EDI Implementation Guidelines:
940 Warehouse Shipping Order/Ship Request
Version 4010
December 15, 2001
Microsoft Corporation
Information Technology Group
One Microsoft Way
Redmond, WA 98052
Warehouse Shipping Order - 940
Table of Contents
TABLE OF CONTENTS ....................................................................................................................... 2
IMPLEMENTATION GUIDE REVISIONS ............................................................................................. 3
INTRODUCTION .................................................................................................................................. 4
QUICK - EDI INFORMATION ............................................................................................................... 5
OVERVIEW........................................................................................................................................... 6
IMPLEMENTING EDI ........................................................................................................................... 8
RECONCILIATION AND RESENDING DATA ................................................................................... 10
NEW TRADING PARTNER CHECK LIST.......................................................................................... 11
EDI TRADING PARTNER PROFILE .................................................................................................. 12
MICROSOFT ANSI X12 IMPLEMENTATION GUIDE CONVENTIONS ............................................. 13
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Implementation Guide Revisions
Date
December 15, 2001
February 11, 2002
Page
20
Description
Creation
Added N106 Element and Added ID codes for N106
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Introduction
Purpose
This document is intended to be a guideline to assist you in reporting via EDI to Microsoft in the United States. The layouts
provided are Microsoft's interpretation of the ASC X12 standards formats and the Computing Technologies Industry
Association EDI guidelines.
Audience
The primary audience of this document is intended to be the EDI trading partner's technical or EDI support staff, but the
intention is that the explanations provided in this document will be explicit enough that anyone should be able to come away
with an understanding of the EDI reporting requirements supported by Microsoft.
Scope
This document is limited in scope in that it attempts only to address issues that are common among many trading partners.
Our intention is to accommodate the varied systems that our trading partners are using and to work with our trading partners
to assist them in electronic processing. As with all trading partner relationships many specifics will have to be negotiated
between the parties involved.
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Quick - EDI Information
Contacts
Business Questions
Contact your Microsoft Account Manager
Technical Questions
John Rittenhouse
Systems Engineer
1 Microsoft Way
Redmond, WA 98052-6399
Phone: (425) 703-0620
Fax: (425) 936-7329
Email: jritte@microsoft.com
Jana McChesney
Program Manager
1 Microsoft Way
Redmond, WA 98052-6399
Phone: (425) 936-4059
FAX: (206) 936-7329
Email: janas@microsoft.com
Network Communications
GEIS EDI*Express Service
Microsoft maintains a mailbox on General Electric Information Services’ EDI*Express Service.
Test Mailbox:
Production Mailbox:
09:081466849TEST
01:081466849
Interconnects
At the time of printing Microsoft does not have any other direct links to other networks; however, GEIS interconnection links
can be made to many of the common EDI networks. Contact the Microsoft EDI Technical Contact for further information.
Processing Schedule
At the time of printing Microsoft interfaces with the VAN and processes all EDI documents approximately every 15 minutes
24-hours per day, 7-days per week.
You will be informed of any changes to the standard interface times.
997 Functional Acknowledgments are generated immediately for inbound documents and are returned during the next
scheduled interface period.
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Overview
Distribution EDI Implementation
Microsoft has outsourced inventory management and shipping of customer orders to a third party logistics (3PL)
organization. The physical receipt, storage, and distribution of selected Microsoft products will take place at the 3PL
facilities while still capturing the distribution transactions in Microsoft’s information system.
EDI technology will be used to send packing slip data (940 transaction) from Microsoft to the 3PL and to receive
shipment confirmation data (945 transaction) from the 3PL back to Microsoft. In addition, advance notification of
in transit finished good shipments from Microsoft locations to the 3PL will be transmitted via the 856 transaction.
In response, the 3PL will notify Microsoft of the receipt and its status through the 944-warehouse receipt
transaction.
What is EDI?
Electronic Data Interchange (EDI) is the computer-to-computer exchange of formatted business data between enterprises.
The sending computer system must be capable of generating complete and accurate information while the receiving system
must be capable of interpreting and using the data received with no human intervention. In order to be recognized by the
receiving computer application, transmitted transactions must be in a standard data format. Commonality of data
requirements among companies have led to National (X12) and International (EDIFACT) standards being developed.
The X12 and EDIFACT standards are very broad, many industry associations develop industry specific guidelines and are
sub-sets of the X12 and EDIFACT standards for use within their industry. Microsoft is prepared to support the guidelines
developed and recommended by the Computing Technology Industry Association (CompTIA).
Why do EDI?
There are five primary reasons to implement EDI:
1. Business survival
2. Cost efficiencies
3. Improved Internal Processes
4. Enhanced Customer Service
5. Better supply chain management
Business survival
1.
2.
3.
Pressure from trading partners, as they will begin choosing partners based on ability to do business efficiently.
Future growth and expansion of your customer/supplier base is easier with efficient processes to support them.
It is better to develop your EDI capabilities on your own timeline rather than being in a position that customers/suppliers
demand EDI on their timelines (proactive vs. reactive)
Cost efficiencies
1.
2.
3.
4.
EDI will lead to a reduction in document processing tasks and costs. A large computer manufacturer reduced the cost
of PO from $1.65 to $.58, others have experienced larger savings depending upon their old processes. EDI eliminates or
reduces:
 Repeated keying of redundant information
 Manual reconciliation of different documents (such as purchase orders, receiving notices, and invoices)
 Correction of errors caused by incorrect data entry
 Sorting, distributing, and filing documents
 Document mailing or telephoning of information
Personnel costs - EDI will enable you to reassign personnel to more productive activities versus those mentioned above.
Inventory Savings - EDI can lead to a reduction in inventory by improving a number of factors that contribute to the
need for inventory:
 Reducing transaction time, which reduces order cycle time, which may reduce safety stock
 Reducing uncertainty in order cycle time
 Providing faster and more accurate information about demand.
Other costs that can be reduced
 Transportation costs - via better planning and management of transportation
 Error costs - Functional Acknowledgment use for “lost orders”
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Most companies do not use reduced costs as a reason to do EDI, but instead cite the ability to provide improved
customer service and to have better access to accurate information as the justification for doing EDI.
Improved internal processes
1.
2.
3.
4.
Internal reassessment - a company needs to understand current paper flow first, thus processes can be changed prior to
EDI rather than “automating a broken process”
Integration with other systems - Integrating data received via EDI can provide information faster and with more accuracy
for determining demand levels, etc.
Improved personnel productivity - because EDI reduces the amount of paperwork required, much of the administrative
activity is reduced. EDI also eliminates many of the problems with orders; both buyers and sales representatives spend
less time trying to solve administrative problems and more time doing their professional jobs.
Access to better information - data received via EDI insures that everyone in the company is working with the same
information and that it is both accurate and up-to-date. This leads to improved responsiveness to customers.
Enhances customer service
1.
2.
EDI’s ability to quickly transmit orders, coupled with point-of-sales sales tracking methods, has allowed manufacturers
to adjust quickly to changes in the marketplace.
Increased customer service - a study conducted for the Council of Logistics Management, showed that in almost 1 out of
10 orders, some status information on the order is requested by the customer prior to product delivery, EDI can provide
this information electronically with out need of human intervention on your part.
Better Supply Chain Management
Stronger Relationships - the cooperation and coordination required to implement EDI with suppliers tends to build trust
between trading partners. EDI also eliminates issues that often cause conflict, such as lost and incorrect orders.
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Implementing EDI
Getting Started
The commitment of senior management to embark on an EDI program must be obtained early. Then a review of your flow
of information (paper, verbal, electronic) and data structure of application programs should be documented. Review should
include:
 What information is traded with business partners? Including format documents as well as informal documents
such as messages, memos, phone calls, and faxes.
