EDI 940 Warehouse Shipping Order

Functional Group OW

X12M Supply Chain Subcommittee

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.

What is an EDI 940?

An EDI 940 Warehouse Shipping Order communicates shipping requests from a seller to a warehouse. It contains information about order identification (W05 segment), carrier details (TD3 segment) and line item details (G69 segment).

How is an EDI 940 used?

For example, Seller A leverages a third-party logistics warehouse to fulfill their orders. After a customer buys their product, Seller A sends Warehouse B an EDI 940 Warehouse Shipping Order to fulfill the order. After the order has been fulfilled, Warehouse B will respond to Seller A with an EDI 945 Warehouse Shipping Advice to confirm the fulfillment and provide shipment details.

Heading

1. 010 · ST · Transaction Set Header · Max 1 · Mandatory

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

2. 020 · W05 · Shipping Order Identification · Max 1 · Mandatory

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

3. 0100 Loop Mandatory Repeat 10

   1. 040 · N1 · Name · Max 1 · Mandatory

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

   2. 050 · N2 · Additional Name Information · Max 1 · Optional

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

   3. 060 · N3 · Address Information · Max 2 · Optional

      To specify the location of the named party

   4. 070 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

4. 090 · N9 · Reference Number · Max 10 · Optional

   To transmit identifying numbers and descriptive information as specified by the reference number qualifier

5. 100 · G61 · Contact · Max 3 · Optional

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

6. 110 · G62 · Date/Time · Max 10 · Optional

   To specify pertinent dates and times

7. 120 · NTE · Note/Special Instruction · Max 20 · Optional

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

8. 130 · W09 · Equipment and Temperature · Max 1 · Optional

   To relate equipment type and required temperatures

9. 140 · W66 · Warehouse Carrier Information · Max 1 · Optional

   To specify transportation instructions relating to shipment

10. 150 · W6 · Special Handling Information · Max 1 · Optional

    To provide special handling information necessary for safe handling of shipment

11. 0200 Loop Optional Repeat 10

    1. 160 · LM · Code Source Information · Max 1 · Mandatory

       To transmit standard code list identification information

    2. 170 · LQ · Industry Code · Max 100 · Mandatory

       Code to transmit standard industry codes

Detail

1. 0300 Loop Optional Repeat >1

   1. 020 · W01 · Line Item Detail - Warehouse · Max 1 · Mandatory

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

   2. 030 · G69 · Line Item Detail - Description · Max 5 · Optional

      To describe an item in free-form format

   3. 040 · N9 · Reference Number · Max 200 · Optional

      To transmit identifying numbers and descriptive information as specified by the reference number qualifier

   4. 050 · W20 · Line Item Detail- Miscellaneous · Max 3 · Optional

      To specify packing details of the items shipped

   5. 060 · AT · Financial Accounting · Max 1 · Optional

      To transmit financial accounting data

   6. 070 · QTY · Quantity · Max 10 · Optional

      To specify quantity information.

   7. 080 · AMT · Monetary Amount · Max 1 · Optional

      To indicate the total monetary amount.

   8. 090 · G62 · Date/Time · Max 10 · Optional

      To specify pertinent dates and times

   9. 100 · G66 · Transportation Instructions · Max 1 · Optional

      To specify transportation instructions relating to shipment

   10. 110 · N1 · Name · Max 3 · Optional

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

   11. 0310 Loop Optional Repeat 10

       1. 120 · LM · Code Source Information · Max 1 · Mandatory

          To transmit standard code list identification information

       2. 130 · LQ · Industry Code · Max 100 · Mandatory

          Code to transmit standard industry codes

   12. 0320 Loop Optional Repeat >1

       1. 140 · LX · Assigned Number · Max 1 · Mandatory

          To reference a line number in a transaction set.

          The LX loop conveys serial number data.

       2. 150 · N9 · Reference Number · Max >1 · Optional

          To transmit identifying numbers and descriptive information as specified by the reference number qualifier

       3. 160 · G62 · Date/Time · Max 10 · Optional

          To specify pertinent dates and times

       4. 170 · N1 · Name · Max 1 · Optional

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

       5. 0321 Loop Optional Repeat 10

          1. 180 · LM · Code Source Information · Max 1 · Mandatory

             To transmit standard code list identification information

          2. 190 · LQ · Industry Code · Max 100 · Mandatory

             Code to transmit standard industry codes

Summary

1. 010 · W76 · Total Shipping Order · Max 1 · Optional

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

2. 020 · SE · Transaction Set Trailer · Max 1 · Mandatory

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