMax use 1

To start and identify an interchange of zero or more functional groups and interchange-related control segments

Example
ISA-01
I01
Authorization Information Qualifier
Required
Identifier (ID)

Code to identify the type of information in the Authorization Information

00
No Authorization Information Present (No Meaningful Information in I02)
ISA-02
I02
Authorization Information
Required
String (AN)
Min 10Max 10

Information used for additional identification or authorization of the interchange sender or the data in the interchange; the type of information is set by the Authorization Information Qualifier (I01)

ISA-03
I03
Security Information Qualifier
Required
Identifier (ID)

Code to identify the type of information in the Security Information

00
No Security Information Present (No Meaningful Information in I04)
ISA-04
I04
Security Information
Required
String (AN)
Min 10Max 10

This is used for identifying the security information about the interchange sender or the data in the interchange; the type of information is set by the Security Information Qualifier (I03)

ISA-05
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-06
I06
Interchange Sender ID
Required
String (AN)
Min 15Max 15

Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element

ISA-07
I05
Interchange ID Qualifier
Required
Identifier (ID)
Min 2Max 2

Qualifier to designate the system/method of code structure used to designate the sender or receiver ID element being qualified

Codes
ISA-08
I07
Interchange Receiver ID
Required
String (AN)
Min 15Max 15

Identification code published by the receiver of the data; When sending, it is used by the sender as their sending ID, thus other parties sending to them will use this as a receiving ID to route data to them

ISA-09
I08
Interchange Date
Required
Date (DT)
YYMMDD format

Date of the interchange

ISA-10
I09
Interchange Time
Required
Time (TM)
HHMM format

Time of the interchange

ISA-11
I10
Interchange Control Standards Identifier
Required
Identifier (ID)

Code to identify the agency responsible for the control standard used by the message that is enclosed by the interchange header and trailer

U
U.S. EDI Community of ASC X12, TDCC, and UCS
ISA-12
I11
Interchange Control Version Number
Required
Identifier (ID)

This version number covers the interchange control segments

00401
Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1997
ISA-13
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

ISA-14
I13
Acknowledgment Requested
Required
Identifier (ID)
Min 1Max 1

Code sent by the sender to request an interchange acknowledgment (TA1)

0
No Acknowledgment Requested
1
Interchange Acknowledgment Requested
ISA-15
I14
Usage Indicator
Required
Identifier (ID)
Min 1Max 1

Code to indicate whether data enclosed by this interchange envelope is test, production or information

I
Information
P
Production Data
T
Test Data
ISA-16
I15
Component Element Separator
Required
String (AN)
Min 1Max 1

Type is not applicable; the component element separator is a delimiter and not a data element; this field provides the delimiter used to separate component data elements within a composite data structure; this value must be different than the data element separator and the segment terminator

>
Component Element Separator

Functional Group Header

RequiredMax use 1

To indicate the beginning of a functional group and to provide control information

Example
GS-01
479
Functional Identifier Code
Required
Identifier (ID)

Code identifying a group of application related transaction sets

OW
Warehouse Shipping Order (940)
GS-02
142
Application Sender's Code
Required
String (AN)
Min 2Max 15

Code identifying party sending transmission; codes agreed to by trading partners

GS-03
124
Application Receiver's Code
Required
String (AN)
Min 2Max 15

Code identifying party receiving transmission. Codes agreed to by trading partners

Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

Required
Time (TM)
HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

GS-06
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

GS-07
455
Responsible Agency Code
Required
Identifier (ID)
Min 1Max 2

Code used in conjunction with Data Element 480 to identify the issuer of the standard

T
Transportation Data Coordinating Committee (TDCC)
X
Accredited Standards Committee X12
GS-08
480
Version / Release / Industry Identifier Code
Required
String (AN)

Code indicating the version, release, subrelease, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and subrelease, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed

004010
Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997

Heading

ST
010
Heading > ST

Transaction Set Header

RequiredMax use 1

To indicate the start of a transaction set and to assign a control number

Example
ST-01
143
Transaction Set Identifier Code
Required
Identifier (ID)

Code uniquely identifying a Transaction Set

  • The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).
940
Warehouse Shipping Order
ST-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

W05
020
Heading > W05

Shipping Order Identification

RequiredMax use 1

To transmit identifying numbers and other basic data for this transaction set

Example
W05-01
473
Order Status Code
Required
Identifier (ID)

Code identifying purpose of transaction set

N
Original
W05-02
285
Depositor Order Number
Required
String (AN)
Min 1Max 22

Identifying number for warehouse shipping order assigned by the depositor

Usage notes

Seller’s Assigned Order Number

W05-03
324
Purchase Order Number
Required
String (AN)
Min 1Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser

Usage notes

Retailer’s Original Purchase Order Number

W05-04
472
Link Sequence Number
Required
Numeric (N0)
Min 6Max 6

A two-part number in the form "SSSTTT" where "SSS" is a sequentially assigned number and "TTT" equals the highest sequential number being used within the associated (linked) group (Leading zeros are required for both "SSS" and "TTT")

Usage notes

Not used, hard coded to ‘111111’ to satisfy standard requirements.