 How and where is the information initiated - manual input, screen entry, or computer generated?
 What is the internal flow of information? How many copies are produced, and in what form? Who receives
copies? For what purposes? For how long are copies stored and in what form?
 What control and reporting measures are used - status reporting, audit trails, security safeguards?
 What specific information is needed for current application programs - form of data, flow between applications,
entry of data?
 What information is available from application programs? What results are produced? What is the form of the
output?
Once this is accomplished changes that are necessary for EDI can be identified:
1. Addition of new data to the database to meet standards requirements
2. Use of tables to cross-reference part numbers with trading partners
3. Change in review or approval processes
4. Development of data link between application program and EDI translation software
5. Electronic linkages to the databases for departments that formerly received manual reports
6. Need to bridge between applications if multiple departments use same information.
System Requirements
Some basic hardware and software is required to implement EDI, included are:
 A computer - either your primary business computer or a PC
 Communications equipment
 Communications software - to handle sending and receiving data transmissions
 EDI translation software - to format your data in the X12 or EDIFACT standard
 Application software - to create or receive the data you are transmitting and interface to your in-house systems
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Steps for Implementing EDI Documents
There are five general steps in implementing EDI documents:
1. Planning
2. Development
3. Testing
4. Parallel
5. Production
Planning
Gaining management support
Establishing a plan
Designating business and technical contacts
Agreeing upon formats with trading partner
Development
Selection / development of EDI software
Creating mapping instructions from your business applications to the required format
Developing interfaces with current in-house applications
Determining audit and control points and requirements
Testing
Testing of communications
Testing of EDI software with in-house applications
Testing transmission of files to trading partner, with verification that all fields were received correctly
Testing receipt of file from your trading partner, with verification that all fields were received correctly
Parallel
Process both EDI and paper documents until you and your trading partner are satisfied and comfortable with the new process
All users from affected departments must be involved with parallel processing
Production
Paper generation is eliminated
All users informed process now in “production”
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Reconciliation and Resending Data
What is a 997 Functional Acknowledgment?
The 997 is a transaction returned to you by the recipient of your EDI data. Each time data is processed by a translator a
syntactical analysis is performed to ensure the data meets EDI syntax guidelines. The 997 Functional Acknowledgment
transaction contains the results of the syntactical analysis.
How soon will 997 Functional Acknowledgments be sent?
997 Functional Acknowledgments are generated by Microsoft immediately for inbound documents and are returned during
the next scheduled interface period. Please review the Processing Schedule information block in the Quick EDI Information
section.
How do 997’s relate to EDI syntax errors?
Data received by Microsoft must be free of EDI syntax errors. Microsoft will acknowledge all data, both accepted and
rejected, by returning a 997 Functional Acknowledgment. The 997 provides information on the number of transaction sets
accepted as well as providing “the reason” transaction sets were rejected.
What happens if data is rejected?
You will receive a 997 Functional Acknowledgment detailing the reason for the rejection. It is then your responsibility to
review the Functional Acknowledgment, correct the EDI syntax error and resend the corrected data to Microsoft. The 997 is
the only notification you will receive indicating the acceptance and/or rejection of your data.
How to send corrected data?
If the 997 you receive indicates that all sets within a transaction have been rejected, correct and resend the entire transaction
and leave it marked as an original. However, if the 997 indicates some, but not all, sets of the transaction were rejected,
correct and resend only rejected transaction sets.
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New Trading Partner Check List
1.
Establish business contact
2.
Establish EDI technical contact
3.
Complete Trading Partner profile
4.
Define transaction set requirements
A. Data elements
B. Timing / Frequency
5.
Establish communication process between Microsoft and Trading Partner
6.
Perform testing phase
7.
Provide Trading Partner sign off of testing phase
8.
Move process to production
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EDI Trading Partner Profile
Please Complete Trading Partner Profile form and return completed form to Jana McChesney’s Attention
before transmitting any EDI transactions to Microsoft. Fax: 425-936-7329 E-mail: janas@microsoft.com
Date
_________________________
Company Name
___________________________________________________________________
Company Address
___________________________________________________________________
___________________________________________________________________
Contact Information
Contact
____________________________________________________________________
Title
_________________________________ Phone ( _____ ) _____________________
Email Address
_________________________________ Fax
Contact
____________________________________________________________________
Title
_________________________________ Phone ( _____ ) _____________________
Email Address
_________________________________ Fax
( _____ ) _____________________
( _____ ) _____________________
Enveloping Information
ISA - Sender information
Qualifier
Number
Test
____
____________________________
Production
____
____________________________
GS - Sender information
Number
Test
____________________________
Production
____________________________
Value Added Network(s)
_________________________________________________
_________________________________________________
Processing Details
X12 versions supported (please circle those supported)
002003 002040 003010 003020 003030 003040 003050 004010
Data Separators:
Element
_____ Sub-element _____ Segment Terminator ____
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Microsoft ANSI X12 Implementation Guide Conventions
For Transactions Received by Microsoft Segment Summary and Looping Structure:
The column labeled "Usage” is used to communicate Microsoft’s business requirements to properly
process the data.
1. For segments identified as "MS Required" partners must send segments and need to follow the ANSI
X12 conventions.
2. For the segments identified as “Used” partners must send data if there is a “Microsoft Note” that
denotes special conditions, or may send the data if available.
Segment and Element Detail:
The column labeled “Usage” is used to communicate Microsoft’s business requirements to properly
process the data.
1. For elements identified as “MS Required” partners must send elements and need to follow the ANSI
X12 conventions for conditional and paired relationships.
2. For elements identified as “Used” partners may send data if available or otherwise required by the
ANSI X12 conventions.
The element, segment, and transaction descriptions identified by "Microsoft Note” or enclosed in []
illustrate Microsoft's business usage and interpretation.
For Transactions Sent by Microsoft –
The column labeled "Usage” is used to communicate Microsoft’s requirements for sending data.
1. Segments and/or elements that will always be present are denoted as “Will Send”, and for those that
may be present if available are denoted as “May Send”.
2. For elements identified as “Will Send” within a segment identified as “May Send”, the element will
be present only if the segment is sent.
Trading partners need to be prepared to receive and process all segments and elements identified in this
guide.
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940
Warehouse Shipping Order
OW
Functional Group=
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.
