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Warehouse Shipping Order
  • Specification
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X12 940 Warehouse Shipping Order

X12 Release 4030

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
  • ^ Repetition
EDI sample
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    Overview
    ISA
    -
    Interchange Control Header
    Max use 1
    Required
    GS
    -
    Functional Group Header
    Max use 1
    Required
    heading
    ST
    0100
    Transaction Set Header
    Max use 1
    Required
    W05
    0200
    Shipping Order Identification
    Max use 1
    Required
    0100 Loop
    PER
    800
    Communications Contact
    Max use 1
    Required
    N9
    0900
    Reference Identification
    Max use 10
    Required
    G62
    1100
    Date/Time
    Max use 10
    Required
    NTE
    1200
    Note/Special Instruction
    Max use 7
    Required
    W66
    1400
    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 identifying 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 identifying 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

    Code indicating 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

    Code indicating 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
    I65
    Repetition Separator
    Required
    Min 1Max 1

    Type is not applicable; the repetition separator is a delimiter and not a data element; this field provides the delimiter used to separate repeated occurrences of a simple data element or a composite data structure; this value must be different than the data element separator, component element separator, and the segment terminator

    ^
    Repetition Separator
    ISA-12
    I11
    Interchange Control Version Number
    Required

    Code specifying the version number of the interchange control segments

    00403
    Draft Standards for Trial Use Approved for Publication by ASC X12 Procedures Review Board through October 1999
    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 indicating sender's request for an interchange acknowledgment

    0
    No Acknowledgment Requested
    1
    Interchange Acknowledgment Requested
    ISA-15
    I14
    Usage Indicator
    Required
    Min 1Max 1

    Code indicating 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 where CC represents the first two digits of the calendar year

    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 identifying the issuer of the standard; this code is used in conjunction with Data Element 480

    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

    004030
    Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1999

    Heading

    ST
    0100

    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) is 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
    0200

    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
    Optional
    Min 1Max 22

    Identifying number for Purchase Order assigned by the orderer/purchaser

    0100 Loop
    RequiredMax >1
    N1
    0400

    Name

    RequiredMax use 1

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

    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

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

    MA
    Party for whom Item is Ultimately Intended
    SD
    Sold To and Ship To
    SF
    Ship From
    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)

    91
    Assigned by Seller or Seller'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
    0500

    Additional Name Information

    OptionalMax use 2

    To specify additional names

    Example
    N2-01
    93
    Name
    Required
    Min 1Max 60

    Free-form name

    N3
    0600

    Address Information

    OptionalMax use 2

    To specify the location of the named party

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

    Address information

    N3-02
    166
    Address Information
    Optional
    Min 1Max 55

    Address information

    N4
    0700

    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

    PER
    800

    Communications Contact

    RequiredMax use >1

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

    Example
    PER-01
    366
    Contact Function Code
    Required

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

    AN
    Attention-to Party
    RE
    Receiving Contact
    SD
    Shipping Department
    SH
    Shipper Contact
    PER-02
    93
    Name
    Required
    Min 1Max 60

    Free-form name

    N9
    0900

    Reference Identification

    RequiredMax use 10

    To transmit identifying information as specified by the Reference Identification Qualifier

    Example
    At least one of Reference Identification (N9-02) or Free-form Description (N9-03) is required
    N9-01
    128
    Reference Identification Qualifier
    Required

    Code qualifying the Reference Identification

    23
    Client Number
    BT
    Batch Number
    CU
    Clear Text Clause
    DP
    Department Number
    DV
    Diversion Authority Number
    FM
    Federal Maritime Commission (FMC) Forwarders Number
    LO
    Load Planning Number
    ZZ
    Mutually Defined
    N9-02
    127
    Reference Identification
    Required
    Min 1Max 50

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

    N9-03
    369
    Free-form Description
    Optional
    Min 1Max 45

    Free-form descriptive text

    G62
    1100

    Date/Time

    RequiredMax use 10

    To specify pertinent dates and times

    Example
    G62-01
    432
    Date Qualifier
    Required

    Code specifying type of date

    01
    Cancel After This Date
    04
    Purchase Order Date
    10
    Requested Ship Date/Pick-up Date
    G62-02
    373
    Date
    Required
    CCYYMMDD format

    Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

    NTE
    1200

    Note/Special Instruction

    RequiredMax use 7

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

    Example
    NTE-01
    363
    Note Reference Code
    Required

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

    GEN
    Entire Transaction Set
    TRA
    Transportation
    WHI
    Warehouse Instruction
    ZZZ
    Mutually Defined
    NTE-02
    352
    Description
    Required
    Min 1Max 80

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

    W66
    1400

    Warehouse Carrier Information

    RequiredMax use 1

    To specify transportation instructions relating to shipment

    Example
    W66-01
    146
    Shipment Method of Payment
    Required
    Min 2Max 2

