EDI 945: Warehouse Shipping Advice – Explaining EDI

What is an EDI 945 document?

An EDI 945 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 to the warehouse and not from the retailer. Typically, however, the supplier will receive an EDI 850 and then create an EDI 940.

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.

What is included in a 945 document?

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. 

SupplyPike handles all these documents with powerful integrations, short onboarding times, and a dedicated support team, so EDI is easy for every client. See how we can make EDI easy for you!