# EDI 944 Warehouse Stock Transfer Receipt Advice
> EDI 944 definition and example: how a 3PL confirms what it received. W17, W07, W13 and W14 segments, short and damaged receipts, and the 943 it answers.
The EDI 944 Warehouse Stock Transfer Receipt Advice is the X12 transaction a warehouse or 3PL sends to the inventory owner to confirm that an inbound shipment has been received. It reports, item by item, the quantity actually received and any short, over or damaged units, and usually answers the owner's 943 shipment advice.
**The EDI 944 is the warehouse's receiving report.** When a trailer of your stock arrives at your 3PL, the 944 is the record of what was counted into the building. Your ERP uses it to move inventory from in-transit to available, and to open a claim when the count comes up short. If the 944 is wrong or late, every downstream number (available to promise, the [846 inventory feed](/guides/edi/846-inventory-inquiry), the orders you release on [940s](/guides/edi/940-warehouse-shipping-order)) is wrong with it.
This guide covers the 944 definition, what it carries, how it matches back to the [943 shipment advice](/guides/edi/943-warehouse-stock-transfer-shipment-advice), every segment you will map, a live example with a short line, and the errors that leave stock stuck in transit on your books.
## What Is an EDI 944?
**An EDI 944 is the Warehouse Stock Transfer Receipt Advice transaction set defined by the [ASC X12 standards body](https://x12.org/products/transaction-sets). The receiving warehouse generates it to advise the depositor (the inventory owner), or the depositor's agent, that a transfer shipment has been received, with detail on the product received.** In the X12 envelope it travels in a functional group with the code `RE` in `GS01`.
Authoritative references for 944 work:
- The [X12 transaction set catalog](https://x12.org/products/transaction-sets) defines the 944 and the other warehouse transaction sets
- [GS1 US](https://www.gs1us.org/industries-and-insights/standards) governs the UPC case codes, GTINs and SSCC pallet labels the warehouse scans at receipt
- Each 3PL publishes a 944 implementation guide stating what it sends: which identifiers, whether lots and pallet IDs are included, and how exceptions are reported
**Who sends it?** The warehouse: a 3PL, public warehouse, cold storage operator, or your own distribution center if it runs a separate WMS.
**Who receives it?** The depositor, into its ERP or inventory system.
**When is it sent?** After the receipt is checked and closed in the WMS. How soon after unloading is set in your warehouse agreement, so agree it before go-live.
**What triggers it?** Usually a 943 from the depositor, but not always. A 944 is also sent for supplier shipments that arrive without a 943, and for customer returns received into the warehouse.
## How the 944 Answers the 943
The 943 says what left the origin. The 944 says what arrived. Matching the two is the whole point.
| | 943 Shipment Advice | 944 Receipt Advice |
|---|---|---|
| **Sent by** | Depositor | Warehouse |
| **Header segment** | `W06` | `W17` |
| **Matching key** | `W0602` depositor order number | `W1704` depositor order number (the same value) |
| **Shipment ID** | `W0604` | `W1705` (the same value) |
| **Line segment** | `W04`, quantity shipped | `W07`, quantity received |
| **Exceptions** | None | `W13`: damaged, short or over |
| **Totals** | `W03`, units shipped | `W14`, units received and shipped |
Your system should match each 944 to its 943 on the depositor order number, then compare line by line on item and lot. Every difference is either a carrier claim, a supplier claim, or a count error to resolve with the 3PL. Leaving differences unresolved is how in-transit balances grow for months.
## Interactive Example: Receipt With a Short Line (944)
The Reno 3PL receives the Boise transfer announced in the [943 example](/guides/edi/943-warehouse-stock-transfer-shipment-advice). `W17` reports a full-detail receipt dated 4 November, the warehouse's own receipt number `RCV-50931`, and echoes back the depositor's transfer number `TR-260412` and shipment ID `SHP-88412`. Lines 1 and 3 arrived in full. Line 2 (almond butter) received 34 cases, and a `W13` exception with condition code `02` reports 2 cases short. `W14` closes with 106 cases received against 108 shipped.