Heading:
Req
Max
Use
Functional Group Header
Transaction Set Header
Shipping Order Identification
M
M
M
1
1
1
Will Send
Will Send
Will Send
LOOP ID - 0100
040
N1
050
N2
060
N3
070
N4
Name - Ship To
Additional Name Information
Address Information
Geographic Location
O
O
O
O
1
2
2
1
May Send
May Send
May Send
May Send
LOOP ID - 0100
040
N1
050
N2
060
N3
070
N4
Name - Sold To
Additional Name Information
Address Information
Geographic Location
O
O
O
O
1
2
2
1
May Send
May Send
May Send
May Send
Name - Bill To
Additional Name Information
Address Information
Geographic Location
Reference Identification - Shipping Point
Reference Identification - Delivery Reference
Reference Identification - Sales Responsibility
Reference Identification - Terms Description
Reference Identification - Sales Order Number
Reference Identification - Customer PO Number
Reference Identification - Promo/Deal Number
Reference Identification - Priority Rating
Reference Identification - Department Number
Reference Identification - Internal Vendor
Number
Contact
Date/Time - Requested Ship Date
Date/Time - Purchase Order Date
Note/Special Instruction - Header Remarks
Note/Special Instruction - Packslip Trailing
Remarks
Note/Special Instruction - Microsoft Ship Via
Code
Note/Special Instruction – Customer Purchase
Order Type
Note/Special Instruction – Store Location ID
Warehouse Carrier Information
O
O
O
O
O
O
O
O
O
O
O
O
O
O
1
2
2
1
1
1
1
1
1
1
1
1
1
1
May Send
May Send
May Send
May Send
May Send
May Send
May Send
May Send
May Send
May Send
May Send
May Send
May Send
May Send
O
O
O
O
O
3
1
1
>1
>1
May Send
May Send
May Send
May Send
May Send
O
>1
May Send
O
>1
May Send
O
O
>1
1
May Send
May Send
Pos
Id
Segment Name
010
020
GS
ST
W05
LOOP ID - 0100
040
N1
050
N2
060
N3
070
N4
090
N9
090
N9
090
N9
090
N9
090
N9
090
N9
090
N9
090
N9
090
N9
090
N9
100
110
110
120
120
G61
G62
G62
NTE
NTE
120
NTE
120
NTE
120
140
NTE
W66
LOOP ID - 0200
Repeat
10
14
Notes
Usage
160
170
LM
LQ
Code Source Information
Industry Code
Id
Segment Name
Warehouse Shipping Order - 940
Will Send
Will Send
O
M
1
100
Req
Max
Use
Assigned Number
O
1
O
O
O
O
1
5
1
1
Will Send
May Send
May Send
May Send
N9
N9
N9
N9
N9
QTY
QTY
N1
Line Item Detail - Warehouse
Line Item Detail - Description
Reference Identification - PO Line Number
Reference Identification - Sales Order Line
Number
Reference Identification - SAP Storage Location
Reference Identification - Delivery Item Number
Reference Identification - Plant Number
Reference Identification - SAP Loading Group
Reference Identification - SAP Material Group
Quantity - Order Quantity
Quantity - Backorder Quantity
Name
O
O
O
O
O
O
O
O
1
1
1
1
1
1
1
1
May Send
May Send
May Send
May Send
May Send
May Send
May Send
May Send
Pos
Id
Segment Name
Req
Max
Use
010
020
W76
SE
GE
Total Shipping Order
Transaction Set Trailer
Functional Group Trailer
O
M
M
1
1
1
Detail:
Pos
LOOP ID - 0300
005
LX
LOOP ID - 0310
020
W01
030
G69
040
N9
040
N9
040
040
040
040
040
070
070
110
Repeat
Notes
Usage
>1
Will Send
>1
Summary:
15
Repeat
Notes
Usage
May Send
Will Send
Will Send
Warehouse Shipping Order - 940
GS
Pos:
Max: 1
Heading - Mandatory
Loop: N/A
Elements: 8
Functional Group Header
To indicate the beginning of a functional group and to provide control information
Semantics:
1.
2.
3.
GS04 is the group date.
GS05 is the group time.
The data interchange control number GS06 in this header must be identical to the same data element in the associated functional group trailer,
GE02.
Comments:
1.
A functional group of related transaction sets, within the scope of X12 standards, consists of a collection of similar transaction sets enclosed by
a functional group header and a functional group trailer.
Notes:
Example: GS~OW~081466849~006932842~20010713~1629~1073~X~004010
Element Summary:
Ref _
GS01
Id_
479
Element Name
_
Functional Identifier Code
Description: Code identifying a group of application related transaction
sets.
Code
OW
Name
Warehouse Shipping Order/Ship Request
Req
M
Type
ID
Min/Max Usage_
2/2
Will
Send
_
GS02
142
Application Sender's Code
Description: Code identifying party sending transmission; codes agreed to
by trading partners.
M
AN
2/15
Will
Send
GS03
124
Application Receiver's Code
Description: Code identifying party receiving transmission. Codes agreed
to by trading partners.
M
AN
2/15
Will
Send
GS04
373
Date
Description: Date (CCYYMMDD).
M
DT
8/8
Will
Send
GS05
337
Time
Description: Time expressed in 24-hour clock time as follows: HHMM,
or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (0023), 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).
M
TM
4/8
Will
Send
GS06
28
Group Control Number
Description: Assigned number originated and maintained by the sender.
M
N0
1/9
Will
Send
GS07
455
Responsible Agency Code
Description: Code used in conjunction with Data Element 480 to identify
the issuer of the standard.
M
ID
1/2
Will
Send
16
Ref _
Id_
Element Name
Code
X
GS08
480
Name
Accredited Standards Committee X12
_
_
Version / Release / Industry Identifier Code
Description: Code indicating the version, release, sub-release, 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.
Code
Name
004010 Draft Standards Approved for Publication by ASC X12
Procedures Review Board through October 1997
17
_
Req
M
Warehouse Shipping Order - 940
Type Min/Max Usage_
AN
1/12
Will
Send
Warehouse Shipping Order - 940
ST
Pos: 010
Max: 1
Heading - Mandatory
Loop: N/A
Elements: 2
Transaction Set Header
To indicate the start of a transaction set and to assign a control number
Semantics:
1.
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).
Element Summary:
Ref _
ST01
ST02
Id_
143
329
Element Name
Transaction Set Identifier Code
Description: Code uniquely identifying a Transaction Set.
_
Code
940
_
Name
Warehouse Shipping Order
Transaction Set Control Number
Description: Identifying control number that must be unique within the
transaction set functional group assigned by the originator for a transaction
set.
18
Req
M
Type
ID
M
AN
Min/Max Usage_
3/3
Will
Send
4/9
Will
Send
Warehouse Shipping Order - 940
W05
Pos: 020
Max: 1
Heading - Mandatory
Loop: N/A
Elements: 2
Shipping Order Identification
To transmit identifying numbers and other basic data for this transaction set
Syntax:
1. W0504 P0405 -- If either W0504 or W0505 are present, then the other is required.
Element Summary:
Ref _
W0501
Id_
473
Element Name
Order Status Code
Description: Code identifying purpose of transaction set.
Code
N
W0502
285
_
Name
Original
Req
M
Type
ID
M
AN
Min/Max Usage_
1/1
Will
Send
_
Depositor Order Number
Description: Identifying number for warehouse shipping order assigned
by the depositor.
Microsoft Note: Depositor Order Number. Microsoft Delivery Number.
This is the unique number that Microsoft assigns to a group of sales order
line items that are to be shipped. Maximum application field length is 10.
19
1/22
Will
Send
Warehouse Shipping Order - 940
N1
Pos: 040
Max: 1
Heading - Optional
Loop: 0100
Elements: 5
Name - Ship To
To identify a party by type of organization, name, and code
Syntax:
1. R0203 -- At least one of N102 or N103 is required.
2. P0304 -- If either N103 or N104 are present, then the other is required.
Comments:
1.
2.
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.
N105 and N106 further define the type of entity in N101.
Element Summary:
Ref _
N101
Id_
98
Element Name
Entity Identifier Code
Description: Code identifying an organizational entity, a physical
location, property or an individual.
Code
ST
N102
93
_
Name
Ship To
Req
M
Type
ID
Min/Max Usage_
2/3
Will
Send
C
AN
1/60
Will
Send
C
ID
1/2
Will
Send
C
AN
2/80
Will
Send
C
ID
2/3
May
Send
_
Name
Description: Free-form name.
Microsoft Note: Customer Name. Maximum application field length is
35.
N103
66
Identification Code Qualifier
Description: Code designating the system/method of code structure used
for Identification Code (67).
Code
91
N104
67
Name
Assigned by Seller or Seller's Agent
_
Identification Code
Description: Code identifying a party or other code.
Microsoft Note: Customer Number. Microsoft assigned customer number.
Maximum application field length is 10.
