Shipping orders: 940 - Cargoflow Support

Summary

The 940 (warehouse shipping order) is the document a customer uses to ask for goods to be picked and shipped. Each processed 940 creates an already confirmed shipment, and the system tries to reserve stock right away, just like a shipment requested through the API (Requesting a shipment through the API).

Today's limitation

Important: the standard 940 carries each line in a W01 segment. Today the reader does not recognize W01: it only takes lines in W12 or W04. A 940 with W01 is set aside with the reason Shipment payload must include at least one line. and nothing is created. Before committing to orders over EDI, ask the customer for a real 940 and test it with us. If the customer's EDI provider can map their lines to W12, it goes in; if not, the safe route today is for them to send orders through the API.

What is read and where it goes

Segment	Element	Goes to
W05	W05-02 (or W05-01 if empty)	The customer's reference on the shipment (their order number).
N1	N1-02 when N1-01 = `ST`	The consignee name.
N1	N1-02 when N1-01 = `CA`	The carrier.
W12	W12-02 quantity, W12-04 unit, code after the qualifier	A shipment line.
W04	W04-01 quantity, W04-02 unit, code after the qualifier	A shipment line.

Not taken: the requested ship date (G62), the destination address (N3, N4), instructions (NTE), carrier service details (W66) or additional reference numbers (N9).

An example that goes in

ST*940*0001~
W05*N*SO-5512*ERP-2026-5512~
N1*ST*Valley Distributors~
N1*CA*Southern Logistics~
G62*10*20261009~
W12**60**CS***VN*NT-1001~
W12**30**EA***VN*NT-2040~
SE*7*0001~

Result: a confirmed shipment for Northern Trading Co. with customer reference SO-5512, for Valley Distributors, carrier Southern Logistics, with two lines (60 CS of NT-1001 and 30 EA of NT-2040), reserved according to what is available. No requested date, because the G62 is not used.

What happens next

The reservation follows the usual rule: what expires first goes out first. If there is not enough, it is partially allocated; if there is nothing, it stays confirmed with no reservation.
Operators see the shipment in their list (with no visible mark that it came through EDI) and get the new-shipment notification if the warehouse has it configured.
When the shipment is closed, the bill of lading, the packing list, the outbound charge and, if the partner has it configured, the 945 are generated. See The shipping advice we send back: 945 and From order to departure.

Special cases

A zero quantity on any line sets the file aside: shipments require quantities greater than zero.
An unknown code sets the whole file aside.
Cancellations: the 940 does not cancel. If the customer cancels an order, the warehouse cancels the shipment on screen. See Cancelling or reverting a shipment.

Frequently asked questions

Where does the destination address end up?

Only the consignee name is taken from the 940. The address is entered on the shipment before printing the bill of lading. If the customer always ships to the same destinations, it is worth setting them up as the customer's ship-to addresses.