EDI Implementation Guidelines:

940 Warehouse Shipping Order/Ship Request

Version 4010

December 15, 2001

 

 

 

 

 

 

 

 

 

 

 

 

Microsoft Corporation

Information Technology Group

One Microsoft Way

Redmond, WA  98052

 



Table of Contents

Table of Contents. 2

Implementation Guide Revisions.. 3

Introduction.. 4

Quick - EDI Information.. 5

Overview... 6

Implementing EDI 8

Reconciliation and Resending Data.. 10

New Trading Partner Check List.. 11

EDI Trading Partner Profile.. 12

Microsoft ANSI X12 Implementation Guide Conventions.. 13


Implementation Guide Revisions

 

Date

Page

Description

December 15, 2001

 

Creation

February 11, 2002

 

20

Added N106 Element and  Added ID codes for N106

 

 


Introduction

Purpose

This document is intended to be a guideline to assist you in reporting via EDI to Microsoft in the United States.  The layouts provided are Microsoft's interpretation of the ASC X12 standards formats and the Computing Technologies Industry Association EDI guidelines.

Audience

The primary audience of this document is intended to be the EDI trading partner's technical or EDI support staff, but the intention is that the explanations provided in this document will be explicit enough that anyone should be able to come away with an understanding of the EDI reporting requirements supported by Microsoft.

Scope

This document is limited in scope in that it attempts only to address issues that are common among many trading partners.   Our intention is to accommodate the varied systems that our trading partners are using and to work with our trading partners to assist them in electronic processing.  As with all trading partner relationships many specifics will have to be negotiated between the parties involved.


Quick - EDI Information

Contacts

If you have business, application or technical questions, please contact your Microsoft account manager.

 

Network Communications

GEIS EDI*Express Service

Microsoft maintains a mailbox on General Electric Information Services’ EDI*Express Service.

 

Test Mailbox:                       09:081466849TEST

Production Mailbox:           01:081466849

Interconnects

At the time of printing Microsoft does not have any other direct links to other networks; however, GEIS interconnection links can be made to many of the common EDI networks.  Contact the Microsoft EDI Technical Contact for further information.

Processing Schedule

At the time of printing Microsoft interfaces with the VAN and processes all EDI documents approximately every 15 minutes   24-hours per day, 7-days per week.

 

You will be informed of any changes to the standard interface times.

 

997 Functional Acknowledgments are generated immediately for inbound documents and are returned during the next scheduled interface period.

 

Overview

Distribution EDI Implementation

Microsoft has outsourced inventory management and shipping of customer orders to a third party logistics (3PL) organization. The physical receipt, storage, and distribution of selected Microsoft products will take place at the 3PL facilities while still capturing the distribution transactions in Microsoft’s information system.

EDI technology will be used to send packing slip data (940 transaction) from Microsoft to the 3PL and to receive shipment confirmation data (945 transaction) from the 3PL back to Microsoft.  In addition, advance notification of in transit finished good shipments from Microsoft locations to the 3PL will be transmitted via the 856 transaction.  In response, the 3PL will notify Microsoft of the receipt and its status through the 944-warehouse receipt transaction.

What is EDI?

Electronic Data Interchange (EDI) is the computer-to-computer exchange of formatted business data between enterprises.  The sending computer system must be capable of generating complete and accurate information while the receiving system must be capable of interpreting and using the data received with no human intervention.  In order to be recognized by the receiving computer application, transmitted transactions must be in a standard data format.  Commonality of data requirements among companies have led to National (X12) and International (EDIFACT) standards being developed.

 

The X12 and EDIFACT standards are very broad, many industry associations develop industry specific guidelines and are sub-sets of the X12 and EDIFACT standards for use within their industry.  Microsoft is prepared to support the guidelines developed and recommended by the Computing Technology Industry Association (CompTIA).

Why do EDI?

There are five primary reasons to implement EDI:

1.       Business survival

2.       Cost efficiencies

3.       Improved Internal Processes

4.       Enhanced Customer Service

5.       Better supply chain management

Business survival

1.       Pressure from trading partners, as they will begin choosing partners based on ability to do business efficiently.