N106
98
Entity Identification Code
Description: Code identifying a party or other code.
Code
DC
SN
ST
Name
Distribution Center
Retail Store
Standard Ship To
_
20
Warehouse Shipping Order - 940
N2
Pos: 050
Max: 2
Heading - Optional
Loop: 0100
Elements: 2
Additional Name Information
To specify additional names or those longer than 35 characters in length
Element Summary:
Ref _
N201
Id_
93
Element Name
Name
Description: Free-form name.
_
Req
M
Type
AN
O
AN
Min/Max Usage_
1/60
Will
Send
Microsoft Note: Customer Name Line 2. Maximum application field
length is 35.
N202
93
Name
Description: Free-form name.
Microsoft Note: Customer Name Line 3. Maximum application field
length is 35.
21
1/60
May
Send
Warehouse Shipping Order - 940
N3
Pos: 060
Max: 2
Heading - Optional
Loop: 0100
Elements: 2
Address Information
To specify the location of the named party
Element Summary:
Ref _
N301
Id_
166
Element Name
Address Information
Description: Address information.
_
Req
M
Type
AN
O
AN
Min/Max Usage_
1/55
Will
Send
Microsoft Note: Microsoft address line 1. Maximum application field
length is 35.
N302
166
Address Information
Description: Address information.
Microsoft Note: Microsoft address line 2. Maximum application field
length is 35.
22
1/55
May
Send
Warehouse Shipping Order - 940
N4
Pos: 070
Max: 1
Heading - Optional
Loop: 0100
Elements: 4
Geographic Location
To specify the geographic place of the named party
Syntax:
1. N406 C0605 -- If N406 is present, then N405 is required.
Comments:
1.
2.
A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
N402 is required only if city name (N401) is in the U.S. or Canada.
Element Summary:
Ref _
N401
Id_
19
Element Name
City Name
Description: Free-form text for city name.
N402
156
N403
N404
_
Req
O
Type
AN
Min/Max Usage_
2/30
Will
Send
State or Province Code
Description: Code (Standard State/Province) as defined by appropriate
government agency.
O
ID
2/2
May
Send
116
Postal Code
Description: Code defining international postal zone code excluding
punctuation and blanks (zip code for United States).
O
ID
3/15
Will
Send
26
Country Code
Description: Code identifying the country.
O
ID
2/3
Will
Send
C
ID
1/2
May
Send
O
AN
1/30
May
Send
Microsoft Note: Refer to ISO 3166-1 Country Codes for acceptable.
values.
N405
309
Location Qualifier
Description: Code identifying type of location.
Code
SN
N406
310
Name
Store Number
_
Location Identifier
Description: Code which identifies a specific location.
Microsoft Note: Customer Store Number. Maximum application field
length is 15.
23
Warehouse Shipping Order - 940
N1
Pos: 040
Max: 1
Heading - Optional
Loop: 0100
Elements: 4
Name - Sold To
To identify a party by type of organization, name, and code
Syntax:
1. N102 R0203 -- At least one of N102 or N103 is required.
2. N103 P0304 -- If either N103 or N104 are present, then the other is required.
Comments:
1.
2.
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.
N105 and N106 further define the type of entity in N101.
Element Summary:
Ref _
N101
Id_
98
Element Name
Entity Identifier Code
Description: Code identifying an organizational entity, a physical
location, property or an individual.
Code
SO
N102
93
_
Name
Sold To If Different From Bill To
Req
M
Type
ID
Min/Max Usage_
2/3
Will
Send
C
AN
1/60
Will
Send
C
ID
1/2
Will
Send
C
AN
2/80
Will
Send
_
Name
Description: Free-form name.
Microsoft Note: Customer Name. Maximum application field length is
35.
N103
66
Identification Code Qualifier
Description: Code designating the system/method of code structure used
for Identification Code (67).
Code
91
N104
67
Name
Assigned by Seller or Seller's Agent
_
Identification Code
Description: Code identifying a party or other code.
Microsoft Note: Customer Number. Microsoft assigned customer number.
Maximum application field length is 10.
24
Warehouse Shipping Order - 940
N2
Pos: 050
Max: 2
Heading - Optional
Loop: 0100
Elements: 2
Additional Name Information
To specify additional names or those longer than 35 characters in length
Element Summary:
Ref _
N201
Id_
93
Element Name
Name
Description: Free-form name.
_
Req
M
Type
AN
O
AN
Min/Max Usage_
1/60
Will
Send
Microsoft Note: Customer Name Line 2. Maximum application field
length is 35.
N202
93
Name
Description: Free-form name.
Microsoft Note: Customer Name Line 3. Maximum application field
length is 35.
25
1/60
May
Send
Warehouse Shipping Order - 940
N3
Pos: 060
Max: 2
Heading - Optional
Loop: 0100
Elements: 2
Address Information
To specify the location of the named party
Element Summary:
Ref _
N301
Id_
166
Element Name
Address Information
Description: Address information.
_
Req
M
Type
AN
O
AN
Min/Max Usage_
1/55
Will
Send
Microsoft Note: Microsoft address line 1. Maximum application field
length is 35.
N302
166
Address Information
Description: Address information.
Microsoft Note: Microsoft address line 2. Maximum application field
length is 35.
26
1/55
May
Send
Warehouse Shipping Order - 940
N4
Pos: 070
Max: 1
Heading - Optional
Loop: 0100
Elements: 4
Geographic Location
To specify the geographic place of the named party
Syntax:
1. N406 C0605 -- If N406 is present, then N405 is required.
Comments:
1.
2.
A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
N402 is required only if city name (N401) is in the U.S. or Canada.
Element Summary:
Ref _
N401
Id_
19
Element Name
City Name
Description: Free-form text for city name.
N402
156
N403
N404
_
Req
O
Type
AN
Min/Max Usage_
2/30
Will
Send
State or Province Code
Description: Code (Standard State/Province) as defined by appropriate
government agency.
O
ID
2/2
May
Send
116
Postal Code
Description: Code defining international postal zone code excluding
punctuation and blanks (zip code for United States).
O
ID
3/15
Will
Send
26
Country Code
Description: Code identifying the country.
O
ID
2/3
Will
Send
C
ID
1/2
May
Send
O
AN
1/30
May
Send
Microsoft Note: Refer to ISO 3166-1 Country Codes for acceptable
values.
N405
309
Location Qualifier
Description: Code identifying type of location.
Code
SN
N406
310
Name
Store Number
_
Location Identifier
Description: Code which identifies a specific location.
Microsoft Note: Customer Store Number. Maximum application field
length is 15.
27
Warehouse Shipping Order - 940
N1
Pos: 040
Max: 1
Heading - Optional
Loop: 0100
Elements: 4
Name - Bill To
To identify a party by type of organization, name, and code
Syntax:
1. N102 R0203 -- At least one of N102 or N103 is required.
2. N103 P0304 -- If either N103 or N104 are present, then the other is required.
Comments:
1.
2.
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.
N105 and N106 further define the type of entity in N101.
Element Summary:
Ref _
N101
Id_
98
Element Name
Entity Identifier Code
Description: Code identifying an organizational entity, a physical
location, property or an individual.
Code
BT
N102
93
_
Name
Bill-to-Party
Req
M
Type
ID
Min/Max Usage_
2/3
Will
Send
C
AN
1/60
Will
Send
C
ID
1/2
Will
Send
C
AN
2/80
Will
Send
_
Name
Description: Free-form name.
Microsoft Note: Customer Name. Maximum application field length is
35.
N103
66
Identification Code Qualifier
Description: Code designating the system/method of code structure used
for Identification Code (67).
