L&M Distribution and Logistics
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Warehouse Shipping Order
  • Specification
  • EDI Inspector
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X12 940 Warehouse Shipping Order

X12 Release 4010
L&M Distribution and Logistics

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
  • None included
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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
Bill-To-Party, Depositor, Warehouse
Ship-To
N9
090
Reference Identification
Max use 10
Optional
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
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

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
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

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
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
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
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
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
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
YYMMDD format

Date of the interchange

ISA-10
I09
Interchange Time
Required
HHMM format

Time of the interchange

ISA-11
I10
Interchange Control Standards Identifier
Required

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

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
Min 9Max 9

A control number assigned by the interchange sender

ISA-14
I13
Acknowledgment Requested
Required
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
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
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

Code identifying a group of application related transaction sets

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

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

GS-03
124
Application Receiver's Code
Required
Min 2Max 15

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

GS-04
373
Date
Required
CCYYMMDD format

Date expressed as CCYYMMDD

GS-05
337
Time
Required
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
Min 1Max 9

Assigned number originated and maintained by the sender

GS-07
455
Responsible Agency Code
Required
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

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

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

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
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

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

Code identifying purpose of transaction set

N
Original
W05-02
285
Depositor Order Number
Required
Min 1Max 22

Identifying number for warehouse shipping order assigned by the depositor

W05-03
324
Purchase Order Number
Required
Min 1Max 22

Identifying number for Purchase Order assigned by the orderer/purchaser

W05-04
472
Link Sequence Number
Optional
Min 1Max 35

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")

0100 Bill-To-Party, Depositor, Warehouse
OptionalMax >1
Variants (all may be used)
0100Ship-To0100Bill-To-Party, Depositor, Warehouse
N1
040

0100 Loop

RequiredMax use 1

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

Example
N1-01
98
Entity Identifier Code
Required

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

BT
Bill-to-Party
N1-02
93
Name
Required
Min 1Max 60

Free-form name

N1-03
66
Identification Code Qualifier
Optional

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

1
D-U-N-S Number, Dun & Bradstreet
9
D-U-N-S+4, D-U-N-S Number with Four Character Suffix
12
Telephone Number (Phone)
91
Assigned by Seller or Seller's Agent
92
Assigned by Buyer or Buyer's Agent
N1-04
67
Identification Code
Required
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.
N2
050

Additional Name Information

OptionalMax use 2

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

Example
N2-01
93
Name
Required
Min 1Max 60

Free-form name

N3
060

Address Information

OptionalMax use 2

To specify the location of the named party

Example
N3-01
166
Address Information
Optional
Min 1Max 55

Address information

N3-02
166
Address Information
Optional
Min 1Max 55

Address information

N4
070

Geographic Location

OptionalMax use 1

To specify the geographic place of the named party

Example
N4-01
19
City Name
Optional
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
Optional
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
Optional
Min 3Max 15

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

N4-04
26
Country Code
Optional
Min 2Max 3

Code identifying the country

0100 Ship-To
RequiredMax >1
N1
040

Name

RequiredMax use 1

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

Example
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

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

ST
Ship To
N1-02
93
Name
Required
Min 1Max 60

Free-form name

N1-03
66
Identification Code Qualifier
Optional

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

1
D-U-N-S Number, Dun & Bradstreet
9
D-U-N-S+4, D-U-N-S Number with Four Character Suffix
12
Telephone Number (Phone)
91
Assigned by Seller or Seller's Agent
92
Assigned by Buyer or Buyer's Agent
N1-04
67
Identification Code
Optional
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.
N2
050

Additional Name Information

OptionalMax use 2

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

Example
N2-01
93
Name
Required
Min 1Max 60

Free-form name

N3
060

Address Information

OptionalMax use 2

To specify the location of the named party

Example
N3-01
166
Address Information
Optional
Min 1Max 55

Address information

N3-02
166
Address Information
Optional
Min 1Max 55

Address information

N4
070

Geographic Location

RequiredMax use 1

To specify the geographic place of the named party

Example
N4-01
19
City Name
Required
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
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
Min 3Max 15