W05-05
474
Master Reference (Link) Number
Required
String (AN)
Min 1Max 22

Reference number assigned by the sender to relate a transaction set to a master transaction (When associating a group of purchase orders, invoices or other transaction sets, use the master reference (link) number to identify the group and the link sequence number to identify individual transaction sets within the group)

Usage notes

Seller’s Assigned Pick Ticket Number

W05-06
640
Transaction Type Code
Optional
Identifier (ID)

Code specifying the type of transaction

WO
Work Order
0100 Loop Bill-to-Party, Ship From, and Mark-for-Party
OptionalMax >1
Variants (all may be used)
0100 Loop Ship To
N1
040
Heading > 0100 Loop Bill-to-Party, Ship From, and Mark-for-Party > N1

Name

RequiredMax use 1

To identify a party by type of organization, name, and code

Usage notes

At least 1 N1 segment/loop will be sent per transaction set to denote the ship to location (N101 = ‘ST’).

For B2C orders: A 2nd N1 segment (N101 = ‘BT’) can also be sent to denote the bill-to party for printing purposes.

For B2b/retail orders: If the shipment is a cross dock (i.e. ship to one location but mark for a different location) then an additional N1 segment (N101 = ‘Z7’) will be sent to denote the mark for location. An additional N1 segment (N101 = ‘SF’) can be transmitted for display purposes on printed material and for possible differentiation between divisions.

Example
At least one of Name (N1-02) or Identification Code Qualifier (N1-03) is required
If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
N1-01
98
Entity Identifier Code
Required
Identifier (ID)

Code identifying an organizational entity, a physical location, property or an individual

BT
Bill-to-Party
SF
Ship From
Z7
Mark-for Party
Optional
String (AN)
Min 1Max 60

Free-form name

N1-03
66
Identification Code Qualifier
Optional
Identifier (ID)

Code designating the system/method of code structure used for Identification Code (67)

91
Assigned by Seller or Seller's Agent
92
Assigned by Buyer or Buyer's Agent
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

Code identifying a party or other code

  • This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Usage notes

This is the location code as defined by N101. The source of the code is defined by N103. For N101 = ’Z7’ & N101 = ‘ST’, N103 will normally equal ‘92’. If N101 = ‘SF’, N103 & N104 are optional.

THE VALUE TRANSMITTED IN THIS FIELD MUST BE SENT BACK ON THE 945

N2
050
Heading > 0100 Loop Bill-to-Party, Ship From, and Mark-for-Party > N2

Additional Name Information

OptionalMax use 2

To specify additional names or those longer than 35 characters in length

Usage notes

This segment will be used to transmit the additional location codes and (if applicable) names to be used for printed material (labels, forms, packing slips, etc) for the location identified in the parent N1 segment.

Example
Required
String (AN)
Min 1Max 60

Free-form name

Usage notes

This is the location code to be printed on related documentation as defined by N101.

THE VALUE TRANSMITTED IN THIS FIELD IS NOT REQUIRED
BACK…NOR WILL THIS SEGMENT BE USED IF THE N101=’SF’.

Optional
String (AN)
Min 1Max 60

Free-form name

Usage notes

This field is used to pass secondary or additional name values (usually referred to as DBA names) for the location qualified in N101 of the parent N1 segment.

N3
060
Heading > 0100 Loop Bill-to-Party, Ship From, and Mark-for-Party > N3

Address Information

OptionalMax use 2

To specify the location of the named party

Usage notes

Address information will be sent primarily for printing purposes but can also be used to update your customer’s location reference tables as needed in relation to the codes transmitted in the corresponding N104 element.

Up-to 4 address lines (2 sets of N301 and N302) can be sent per 940.

Example
N3-01
166
Address Information
Required
String (AN)
Min 1Max 55

Address information

N3-02
166
Address Information
Optional
String (AN)
Min 1Max 55

Address information

N4
070
Heading > 0100 Loop Bill-to-Party, Ship From, and Mark-for-Party > N4

Geographic Location

OptionalMax use 1

To specify the geographic place of the named party

Usage notes

City, State, Zip & Country will be sent primarily for printing purposes but can also be used to update your customer’s location reference tables as needed in relation to the codes transmitted in the corresponding N104 element.

Example
N4-01
19
City Name
Required
String (AN)
Min 2Max 30

Free-form text for city name

  • A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
N4-02
156
State or Province Code
Required
Identifier (ID)
Min 2Max 2

Code (Standard State/Province) as defined by appropriate government agency

  • N402 is required only if city name (N401) is in the U.S. or Canada.
N4-03
116
Postal Code
Required
Identifier (ID)
Min 3Max 15

Code defining international postal zone code excluding punctuation and blanks (zip code for United States)

N4-04
26
Country Code
Optional
Identifier (ID)
Min 2Max 3

Code identifying the country

PER
080
Heading > 0100 Loop Bill-to-Party, Ship From, and Mark-for-Party > PER

Administrative Communications Contact

OptionalMax use 5

To identify a person or office to whom administrative communications should be directed

Usage notes

When possible CGS will transmit the information about the primary contact of each location specified in the corresponding N1 segment. PER03/04 will always be populated if the PER segment is sent. In situations where both phone and email are available PER05/06 will also be sent.