Code
91
N104
67
Name
Assigned by Seller or Seller's Agent
_
Identification Code
Description: Code identifying a party or other code.
Microsoft Note: Customer Number. Microsoft assigned customer number.
Maximum application field length is 10.
28
Warehouse Shipping Order - 940
N2
Pos: 050
Max: 2
Heading - Optional
Loop: 0100
Elements: 2
Additional Name Information
To specify additional names or those longer than 35 characters in length
Element Summary:
Ref _
N201
Id_
93
Element Name
Name
Description: Free-form name.
_
Req
M
Type
AN
O
AN
Min/Max Usage_
1/60
Will
Send
Microsoft Note: Customer Name Line 2. Maximum application field
length is 35.
N202
93
Name
Description: Free-form name.
Microsoft Note: Customer Name Line 3. Maximum application field
length is 35.
29
1/60
May
Send
Warehouse Shipping Order - 940
N3
Pos: 060
Max: 2
Heading - Optional
Loop: 0100
Elements: 2
Address Information
To specify the location of the named party
Element Summary:
Ref _
N301
Id_
166
Element Name
Address Information
Description: Address information.
_
Req
M
Type
AN
O
AN
Min/Max Usage_
1/55
Will
Send
Microsoft Note: Microsoft address line 1. Maximum application field
length is 35.
N302
166
Address Information
Description: Address information.
Microsoft Note: Microsoft address line 2. Maximum application field
length is 35.
30
1/55
May
Send
Warehouse Shipping Order - 940
N4
Pos: 070
Max: 1
Heading - Optional
Loop: 0100
Elements: 4
Geographic Location
To specify the geographic place of the named party
Syntax:
1. N406 C0605 -- If N406 is present, then N405 is required.
Comments:
1.
2.
A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.
N402 is required only if city name (N401) is in the U.S. or Canada.
Element Summary:
Ref _
N401
Id_
19
Element Name
City Name
Description: Free-form text for city name.
N402
156
N403
N404
_
Req
O
Type
AN
Min/Max Usage_
2/30
Will
Send
State or Province Code
Description: Code (Standard State/Province) as defined by appropriate
government agency.
O
ID
2/2
May
Send
116
Postal Code
Description: Code defining international postal zone code excluding
punctuation and blanks (zip code for United States).
O
ID
3/15
Will
Send
26
Country Code
Description: Code identifying the country.
O
ID
2/3
Will
Send
C
ID
1/2
May
Send
O
AN
1/30
May
Send
Microsoft Note: Refer to ISO 3166-1 Country Codes for acceptable
values.
N405
309
Location Qualifier
Description: Code identifying type of location.
Code
SN
N406
310
Name
Store Number
_
Location Identifier
Description: Code which identifies a specific location.
Microsoft Note: Customer Store Number. Maximum application field
length is 15.
31
Warehouse Shipping Order - 940
N9
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
Reference Identification - Shipping
Point
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
SF
_
Name
Ship From
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: SAP Shipping Point. Maximum application field length
is 4.
32
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
Reference Identification - Delivery
Reference
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Comments:
1.
There are five data elements involved in determining the Ship Via instructions:
SCAC Code, Shipment Method of Payment Code, Transportation Method Type Code, Service Level Code, and Ship Via Description.
Microsoft supports Ship Via instructions in the 940 in two different ways:
NTE Segment with the "TRA" qualifier:
Microsoft sends a single Ship Via Code (maximum application length is 2).
The trading partner translates the single code into the five data elements in their system in order to determine the Ship Via
instructions.
W66 Segment & N9 Segment with "KK" qualifier:
Microsoft sends the five fields in the following segments:
SCAC Code = W6610
Shipment Method of Payment Code = W6601
Transportation Method Code = W6602
Service Level Code = Header N9 Segment with the "KK" qualifier
Ship Via Description = W6605
The data elements for both methods will be sent in the 940 and it is up to the trading partner to determine which method they choose to use. Note
that Ship Via instructions are also used in the 945 and the same method should be used in both the 940 and the 945.
Semantics:
1.
2.
N906 reflects the time zone, which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
KK
_
Name
Delivery Reference
Reference Identification
Description: Reference information as defined for a particular Transaction
Set, or as specified by the Reference Identification Qualifier.
Microsoft Note: Shipping Service Level. Maximum application field
length is 2.
Code
00
01
02
03
05
Name
No Guarantee
Overnight
2 Day Delivery
3 Day Delivery
3-5 Day Delivery
_
33
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
Reference Identification - Sales
Responsibility
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
SR
_
Name
Sales Responsibility
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: SAP Order Type. Maximum application field length is 4.
34
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
Reference Identification - Terms
Description
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
TC
_
Name
Vendor Terms
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: Customer Payment Terms Description. Maximum
application field length is 30.
35
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Reference Identification - Sales Order
Number
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
SO
_
Name
Shipper's Order (Invoice Number)
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: SAP Sales Order Number. Maximum application field
length is 10.
36
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Reference Identification - Customer
PO Number
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
PO
_
Name
Purchase Order Number
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: Customer Purchase Order Number. Maximum
application field length is 20.
37
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Reference Identification - Promo/Deal
Number
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
PD
_
Name
Promotion/Deal Number
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: Promo Code. Maximum application field length is 10.
38
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
Reference Identification - Priority
Rating
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
PH
_
Name
Priority Rating
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: Delivery Priority. Maximum application field length is 2.
39
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Reference Identification - Department
Number
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
DP
_
Name
Department Number
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: Department. Maximum application field length is 15.
40
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 090
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
Reference Identification - Internal
Vendor Number
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. R0203 -- At least one of N902 or N903 is required.
2. C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
IA
_
Name
Internal Vendor Number
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: Internal Vendor number. Maximum application field
length is 30.
41
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
G61
Pos: 100
Max: 3
Heading - Optional
Loop: N/A
Elements: 4
Contact
To identify a person or office to whom communications should be directed
Syntax:
1. G6103 P0304 -- If either G6103 or G6104 are present, then the other is required.
Comments:
1.
G6103 qualifies G6104.
Element Summary:
Ref _
G6101
Id_
366
Element Name
_
Contact Function Code
Description: Code identifying the major duty or responsibility of the
person or group named.
Code
CN
Name
General Contact
Req
M
Type
ID
Min/Max Usage_
2/2
Will
Send
_
G6102
93
Name
Description: Free-form name.
M
AN
1/60
Will
Send
G6103
365
Communication Number Qualifier
Description: Code identifying the type of communication number.
C
ID
2/2
May
Send
C
AN
1/80
May
Send
Code
TE
G6104
364
Name
Telephone
_
Communication Number
Description: Complete communications number including country or area
code when applicable.
42
Warehouse Shipping Order - 940
G62
Pos: 110
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
Date/Time - Requested Ship Date
To specify pertinent dates and times
Syntax:
1. G6201 R0103 -- At least one of G6201 or G6203 is required.
2. G6201 P0102 -- If either G6201 or G6202 are present, then the other is required.
3. G6203 P0304 -- If either G6203 or G6204 are present, then the other is required.
Comments:
1. Microsoft will send either a G62 segment with an 02 (Requested Delivery Date) or 10 (Requested Ship Date), but not both.
Element Summary:
Ref _
G6201
G6202
Id_
432
373
Element Name
Date Qualifier
Description: Code specifying type of date.
_
Code
02
10
_
Name
Delivery Requested on This Date
Requested Ship Date/Pick-up Date
Date
Description: Date expressed as CCYYMMDD.