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

N4-04
26
Country Code
Optional
Min 2Max 3

Code identifying the country

0100 Bill-To-Party, Depositor, Warehouse
RequiredMax >1
N1
040

0100 Loop

RequiredMax use 1

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

Example
N1-01
98
Entity Identifier Code
Required

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

WH
Warehouse
N1-02
93
Name
Required
Min 1Max 60

Free-form name

N1-03
66
Identification Code Qualifier
Optional

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

1
D-U-N-S Number, Dun & Bradstreet
9
D-U-N-S+4, D-U-N-S Number with Four Character Suffix
12
Telephone Number (Phone)
91
Assigned by Seller or Seller's Agent
92
Assigned by Buyer or Buyer's Agent
N1-04
67
Identification Code
Required
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.
N2
050

Additional Name Information

OptionalMax use 2

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

Example
N2-01
93
Name
Required
Min 1Max 60

Free-form name

N3
060

Address Information

OptionalMax use 2

To specify the location of the named party

Example
N3-01
166
Address Information
Optional
Min 1Max 55

Address information

N3-02
166
Address Information
Optional
Min 1Max 55

Address information

N4
070

Geographic Location

OptionalMax use 1

To specify the geographic place of the named party

Example
N4-01
19
City Name
Optional
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
Optional
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
Optional
Min 3Max 15

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

N4-04
26
Country Code
Optional
Min 2Max 3

Code identifying the country

N9
090

Reference Identification

OptionalMax use 10

To transmit identifying information as specified by the Reference Identification Qualifier

Example
N9-01
128
Reference Identification Qualifier
Required

Code qualifying the Reference Identification

BM
Bill of Lading Number
DP
Department Number
MB
Master Bill of Lading
ST
Store Number
TH
Transportation Account Code (TAC)
WP
Warehouse Pick Ticket Number
N9-02
127
Reference Identification
Required
Min 1Max 30

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

G62
110

Date/Time

RequiredMax use 10

To specify pertinent dates and times

Example
G62-01
432
Date Qualifier
Required

Code specifying type of date

02
Delivery Requested on This Date
07
Effective Date
10
Requested Ship Date/Pick-up Date
G62-02
373
Date
Required
CCYYMMDD format

Date expressed as CCYYMMDD

NTE
120

Note/Special Instruction

OptionalMax use >1

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

Example
NTE-01
363
Note Reference Code
Optional

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

BOL
Bill of Lading Note
PUR
Purchasing
TRA
Transportation
WHI
Warehouse Instruction
NTE-02
352
Description
Optional
Min 1Max 80

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

W66
140

Warehouse Carrier Information

RequiredMax use 1

To specify transportation instructions relating to shipment

Example
W66-01
146
Shipment Method of Payment
Required

Code identifying payment terms for transportation charges

CC
Collect
PP
Prepaid (by Seller)
PU
Pickup
W66-02
91
Transportation Method/Type Code
Optional

Code specifying the method or type of transportation for the shipment

6
Military Official Mail
A
Air
H
Customer Pickup
LT
Less Than Trailer Load (LTL)
M
Motor (Common Carrier)
R
Rail
U
Private Parcel Service
ZZ
Mutually defined
W66-05
387
Routing
Optional
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
Min 2Max 4

Standard Carrier Alpha Code

Detail

0300 Loop
RequiredMax >1
LX
005

Assigned Number

RequiredMax use 1

To reference a line number in a transaction set

Example
LX-01
554
Assigned Number
Required
Min 1Max 6

Number assigned for differentiation within a transaction set

MAN
010

Marks and Numbers

OptionalMax use >1

To indicate identifying marks and numbers for shipping containers

Example
MAN-01
88
Marks and Numbers Qualifier
Required
Min 1Max 2

Code specifying the application or source of Marks and Numbers (87)