2.       Future growth and expansion of your customer/supplier base is easier with efficient processes to support them.

3.       It is better to develop your EDI capabilities on your own timeline rather than being in a position that customers/suppliers demand EDI on their timelines (proactive vs. reactive)

Cost efficiencies

1.       EDI will lead to a reduction in document processing tasks and costs.  A large computer manufacturer reduced the cost of PO from $1.65 to $.58, others have experienced larger savings depending upon their old processes.  EDI eliminates or reduces:

·         Repeated keying of redundant information

·         Manual reconciliation of different documents (such as purchase orders, receiving notices, and invoices)

·         Correction of errors caused by incorrect data entry

·         Sorting, distributing, and filing documents

·         Document mailing or telephoning of information

2.       Personnel costs - EDI will enable you to reassign personnel to more productive activities versus those mentioned above.

3.       Inventory Savings - EDI can lead to a reduction in inventory by improving a number of factors that contribute to the need for inventory:

·         Reducing transaction time, which reduces order cycle time, which may reduce safety stock

·         Reducing uncertainty in order cycle time

·         Providing faster and more accurate information about demand.

4.       Other costs that can be reduced

·         Transportation costs - via better planning and management of transportation

·         Error costs - Functional Acknowledgment use for “lost orders”

Most companies do not use reduced costs as a reason to do EDI, but instead cite the ability to provide improved customer service and to have better access to accurate information as the justification for doing EDI.

 

Improved internal processes

1.       Internal reassessment - a company needs to understand current paper flow first, thus processes can be changed prior to EDI rather than “automating a broken process”

2.       Integration with other systems - Integrating data received via EDI can provide information faster and with more accuracy for determining demand levels, etc.

3.       Improved personnel productivity - because EDI reduces the amount of paperwork required, much of the administrative activity is reduced.  EDI also eliminates many of the problems with orders; both buyers and sales representatives spend less time trying to solve administrative problems and more time doing their professional jobs. 

4.       Access to better information - data received via EDI insures that everyone in the company is working with the same information and that it is both accurate and up-to-date.  This leads to improved responsiveness to customers.

Enhances customer service

1.       EDI’s ability to quickly transmit orders, coupled with point-of-sales sales tracking methods, has allowed manufacturers to adjust quickly to changes in the marketplace.

2.       Increased customer service - a study conducted for the Council of Logistics Management, showed that in almost 1 out of 10 orders, some status information on the order is requested by the customer prior to product delivery, EDI can provide this information electronically with out need of human intervention on your part.

Better Supply Chain Management

Stronger Relationships - the cooperation and coordination required to implement EDI with suppliers tends to build trust between trading partners.  EDI also eliminates issues that often cause conflict, such as lost and incorrect orders.


Implementing EDI

Getting Started

The commitment of senior management to embark on an EDI program must be obtained early.  Then a review of your flow of information (paper, verbal, electronic) and data structure of application programs should be documented.  Review should include:

·         What information is traded with business partners?  Including format documents as well as informal documents such as messages, memos, phone calls, and faxes.

·         How and where is the information initiated - manual input, screen entry, or computer generated?

·         What is the internal flow of information? How many copies are produced, and in what form?  Who receives copies? For what purposes?  For how long are copies stored and in what form?

·         What control and reporting measures are used - status reporting, audit trails, security safeguards?

·         What specific information is needed for current application programs - form of data, flow between applications, entry of data?

·         What information is available from application programs?  What results are produced?  What is the form of the output?

 

Once this is accomplished changes that are necessary for EDI can be identified:

1.       Addition of new data to the database to meet standards requirements

2.       Use of tables to cross-reference part numbers with trading partners

3.       Change in review or approval processes

4.       Development of data link between application program and EDI translation software

5.       Electronic linkages to the databases for departments that formerly received manual reports

6.       Need to bridge between applications if multiple departments use same information.

System Requirements

Some basic hardware and software is required to implement EDI, included are:

·         A computer - either your primary business computer or a PC

·         Communications equipment

·         Communications software - to handle sending and receiving data transmissions

·         EDI translation software - to format your data in the X12 or EDIFACT standard

·         Application software - to create or receive the data you are transmitting and interface to your in-house systems


Steps for Implementing EDI Documents

There are five general steps in implementing EDI documents:

1.       Planning

2.       Development

3.       Testing

4.       Parallel

5.       Production

Planning

Gaining management support

Establishing a plan

Designating business and technical contacts

Agreeing upon formats with trading partner

Development

Selection / development of EDI software

Creating mapping instructions from your business applications to the required format

Developing interfaces with current in-house applications

Determining audit and control points and requirements

Testing

Testing of communications

Testing of EDI software with in-house applications

Testing transmission of files to trading partner, with verification that all fields were received correctly

Testing receipt of file from your trading partner, with verification that all fields were received correctly

Parallel

Process both EDI and paper documents until you and your trading partner are satisfied and comfortable with the new process

All users from affected departments must be involved with parallel processing

Production

Paper generation is eliminated

All users informed process now in “production”


Reconciliation and Resending Data

 

What is a 997 Functional Acknowledgment?