Example
If either Communication Number Qualifier (PER-05) or Communication Number (PER-06) is present, then the other is required
PER-01
366
Contact Function Code
Required
Identifier (ID)

Code identifying the major duty or responsibility of the person or group named

CN
General Contact
PER-03
365
Communication Number Qualifier
Required
Identifier (ID)

Code identifying the type of communication number

EM
Electronic Mail
TE
Telephone
PER-04
364
Communication Number
Required
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

PER-05
365
Communication Number Qualifier
Optional
Identifier (ID)

Code identifying the type of communication number

EM
Electronic Mail
TE
Telephone
PER-06
364
Communication Number
Optional
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

0100 Loop Bill-to-Party, Ship From, and Mark-for-Party end
0100 Loop Ship To
RequiredMax 1
N1
040
Heading > 0100 Loop Ship To > N1

Name

RequiredMax use 1

To identify a party by type of organization, name, and code

Usage notes

At least 1 N1 segment/loop will be sent per transaction set to denote the ship to location (N101 = ‘ST’).

For B2C orders: A 2nd N1 segment (N101 = ‘BT’) can also be sent to denote the bill-to party for printing purposes.

For B2b/retail orders: If the shipment is a cross dock (i.e. ship to one location but mark for a different location) then an additional N1 segment (N101 = ‘Z7’) will be sent to denote the mark for location. An additional N1 segment (N101 = ‘SF’) can be transmitted for display purposes on printed material and for possible differentiation between divisions.

Example
At least one of Name (N1-02) or Identification Code Qualifier (N1-03) is required
If either Identification Code Qualifier (N1-03) or Identification Code (N1-04) is present, then the other is required
N1-01
98
Entity Identifier Code
Required
Identifier (ID)

Code identifying an organizational entity, a physical location, property or an individual

ST
Ship To
Optional
String (AN)
Min 1Max 60

Free-form name

N1-03
66
Identification Code Qualifier
Optional
Identifier (ID)

Code designating the system/method of code structure used for Identification Code (67)

91
Assigned by Seller or Seller's Agent
92
Assigned by Buyer or Buyer's Agent
N1-04
67
Identification Code
Optional
String (AN)
Min 2Max 80

Code identifying a party or other code

  • This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.
Usage notes

This is the location code as defined by N101. The source of the code is defined by N103. For N101 = ’Z7’ & N101 = ‘ST’, N103 will normally equal ‘92’.

THE VALUE TRANSMITTED IN THIS FIELD MUST BE SENT BACK ON THE 945

N2
050
Heading > 0100 Loop Ship To > N2

Additional Name Information

OptionalMax use 2

To specify additional names or those longer than 35 characters in length

Usage notes

This segment will be used to transmit the additional location codes and (if applicable) names to be used for printed material (labels, forms, packing slips, etc) for the location identified in the parent N1 segment.

Example
Required
String (AN)
Min 1Max 60

Free-form name

Usage notes

This is the location code to be printed on related documentation as defined by N101.

THE VALUE TRANSMITTED IN THIS FIELD IS NOT REQUIRED
BACK…NOR WILL THIS SEGMENT BE USED IF THE N101=’SF’.

Optional
String (AN)
Min 1Max 60

Free-form name

Usage notes

This field is used to pass secondary or additional name values (usually referred to as DBA names) for the location qualified in N101 of the parent N1 segment.

N3
060
Heading > 0100 Loop Ship To > N3

Address Information

RequiredMax use 2

To specify the location of the named party

Usage notes

Address information will be sent primarily for printing purposes but can also be used to update your customer’s location reference tables as needed in relation to the codes transmitted in the corresponding N104 element.

Up-to 4 address lines (2 sets of N301 and N302) can be sent per 940.

Example
N3-01
166
Address Information
Required
String (AN)
Min 1Max 55

Address information

N3-02
166
Address Information
Optional
String (AN)
Min 1Max 55

Address information

N4
070
Heading > 0100 Loop Ship To > N4

Geographic Location

RequiredMax use 1

To specify the geographic place of the named party

Usage notes

City, State, Zip & Country will be sent primarily for printing purposes but can also be used to update your customer’s location reference tables as needed in relation to the codes transmitted in the corresponding N104 element.