Use the **Plain English** tab for a readable summary, or click any segment to break it down element by element.
## 944 Structure at a Glance
| Position | Segment | Name | Usage | Notes |
|---|---|---|---|---|
| Header | **ST** | Transaction Set Header | Mandatory | `ST01` = `944` |
| Header | **W17** | Warehouse Receipt Identification | Mandatory | Reporting code, receipt date, receipt number, depositor order, shipment ID |
| Header loop | **N1** / N2 / N3 / N4 / PER | Name and address | Mandatory, repeats | Warehouse, depositor, ship-from (for returns), carrier |
| Header | **N9** | Reference Identification | Optional | Bill of lading, PO, container numbers |
| Header | **G62** | Date/Time | Optional | Extra dates, such as the time the trailer arrived |
| Header | **W08** | Receipt Carrier Information | Optional | Carrier and trailer details at receipt |
| Detail loop | **W07** | Item Detail for Stock Receipt | Mandatory, repeats | Quantity received, unit, item IDs |
| Detail loop | **G69** | Line Item Detail - Description | Optional | Item description |
| Detail loop | **N9** | Reference Identification | Optional | Lot, pallet, case and serial numbers |
| Detail loop | **W20** | Line Item Detail - Miscellaneous | Optional | Pack, weight and volume |
| Exception loop | **W13** | Item Detail Exception | Optional | Damaged, short or over quantities for the line |
| Summary | **W14** | Total Receipt Information | Mandatory | Total quantity received |
| Summary | **SE** | Transaction Set Trailer | Mandatory | Segment count and control number |
## Key Segments Explained
### W17: Warehouse Receipt Identification
```
W17*F*20261104*RCV-50931*TR-260412*SHP-88412~
```
| Element | Name | Example | What it means |
|---|---|---|---|
| **W1701** | Reporting Code | `F` | The basis of the report. `F` = full detail. Many guides use `C` for a customer return reported in full detail |
| **W1702** | Date | `20261104` | The date the receipt was made, as CCYYMMDD |
| **W1703** | Warehouse Receipt Number | `RCV-50931` | The warehouse's own receipt ID. Quote it in any dispute |
| **W1704** | Depositor Order Number | `TR-260412` | Your transfer number from the 943's `W0602`. Your key for matching |
| **W1705** | Shipment Identification Number | `SHP-88412` | The shipment ID from the 943's `W0604` |
| **W1706** / **W1707** | Time Qualifier / Time | | An optional receipt time, sent as a pair |
If `W1704` is blank, the warehouse received something it could not tie to a 943. That is worth an alert in your system, not a silent post to inventory.
### W07: Item Detail for Stock Receipt
```
W07*34*CA*086123450021*VN*NFP-ALB-16~
```
| Element | Name | Example | What it means |
|---|---|---|---|
| **W0701** | Quantity Received | `34` | Units received on this line |
| **W0702** | Unit of Measure | `CA` | The unit the quantity is counted in |
| **W0703** | UPC Case Code | `086123450021` | The 12-digit case-level UPC |
| **W0704** | Product/Service ID Qualifier | `VN` | What the next element is. `VN` = vendor item number |
| **W0705** | Product/Service ID | `NFP-ALB-16` | Your item number |
| **W0706** / **W0707** | Second qualifier and ID | | A second identifier, such as a GTIN |
| **W0708** | Warehouse Lot Number | | A lot number, where the guide uses this element rather than `N9*LT` |
Whether `W0701` includes damaged units or only good stock varies between warehouses. Some report total received in `W07` and the damaged part in `W13`. Others report only saleable stock in `W07`. Ask, and write the answer into your mapping notes, because it changes how you post the receipt.