The 997 is a transaction returned to you by the recipient of your EDI data.  Each time data is processed by a translator a syntactical analysis is performed to ensure the data meets EDI syntax guidelines.  The 997 Functional Acknowledgment transaction contains the results of the syntactical analysis.

How soon will 997 Functional Acknowledgments be sent?

997 Functional Acknowledgments are generated by Microsoft immediately for inbound documents and are returned during the next scheduled interface period.  Please review the Processing Schedule information block in the Quick EDI Information section.

How do 997’s relate to EDI syntax errors?

Data received by Microsoft must be free of EDI syntax errors.  Microsoft will acknowledge all data, both accepted and rejected, by returning a 997 Functional Acknowledgment.  The 997 provides information on the number of transaction sets accepted as well as providing “the reason” transaction sets were rejected. 

What happens if data is rejected?

You will receive a 997 Functional Acknowledgment detailing the reason for the rejection.  It is then your responsibility to review the Functional Acknowledgment, correct the EDI syntax error and resend the corrected data to Microsoft.  The 997 is the only notification you will receive indicating the acceptance and/or rejection of your data.

How to send corrected data?

If the 997 you receive indicates that all sets within a transaction have been rejected, correct and resend the entire transaction and leave it marked as an original.  However, if the 997 indicates some, but not all, sets of the transaction were rejected, correct and resend only rejected transaction sets.

 

 


New Trading Partner Check List

 

1.       Establish business contact

2.       Establish EDI technical contact

3.       Complete Trading Partner profile

4.       Define transaction set requirements

A.      Data elements

B.      Timing / Frequency

5.       Establish communication process between Microsoft and Trading Partner

6.       Perform testing phase

7.       Provide Trading Partner sign off of testing phase

8.       Move process to production


EDI Trading Partner Profile

Please Complete Trading Partner Profile form and return completed form to Jana McChesney’s Attention before transmitting any EDI transactions to Microsoft. Fax: 425-936-7329 E-mail: janas@microsoft.com

 

Date                               ________________________

 

Company Name          _________________________________________________________________

 

Company Address      _________________________________________________________________

 

                                        _________________________________________________________________

Contact Information

Contact                     __________________________________________________________________

Title                            ________________________________ Phone (______ ) _____________________

Email Address          ________________________________ Fax     (______ ) _____________________                

 

Contact                     __________________________________________________________________

Title                            ________________________________ Phone (______ ) _____________________

Email Address          ________________________________ Fax     (______ ) _____________________

                                   

Enveloping Information

ISA - Sender information

                                                                Qualifier                Number

Test                            _____                 ___________________________

Production                _____                 ___________________________

GS - Sender information

                                                Number

Test                        ___________________________

Production            ___________________________

Value Added Network(s)

                                                ________________________________________________

                                                ________________________________________________

Processing Details

                X12 versions supported (please circle those supported)

                                002003  002040  003010  003020  003030  003040 003050 004010

 

                Data Separators:

                                Element   ______ Sub-element  ______ Segment Terminator_____      

 


Microsoft ANSI X12 Implementation Guide Conventions

 

For Transactions Received by Microsoft -

Segment Summary and Looping Structure:

The column labeled "Usage” is used to communicate Microsoft’s business requirements to properly process the data.

1.   For segments identified as "MS Required" partners must send segments and need to follow the ANSI X12 conventions.

2.   For the segments identified as “Used” partners must send data if there is a “Microsoft Note” that denotes special conditions, or may send the data if available.

 

Segment and Element Detail:

The column labeled “Usage” is used to communicate Microsoft’s business requirements to properly process the data.

1.   For elements identified as “MS Required” partners must send elements and need to follow the ANSI X12 conventions for conditional and paired relationships.

2.   For elements identified as “Used” partners may send data if available or otherwise required by the ANSI X12 conventions.

 

The element, segment, and transaction descriptions identified by  "Microsoft Note” or enclosed in [] illustrate Microsoft's business usage and interpretation.

