940 Warehouse Shipping Order

Functional Group OW

X12M Supply Chain Subcommittee

This X12 Transaction Set 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 or other business party 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

Position
Segment
Name
Max use
0100
Transaction Set HeaderMandatory
Max 1
To indicate the start of a transaction set and to assign a control number
0200
Shipping Order IdentificationMandatory
Max 1
To transmit identifying numbers and other basic data for this transaction set
0100 Loop
Repeat 10
0400
Party IdentificationMandatory
Max 1
To identify a party by type of organization, name, and code
0600
Party LocationOptional
Max 2
To specify the location of the named party
0700
Geographic LocationOptional
Max 1
To specify the geographic place of the named party
0800
Administrative Communications ContactOptional
Max 5
To identify a person or office to whom administrative communications should be directed
0900
Extended Reference InformationOptional
Max 10
To transmit identifying information as specified by the Reference Identification Qualifier
1000
ContactOptional
Max 3
To identify a person or office to whom communications should be directed
1100
Date/TimeOptional
Max 10
To specify pertinent dates and times
1200
Note/Special InstructionOptional
Max >1
To transmit information in a free-form format, if necessary, for comment or special instruction
1300
Equipment and TemperatureOptional
Max 1
To relate equipment type and required temperatures
1400
Warehouse Carrier InformationOptional
Max 1
To specify transportation instructions relating to shipment
1500
Special Handling InformationOptional
Max 5
To provide special handling information that may be necessary for safe handling of shipment
1530
Route InformationOptional
Max 13
To specify carrier and routing sequences and details
1560
Rail Shipment InformationOptional
Max 1
To transmit rail-specific shipment data
1565
Pallet Type and Load CharacteristicsOptional
Max 1
To identify the type and physical attributes of the pallet, and, gross weight, gross volume, and height of the load and the pallet
0150 Loop
Repeat 1
1570
Carrier Details (Equipment)Mandatory
Max 1
To specify transportation details relating to the equipment used by the carrier
1580
Trailer or Container Dimension and WeightOptional
Max 1
To specify trailer or container dimensions
0200 Loop
Repeat 10
1600
Code Source InformationMandatory
Max 1
To transmit standard code list identification information
1700
Industry Code IdentificationMandatory
Max 100
To identify standard industry codes