  • MAN01/MAN02 and MAN04/MAN05 may be used to identify two different marks and numbers assigned to the same physical container.
  • When MAN01 contains code "UC" (U.P.C. Shipping Container Code) and MAN05/MAN06 contain a range of ID numbers, MAN03 is not used. The reason for this is that the U.P.C. Shipping Container code is the same on every carton that is represented in the range in MAN05/MAN06.
MAN-02
87
Marks and Numbers
Required
Min 1Max 48

Marks and numbers used to identify a shipment or parts of a shipment

  • When both MAN02 and MAN03 are used, MAN02 is the starting number of a sequential range and MAN03 is the ending number of that range.
0310 Loop
RequiredMax >1
W01
020

Line Item Detail - Warehouse

RequiredMax use 1

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

Example
W01-01
330
Quantity Ordered
Required
Min 1Max 15

Quantity ordered

W01-02
355
Unit or Basis for Measurement Code
Required

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

C0
Calls
CA
Case
EA
Each
LB
Pound
PC
Piece
W01-03
438
U.P.C. Case Code
Optional
Min 1Max 48

Code (Universal Product Code - U.P.C.) including two high order digits identifying the "system" (U.S. Grocery = 00, 06 or 07; U.S. Drug = 03); using the U.S. Grocery system, the next ten digits are: Manufacturer (5) Case Code (5)

W01-04
235
Product/Service ID Qualifier
Required

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

VN
Vendor's (Seller's) Item Number
W01-05
234
Product/Service ID
Required
Min 1Max 48

Identifying number for a product or service

W01-06
235
Product/Service ID Qualifier
Required

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

IT
Buyer's Style Number
W01-07
234
Product/Service ID
Required
Min 1Max 48

Identifying number for a product or service

G69
030

Line Item Detail - Description

OptionalMax use 5

To describe an item in free-form format

Example
G69-01
369
Free-form Description
Optional
Min 1Max 45

Free-form descriptive text

N9
040

Reference Identification

OptionalMax use 200

To transmit identifying information as specified by the Reference Identification Qualifier

Example
N9-01
128
Reference Identification Qualifier
Optional

Code qualifying the Reference Identification

LI
Line Item Identifier (Seller's)
N9-02
127
Reference Identification
Optional
Min 1Max 30

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

W20
050

Line-Item Detail - Miscellaneous

OptionalMax use 3

To specify packing details of the items shipped

Example
If either Weight (W20-04), Weight Qualifier (W20-05) or Weight Unit Code (W20-06) are present, then the others are required
If either Volume (W20-08) or Unit or Basis for Measurement Code (W20-09) is present, then the other is required
W20-04
81
Weight
Required
Min 1Max 10

Numeric value of weight

W20-05
187
Weight Qualifier
Optional

Code defining the type of weight

A3
Shippers Weight
G
Gross Weight
W20-06
188
Weight Unit Code
Optional

Code specifying the weight unit

L
Pounds
W20-08
183
Volume
Optional
Min 1Max 8

Value of volumetric measure

W20-09
355
Unit or Basis for Measurement Code
Optional

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

CF
Cubic Feet

Summary

W76
010

Total Shipping Order

RequiredMax use 1

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

Example
If either Weight (W76-02) or Unit or Basis for Measurement Code (W76-03) is present, then the other is required
If either Volume (W76-04) or Unit or Basis for Measurement Code (W76-05) is present, then the other is required
W76-01
330
Quantity Ordered
Required
Min 1Max 15

Quantity ordered

  • Quantity ordered (W7601) is a hash total and the unit of measure is not required.
W76-02
81
Weight
Optional
Min 1Max 10

Numeric value of weight

W76-03
355
Unit or Basis for Measurement Code
Optional

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

LB
Pound
W76-04
183
Volume
Optional
Min 1Max 8

Value of volumetric measure

W76-05
355
Unit or Basis for Measurement Code
Optional

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

CF
Cubic Feet
SE
020

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
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
Min 4Max 9

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

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
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
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
Min 1Max 5

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

IEA-02
I12
Interchange Control Number
Required
Min 9Max 9

A control number assigned by the interchange sender

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