Example
N4-01
19
City Name
Required
String (AN)
Min 2Max 30

Free-form text for city name

  • A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
N4-02
156
State or Province Code
Required
Identifier (ID)
Min 2Max 2

Code (Standard State/Province) as defined by appropriate government agency

  • N402 is required only if city name (N401) is in the U.S. or Canada.
N4-03
116
Postal Code
Required
Identifier (ID)
Min 3Max 15

Code defining international postal zone code excluding punctuation and blanks (zip code for United States)

N4-04
26
Country Code
Optional
Identifier (ID)
Min 2Max 3

Code identifying the country

PER
080
Heading > 0100 Loop Ship To > PER

Administrative Communications Contact

OptionalMax use 5

To identify a person or office to whom administrative communications should be directed

Usage notes

When possible CGS will transmit the information about the primary contact of each location specified in the corresponding N1 segment. PER03/04 will always be populated if the PER segment is sent. In situations where both phone and email are available PER05/06 will also be sent.

Example
If either Communication Number Qualifier (PER-05) or Communication Number (PER-06) is present, then the other is required
PER-01
366
Contact Function Code
Required
Identifier (ID)

Code identifying the major duty or responsibility of the person or group named

CN
General Contact
PER-03
365
Communication Number Qualifier
Required
Identifier (ID)

Code identifying the type of communication number

EM
Electronic Mail
TE
Telephone
PER-04
364
Communication Number
Required
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

PER-05
365
Communication Number Qualifier
Optional
Identifier (ID)

Code identifying the type of communication number

EM
Electronic Mail
TE
Telephone
PER-06
364
Communication Number
Optional
String (AN)
Min 1Max 80

Complete communications number including country or area code when applicable

0100 Loop Ship To end
N9
090
Heading > N9

Reference Identification

RequiredMax use 10

To transmit identifying information as specified by the Reference Identification Qualifier

Usage notes

Reference numbers will be transmitted based on previous agreements between seller and shipping facility. Items transmitted must be utilized either in print or as part of picking/shipping process. BC Customer Number will always be sent.

Example
N9-01
128
Reference Identification Qualifier
Required
Identifier (ID)

Code qualifying the Reference Identification

3P
3
CU
BC Customer Number
DP
Department Number
DV
Division Number
IA
Supplier Number
OT
BC Order Type
SC
Shipper/Carrier/Service Code
TM
Order Terms (Sender)
TR
Shipment Terms Code (Sender)
UD1
User Defined 1
UD2
User Defined 2
UD3
User Defined 3
VAT
VAT Number
WV
Dealer Identification
rd
Party Account Number
N9-02
127
Reference Identification
Required
String (AN)
Min 1Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Usage notes

When N901=TM, the value sent in this element will be the BC terms code, the BC terms description will then be sent in the N903 element.

N9-03
369
Free-form Description
Optional
String (AN)
Min 1Max 45

Free-form descriptive text

Usage notes

Department Description if N901=’DP’, Terms Description if N901=’TM’.

G62
110
Heading > G62

Date/Time

RequiredMax use 10

To specify pertinent dates and times

Usage notes

Up to 4 G62 segments can be sent to denote original PO date, requested ship date, cancel after date and/or must arrive by date. At least one G62 segment will always be sent.

NOTE: Time can also be sent if available (currently only when G6201 = ‘04’). If time is sent then G6203, G6204 and G6205 will all be sent.

Example
If either Time Qualifier (G62-03) or Time (G62-04) is present, then the other is required
G62-01
432
Date Qualifier
Required
Identifier (ID)

Code specifying type of date

01
Cancel After This Date
04
Original PO date
10
Requested Ship Date/Pick-up Date
67
Must Arrive By Date
Required
Date (DT)
CCYYMMDD format

Date expressed as CCYYMMDD

G62-03
176
Time Qualifier
Optional
Identifier (ID)

Code specifying the reported time

Q
Ordered
Optional
Time (TM)
HHMM, HHMMSS, HHMMSSD, or HHMMSSDD format

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

G62-05
623
Time Code
Optional
Identifier (ID)

Code identifying the time. In accordance with International Standards Organization standard 8601, time can be specified by a + or - and an indication in hours in relation to Universal Time Coordinate (UTC) time; since + is a restricted character, + and - are substituted by P and M in the codes that follow

CS
Central Standard Time
ES
Eastern Standard Time
LT
Local Time
MS
Mountain Standard Time
PS
Pacific Standard Time
NTE
120
Heading > NTE

Note/Special Instruction

OptionalMax use >1

To transmit information in a free-form format, if necessary, for comment or special instruction

Usage notes

This segment will be used to transmit various notes/messages/codes from the seller to the 3PL (based on the qualifier in NTE01). Information transmitted must be followed and may need to be printed.

