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EDI 940 Sample File: Warehouse Shipping Order

A brand tells its 3PL to pick and ship 2 lines. Valid X12 004010, explained segment by segment, free to download.

A synthetic file: made-up companies, IDs and amounts, safe to load into a test system.

An EDI 940 is the order a brand sends its warehouse or 3PL to pick, pack and ship. This sample asks the warehouse to ship depositor order ORD-78901234 by May 12: two W01 lines of 12 and 48 tees, a warehouse instruction in NTE, and W76 totals.

Standard
X12 940
Version
004010
Sent by
Brand (depositor) to 3PL
Segments
21

sample-940-warehouse-shipping-order.edi

From BRAND123 to PEAKLOGIX3PL. Click a line to jump to its explanation.

Open in EDI Inspector
ISA*00*          *00*          *ZZ*BRAND123       *ZZ*PEAKLOGIX3PL   *260509*0900*U*00401*000000201*0*P*>~GS*OW*BRAND123*PEAKLOGIX3PL*20260509*0900*201*X*004010~ST*940*0001~W05*N*ORD-78901234*PO-55120~N1*DE*NORTHSHORE APPAREL CO*92*BRAND123~N1*ST*ACME OUTFITTERS INC*92*ACME-AUS-01~N3*123 MAIN STREET~N4*AUSTIN*TX*78701*US~N9*CO*WEB-77120~G62*10*20260512~NTE*WHI*SHIP COMPLETE. CALL 30 MINUTES BEFORE DELIVERY~LX*1~W01*12*EA**VN*NS-TEE-BLK-M*UP*012345678905~G69*PERFORMANCE TEE BLACK MEDIUM~LX*2~W01*48*EA**VN*NS-TEE-WHT-L*UP*012345678912~G69*PERFORMANCE TEE WHITE LARGE~W76*60*42*LB~SE*17*0001~GE*1*201~IEA*1*000000201~

940 Sample, Segment by Segment

Every segment and element, with what each code means. The 6 segments with a note are open; open any other to see its elements.

  1. 1ISAInterchange control header
    ISA01
    Authorization information qualifier
    00
    ISA03
    Security information qualifier
    00
    ISA05
    Sender ID qualifier
    ZZMutually defined
    ISA06
    Interchange sender ID
    BRAND123
    ISA07
    Receiver ID qualifier
    ZZMutually defined
    ISA08
    Interchange receiver ID
    PEAKLOGIX3PL
    ISA09
    Interchange date
    260509May 9, 2026
    ISA10
    Interchange time
    090009:00
    ISA11
    Standards identifier (repetition separator in 005010)
    U
    ISA12
    Interchange control version number
    00401
    ISA13
    Interchange control number
    000000201
    ISA14
    Acknowledgment requested (TA1)
    0No acknowledgment requested
    ISA15
    Usage indicator
    PProduction
    ISA16
    Component element separator
    >
  2. 2GSFunctional group header
    GS01
    Functional identifier code
    OWWarehouse shipping order (940)
    GS02
    Application sender's code
    BRAND123
    GS03
    Application receiver's code
    PEAKLOGIX3PL
    GS04
    Date
    20260509May 9, 2026
    GS05
    Time
    090009:00
    GS06
    Group control number
    201
    GS07
    Responsible agency code
    XAccredited Standards Committee X12
    GS08
    Version / release / industry identifier
    004010
  3. 3STTransaction set header
    ST01
    Transaction set identifier code
    940Warehouse shipping order
    ST02
    Transaction set control number
    0001
  4. 4W05Shipping order identification

    W0501 N: a new order. W0502 is the depositor's order number, W0503 the customer's PO.

    W0501
    Order status code
    NOriginal
    W0502
    Depositor order number
    ORD-78901234
    W0503
    Purchase order number
    PO-55120
  5. 5N1Party identification

    DE: the depositor, the brand that owns the stock.

    N101
    Entity identifier code
    DEDepositor
    N102
    Name
    NORTHSHORE APPAREL CO
    N103
    Identification code qualifier
    92Assigned by buyer
    N104
    Identification code
    BRAND123
  6. 6N1Party identification
    N101
    Entity identifier code
    STShip to
    N102
    Name
    ACME OUTFITTERS INC
    N103
    Identification code qualifier
    92Assigned by buyer
    N104
    Identification code
    ACME-AUS-01
  7. 7N3Party address
    N301
    Address line 1
    123 MAIN STREET
  8. 8N4Geographic location
    N401
    City
    AUSTIN
    N402
    State or province code
    TX
    N403
    Postal code
    78701
    N404
    Country code
    US
  9. 9N9Reference identification
    N901
    Reference identification qualifier
    COCustomer order
    N902
    Reference identification
    WEB-77120
  10. 10G62Date/time

    G62*10: ship on or before May 12.

