EDI 945: Warehouse Shipping Advice

Danielle Gloy

By Danielle Gloy, Content Writer

Last Updated March 6, 2025

4 min read

In this article, learn about: 

  • The basics of EDI 

  • What EDI 945 is and what it is important

  • Key details included in EDI 945 document 

  • What are the benefits of using EDI 945


The Basics of Electronic Data Interchange (EDI)

Electronic Data Interchange (EDI) is a standardized method of electronically exchanging business documents between organizations. By automating business processes, EDI significantly reduces the need for manual data entry, increasing the speed and accuracy of transactions. EDI documents are formatted using standardized protocols and syntax, ensuring they can be easily read and processed by different computer systems.

EDI is widely used across various industries, including retail, manufacturing, and logistics, to exchange essential business documents such as purchase orders, invoices, and shipping notices. Implementing EDI solutions can be done in-house or outsourced to a third-party provider, and these solutions can be seamlessly integrated with existing business systems and software. This integration helps streamline operations, enhance efficiency, and improve overall business communication.

Related Reading: What Is EDI (Electronic Data Interchange)?

What is EDI 945?

EDI 945, also known as Warehouse Shipping Advice, serves as a shipment confirmation. It is sent from the warehouse to inform a supplier that a shipment has taken place and has been sent out to the end-user. 

The EDI 945 is sent out by the warehouse as confirmation that a shipment is out for delivery following the EDI 940 Warehouse Shipping Order, which serves as the original warehouse order requesting for the goods to be shipped. An EDI 940 is different from an EDI 850 Purchase Order, as it goes from the supplier (not the retailer) to the warehouse. Typically, however, the supplier will receive an EDI 850 and then create an EDI 940.

The Importance of EDI 945

The 945 transaction code provides information about quantities shipped against the quantity ordered. Upon receiving a 945, the supplier will reply with an EDI 997 Functional Acknowledgement so that the warehouse has the document reception on record. The EDI 945 is used to trigger the EDI 856 Advance Ship Notice (ASN), which notifies the retailer in advance about the contents of a pending delivery. Then, the EDI 810 Invoice is sent to the retailer on the supplier’s behalf.

Related Reading: EDI 900 Transaction Codes 

What is Included in EDI 945?

An EDI 945 Warehouse Shipping Advice includes information such as:

  • Purchase order information

  • Supplier information

  • Shipment identification, including lot codes and tracking number

  • Time and date of shipment

  • Ship-to and Ship-from details

  • Shipment payment type information

  • Shipping service method

  • Carrier information

  • Item details, such as description, UPC codes, and inner packs

  • Quantities shipped

Some typical segments that can be found in an EDI 945 include: 

  • W06: Warehouse Shipment Information

    • Purchase order number

    • Invoice/order number

  • N1: Party Identification

    • Ship-To name

    • Ship-To GLN, DUNS+4, or destination DC code

  • N3: Party Address

  • N4: Party Location

  • W27: Carrier (Warehouse) Details

    • Transportation method

    • SCAC code and name

  • MAN: Marks and Numbers

    • SSCC label information for pallet and case labeling

  • W12: Warehouse Item Detail

    • Quantity ordered, quantity shipped, and unit of measurement

    • One or more of the UPC item code, GTIN14, SKU, warehouse lot number, retailer item code

    • Weight, expiration date, allowance codes, unit price

What Are the Benefits of Using an EDI 945 Document?

Using an EDI 945 ensures that all parties understand the state of the goods being shipped while keeping the data safe via encryption. Here are a few other advantages:

  1. Reduces manual data entry.

  2. Buyers, sellers, and warehouses have better visibility on shipping details.

  3. Automating the process improves the efficiency and accuracy of the information and avoids shipping errors. 

Related EDI Documents

Several EDI transaction codes work alongside EDI 945 to complete the shipping and order process:

EDI Code

Purpose

EDI 810: Invoice

Used to replace a paper invoice

EDI 850: Purchase Order

Used to communicate the specific items a buyer wishes to order

EDI 855: Purchase Order Acknowledgment

Used to confirm you can meet the requirements in the purchase order

EDI 856: Advanced Ship Notice 

Used to provide trading partners with detailed shipment information before delivery

EDI 860: Purchase Order Change Request (Buyer Initiated)

Used to request an update on the details of the original purchase order

EDI 875: Grocery Products Purchase Order

Used to communicate the specific items a grocery retailer or wholesaler wishes to order

EDI 880: Grocery Products Invoice

Used to replace a paper invoice for grocery retailers or wholesalers

EDI 940: Warehouse Shipping Order

Used to authorize a shipment of items from a warehouse

EDI 997: Functional Acknowledgment

Used to confirm receipt of the 856

Further Reading about EDI at SupplierWiki 

For more free educational content on EDI, download our EDI for Retail Supply Chains cheat sheet. This simple guide offers a clear explanation of key EDI documents for retail suppliers and explains over 200 retail and supply chain EDI codes.

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