**GIFT MESSAGES: For gift messages, the NTE01 will be ‘GFT’. **

**EDI DATA WARHOUSE:
For instances where extended EDI Data Warehouse functionality is required, NTE01 will be ‘EDI’…multiple NTE segments can be sent with NTE01 = ‘EDI’
When NTE01=’EDI’ the NTE02 value will be formatted as follows:
{segment}.{element}.{qualifier}.{value} (examples: PO1.07.CB.840081X4,
REF.02.DP.0138, DTM.02.011.20130114, TD5.05..UPSN_NG}
**

Example
NTE-01
363
Note Reference Code
Required
Identifier (ID)

Code identifying the functional area or purpose for which the note applies

AMT
Merchandise Amount
BOL
Bill of Lading Number
BOS
BC Order Source
BWV
BC Wave Number
CAC
Relationship Information (DBA Name)
CAT
Catalog
CUR
Currency Code
CUS
Customer Type
DEL
Shipping/Routing
EDI
EDI Data Warehouse
GFT
Gift Message
LOI
Load ID
MBO
Manifest (Master Bill of Lading)
MRT
EDI PO Type
OS
PDN
Promotion /Deal Number
PHC
Ship Mod
PKG
Packaging
PRO
Carrier PRO Number
REF
Secondary PO/Reference Number
SPH
Special Handling
SPS
BC SPS Billing Code
STT
Store Type (Sender)
TC
TC Number
WHI
Warehouse Instructions
ZZZ
Mutually Defined Reference Number
NTE-02
352
Description
Required
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

W66
140
Heading > W66

Warehouse Carrier Information

RequiredMax use 1

To specify transportation instructions relating to shipment

Usage notes

This segment will be used to transmit the requested ship method and/or the specific shipper to be used when shipping items from this transaction. W6601 & W6602 will always be transmitted. W6603 will not be transmitted if W6602 = ‘T’.

The shipment payment method will be transmitted to alert qualified shipping facilities to which party will pay for freight charges.

Example
W66-01
146
Shipment Method of Payment
Required
Identifier (ID)

Code identifying payment terms for transportation charges

3P
Third Party
CC
Collect
PP
Prepaid (by Seller)
W66-02
91
Transportation Method/Type Code
Required
Identifier (ID)

Code specifying the method or type of transportation for the shipment

A
Air
AE
Air Express
CE
Customer Pickup
D
Parcel Post
E
Expedited Truck
LT
Less Than Trailer Load (LTL)
M
Motor
R
Rail
S
Ocean
T
Best Way (Shipping facility Option)
U
Private Parcel Service
W66-05
387
Routing
Optional
String (AN)
Min 1Max 35

Free-form description of the routing or requested routing for shipment, or the originating carrier's identity

W66-10
140
Standard Carrier Alpha Code
Optional
Identifier (ID)
Min 2Max 4

Standard Carrier Alpha Code

R2
153
Heading > R2

Route Information

OptionalMax use 13

To specify carrier and routing sequences and details

Usage notes

This segment will be used to transmit additional routing (sequence) information. If the order is to be shipped in stages then one R2 will be transmitted for each additional router beyond the first (identified in the W66 segment).

R202 will start at a value of ‘1’ for the 1st additional router and increment by 1 for each additional router.

FOR FUTURE USE

Example
R2-01
140
Standard Carrier Alpha Code
Required
Identifier (ID)
Min 2Max 4

Standard Carrier Alpha Code

R2-02
133
Routing Sequence Code
Required
Identifier (ID)
Min 1Max 2

Code describing the relationship of a carrier to a specific shipment movement

R2-06
91
Transportation Method/Type Code
Required
Identifier (ID)

Code specifying the method or type of transportation for the shipment

A
Air
AE
Air Express
CE
Customer Pickup
D
Parcel Post
E
Expedited Truck
LT
Less Than Trailer Load (LTL)
M
Motor
R
Rail
S
Ocean
T
Best Way (Shipping facility Option)
U
Private Parcel Service
R2-13
742
Route Description
Optional
String (AN)
Min 1Max 35

Point to point routing description

Heading end

Detail

0300 Loop
RequiredMax >1
LX
005
Detail > 0300 Loop > LX

Assigned Number

RequiredMax use 1

To reference a line number in a transaction set

Usage notes

There will be 1 LX loop (used to report the ‘bulk’ breakdown of the entire shipping order) or multiple LX loops (used to report the required content of each container/carton of the order to be shipped). What is actually received will be based on agreements between the shipping facility and seller.

The value of LX01 will start at 1 for each transaction set and then increment by 1 for each container (if any).

Example
LX-01
554
Assigned Number
Required
Numeric (N0)
Min 1Max 6

Number assigned for differentiation within a transaction set

0310 Loop
RequiredMax >1
W01
020
Detail > 0300 Loop > 0310 Loop > W01

Line Item Detail - Warehouse

RequiredMax use 1

To transmit basic and most frequent shipment-related line-item data elements

Usage notes

The seller’s style number and UPC will always be transmitted. If the W01 segment refers to either a prepack or a component of a prepack then the W0115/W0116 elements will be used to indicate whether the current W01 line is the prepack or a component of that prepack.

Example
If either Product/Service ID Qualifier (W01-15) or Product/Service ID (W01-16) is present, then the other is required
W01-01
330
Quantity Ordered
Required
Decimal number (R)
Min 1Max 15

Quantity ordered

Usage notes

This is the quantity to be shipped as determined by the seller.