### W13: Item Detail Exception
```
W13*2*CA*02~
```
| Element | Name | Example | What it means |
|---|---|---|---|
| **W1301** | Quantity | `2` | The quantity affected |
| **W1302** | Unit of Measure | `CA` | Its unit |
| **W1303** | Receiving Condition Code | `02` | `01` damaged product or container, `02` quantity short, `03` quantity over |
| **W1304** | Warehouse Lot Number | | The lot affected, where relevant |
| **W1305** | Damage Reason Code | | Why it was damaged. Guides typically require it when `W1303` is `01` |
`W13` is how a 944 tells you about a problem without a phone call. Route it to whoever files freight claims. A shortage noted on the carrier's delivery receipt at the dock is far easier to claim than one discovered later.
### N9 at Line Level: Lots, Pallets and Serials
```
N9*LT*L2610B~
```
Line-level `N9` segments carry the lot (`LT`), pallet or unit number (`QQ`), case number (`97`) and serial number (`SE`). Check that the lots on the 944 match the lots you shipped on the 943. A mismatch usually means the dock received against the wrong line, which will cause a pick error the first time someone orders that lot.
### W14: Total Receipt Information
```
W14*106*108~
```
| Element | Name | Example | What it means |
|---|---|---|---|
| **W1401** | Quantity Received | `106` | Total quantity received across all lines |
| **W1402** | Number of Units Shipped | `108` | Total the shipper said was on the load |
| **W1403** | Quantity Damaged/On Hold | | Units received that cannot ship as they are |
`W1401` is a control total. Recompute it from the `W07` lines when you load the 944, and reject or flag the document if it does not agree.
## EDI 944 vs 861, 945 and 947
| Document | Sent by | Purpose | When you see it |
|---|---|---|---|
| **944 Warehouse Stock Transfer Receipt Advice** | Warehouse | Confirms what it received into storage for the depositor | 3PL and public warehouse receipts |
| **[861 Receiving Advice/Acceptance Certificate](/guides/edi/861-receiving-advice)** | Buyer | Reports what a buyer received from a seller against a purchase | Retail and manufacturing purchasing |
| **[945 Warehouse Shipping Advice](/guides/edi/945-warehouse-shipping-advice)** | Warehouse | Confirms what it shipped out against a 940 | Outbound 3PL orders |
| **[947 Warehouse Inventory Adjustment Advice](/guides/edi/947-warehouse-inventory-adjustment-advice)** | Warehouse | Reports a change to stock already in the building | Damage, holds, cycle counts |
The 861 and the 944 both report a receipt, but between different parties. The 861 comes from a customer who bought your goods. The 944 comes from a warehouse holding your goods. If a discrepancy shows up after the 944 is sent (damage found during putaway, for example), the warehouse reports it on a 947 rather than resending the 944.
## Where the 944 Sits in 3PL EDI
1. **[943](/guides/edi/943-warehouse-stock-transfer-shipment-advice)**: depositor announces an inbound transfer
2. **944**: warehouse confirms the receipt
3. **[846](/guides/edi/846-inventory-inquiry)**: warehouse reports on-hand inventory, now including the receipt
4. **[940](/guides/edi/940-warehouse-shipping-order)**: depositor orders shipments out of that stock
5. **[945](/guides/edi/945-warehouse-shipping-advice)**: warehouse confirms each shipment
6. **[947](/guides/edi/947-warehouse-inventory-adjustment-advice)**: warehouse reports adjustments between receipts and shipments
7. **[997](/guides/edi/997-functional-acknowledgment)**: each side acknowledges every document it receives
Our guide to [3PL EDI integration](/blog/3pl-edi-integration) covers how to stage these with a new warehouse.
