EDI 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

1. 0100 · ST · Transaction Set Header · Max 1 · Mandatory

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

2. 0200 · W05 · Shipping Order Identification · Max 1 · Mandatory

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

3. 0100 Loop Optional Repeat 10

   1. 0400 · N1 · Party Identification · Max 1 · Mandatory

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

   2. 0500 · N2 · Additional Name Information · Max 2 · Optional

      To specify additional names

   3. 0600 · N3 · Party Location · Max 2 · Optional

      To specify the location of the named party

   4. 0700 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

   5. 0800 · PER · Administrative Communications Contact · Max 5 · Optional

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

4. 0900 · N9 · Extended Reference Information · Max 10 · Optional

   To transmit identifying information as specified by the Reference Identification Qualifier

5. 1000 · G61 · Contact · Max 3 · Optional

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

6. 1100 · G62 · Date/Time · Max 10 · Optional

   To specify pertinent dates and times

7. 1200 · NTE · Note/Special Instruction · Max >1 · Optional

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

8. 1300 · W09 · Equipment and Temperature · Max 1 · Optional

   To relate equipment type and required temperatures

9. 1400 · W66 · Warehouse Carrier Information · Max 1 · Optional

   To specify transportation instructions relating to shipment

10. 1500 · W6 · Special Handling Information · Max 5 · Optional

    To provide special handling information that may be necessary for safe handling of shipment

11. 1530 · R2 · Route Information · Max 13 · Optional

    To specify carrier and routing sequences and details

12. 1560 · BNX · Rail Shipment Information · Max 1 · Optional

    To transmit rail-specific shipment data

13. 1565 · PAL · Pallet Type and Load Characteristics · Max 1 · Optional

    To identify the type and physical attributes of the pallet, and, gross weight, gross volume, and height of the load and the pallet

14. 0150 Loop Optional Repeat 1

    1. 1570 · TD3 · Carrier Details (Equipment) · Max 1 · Mandatory

       To specify transportation details relating to the equipment used by the carrier

    2. 1580 · AT9 · Trailer or Container Dimension and Weight · Max 1 · Optional

       To specify trailer or container dimensions

15. 0200 Loop Optional Repeat 10

    1. 1600 · LM · Code Source Information · Max 1 · Mandatory

       To transmit standard code list identification information

    2. 1700 · LQ · Industry Code Identification · Max 100 · Mandatory

       To identify standard industry codes

Detail

1. 0300 Loop Optional Repeat >1

   1. 0050 · LX · Transaction Set Line Number · Max 1 · Mandatory

      To reference a line number in a transaction set

   2. 0100 · MAN · Marks and Numbers Information · Max >1 · Optional

      To indicate identifying marks and numbers for shipping containers

   3. 0150 · SDQ · Destination Quantity · Max >1 · Optional

      To specify destination and quantity detail

   4. 0160 · N1 · Party Identification · Max 1 · Optional

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

   5. 0170 · G62 · Date/Time · Max 10 · Optional

      To specify pertinent dates and times

   6. 0190 · N9 · Extended Reference Information · Max >1 · Optional

      To transmit identifying information as specified by the Reference Identification Qualifier

   7. 0310 Loop Optional Repeat >1

      1. 0200 · W01 · Line Item Detail - Warehouse · Max 1 · Mandatory

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

      2. 0225 · SLN · Subline Item Detail · Max >1 · Optional

         To specify product subline detail item data

      3. 0250 · W6 · Special Handling Information · Max 1 · Optional

         To provide special handling information that may be necessary for safe handling of shipment

      4. 0300 · G69 · Line Item Detail - Description · Max 5 · Optional

         To describe an item in free-form format

      5. 0400 · N9 · Extended Reference Information · Max >1 · Optional

         To transmit identifying information as specified by the Reference Identification Qualifier

      6. 0450 · NTE · Note/Special Instruction · Max >1 · Optional

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

      7. 0500 · W20 · Line Item Detail - Packing · Max 3 · Optional

         To specify packing details of the items shipped

      8. 0700 · QTY · Quantity Information · Max 10 · Optional

         To specify quantity information

      9. 0800 · AMT · Monetary Amount Information · Max >1 · Optional

         To indicate the total monetary amount

      10. 0900 · G62 · Date/Time · Max 10 · Optional

          To specify pertinent dates and times

      11. 1000 · G66 · Transportation Instructions · Max 1 · Optional

          To specify transportation instructions relating to the shipment

      12. 1050 · MEA · Measurements · Max >1 · Optional

          To specify physical measurements or counts, including dimensions, tolerances, variances, and weights (See X12 EDI Standard Figures, https://figures.x12.org, for example of use of C001)