*For prepacks (W0116=’PPK’, the quantity is in eaches!!! To determine the number of prepacks you must divide this quantity by the sum of the units of the components (W0116=’SLN’).

W01180EAUP737411419038VNM11M9200Q***VUPPK~
W01*2
EAUP737411479045VNM11M9200Q***VUSLN~
W01*4
EAUP737411479097VNM11M9200Q***VUSLN~
W01*6
EAUP737411479114VNM11M9200Q***VUSLN~
W01*4
EAUP737411479128VNM11M9200Q***VUSLN~
W01*2
EAUP737411479136VNM11M9200Q****VUSLN~

The number of prepacks = 180 / (2+4+6+4+2) = 10

W01-02
355
Unit or Basis for Measurement Code
Required
Identifier (ID)

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

EA
Each
W01-04
235
Product/Service ID Qualifier
Required
Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

EN
European Article Number (EAN) (2-5-5-1)
UP
U.P.C. Consumer Package Code (1-5-5-1)
W01-05
234
Product/Service ID
Required
String (AN)
Min 1Max 48

Identifying number for a product or service

Usage notes

Universal Product Code (UPC) or EAN Code

W01-06
235
Product/Service ID Qualifier
Required
Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

VN
Seller’s Style Number
W01-07
234
Product/Service ID
Required
String (AN)
Min 1Max 48

Identifying number for a product or service

W01-15
235
Product/Service ID Qualifier
Optional
Identifier (ID)

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

VU
Vendor's Basic Unit Number
W01-16
234
Product/Service ID
Optional
String (AN)
Min 1Max 48

Identifying number for a product or service

Usage notes

‘SLN’ (means this W01 is a component of a prepack)
‘PPK’ (means this W01 is a prepack…components W01 to follow)
‘OPN’ (means this W01 is a open size/stock…is not a prepack or a component of a prepack)

G69
030
Detail > 0300 Loop > 0310 Loop > G69

Line Item Detail - Description

OptionalMax use 5

To describe an item in free-form format

Usage notes

Used to transmit the item description, color code and size code. If this segment is used then there will always be 3 segments transmitted.

The 1st G69 segment will contain the product description.
The 2nd G69 segment will contain the size description.
The 3rd G69 segment will contain the color code.
The 4th G69 segment will contain the color name.

Example
G69-01
369
Free-form Description
Required
String (AN)
Min 1Max 45

Free-form descriptive text

Usage notes

Product description (1st occurrence)
Size description (2nd occurrence)
Color code (3rd occurrence)
Color name (4th occurrence)

N9
040
Detail > 0300 Loop > 0310 Loop > N9

Reference Identification

OptionalMax use 200

To transmit identifying information as specified by the Reference Identification Qualifier

Usage notes

This segment will be used to transmit additional item information.

*NOTE: If label code is transmitted in the 940 it MUST be sent back in the 945.

Example
N9-01
128
Reference Identification Qualifier
Required
Identifier (ID)

Code qualifying the Reference Identification

79
BC Price
AQ
BC Assortment Quantity
AS
BC Assortment Number
AX
BC Auxiliary SKU
BM
NRF Color Code
CB
Buyer’s SKU
DM
BC Dimension Code
EN
EAN Number
GF
BC Gift Box Style
LB
BC Label Code
PI
BC Net Price
PV
BC order line number
SB
BC Size Bucket
SM
NRF Size Code
SR
BC Size Range
SZ
BC Size Code
VC
BC Color Code
N9-02
127
Reference Identification
Optional
String (AN)
Min 1Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

N9
040
Detail > 0300 Loop > 0310 Loop > N9

Reference Identification Special Charge or Allowance Code

OptionalMax use 1

To transmit identifying information as specified by the Reference Identification Qualifier

Usage notes

This segment will be used to transmit charges information related to the item represented in the parent W01 element.

*NOTE: LIMITED USE: This occurrence of the N9 segment is for restricted/limited use. Do NOT use unless otherwise instructed to do so by the originator of this transaction!

Example
Variants (all may be used)
N9Reference Identification
N9-01
128
Reference Identification Qualifier
Required
Identifier (ID)

Code qualifying the Reference Identification

22
Special Charge or Allowance Code
N9-02
127
Reference Identification
Required
String (AN)
Min 1Max 30

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Usage notes

BC Charge Type Code

N9-03
369
Free-form Description
Required
String (AN)
Min 1Max 45

Free-form descriptive text

Usage notes

BC Charge Amount (Numeric value)

NTE
045
Detail > 0300 Loop > 0310 Loop > NTE

Note/Special Instruction

OptionalMax use >1

To transmit information in a free-form format, if necessary, for comment or special instruction

Usage notes

This segment will be used to transmit various notes/messages from the seller to the 3PL (based on the qualifier in NTE01). Information transmitted must be followed and may need to be printed.

