EDI 940 - Warehouse Shipping Order

EDI 940 Warehouse Shipping Order is a transaction set in Electronic Data Interchange (EDI) that is used for providing shipping instructions to carriers. 

This transaction set streamlines the shipping process by providing carriers with all of the necessary information they need to fulfill the shipping order. It eliminates the need for paper-based shipping instructions and helps to reduce errors and delays in the shipping process.

What is EDI 940 

The EDI 997 is an electronic document used to electronically transmit shipping instructions from the shipper to the carrier. This electronic document complies with the ANSI X12 EDI specification.

The EDI 940 transaction set typically includes information such as the shipping order number, ship-to and ship-from locations, requested shipping dates, carrier information, item descriptions and quantities, and other relevant information necessary for the carrier to ship the goods.

EDI 940 Warehouse Shipping Order

Benefits of EDI 940

There are several benefits of using EDI 940 for providing shipping instructions to carriers, including:

Improved accuracy and reliability of data transmission

Increased automation and reduction of manual intervention

Better visibility and communication between trading partners

Improved supply chain management and increased operational efficiency

Segments of an EDI 940

Warehouse Shipping Order, contains a set of standard data elements that are used to communicate information related to a shipment from a warehouse or distribution center to a transportation carrier.

Here are some of the key data elements included in the EDI 940:

  • Shipment Identification
  • Order Information (such as PO number, order date, and requested ship date)
  • Product Information (such as the product code, description, quantity, and unit of measure)
  • Shipping Information (as the carrier code, mode of transportation, and shipping instructions)
  • Bill of Lading Information 
  • Shipment Status Information
  • Financial Information (such as total shipment cost, billing and payment terms, and any other charges or credits) 

How is an EDI 940 Used?

EDI 940 is used to electronically transmit shipping instructions from the shipper to the carrier. The process typically involves the following steps:

  • The shipper creates a shipping order in their ERP, which generates the EDI 940 transaction set.
  • The EDI 940 transaction set is then sent to the carrier via a secure EDI connection. This can be done through a VAN (Value-Added Network) or directly through a web-based portal.
  • The carrier receives the EDI 940 transaction set and processes the shipping order accordingly. This may involve scheduling a pickup, generating shipping labels, and arranging for transportation.
  • The carrier sends an EDI 945 transaction set (Warehouse Shipping Advice) back to the shipper, which confirms that the shipment has been received and provides details such as the shipment date, carrier information, and tracking number.

Common Issues Regarding the EDI 940

Here are some common issues that may arise when using EDI 940:

  • Data accuracy: One of the most common issues with EDI 940 is inaccurate or incomplete data. This can cause delays and errors in the shipping and delivery process.
  • Missing or invalid data elements: Another common issue is missing or invalid data elements, such as incorrect addresses, product codes, or shipment quantities. This can lead to shipment rejections and delays.
  • Non-compliance with EDI Standards: EDI 940 must comply with industry-standard formats and protocols. Failure to comply can result in errors, rejected transactions, and fines.
  • Integration with legacy systems: Integration of EDI 940 with legacy systems can be challenging, as older systems may not be compatible with EDI standards and may require additional customizations.
  • Communication failures: EDI 940 transactions rely on electronic communication between trading partners. Communication failures, such as network or system downtime, can lead to delays and errors in the shipment process.

To prevent these issues, it's important to have a robust and reliable EDI system in place, with proper data validation and error checking mechanisms. 

EDI 940 Specifications 


The American National Standards Institute (ANSI) chartered the Accredited Standards Committee (ASC) X12 to develop uniform standards for inter-industry electronic exchange of business transactions, namely electronic data interchange. ASC X12 also contributes to UN/EDIFACT messages that are used widely outside of the United States.

Electronic Data Interchange (EDI) is defined as the electronic communication process for exchanging data amongst trading partners without human intervention. Simply put, EDI provides a technical basis for commercial “conversations” between two entities, either internal or external.

EDI encompasses the entire electronic communication process including:

  • Transmission
  • Message Flow
  • Document Format
  • Software Used to Interpret Documents


An Integrated EDI solution translates your inbound documents, like purchase orders, from your trading partners’ EDI files into a format that can be imported directly into your ERP, accounting or other business system.

When you’re ready to send out invoices, PO acknowledgments or other outbound documents, it takes the format exported from your system and translates it into the EDI formats required by your trading partners.

Commport’s Integrated EDI solution has no complicated or expensive software to install, and no need for you to be an EDI
expert or create your own mappings

The solution grows easily as your business grows and adding new customers is easy.

Translation is fast and reliable – so you can focus on your business

Key Features of Commport's Integrated EDI

  • Documents flow into and out of your business system without any human interaction.
  • Commport handles all of the ‘EDI’ work.
  • No delays between your customer sending an order and you receiving it.
  • Reduce manual effort
  • Eliminate errors
  • Improve cash flow


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