      13. N1 Loop Optional Repeat >1

          1. 1100 · N1 · Party Identification · Max 1 · Mandatory

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

          2. 1101 · N2 · Additional Name Information · Max 1 · Optional

             To specify additional names

          3. 1102 · N3 · Party Location · Max 1 · Optional

             To specify the location of the named party

          4. 1103 · N4 · Geographic Location · Max 1 · Optional

             To specify the geographic place of the named party

          5. 1120 · PER · Administrative Communications Contact · Max 5 · Optional

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

      14. 1140 · LH2 · Hazardous Classification Information · Max 6 · Optional

          To specify the hazardous notation and endorsement information

      15. 1160 · LHR · Hazardous Material Identifying Reference Numbers · Max 1 · Optional

          To transmit specific hazardous material reference numbers

      16. 1180 · LH6 · Hazardous Certification · Max 5 · Optional

          To specify the name of the person certifying that the shipment complies with the regulations and/or the actual certification

      17. 1190 · PAL · Pallet Type and Load Characteristics · Max 1 · Optional

          To identify the type and physical attributes of the pallet, and, gross weight, gross volume, and height of the load and the pallet

      18. 0320 Loop Optional Repeat 10

          1. 1200 · LM · Code Source Information · Max 1 · Mandatory

             To transmit standard code list identification information

          2. 1300 · LQ · Industry Code Identification · Max 100 · Mandatory

             To identify standard industry codes

      19. 1350 · LS · Loop Header · Max 1 · Optional

          To indicate that the next segment begins a loop

      20. 0330 Loop Optional Repeat >1

          1. 1400 · LX · Transaction Set Line Number · Max 1 · Mandatory

             To reference a line number in a transaction set

             The LX loop conveys serial number data.

          2. 1500 · N9 · Extended Reference Information · Max >1 · Optional

             To transmit identifying information as specified by the Reference Identification Qualifier

          3. 1600 · G62 · Date/Time · Max 10 · Optional

             To specify pertinent dates and times

          4. 1700 · N1 · Party Identification · Max 1 · Optional

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

          5. 1750 · SDQ · Destination Quantity · Max >1 · Optional

             To specify destination and quantity detail

          6. 0331 Loop Optional Repeat 10

             1. 1800 · LM · Code Source Information · Max 1 · Mandatory

                To transmit standard code list identification information

             2. 1900 · LQ · Industry Code Identification · Max 100 · Mandatory

                To identify standard industry codes

          7. 0332 Loop Optional Repeat >1

             1. 2000 · LH1 · Hazardous Identification Information · Max 1 · Mandatory

                To specify the hazardous commodity identification reference number and quantity

             2. 2100 · LH2 · Hazardous Classification Information · Max 4 · Optional

                To specify the hazardous notation and endorsement information

             3. 2200 · LH3 · Hazardous Material Shipping Name Information · Max 10 · Optional

                To specify the hazardous material shipping name and additional descriptive requirements

             4. 2300 · LFH · Free-form Hazardous Material Information · Max 20 · Optional

                To uniquely identify the variable information required by government regulation covering the transportation of hazardous material shipments

             5. 2400 · LEP · EPA Required Data · Max 3 · Optional

                To specify the Environmental Protection Agency (EPA) information relating to shipments of hazardous material

             6. 2500 · LH4 · Canadian Dangerous Requirements · Max 1 · Optional

                To specify additional Transport Canada requirements covering transportation of dangerous goods in Canada

             7. 2600 · LHT · Transborder Hazardous Requirements · Max 3 · Optional

                To specify the placard information required by the second government agency when shipment is to cross into another country

             8. 2700 · LHR · Hazardous Material Identifying Reference Numbers · Max 10 · Optional

                To transmit specific hazardous material reference numbers

             9. 2800 · PER · Administrative Communications Contact · Max 5 · Optional

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

      21. 2850 · LE · Loop Trailer · Max 1 · Optional

          To indicate that the loop immediately preceding this segment is complete

      22. 0340 Loop Optional Repeat >1

          1. 2900 · FA1 · Type of Financial Accounting Data · Max 1 · Mandatory

             To specify the organization controlling the content of the accounting citation, and the purpose associated with the accounting citation

          2. 3000 · FA2 · Accounting Data · Max >1 · Mandatory

             To specify the detailed accounting data

Summary

1. 0100 · W76 · Total Shipping Order · Max 1 · Optional

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

2. 0200 · 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)