    Code identifying payment terms for transportation charges

    W66-02
    91
    Transportation Method/Type Code
    Optional
    Min 1Max 2

    Code specifying the method or type of transportation for the shipment

    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

    W66-07
    434
    F.O.B. Point
    Optional
    Min 1Max 30

    Descriptive name of F.O.B. point

    W66-10
    140
    Standard Carrier Alpha Code
    Required
    Min 2Max 4

    Standard Carrier Alpha Code

    Detail

    0300 Loop
    RequiredMax >1
    LX
    0050

    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

    0310 Loop
    RequiredMax >1
    W01
    0200

    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

    EA
    Each
    W01-03
    438
    U.P.C. Case Code
    Optional
    Min 12Max 12

    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)

    CB
    Buyer's Catalog 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)

    VN
    Vendor's (Seller's) Item Number
    W01-07
    234
    Product/Service ID
    Required
    Min 1Max 48

    Identifying number for a product or service

    W01-16
    234
    Product/Service ID
    Optional

    Identifying number for a product or service

    SZ
    W01-17
    286
    Product Size
    Optional
    Min 2Max 2

    Code identifying condition of product/service

    G69
    0300

    Line Item Detail - Description

    RequiredMax use 5

    To describe an item in free-form format

    Example
    G69-01
    369
    Free-form Description
    Required
    Min 1Max 35

    Free-form descriptive text

    N9
    0400

    Reference Identification

    RequiredMax use 200

    To transmit identifying information as specified by the Reference Identification Qualifier

    Example
    At least one of Reference Identification (N9-02) or Free-form Description (N9-03) is required
    N9-01
    128
    Reference Identification Qualifier
    Required

    Code qualifying the Reference Identification

    2P
    Subdivision Identifier
    LI
    Line Item Identifier (Seller's)
    LU
    Location Number
    PG
    Product Group
    RP
    Repetitive Pattern Code
    SZ
    Specification Revision
    X1
    Provider Claim Number
    X2
    Specification Class Number
    ZZ
    Mutually Defined
    N9-02
    127
    Reference Identification
    Required
    Min 1Max 50

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

    N9-03
    369
    Free-form Description
    Optional
    Min 1Max 45

    Free-form descriptive text

    W20
    0500

    Line-Item Detail - Miscellaneous

    RequiredMax use 3

    To specify packing details of the items shipped

    Example
    W20-01
    356
    Pack
    Required
    Min 1Max 6

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

    W20-02
    357
    Size
    Required
    Min 1Max 8

    Size of supplier units in pack

    W20-10
    397
    Color
    Optional
    Min 1Max 10

    Free-form description of color

    AMT
    0800

    Monetary Amount

    OptionalMax use 1

    To indicate the total monetary amount

    Example
    AMT-01
    522
    Amount Qualifier Code
    Required

    Code to qualify amount

    LI
    Line Item Unit Price
    AMT-02
    782
    Monetary Amount
    Required
    Min 1Max 15

    Monetary amount

    Summary

    SE
    0200

    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

    EDI Samples

    Taylored 940 Sample

    ISA*00* *00* *01*001667799 *ZZ*TAYLORED *041227*1324*U*00401*000000103*0*P*>
    GS*OW*001667799*TAYLORED*20041227*1324*103*X*004010
    ST*940*1030001
    W05*N*2319327*0006286454
    N1*ST*PROFFITT'S DC 293 SD*91*0293
    N3*1105 STEELE STA. RD.
    N4*STEELE*AL*35987*USA
    N1*MA*PROFFITT'S #038 FW*91*0038
    N3*PROFFITT'S D/C #293*1105 STEELE STA. RD.
    N4*STEELE*AL*35987*USA
    N1*SD*PROFFITT'S D/C #93*91*0000
    N3*1105 STEELE STA. RD.
    N4*STEELE*AL*35987*USA
    PER*AN*John N. Smith
    N9*DV*E.S. Originals, Inc.
    N9*DP*271
    N9*FM*SAKS
    N9*23*59560
    N9*ZZ*REF1*01-12577485
    G62*10*20041216
    G62*01*20050211
    G62*04*20040728
    NTE*WHI*nelly will send u work order-pri
    NTE*WHI*ces need to be changed please ship o
    NTE*WHI*n time
    W66*TP*U***UPS2DA**A102A4***UPSN
    LX*1
    W01*12*EA*728217661813*CB*20394MAB*VN*20394MAB
    G69*Ladies Leather Pump 9m
    N9*LI*0000001
    N9*L9*20394
    N9*ZZ*STYLE*STEPOUT
    N9*ZZ*SIZE*9M
    N9*ZZ*COLOR*BLK
    W20*6*6********EA
    AMT*RP*50.00
    LX*2
    W01*12*EA*728217661820*CB*20394MAA*VN*20394MAA
    G69*Ladies Leather Pump 8m
    N9*LI*0000002
    N9*L9*20394
    N9*ZZ*STYLE*STEPOUT
    N9*ZZ*SIZE*8M
    N9*ZZ*COLOR*BLK
    W20*6*6********EA
    AMT*RP*50.00
    SE*43*1030001

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