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 2 Warehouse Shipping Order - 940 Implementation Guide Revisions Date December 15, 2001 February 11, 2002 Page 20 Description Creation Added N106 Element and Added ID codes for N106 3 Warehouse Shipping Order - 940 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. 4 Warehouse Shipping Order - 940 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. 5 Warehouse Shipping Order - 940 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” 6 Warehouse Shipping Order - 940 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. 7 Warehouse Shipping Order - 940 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 8 Warehouse Shipping Order - 940 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” 9 Warehouse Shipping Order - 940 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. 10 Warehouse Shipping Order - 940 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 11 Warehouse Shipping Order - 940 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 ____ 12 Warehouse Shipping Order - 940 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. 13 Warehouse Shipping Order - 940 940 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