    G6201
    Date qualifier
    10Requested ship date
    G6202
    Date
    20260512May 12, 2026
  11. 11NTENote

    WHI: an instruction for the warehouse floor.

    NTE01
    Note reference code
    WHIWarehouse instruction
    NTE02
    Note text
    SHIP COMPLETE. CALL 30 MINUTES BEFORE DELIVERY
  12. 12LXAssigned number
    LX01
    Assigned number (line counter)
    1
  13. 13W01Line item detail (warehouse)

    W0101 quantity, W0102 unit, then qualifier and ID pairs: VN is the brand's SKU, UP the UPC.

    W0101
    Quantity ordered
    12
    W0102
    Unit of measure
    EAEach
    W0104
    Product/service ID qualifier
    VNVendor item
    W0105
    Product/service ID
    NS-TEE-BLK-M
    W0106
    Product/service ID qualifier
    UPUPC
    W0107
    Product/service ID
    012345678905
  14. 14G69Line item detail (description)
    G6901
    Item description
    PERFORMANCE TEE BLACK MEDIUM
  15. 15LXAssigned number
    LX01
    Assigned number (line counter)
    2
  16. 16W01Line item detail (warehouse)
    W0101
    Quantity ordered
    48
    W0102
    Unit of measure
    EAEach
    W0104
    Product/service ID qualifier
    VNVendor item
    W0105
    Product/service ID
    NS-TEE-WHT-L
    W0106
    Product/service ID qualifier
    UPUPC
    W0107
    Product/service ID
    012345678912
  17. 17G69Line item detail (description)
    G6901
    Item description
    PERFORMANCE TEE WHITE LARGE
  18. 18W76Total shipping order

    Totals: 60 units, 42 lb.

    W7601
    Total quantity ordered
    60
    W7602
    Total weight
    42
    W7603
    Unit of measure
    LBPound
  19. 19SETransaction set trailer
    SE01
    Number of included segments (ST to SE)
    17
    SE02
    Transaction set control number (matches ST02)
    0001
  20. 20GEFunctional group trailer
    GE01
    Number of transaction sets included
    1
    GE02
    Group control number (matches GS06)
    201
  21. 21IEAInterchange control trailer
    IEA01
    Number of included functional groups
    1
    IEA02
    Interchange control number (matches ISA13)
    000000201

The Same File as a Document

What a person reads once the codes are translated. Download it as a PDF from the menu above.

Warehouse Shipping Order

ORD-78901234

PO number
PO-55120
Requested ship date
May 12, 2026
Customer order
WEB-77120

DE

NORTHSHORE APPAREL CO

Assigned by buyer: BRAND123

Ship to

ACME OUTFITTERS INC

123 MAIN STREET

AUSTIN, TX 78701, US

Assigned by buyer: ACME-AUS-01

LineItem / UPCDescriptionQtyUnit
1NS-TEE-BLK-M012345678905PERFORMANCE TEE BLACK MEDIUM12Each
2NS-TEE-WHT-L012345678912PERFORMANCE TEE WHITE LARGE48Each
Lines
2
Total quantity
60

Notes

SHIP COMPLETE. CALL 30 MINUTES BEFORE DELIVERY

About This 940 Sample

The brand that owns the stock is the depositor. It receives the customer's 850, then sends a 940 so the warehouse knows what to pick. The 3PL answers with a 945 once the order ships.

W0502 is the depositor's order number. The 945 quotes it back, so keep it unique.

For every segment the standard allows and how retailers use them, read the EDI 940 guide. To check a file of your own, paste it into the EDI Inspector, or browse all 22 EDI sample files.

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Frequently Asked Questions

What is an EDI 940?

An EDI 940 is the order a brand sends its warehouse or 3PL to pick, pack and ship. This sample asks the warehouse to ship depositor order ORD-78901234 by May 12: two W01 lines of 12 and 48 tees, a warehouse instruction in NTE, and W76 totals.

Can I use this EDI 940 sample to test my system?

Yes. It is a complete, valid X12 file of 21 segments with made-up companies, IDs and amounts. Download it as .edi or .txt, load it into your translator or ERP test environment, and change the sender and receiver IDs to your test IDs if your system routes by them.

How do I check my own EDI 940 file?

Paste it into the free OrderSync EDI Inspector. It names every segment and element, checks the envelope counts and control numbers, tests GS1 check digits, and points at the exact segment a trading partner would reject. Nothing is uploaded: the file is read in your browser.

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