X12 transaction code
EDI 940 Warehouse Shipping Order (X12 940)
EDI 940 is the X12 Warehouse Shipping Order transaction set, used when stock is released to a warehouse for shipping. The supplier or manufacturer that owns the inventory (the depositor) sends the 940 to the 3PL warehouse or fulfillment center holding the stock.
- Standard
- X12
- Code
- 940
- Partner references
- 18
At a glance
EDI 940 at a glance
What the 940 carries, who sends it to whom, when it goes out, and the segments trading partners list for it.
| Document | X12 940 Warehouse Shipping Order |
|---|---|
| Business record | Warehouse fulfillment order |
| Who sends it to whom | The supplier or manufacturer that owns the inventory (the depositor) sends the 940 to the 3PL warehouse or fulfillment center holding the stock. |
| When it is sent | A customer order lands in the brand's ERP or order-management system and must be fulfilled from inventory held at a third-party warehouse. |
| Match on | Warehouse order, owner, ship-to and item |
| Partner references | 18 trading partners in this directory |
| Related documents | X12 945 Warehouse Shipping Advice, X12 943 Warehouse Stock Transfer Shipment Advice, X12 944 Warehouse Stock Transfer Receipt Advice |
Key segments in an EDI 940
The business segments that appear in at least half of the 20 partner document references listed below, most common first. The table leaves out envelope segments (ISA, GS, ST, SE, GE, IEA). Your partner guide sets which segments and elements your account must send.
| Segment | Name | Purpose | Partner references |
|---|---|---|---|
| W05 | Shipping Order Identification | To transmit identifying numbers and other basic data for this transaction set. | 20 of 20 |
| LX | Assigned Number | To reference a line number in a transaction set. | 20 of 20 |
| W01 | Line Item Detail - Warehouse | To transmit basic and most frequent shipment-related line-item data elements. | 20 of 20 |
| N1 | Name | To identify a party by type of organization, name, and code. | 19 of 20 |
| N3 | Address Information | To specify the location of the named party. | 19 of 20 |
| N4 | Geographic Location | To specify the geographic place of the named party. | 19 of 20 |
| N9 | Reference Identification | To transmit identifying information as specified by the Reference Identification Qualifier. | 19 of 20 |
| G62 | Date/Time | To specify pertinent dates and times. | 19 of 20 |
| W66 | Warehouse Carrier Information | To specify transportation instructions relating to shipment. | 19 of 20 |
| NTE | Note/Special Instruction | To transmit information in a free-form format, if necessary, for comment or special instruction. | 16 of 20 |
Stacksync connects EDI documents such as the X12 940 to your ERP, CRM and databases with two-way sync. Read the EDI overview, check pricing and security, or book a demo to walk through your partner guide.
Implementation guide
X12 940 mapping and validation
X12 940 Warehouse Shipping Order is used when stock is released to a warehouse for shipping. Preserve warehouse order, owner, ship-to and item so the warehouse fulfillment order in your business system stays connected to the original document.
Use the version and implementation guide agreed with your trading partner to confirm required fields and responses.
| Document or decision | Record and matching IDs | What to test |
|---|---|---|
| Match the business record | warehouse fulfillment order warehouse order, owner, ship-to and item |
|
| Update the receiving system | Processing the warehouse fulfillment order ID assigned by the receiving system and processing result |
|
| Check the processing result | Processing status for the warehouse fulfillment order Original document reference and matching response |
|
How the related documents differ
Each message represents a different business event. Use shared references to connect the records while tracking each message’s outcome separately.
- X12 945 Warehouse Shipping Advice
warehouse shipment confirmation: a warehouse reports what it shipped.
- X12 943 Warehouse Stock Transfer Shipment Advice
warehouse transfer shipment: stock has been shipped toward another warehouse.
- X12 944 Warehouse Stock Transfer Receipt Advice
warehouse transfer receipt: a warehouse reports received transfer stock.
Implementation steps
-
Choose the starting event and owner
Decide which application acts when stock is released to a warehouse for shipping. Name the operational owner of the warehouse fulfillment order and the team that resolves rejected or ambiguous messages.
-
Keep record IDs connected
Map warehouse order, owner, ship-to and item. Confirm qualifiers, code lists, units and date/time meaning against the agreed X12 version and partner guide. Preserve the source reference alongside any new destination identifier.