## Common 944 Errors and How to Prevent Them
| Error | What happens | Prevention |
|---|---|---|
| **Missing or wrong depositor order number in `W1704`** | 944 cannot be matched; stock stays in transit on your books | Require `W1704` in the 3PL agreement and alert on any 944 without a match |
| **Receipt posted without comparing to the 943** | Shortages absorbed silently; no claim filed | Compare by item and lot, and route every difference to a person |
| **Damaged units counted as available** | You sell stock the warehouse cannot ship | Agree whether `W0701` includes damaged units, and post `W13` code `01` to a hold location |
| **Unit of measure mismatch** | 34 cases posted as 34 eaches | Convert from the warehouse unit to your stock unit with a maintained item table |
| **Lot on the 944 differs from the 943** | Wrong lot on hand; recalls and FEFO picking go wrong | Validate lots at receipt and query the 3PL on any mismatch |
| **Late 944** | Inventory not available to sell; orders back up | Track 944 time against trailer arrival in your 3PL scorecard |
| **Duplicate 944 for one receipt** | Inventory counted twice | Deduplicate on `W1703` warehouse receipt number |
## 944 Implementation Checklist
- Get the 3PL's 944 guide and a sample file from a real receipt
- Confirm it echoes your 943 depositor order number in `W1704` and shipment ID in `W1705`
- Confirm how it reports damaged, short and over quantities (`W13`, `W1403`, or a separate 947)
- Confirm whether lots, expiry dates and pallet IDs come at line level
- Decide where damaged and held stock posts in your ERP
- Decide who gets alerted on discrepancies, and how fast
- Test a full receipt, a short receipt, a damaged receipt and a receipt with no 943 behind it
- Send a 997 for every 944 and watch for structural errors in the first weeks
For a list of every X12 document number and what it does, see our [EDI document types reference](/edi-document-types).
## Handling 3PL and Order Data With OrderSync
A clean 944 tells you what you have to sell. The harder part for most distributors is the orders that consume it: EDI 850s from retailers, PDFs and emails from smaller accounts, spreadsheets from reps, all of which have to be entered before the 3PL can ship.
OrderSync reads those orders in any format, matches customers, items and units to your catalog, and outputs clean data to your ERP or valid X12. Paste any 944 into the [free EDI inspector](/edi-inspector) to see it parsed segment by segment with a plain-English summary, read about [multi-format order processing](/multi-format-orders), or [book a 15-minute walkthrough](/book-call) to see your own orders processed.
## Frequently Asked Questions
### What is the EDI 944 definition?
The EDI 944 is the X12 Warehouse Stock Transfer Receipt Advice. A warehouse sends it to the inventory owner (the depositor) to confirm that an inbound shipment was received, with the quantity received for each item and any damaged, short or over quantities.
### What is the 944 EDI document type?
The 944 belongs to the X12 warehouse series with the 940, 943, 945 and 947. It travels in a functional group with the code RE. It is a receiving report from a storage provider, not a purchase document, so it carries quantities and identifiers but no prices.
### What is the difference between an EDI 943 and an EDI 944?
The 943 comes from the depositor before the shipment arrives and says what was shipped. The 944 comes from the warehouse after receipt and says what actually arrived. The 944 repeats the 943's depositor order number and shipment ID so the two can be matched line by line.
### How does an EDI 944 report a shortage or damage?
Through the W13 Item Detail Exception segment under the affected line. W1301 is the quantity, W1302 the unit, and W1303 the condition: 01 for damaged product or container, 02 for quantity short, 03 for quantity over. The W14 summary can also carry a total damaged or on-hold quantity.
### What is the difference between an EDI 944 and an EDI 861?
Both report a receipt. The 861 Receiving Advice comes from a buyer that purchased your goods. The 944 comes from a warehouse that stores your goods for you. Use the 944 with a 3PL, the 861 with customers that require it.
### Can a 944 be sent without a 943?
Yes. Warehouses send 944s for supplier shipments that arrived without a 943, and for customer returns. In those cases the depositor order number may be blank or carry a reference the warehouse assigned, so your system needs a way to match them by hand.
### What is the W17 segment in an EDI 944?
W17 is the 944 header. W1701 is the reporting code, W1702 the receipt date, W1703 the warehouse's receipt number, W1704 the depositor order number from the 943, and W1705 the shipment ID.