 

For Transactions Sent by Microsoft –

The column labeled "Usage” is used to communicate Microsoft’s requirements for sending data.

1.      Segments and/or elements that will always be present are denoted as “Will Send”, and for those that may be present if available are denoted as “May Send”.

2.      For elements identified as “Will Send” within a segment identified as “May Send”, the element will be present only if the segment is sent.

Trading partners need to be prepared to receive and process all segments and elements identified in this guide.


 

940

Warehouse Shipping Order

 

Functional Group=OW

 

This Draft Standard for Trial Use contains the format and establishes the data contents of the Warehouse Shipping Order Transaction Set (940) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used to enable the depositor to advise a warehouse to make a shipment, confirm a shipment, or modify or cancel a previously transmitted shipping order.

Heading:         

 

Pos

Id

Segment Name

Req

Max Use

Repeat

Notes

Usage

 

 

 

 

 

 

 

 

 

 

 

 

GS

Functional Group Header

M

1

 

 

Will Send

 

 

 

 

 

 

 

 

 

 

 

010

ST

Transaction Set Header

M

1

 

 

Will Send

 

 

 

 

 

 

 

 

 

 

 

020

W05

Shipping Order Identification

M

1

 

 

Will Send

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 LOOP ID - 0100

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

040

N1

Name - Ship To

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

050

N2

Additional Name Information

O

2

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

060

N3

Address Information

O

2

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

070

N4

Geographic Location

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 LOOP ID - 0100

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

040

N1

Name - Sold To

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

050

N2

Additional Name Information

O

2

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

060

N3

Address Information

O

2

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

070

N4

Geographic Location

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 LOOP ID - 0100

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

040

N1

Name - Bill To

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

050

N2

Additional Name Information

O

2

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

060

N3

Address Information

O

2

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

070

N4

Geographic Location

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Shipping Point

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Delivery Reference

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Sales Responsibility

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Terms Description

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Sales Order Number

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Customer PO Number

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Promo/Deal Number

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Priority Rating

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Department Number

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

090

N9

Reference Identification - Internal Vendor Number

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

100

G61

Contact

O

3

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

110

G62

Date/Time - Requested Ship Date

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

110

G62

Date/Time - Purchase Order Date

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

120

NTE

Note/Special Instruction - Header Remarks

O

>1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

120

NTE

Note/Special Instruction - Packslip Trailing Remarks

O

>1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

120

NTE

Note/Special Instruction - Microsoft Ship Via Code

O

>1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

120

NTE

Note/Special Instruction – Customer Purchase Order Type

O

>1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

120

NTE

Note/Special Instruction – Store Location ID

O

>1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

140

W66

Warehouse Carrier Information

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 LOOP ID - 0200

 

 

10

 

 

 

 

 

 

 

 

 

 

 

 

 

160

LM

Code Source Information

O

1

 

 

Will Send

 

 

 

 

 

 

 

 

 

 

 

170

LQ

Industry Code

M

100

 

 

Will Send

 

 

 

 

 

 

 

 

 

 

Detail: 

 

Pos

Id

Segment Name

Req

Max Use

Repeat

Notes

Usage

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 LOOP ID - 0300

 

 

>1

 

 

 

 

 

 

 

 

 

 

 

 

 

005

LX

Assigned Number

O

1

 

 

Will Send

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 LOOP ID - 0310

 

 

>1

 

 

 

 

 

 

 

 

 

 

 

 

 

020

W01

Line Item Detail - Warehouse

O

1

 

 

Will Send

 

 

 

 

 

 

 

 

 

 

 

030

G69

Line Item Detail - Description

O

5

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

040

N9

Reference Identification - PO Line Number

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

040

N9

Reference Identification - Sales Order Line Number

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

040

N9

Reference Identification - SAP Storage Location

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

040

N9

Reference Identification - Delivery Item Number

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

040

N9

Reference Identification - Plant Number

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

040

N9

Reference Identification - SAP Loading Group

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

040

N9

Reference Identification - SAP Material Group

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

070

QTY

Quantity - Order Quantity

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

070

QTY

Quantity - Backorder Quantity

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

110

N1

Name

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

Summary:       

 

Pos

Id

Segment Name

Req

Max Use

Repeat

Notes

Usage

 

 

 

 

 

 

 

 

 

 

 

010

W76

Total Shipping Order

O

1

 