**EDI DATA WARHOUSE:
For instances where extended EDI Data Warehouse functionality is required, NTE01 will be ‘EDI’…multiple NTE segments can be sent with NTE01 = ‘EDI’.

When NTE01=’EDI’ the NTE02 value will be formatted as follows:
{segment}.{element}.{qualifier}.{value} (examples: PO1.07.CB.840081X4,
REF.02.DP.0138, DTM.02.011.20130114, TD5.05..UPSN_NG}
**

Example
NTE-01
363
Note Reference Code
Required
Identifier (ID)

Code identifying the functional area or purpose for which the note applies

CAT
Catalog
DEL
Shipping/Routing
EDI
EDI Data Warehouse
GFT
Gift Message
PKG
Packaging
SPH
Special Handling
WHI
Warehouse Instructions
NTE-02
352
Description
Required
String (AN)
Min 1Max 80

A free-form description to clarify the related data elements and their content

W20
050
Detail > 0300 Loop > 0310 Loop > W20

Line-Item Detail - Miscellaneous

OptionalMax use 3

To specify packing details of the items shipped

Usage notes

This segment will be sent specify packing details of the items shipped.

Example
If either Size (W20-02) or Unit or Basis for Measurement Code (W20-03) is present, then the other is required
Optional
Numeric (N0)
Min 1Max 6

The number of inner containers, or number of eaches if there are no inner containers, per outer container

Optional
Decimal number (R)
Min 1Max 8

Size of supplier units in pack

W20-03
355
Unit or Basis for Measurement Code
Optional
Identifier (ID)

Code specifying the units in which a value is being expressed, or manner in which a measurement has been taken

EA
Each
UN
Unit
QTY
070
Detail > 0300 Loop > 0310 Loop > QTY

Quantity

OptionalMax use 10

To specify quantity information

Usage notes

This segment will be sent to denote the number of gift boxes to apply to the current W01 detail line item. The actual gift box style/type code will be transmitted in the parent W01 segment (in element W0116).

Example
QTY-01
673
Quantity Qualifier
Required
Identifier (ID)

Code specifying the type of quantity

QU
Quantity of gift boxes
QTY-02
380
Quantity
Required
Decimal number (R)
Min 1Max 15

Numeric value of quantity

Usage notes

The number of gift boxes to use for the current order detail line.

AMT
080
Detail > 0300 Loop > 0310 Loop > AMT

Monetary Amount

OptionalMax use >1

To indicate the total monetary amount

Usage notes

The qualifier used in element AMT01 is not part of the X12 version 4010
standards. If this will cause a problem for your system please contact the seller immediately.

Example
AMT-01
522
Amount Qualifier Code
Required
Identifier (ID)

Code to qualify amount

8P
Retail Price
NP
Net to Pay Total
AMT-02
782
Monetary Amount
Required
Decimal number (R)
Min 1Max 15

Monetary amount

Usage notes

The price is sent with a decimal point only when needed, e.g., $15.95 would be sent as "15.95", and $29.00 would be sent as "29".

0310 Loop end
0300 Loop end
Detail end

Summary

W76
010
Summary > W76

Total Shipping Order

RequiredMax use 1

To specify summary details of total items shipped in terms of quantity, weight, and volume

Usage notes

Total stock keeping units to be shipped. If the order contains prepacks then each prepack (case) will be considered to be one stock keeping unit.

Example
W76-01
330
Quantity Ordered
Required
Decimal number (R)
Min 1Max 15

Quantity ordered

  • Quantity ordered (W7601) is a hash total and the unit of measure is not required.
SE
020
Summary > SE

Transaction Set Trailer

RequiredMax use 1

To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)

Example
SE-01
96
Number of Included Segments
Required
Numeric (N0)
Min 1Max 10

Total number of segments included in a transaction set including ST and SE segments

SE-02
329
Transaction Set Control Number
Required
Numeric (N)
Min 4Max 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set

Summary end

Functional Group Trailer

RequiredMax use 1

To indicate the end of a functional group and to provide control information

Example
GE-01
97
Number of Transaction Sets Included
Required
Numeric (N0)
Min 1Max 6

Total number of transaction sets included in the functional group or interchange (transmission) group terminated by the trailer containing this data element

GE-02
28
Group Control Number
Required
Numeric (N0)
Min 1Max 9

Assigned number originated and maintained by the sender

Interchange Control Trailer

RequiredMax use 1

To define the end of an interchange of zero or more functional groups and interchange-related control segments

Example
IEA-01
I16
Number of Included Functional Groups
Required
Numeric (N0)
Min 1Max 5

A count of the number of functional groups included in an interchange

IEA-02
I12
Interchange Control Number
Required
Numeric (N0)
Min 9Max 9

A control number assigned by the interchange sender

EDI Samples

Sample Transmission Data (B2B open size order w/ cross-dock)