-
Test failures before launch
Run the failure cases in the mapping table against realistic warehouse fulfillment order data. Check how the receiving system reports a rejection and how your team corrects it without creating a duplicate.
-
Track every document to completion
Record transport delivery and document validation separately from successful warehouse fulfillment order processing. Give unresolved errors an owner and check the receiving system before approving retries.
Go-live checklist
- An approved 940 sample and the agreed version and partner guide are available.
- The mapping tests pass with realistic warehouse fulfillment order data.
- Each submitted document can be traced through delivery, validation and processing in the receiving system.
- Your team knows how to investigate and recover a rejected or timed-out warehouse fulfillment order without processing it twice.
Document structure
X12 940 Warehouse Shipping Order at the element level
The X12 940 reference contains 33 segment entries and 106 data elements; 53 are marked mandatory in this reference. Use the version and partner guide agreed for your account to confirm required fields.
- Segments
- 33
- Data elements
- 106
- Mandatory elements
- 53
| Segment | Elements | Mandatory |
|---|---|---|
| W05 | 4 | 2 |
| N1 | 4 | 1 |
| N2 | 2 | 1 |
| N3 | 2 | 1 |
| PER | 8 | 1 |
| N9 | 6 | 1 |
| NTE | 2 | 1 |
| W66 | 3 | 2 |
| W6 | 2 | 1 |
| LX | 1 | 1 |
| W01 | 8 | 2 |
| G69 | 1 | 1 |
- Order Status Code
- Depositor Order Number
- Entity Identifier Code
- Name
- Address Information
- Contact Function Code
- Reference Identification Qualifier
- Description
Find your trading partner for X12 940
18 partners, 20 channels. Choose a channel to inspect its listed document reference and implementation context.
- Americold Logistics, LLC.
- ASUSTeK Computer Inc. (dba ASUS)
- AT&T Inc.
- Atlanta Bonded Warehouse
- Dot Foods, Inc.
- Dow Inc.
- Expeditors
- Fraser Direct
- Hub Group \ Unyson
- Lineage, Inc.
- Niagara Bottling
- NLS (National Logistics Services)
- Quaker Oats Company (A Pepsico Company)
- RJW Logistics, LLC
- Stord
- Ventura Foods
- Warehouse Leader
Catalog breakdown
Where X12 940 Warehouse Shipping Order appears in this catalog
The largest groups of classified 940 catalog entries are in logistics & transport, grocery & food and electronics & technology.
By industry
- logistics & transport 10 channels
- grocery & food 5 channels
- electronics & technology 4 channels
- manufacturing & industrial 1 channel
FAQ
EDI 940 questions
What is an EDI 940?
EDI 940 is the X12 Warehouse Shipping Order transaction set. Trading partners use it when stock is released to a warehouse for shipping. It carries the data for the warehouse fulfillment order, and your system matches it on warehouse order, owner, ship-to and item.
Who sends an EDI 940 and who receives it?
The supplier or manufacturer that owns the inventory (the depositor) sends the 940 to the 3PL warehouse or fulfillment center holding the stock. Your trading partner agreement confirms the direction and version for your account.
When is an EDI 940 sent?
A customer order lands in the brand's ERP or order-management system and must be fulfilled from inventory held at a third-party warehouse. Your partner guide sets any deadline or schedule for the document.
What are the key segments in an EDI 940?
Across 20 partner document references listed here, the business segments that appear most often include W05 (Shipping Order Identification), LX (Assigned Number), W01 (Line Item Detail - Warehouse), N1 (Name), N3 (Address Information), N4 (Geographic Location). Each partner guide sets which segments and elements your account must send.
What is the difference between EDI 940 and EDI 945?
The 940 tells the warehouse what to ship. The 945 is the warehouse's reply once the order leaves, with the quantities and carrier details that actually shipped.
What should I map for X12 940?
Start with warehouse order, owner, ship-to and item and the target warehouse fulfillment order. Define duplicate detection, allowed updates and response correlation before mapping individual fields. Use the partner guide to check required fields and their formats.
How should I test 940 error handling?
Test a cancellation after picking and define who approves any warehouse reversal. Validate owner-specific SKU and unit mappings before allocating stock. Also test a lost response after destination processing so that a retry cannot create an unintended duplicate or repeated adjustment.
Which partners list X12 940?
The directory on this page links 18 partner entries that list this message. Choose your partner and channel, then confirm which messages and versions your account requires.
Connect EDI to your business systems
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