43
Req
C
Type
ID
C
DT
Min/Max Usage_
2/2
Will
Send
8/8
Will
Send
Warehouse Shipping Order - 940
G62
Pos: 110
Max: 1
Heading - Optional
Loop: N/A
Elements: 2
Date/Time - Purchase Order Date
To specify pertinent dates and times
Syntax:
1. G6201 R0103 -- At least one of G6201 or G6203 is required.
2. G6201 P0102 -- If either G6201 or G6202 are present, then the other is required.
3. G6203 P0304 -- If either G6203 or G6204 are present, then the other is required.
Element Summary:
Ref _
G6201
G6202
Id_
432
373
Element Name
Date Qualifier
Description: Code specifying type of date.
_
Code
04
_
Name
Purchase Order Date
Date
Description: Date expressed as CCYYMMDD.
Microsoft Note: Customer Purchase Order Date.
44
Req
C
Type
ID
C
DT
Min/Max Usage_
2/2
Will
Send
8/8
Will
Send
Warehouse Shipping Order - 940
NTE
Pos: 120
Max: >1
Heading - Optional
Loop: N/A
Elements: 2
Note/Special Instruction - Header
Remarks
To transmit information in a free-form format, if necessary, for comment or special instruction
Comments:
1.
The NTE segment permits free-form information/data, which, under ANSI X12 standard implementations, is not machine processable. The use
of the NTE segment should therefore be avoided, if at all possible, in an automated environment.
Element Summary:
Ref _
NTE01
Id_
363
Element Name
Note Reference Code
Description: Code identifying the functional area or purpose for which the
note applies.
Code
GEN
NTE02
352
_
Name
Entire Transaction Set
Req
O
Type
ID
M
AN
Min/Max Usage_
3/3
May
Send
_
Description
Description: A free-form description to clarify the related data elements
and their content.
Microsoft Note: Header Remarks.
45
1/80
Will
Send
Warehouse Shipping Order - 940
NTE
Pos: 120
Max :>1
Heading - Optional
Loop: N/A
Elements: 2
Note/Special Instruction - Packslip
Trailing Remarks
To transmit information in a free-form format, if necessary, for comment or special instruction
Comments:
1.
The NTE segment permits free-form information/data, which, under ANSI X12 standard implementations, is not machine processable. The use
of the NTE segment should therefore be avoided, if at all possible, in an automated environment.
Element Summary:
Ref _
NTE01
Id_
363
Element Name
Note Reference Code
Description: Code identifying the functional area or purpose for which the
note applies.
Code
DEL
NTE02
352
_
Name
Delivery
Req
O
Type
ID
M
AN
Min/Max Usage_
3/3
May
Send
_
Description
Description: A free-form description to clarify the related data elements
and their content.
Microsoft Note: Remarks that appear at the end of the detail section on a
packslip.
46
1/80
Will
Send
Warehouse Shipping Order - 940
NTE
Note/Special Instruction - Microsoft
Ship Via Code
Pos: 120
Max: >1
Heading - Optional
Loop: N/A
Elements: 2
To transmit information in a free-form format, if necessary, for comment or special instruction
Comments:
1.
The NTE segment permits free-form information/data, which, under ANSI X12 standard implementations, is not machine processable. The use
of the NTE segment should therefore be avoided, if at all possible, in an automated environment.
2.
There are five data elements involved in determining the Ship Via instructions:
SCAC Code, Shipment Method of Payment Code, Transportation Method Type Code, Service Level Code, and Ship Via Description.
Microsoft supports Ship Via instructions in the 940 in two different ways:
NTE Segment with the "TRA" qualifier:
Microsoft sends a single Ship Via Code (maximum application length is 2).
The trading partner translates the single code into the five data elements in their system in order to determine the Ship Via
instructions.
W66 Segment & N9 Segment with "KK" qualifier:
Microsoft sends the five fields in the following segments:
SCAC Code = W6610
Shipment Method of Payment Code = W6601
Transportation Method Code = W6602
Service Level Code = Header N9 Segment with the "KK" qualifier
Ship Via Description = W6605
The data elements for both methods will be sent in the 940 and it is up to the trading partner to determine which method they choose to use. Note
that Ship Via instructions are also used in the 945 and the same method should be used in both the 940 and the 945.
Element Summary:
Ref _
NTE01
Id_
363
Element Name
_
Note Reference Code
Description: Code identifying the functional area or purpose for which the
note applies.
Code
TRA
NTE02
352
Name
Transportation
Req
O
Type
ID
M
AN
Min/Max Usage_
3/3
May
Send
_
Description
Description: A free-form description to clarify the related data elements
and their content.
Microsoft Note: Microsoft Ship Via Code. Maximum application field
length is 2.
47
1/80
Will
Send
Warehouse Shipping Order - 940
NTE
Note/Special Instruction – Customer
Purchase Order Type
Pos: 120
Max: >1
Heading - Optional
Loop: N/A
Elements: 2
To transmit information in a free-form format, if necessary, for comment or special instruction
Comments:
1.
The NTE segment permits free-form information/data, which, under ANSI X12 standard implementations, is not machine processable. The use
of the NTE segment should therefore be avoided, if at all possible, in an automated environment.
Element Summary:
Ref _
NTE01
Id_
363
Element Name
_
Note Reference Code
Description: Code identifying the functional area or purpose for which the
note applies.
Code
PUR
NTE02
352
Name
Purchasing
Req
O
Type
ID
M
AN
Min/Max Usage_
3/3
May
Send
_
Description
Description: A free-form description to clarify the related data elements
and their content.
Microsoft Note: Customer Purchase Order Type. Maximum application
field length is 15.
48
1/80
Will
Send
Warehouse Shipping Order - 940
NTE
Note/Special Instruction – Store
Location ID
Pos: 120
Max :>1
Heading - Optional
Loop: N/A
Elements: 2
To transmit information in a free-form format, if necessary, for comment or special instruction
Comments:
1.
The NTE segment permits free-form information/data, which, under ANSI X12 standard implementations, is not machine processable. The use
of the NTE segment should therefore be avoided, if at all possible, in an automated environment.
Element Summary:
Ref _
NTE01
Id_
363
Element Name
Note Reference Code
Description: Code identifying the functional area or purpose for which the
note applies.
Code
LOC
NTE02
352
_
Name
Location
Req
O
Type
ID
M
AN
Min/Max Usage_
3/3
May
Send
_
Description
Description: A free-form description to clarify the related data elements
and their content.
Microsoft Note: Store Number. Maximum application field length is 15.
49
1/80
Will
Send
Warehouse Shipping Order - 940
W66
Pos: 140
Max: 1
Heading - Optional
Loop: N/A
Elements: 5
Warehouse Carrier Information
To specify transportation instructions relating to shipment
Syntax:
1. W6608 P0809 -- If either W6608 or W6609 are present, then the other is required.
Comments:
3.
There are five data elements involved in determining the Ship Via instructions:
SCAC Code, Shipment Method of Payment Code, Transportation Method Type Code, Service Level Code, and Ship Via Description.
Microsoft supports Ship Via instructions in the 940 in two different ways:
NTE Segment with the "TRA" qualifier:
Microsoft sends a single Ship Via Code (maximum application length is 2).
The trading partner translates the single code into the five data elements in their system in order to determine the Ship Via
instructions.
W66 Segment & N9 Segment with "KK" qualifier:
Microsoft sends the five fields in the following segments:
SCAC Code = W6610
Shipment Method of Payment Code = W6601
Transportation Method Code = W6602
Service Level Code = Header N9 Segment with the "KK" qualifier
Ship Via Description = W6605
The data elements for both methods will be sent in the 940 and it is up to the trading partner to determine which method they choose to use.
Note that Ship Via instructions are also used in the 945 and the same method should be used in both the 940 and the 945.