 

May Send

 

 

 

 

 

 

 

 

 

 

 

020

SE

Transaction Set Trailer

M

1

 

 

Will Send

 

 

 

 

 

 

 

 

 

 

 

 

GE

Functional Group Trailer

M

1

 

 

Will Send

 

 

 

 

 

 

 

 

 

 


 

GS

Functional Group Header

Pos:                                Max: 1

Heading - Mandatory

Loop: N/A            Elements: 8

 

To indicate the beginning of a functional group and to provide control information

 

Semantics:

1.        GS04 is the group date.

2.        GS05 is the group time.

3.     The data interchange control number GS06 in this header must be identical to the same data element in the associated functional group trailer, GE02.

 

Comments:

1.        A functional group of related transaction sets, within the scope of X12 standards, consists of a collection of similar transaction sets enclosed by a functional group header and a functional group trailer.

 

Notes:

Example: GS~OW~081466849~006932842~20010713~1629~1073~X~004010

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

GS01

479

Functional Identifier Code

Description: Code identifying a group of application related transaction sets.

 

Code       Name                                                                                          _

OW         Warehouse Shipping Order/Ship Request

 

M

ID

2/2

Will Send

 

 

GS02

142

Application Sender's Code

Description: Code identifying party sending transmission; codes agreed to by trading partners.

 

M

AN

2/15

Will Send

 

 

GS03

124

Application Receiver's Code

Description: Code identifying party receiving transmission. Codes agreed to by trading partners.

 

M

AN

2/15

Will Send

 

 

GS04

373

Date

Description: Date (CCYYMMDD).

 

M

DT

8/8

Will Send

 

 

GS05

337

Time

Description: Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99).

 

M

TM

4/8

Will Send

 

 

GS06

28

Group Control Number

Description: Assigned number originated and maintained by the sender.

 

M

N0

1/9

Will Send

 

 

GS07

455

Responsible Agency Code

Description: Code used in conjunction with Data Element 480 to identify the issuer of the standard.

 

 

Code       Name                                                                                          _

 X            Accredited Standards Committee X12

 

M

ID

1/2

Will Send

 

 

GS08

480

Version / Release / Industry Identifier Code

Description: Code indicating the version, release, sub-release, and industry identifier of the EDI standard being used, including the GS and GE segments; if code in DE455 in GS segment is X, then in DE 480 positions 1-3 are the version number; positions 4-6 are the release and sub-release, level of the version; and positions 7-12 are the industry or trade association identifiers (optionally assigned by user); if code in DE455 in GS segment is T, then other formats are allowed.

 

Code       Name                                                                                          _

004010    Draft Standards Approved for Publication by ASC X12 Procedures Review Board through October 1997

 

M

AN

1/12

Will Send

 


 

ST

Transaction Set Header

Pos: 010                        Max: 1

Heading - Mandatory

Loop: N/A            Elements: 2

 

To indicate the start of a transaction set and to assign a control number

Semantics:

1.    The transaction set identifier (ST01) used by the translation routines of the interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

ST01

143

Transaction Set Identifier Code

Description: Code uniquely identifying a Transaction Set.

 

Code       Name                                                                                          _

940          Warehouse Shipping Order

 

M

ID

3/3

Will Send

 

 

ST02

329

Transaction Set Control Number

Description: Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set.

 

M

AN

4/9

Will Send

 


 

W05

Shipping Order Identification

Pos: 020                        Max: 1

Heading - Mandatory

Loop: N/A            Elements: 2

 

To transmit identifying numbers and other basic data for this transaction set

Syntax:

1.  W0504 P0405 -- If either W0504 or W0505 are present, then the other is required.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

W0501

473

Order Status Code

Description: Code identifying purpose of transaction set.

 

Code       Name                                                                                          _

N             Original

 

M

ID

1/1

Will Send

 

 

W0502

285

Depositor Order Number

Description: Identifying number for warehouse shipping order assigned by the depositor.

 

Microsoft Note: Depositor Order Number.  Microsoft Delivery Number.  This is the unique number that Microsoft assigns to a group of sales order line items that are to be shipped. Maximum application field length is 10.