Detail

Position
Segment
Name
Max use
0300 Loop
Repeat >1
0050
Transaction Set Line NumberMandatory
Max 1
To reference a line number in a transaction set
0100
Marks and Numbers InformationOptional
Max >1
To indicate identifying marks and numbers for shipping containers
0150
Destination QuantityOptional
Max >1
To specify destination and quantity detail
0160
Party IdentificationOptional
Max 1
To identify a party by type of organization, name, and code
0170
Date/TimeOptional
Max 10
To specify pertinent dates and times
0190
Extended Reference InformationOptional
Max >1
To transmit identifying information as specified by the Reference Identification Qualifier
0310 Loop
Repeat >1
0200
Line Item Detail - WarehouseMandatory
Max 1
To transmit basic and most frequent shipment-related line-item data elements
0225
Subline Item DetailOptional
Max >1
To specify product subline detail item data
0250
Special Handling InformationOptional
Max 1
To provide special handling information that may be necessary for safe handling of shipment
0300
Line Item Detail - DescriptionOptional
Max 5
To describe an item in free-form format
0400
Extended Reference InformationOptional
Max >1
To transmit identifying information as specified by the Reference Identification Qualifier
0450
Note/Special InstructionOptional
Max >1
To transmit information in a free-form format, if necessary, for comment or special instruction
0500
Line Item Detail - PackingOptional
Max 3
To specify packing details of the items shipped
0700
Quantity InformationOptional
Max 10
To specify quantity information
0800
Monetary Amount InformationOptional
Max >1
To indicate the total monetary amount
0900
Date/TimeOptional
Max 10
To specify pertinent dates and times
1000
Transportation InstructionsOptional
Max 1
To specify transportation instructions relating to the shipment
1050
MeasurementsOptional
Max >1
To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See Figures Appendix for example of use of C001)
N1 Loop
Repeat >1
1100
Party IdentificationMandatory
Max 1
To identify a party by type of organization, name, and code
1102
Party LocationOptional
Max 1
To specify the location of the named party
1103
Geographic LocationOptional
Max 1
To specify the geographic place of the named party
1120
Administrative Communications ContactOptional
Max 5
To identify a person or office to whom administrative communications should be directed
1140
Hazardous Classification InformationOptional
Max 6
To specify the hazardous notation and endorsement information
1160
Hazardous Material Identifying Reference NumbersOptional
Max 1
To transmit specific hazardous material reference numbers
1180
Hazardous CertificationOptional
Max 5
To specify the name of the person certifying that the shipment complies with the regulations and/or the actual certification
1190
Pallet Type and Load CharacteristicsOptional
Max 1
To identify the type and physical attributes of the pallet, and, gross weight, gross volume, and height of the load and the pallet
0320 Loop
Repeat 10
1200
Code Source InformationMandatory
Max 1
To transmit standard code list identification information
1300
Industry Code IdentificationMandatory
Max 100
To identify standard industry codes
1350
Loop HeaderOptional
Max 1
To indicate that the next segment begins a loop
0330 Loop
Repeat >1
1400
Transaction Set Line NumberMandatory
Max 1
To reference a line number in a transaction set
The LX loop conveys serial number data.
1500
Extended Reference InformationOptional
Max >1
To transmit identifying information as specified by the Reference Identification Qualifier
1600
Date/TimeOptional
Max 10
To specify pertinent dates and times
1700
Party IdentificationOptional
Max 1
To identify a party by type of organization, name, and code
1750
Destination QuantityOptional
Max >1
To specify destination and quantity detail
0331 Loop
Repeat 10
1800
Code Source InformationMandatory
Max 1
To transmit standard code list identification information
1900
Industry Code IdentificationMandatory
Max 100
To identify standard industry codes
0332 Loop
Repeat >1
2000
Hazardous Identification InformationMandatory
Max 1
To specify the hazardous commodity identification reference number and quantity
2100
Hazardous Classification InformationOptional
Max 4
To specify the hazardous notation and endorsement information
2200
Hazardous Material Shipping Name InformationOptional
Max 10
To specify the hazardous material shipping name and additional descriptive requirements
2300
Free-form Hazardous Material InformationOptional
Max 20
To uniquely identify the variable information required by government regulation covering the transportation of hazardous material shipments
2400
EPA Required DataOptional
Max 3
To specify the Environmental Protection Agency (EPA) information relating to shipments of hazardous material
2500
Canadian Dangerous RequirementsOptional
Max 1
To specify additional Transport Canada requirements covering transportation of dangerous goods in Canada
2600
Transborder Hazardous RequirementsOptional
Max 3
To specify the placard information required by the second government agency when shipment is to cross into another country
2700
Hazardous Material Identifying Reference NumbersOptional
Max 10
To transmit specific hazardous material reference numbers
2800
Administrative Communications ContactOptional
Max 5
To identify a person or office to whom administrative communications should be directed
2850
Loop TrailerOptional
Max 1
To indicate that the loop immediately preceding this segment is complete
0340 Loop
Repeat >1
2900
Type of Financial Accounting DataMandatory
Max 1
To specify the organization controlling the content of the accounting citation, and the purpose associated with the accounting citation
3000
Accounting DataMandatory
Max >1
To specify the detailed accounting data

Summary

Position
Segment
Name
Max use
0100
Total Shipping OrderOptional
Max 1
To specify summary details of total items shipped in terms of quantity, weight, and volume
0200
Transaction Set TrailerMandatory
Max 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)

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