Semantics:
1.
W6609 is the monetary amount of the charges to be collected on delivery of order.
Element Summary:
Ref _
W6601
Id_
146
Element Name
_
Shipment Method of Payment
Description: Code identifying payment terms for transportation charges.
Code
CA
CC
DF
PP
TP
W6602
91
Name
Advance Collect
Collect
Defined by Buyer and Seller
Prepaid (by Seller)
Third Party Pay
Type
ID
M
ID
Min/Max Usage_
2/2
Will
Send
_
Transportation Method/Type Code
Description: Code specifying the method or type of transportation for the
shipment.
Code
A
D
E
L
M
S
T
U
X
Req
M
Name
Air
Parcel Post
Expedited Truck
Contract Carrier
Motor (Common Carrier)
Ocean
Best Way (Shippers Option)
Private Parcel Service
Intermodal (Piggyback)
_
50
1/2
Will
Send
Ref _
Id_
Element Name
AE
CE
_
Req
Warehouse Shipping Order - 940
Type Min/Max Usage_
Air Express
Customer Pickup / Customer's Expense
W6605
387
Routing
Description: Free-form description of the routing or requested routing for
shipment, or the originating carrier's identity.
O
AN
1/35
Will
Send
W6607
434
F.O.B. Point
Description: Descriptive name of F.O.B. point.
O
AN
1/30
Will
Send
O
ID
2/4
Will
Send
Microsoft Note: F.O.B. Point; FOB/Incoterms Description for code
specified in LQ02 segment. The Incoterms code and Incoterms description
are concatenated together in this element.
Examples:
FOB Free on Board
CFR Cost and Freight
W6610
140
Standard Carrier Alpha Code
Description: Standard Carrier Alpha Code.
Microsoft Note: Carrier SCAC Code refers to National Motor Freight
Traffic Association publication for acceptable code values. Maximum
application field length is 4.
51
Warehouse Shipping Order - 940
LM
Pos: 160
Max: 1
Heading - Optional
Loop: 0200
Elements: 1
Code Source Information
To transmit standard code list identification information
Comments:
1.
LM02 identifies the applicable industry code list source information.
Element Summary:
Ref _
LM01
Id_
559
Element Name
Agency Qualifier Code
Description: Code identifying the agency assigning the code values.
_
Code
AS
_
Name
Assigned by Seller
52
Req
M
Type
ID
Min/Max Usage_
2/2
Will
Send
Warehouse Shipping Order - 940
LQ
Pos: 170
Max: 100
Heading - Mandatory
Loop: 0200
Elements: 2
Industry Code
Code to transmit standard industry codes
Syntax:
1. C0102 -- If LQ01 is present, then LQ02 is required
Element Summary:
Ref _
LQ01
Id_
1270
Element Name
Code List Qualifier Code
Description: Code identifying a specific industry code list
Code
1
LQ02
1271
_
Name
Free On Board Site Code
Req
O
Type
ID
C
AN
Min/Max Usage_
1/3
Will
Send
_
Industry Code
Description: Code indicating a code from a specific industry code list
Microsoft Note: The destination site where the seller agrees to deliver
merchandise on board the conveyance without extra charge. FOB
Code/Incoterms refer to International Chamber of Commerce Publication
No. 460 (Incoterms) for acceptable code values. Examples:
FOB - Free on Board
CFR - Cost and Freight
53
1/30
Will
Send
Warehouse Shipping Order - 940
LX
Pos: 005
Max: 1
Detail - Optional
Loop: 0300
Elements: 1
Assigned Number
To reference a line number in a transaction set
Element Summary:
Ref _
LX01
Id_
554
Element Name
_
Assigned Number
Description: Number assigned for differentiation within a transaction set.
Microsoft Note: Microsoft will only send one LX segment in the 940. The
Assigned Number value will always be “1”.
54
Req
M
Type
N0
Min/Max Usage_
1/6
Will
Send
Warehouse Shipping Order - 940
W01
Pos: 020
Max: 1
Detail - Optional
Loop: 0310
Elements: 6
Line Item Detail - Warehouse
To transmit basic and most frequent shipment-related line-item data elements
Syntax:
1. W0103 R0304 -- At least one of W0103 or W0104 is required.
2. W0104 P0405 -- If either W0104 or W0105 are present, then the other is required.
3. W0106 P0607 -- If either W0106 or W0107 are present, then the other is required.
4. W0110 P1011 -- If either W0110 or W0111 are present, then the other is required.
5. W0115 P1516 -- If either W0115 or W0116 are present, then the other is required.
Element Summary:
Ref _
W0101
Id_
330
Element Name
Quantity Ordered
Description: Quantity ordered.
_
Req
M
Type
R
Min/Max Usage_
1/15
Will
Send
M
ID
2/2
Will
Send
C
ID
2/2
Will
Send
C
AN
1/48
Will
Send
C
ID
2/2
May
Send
C
AN
1/48
May
Send
Microsoft Note: Quantity to ship.
W0102
355
Unit or Basis for Measurement Code
Description: Code specifying the units in which a value is being
expressed, or manner in which a measurement has been taken.
Code
EA
Name
Each
_
Microsoft Note: Refer to IS 31 standards for acceptable code values.
W0104
235
Product/Service ID Qualifier
Description: Code identifying the type/source of the descriptive number
used in Product/Service ID (234).
Code
MG
W0105
234
Name
Manufacturer's Part Number
_
Product/Service ID
Description: Identifying number for a product or service.
Microsoft Note: Microsoft part/SKU number. Maximum application field
length is 18.
W0106
235
Product/Service ID Qualifier
Description: Code identifying the type/source of the descriptive number
used in Product/Service ID (234)
Code
BP
W0107
234
Name
Buyer's Part Number
_
Product/Service ID
Description: Identifying number for a product or service.
Microsoft Note: Customer part/SKU number Maximum application field
length is 22.
55
Warehouse Shipping Order - 940
G69
Pos: 030
Max: 5
Detail - Optional
Loop: 0310
Elements: 1
Line Item Detail - Description
To describe an item in free-form format
Element Summary:
Ref _
G6901
Id_
369
Element Name
Free-form Description
Description: Free-form descriptive text.
Microsoft Note: Detail Line Remarks.
56
_
Req
M
Type
AN
Min/Max Usage_
1/45
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 040
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
Reference Identification - PO Line
Number
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. N902 R0203 -- At least one of N902 or N903 is required.
2. N906 C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
BV
_
Name
Purchase Order Line Item Identifier (Buyer)
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: Customer PO Line number. Maximum application field
length is 6.
57
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Reference Identification - Sales Order
Line Number
Pos: 040
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. N902 R0203 -- At least one of N902 or N903 is required.
2. N906 C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
LI
_
Name
Line Item Identifier (Seller's)
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: Sales Order Line Number. Maximum application field
length is 6.
58
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 040
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
Reference Identification - SAP
Storage Location
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. N902 R0203 -- At least one of N902 or N903 is required.
2. N906 C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
BO
_
Name
Bin Location Number
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: SAP Storage Location. Maximum application field
length is 4.
59
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 040
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
Reference Identification - Delivery
Item Number
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. N902 R0203 -- At least one of N902 or N903 is required.
2. N906 C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
KK
_
Name
Delivery Reference
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: Delivery item number. Maximum application field length
is 6.
60
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 040
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
Reference Identification - Plant
Number
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. N902 R0203 -- At least one of N902 or N903 is required.
2. N906 C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
PE
_
Name
Plant Number
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: SAP Plant. Maximum application field length is 4.
61
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 040
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
Reference Identification - SAP
Loading Group
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. N902 R0203 -- At least one of N902 or N903 is required.