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231207*0354*U*00401*000000001*0*T*>~
GS*OW*SENDERGS*RECEIVERGS*20231207*035448*000000001*X*004010~
ST*940*1234~
W05*N*100012*P5152041-02*111111*91003~
N1*ST*WALMART WHSE # 0008*92*0078742000008~
N2*00008*WAL-MART MEGA DC 8~
N3*234 LINCOLN BLVD*DOCK B~
N4*JOHNSON CITY*NM*85830~
N1*Z7*WALMART STORE # 023*92*0078742000023~
N2*00023*WAL-MART LONG ISLAND FM~
N3*31610 ROUTE 110~
N4*FARMINGDALE*NY*11831~
N1*SF*JACK SCHWARTZ SHOES~
N9*DP*240*MENS OUTERWEAR~
N9*IA*3462113~
N9*CU*WALMART~
N9*3P*MVU850017-04~
N9*TM*005*NET 10 EOM + 35~
N9*WV*4810~
N9*SC*RDY~
N9*OT*B2B~
G62*04*20061201*Q*135217*LT~
G62*10*20061210~
G62*01*20061225~
G62*67*20061228~
NTE*PKG*ALL CARTONS MUST HAVE MATCHING UCC-128 CARTON LABEL BEFORE SHIPPING~
NTE*WHI*DO NOT SHORT SHIP~
NTE*OS*BEX~
NTE*EDI*REF.02.DP.0128~
NTE*EDI*DTM.02.036.20061228~
NTE*CUR*USD~
W66*PP*M***ROADWAY*****RDWY~
LX*1~
W01*800*EA**UP*737411458202*VN*W23W9100D~
G69*JACKET – SHORT BOXY~
G69*6 PETITE~
G69*BLACK~
N9*CB*38103K~
N9*LB*WMT1~
N9*VC*BLK~
N9*SZ*6P~
N9*SR*SZEC~
N9*SB*4~
N9*PV*1~
N9*79*14.5~
NTE*EDI*PO1.07.IN.02884001X54~
NTE*EDI*PID.05.08.SHORT BOXY JACKET (6P)~
AMT*8P*32.25~
LX*2~
W01*900*EA**UP*737411419021*VN*M11M9100P~
G69*JACKET – SHORT BOXY~
G69*8 PETITE~
G69*BLACK~
N9*CB*284381D~
N9*VC*BLK~
N9*SZ*8P~
N9*SR*SZEC~
N9*SB*6~
N9*PV*1~
N9*79*18.25~
NTE*EDI*PO1.07.IN.02884001X62~
NTE*EDI*PID.05.08.SHORT BOXY JACKET (8P)~
AMT*8P*35.75~
W76*1700~
SE*63*1234~
GE*1*000000001~
IEA*1*000000001~

Sample Transmission Data (B2C gift order)

ISA*00* *00* *ZZ*SENDER *ZZ*RECEIVER *231207*0352*U*00401*000000001*0*T*>~
GS*OW*SENDERGS*RECEIVERGS*20231207*035242*000000001*X*004010~
ST*940*1234~
W05*N*100012*P5152041-01*111111*91003~
N1*ST*JOHN SMITH~
N3*123 MAIN STREET*APT 1A~
N4*JOHNSTOWN*NH*05830~
PER*CN**TE*(381)381-3031*EM*JSMITH@YAHOO.COM~
N1*BT*MARTHA JONES~
N3*ROUTE 101*BOX 90~
N4*DOUGLAS*IL*59481~
PER*CN**TE*(912)544-3456*EM*MJONES@YAHOO.COM~
N9*CU*WEBORDER~
N9*TM*002*NET 30~
N9*SC*UP1~
N9*OT*B2B~
G62*04*20061201*Q*124203*LT~
G62*10*20061210~
G62*01*20061225~
G62*67*20061227~
NTE*GFT*DEAR JOHN, HAPPY BIRTHDAY! LOVE GRANDMA~
NTE*OS*BET~
NTE*CUR*USD~
W66*PP*U***UPS GROUND*****UPSG~
LX*1~
W01*2*EA**UP*737411419014*VN*M11M9100P~
G69*JACKET – SHORT BOXY~
G69*LARGE~
G69*BLACK~
G69*DEEP DARK BLACK~
N9*VC*BLK~
N9*SZ*L~
N9*GF*GIFTBOX1~
N9*PV*1~
N9*PI*27.55~
QTY*QU*4~
AMT*8P*99.95~
AMT*NP*199.90~
LX*2~
W01*3*EA**UP*737411419021*VN*M11M9100P~
G69*TIE – WHALE SURF~
G69*ONE SIZE~
G69*BLUE/GREEN~
G69*BLUE OCEAN & DARK FOREST GREEN~
N9*VC*BLG~
N9*SZ*OS~
N9*GF*GIFTBOX4~
N9*PV*3~
N9*PI*7.85~
QTY*QU*1~
AMT*8P*29.95~
W76*4~
SE*51*1234~
GE*1*000000001~
IEA*1*000000001~

Stedi is a registered trademark of Stedi, Inc. All names, logos, and brands of third parties listed on this page are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.