2. N906 C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
PC
_
Name
Production Code
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: SAP Loading Group. Maximum application field length
is 6.
62
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
N9
Pos: 040
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
Reference Identification - SAP
Material Group
To transmit identifying information as specified by the Reference Identification Qualifier
Syntax:
1. N902 R0203 -- At least one of N902 or N903 is required.
2. N906 C0605 -- If N906 is present, then N905 is required.
Semantics:
1.
2.
N906 reflects the time zone which the time reflects.
N907 contains data relating to the value cited in N902.
Element Summary:
Ref _
N901
N902
Id_
128
127
Element Name
Reference Identification Qualifier
Description: Code qualifying the Reference Identification.
_
Code
PG
_
Name
Product Group
Reference Identification
Description: Reference information as defined for a particular Transaction
Set or as specified by the Reference Identification Qualifier.
Microsoft Note: SAP Material Group. Maximum application field length
is 9.
63
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
1/30
Will
Send
Warehouse Shipping Order - 940
QTY
Pos: 070
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
Quantity - Order Quantity
To specify quantity information
Syntax:
1. QTY02 R0204 -- At least one of QTY02 or QTY04 is required.
2. QTY02 E0204 -- Only one of QTY02 or QTY04 may be present.
Semantics:
1.
QTY04 is used when the quantity is non-numeric.
Element Summary:
Ref _
QTY01
QTY02
Id_
673
380
Element Name
Quantity Qualifier
Description: Code specifying the type of quantity.
_
Code
38
_
Name
Original Quantity
Quantity
Description: Numeric value of quantity.
Microsoft Note: Original Order Quantity.
64
Req
M
Type
ID
C
R
Min/Max Usage_
2/2
Will
Send
1/15
Will
Send
Warehouse Shipping Order - 940
QTY
Pos: 070
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
Quantity - Backorder Quantity
To specify quantity information
Syntax:
1. QTY02 R0204 -- At least one of QTY02 or QTY04 is required.
2. QTY02 E0204 -- Only one of QTY02 or QTY04 may be present.
Semantics:
1.
QTY04 is used when the quantity is non-numeric.
Element Summary:
Ref _
QTY01
QTY02
Id_
673
380
Element Name
Quantity Qualifier
Description: Code specifying the type of quantity.
_
Code
40
_
Name
Remaining Quantity
Quantity
Description: Numeric value of quantity.
Microsoft Note: Backorder Quantity.
65
Req
M
Type
ID
C
R
Min/Max Usage_
2/2
Will
Send
1/15
Will
Send
Warehouse Shipping Order - 940
N1
Pos: 110
Max: 1
Detail - Optional
Loop: 0310
Elements: 2
Name
To identify a party by type of organization, name, and code
Syntax:
1. N102 R0203 -- At least one of N102 or N103 is required.
2. N103 P0304 -- If either N103 or N104 are present, then the other is required.
Comments:
1.
2.
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.
N105 and N106 further define the type of entity in N101.
Element Summary:
Ref _
N101
Id_
98
Element Name
Entity Identifier Code
Description: Code identifying an organizational entity, a physical
location, property or an individual.
Code
CT
N102
93
_
Name
Country of Origin
Req
M
Type
ID
C
AN
Min/Max Usage_
2/3
Will
Send
_
Name
Description: Free-form name.
Microsoft Note: Currently not used.
66
1/60
May
Send
Warehouse Shipping Order - 940
W76
Pos: 010
Max: 1
Summary - Optional
Loop: N/A
Elements: 1
Total Shipping Order
To specify summary details of total items shipped in terms of quantity, weight, and volume
Syntax:
1. W7602 P0203 -- If either W7602 or W7603 are present, then the other is required.
2. W7604 P0405 -- If either W7604 or W7605 are present, then the other is required.
3. W7606 C0603 -- If W7606 is present, then W7603 is required.
Comments:
1.
Quantity ordered (W7601) is a hash total and the unit of measure is not required.
Element Summary:
Ref _
W7601
Id_
330
Element Name
Quantity Ordered
Description: Quantity ordered.
Microsoft Note: Total Quantity of the Delivery.
67
_
Req
M
Type
R
Min/Max Usage_
1/15
Will
Send
Warehouse Shipping Order - 940
SE
Pos: 020
Max: 1
Summary - Mandatory
Loop: N/A
Elements: 2
Transaction Set Trailer
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending
(SE) segments)
Comments:
1.
SE is the last segment of each transaction set.
Element Summary:
Ref _
SE01
Id_
96
Element Name
Number of Included Segments
Description: Total number of segments included in a transaction set
including ST and SE segments.
SE02
329
Transaction Set Control Number
Description: Identifying control number that must be unique within the
transaction set functional group assigned by the originator for a transaction
set.
68
_
Req
M
Type
N0
M
AN
Min/Max Usage_
1/10
Will
Send
4/9
Will
Send
Warehouse Shipping Order - 940
GE
Pos:
Max: 1
Summary- Mandatory
Loop: N/A
Elements: 2
Functional Group Trailer
To indicate the end of a functional group and to provide control information
Comments:
1.
The use of identical data interchange control numbers in the associated functional group header and trailer is designed to maximize functional
group integrity. The control number is the same as that used in the corresponding header.
Notes:
Example: GE~1~1073
Element Summary:
Ref _
GE01
Id_
97
Element Name
_
Number of Transaction Sets Included
Description: Total number of transaction sets included in the functional
group or interchange (transmission) group terminated by the trailer
containing this data element.
Req
M
Type
N0
GE02
28
Group Control Number
Description: Assigned number originated and maintained by the sender.
M
N0
69
Min/Max Usage_
1/6
Will
Send
1/9
Will
Send
Warehouse Shipping Order - 940
940 Warehouse Shipping Order X12 Example
W05~N~8600157555
N1~ST~RETAIL STORE 1252~91~0005027146
N2~RETAIL STORE 1252
N3~1452 BUSINESS CENTER DRIVE
N4~LOWLANDS RANCH~OH~80130~US~SN~RETAIL STORE#
N1~SO~RETAIL STORE~91~0005011010
N2~RETAIL STORES
N3~4151 NW 12TH STREET~Home Office
N4~PHOENIX~AR~72716~US~SN~RETAIL STORE#
N1~BT~RETAIL STORES, INC.~91~0005011010
N2~RETAIL STORES
N3~4151 NW 12TH STREET~Home Office
N4~PHOENIX~AR~72716~US
N9~KK~02
N9~SF~4260
N9~DP~00005
N9~IA~727813052
N9~PO~0037056857
N9~SO~6070149676
N9~SR~Z4OM
N9~TC~Due net, 45 days from invoice
G62~10~20011213
G62~04~20011211
NTE~GEN~VEND
NTE~LOC~1252
NTE~PUR~0037
NTE~GEN~NO PRETICKET
NTE~GEN~==============================IF MULTIPLE DESTINATIONS HAVE
NTE~GEN~THE SAME SHIP DATE, PLEASE SHIP TO FURTHEST DESTINATION
NTE~GEN~FIRST AND CLOSEST DESTINATIONSLAST.
NTE~GEN~==============================
NTE~TRA~17
W66~PP~A~~~2DAY MSPRFRD P/P~~FOB Destination~~~IPDI
LM~AS
LQ~1~FOB
LX~1
W01~1~EA~~MG~Q07-00002~BP~005514295
N9~BO~0010
N9~BV~000003
N9~KK~000010
N9~LI~000010
N9~PC~Z002
N9~PG~FPP_PROGR
N9~PE~4260
QTY~38~1
QTY~40~0
N1~CT~US
W76~1
70