 

M

AN

1/22

Will Send

 


 

N1

Name - Ship To

Pos: 040                        Max: 1

Heading - Optional

Loop: 0100          Elements: 5

 

To identify a party by type of organization, name, and code

Syntax:

1.       R0203 -- At least one of N102 or N103 is required.

2.       P0304 -- If either N103 or N104 are present, then the other is required.

 

Comments:

1.    This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.

2.    N105 and N106 further define the type of entity in N101.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N101

98

Entity Identifier Code

Description: Code identifying an organizational entity, a physical location, property or an individual.

 

Code       Name                                                                                          _

ST           Ship To

 

M

ID

2/3

Will Send

 

 

N102

93

Name

Description: Free-form name.

 

Microsoft Note: Customer Name. Maximum application field length is 35.

 

C

AN

1/60

Will Send

 

 

N103

66

Identification Code Qualifier

Description: Code designating the system/method of code structure used for Identification Code (67).

 

Code       Name                                                                                          _

91            Assigned by Seller or Seller's Agent

 

C

ID

1/2

Will Send

 

 

N104

67

Identification Code

Description: Code identifying a party or other code.

 

Microsoft Note: Customer Number. Microsoft assigned customer number. Maximum application field length is 10.

 

C

AN

2/80

Will Send

 

 

N106

98

Entity Identification Code

Description: Code identifying a party or other code.

 

Code       Name                                                                                          _

DC          Distribution Center

SN           Retail Store

ST           Standard Ship To

 

C

ID

2/3

May Send

 

 


 

N2

Additional Name Information

Pos: 050                        Max: 2

Heading - Optional

Loop: 0100          Elements: 2

 

To specify additional names or those longer than 35 characters in length

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N201

93

Name

Description: Free-form name.

 

Microsoft Note: Customer Name Line 2. Maximum application field length is 35.

 

M

AN

1/60

Will Send

 

 

N202

93

Name

Description: Free-form name.

 

Microsoft Note: Customer Name Line 3. Maximum application field length is 35.

 

O

AN

1/60

May Send

 


 

N3

Address Information

Pos: 060                        Max: 2

Heading - Optional

Loop: 0100          Elements: 2

 

To specify the location of the named party

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N301

166

Address Information

Description: Address information.

 

Microsoft Note: Microsoft address line 1. Maximum application field length is 35.

 

M

AN

1/55

Will Send

 

 

N302

166

Address Information

Description: Address information.

 

Microsoft Note: Microsoft address line 2. Maximum application field length is 35.

 

O

AN

1/55

May Send

 


 

N4

Geographic Location

Pos: 070                        Max: 1

Heading - Optional

Loop: 0100          Elements: 4

 

To specify the geographic place of the named party

Syntax:

1.  N406 C0605 -- If N406 is present, then N405 is required.

 

Comments:

1.    A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.

2.    N402 is required only if city name (N401) is in the U.S. or Canada.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N401

19

City Name

Description: Free-form text for city name.

 

O

AN

2/30

Will Send

 

 

N402

156

State or Province Code

Description: Code (Standard State/Province) as defined by appropriate government agency.

 

O

ID

2/2

May Send

 

 

N403

116

Postal Code

Description: Code defining international postal zone code excluding punctuation and blanks (zip code for United States).

 

O

ID

3/15

Will Send

 

 

N404

26

Country Code

Description: Code identifying the country.

 

Microsoft Note: Refer to ISO 3166-1 Country Codes for acceptable. values.

 

O

ID

2/3

Will Send

 

 

N405

309

Location Qualifier

Description: Code identifying type of location.

 

Code       Name                                                                                          _

SN           Store Number

 

C

ID

1/2

May Send

 

 

N406

310

Location Identifier

Description: Code which identifies a specific location.

 

Microsoft Note: Customer Store Number. Maximum application field length is 15.

 

O

AN

1/30

May Send

 


 

N1

Name - Sold To

Pos: 040                        Max: 1

Heading - Optional

Loop: 0100          Elements: 4

 

To identify a party by type of organization, name, and code

Syntax:

1.  N102 R0203 -- At least one of N102 or N103 is required.

2.  N103 P0304 -- If either N103 or N104 are present, then the other is required.

 

Comments:

1.    This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.

2.    N105 and N106 further define the type of entity in N101.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N101

98

Entity Identifier Code

Description: Code identifying an organizational entity, a physical location, property or an individual.

 

Code       Name                                                                                          _

SO           Sold To If Different From Bill To

 

M

ID

2/3

Will Send

 

 

N102

93

Name

Description: Free-form name.

 

Microsoft Note: Customer Name. Maximum application field length is 35.

 

C

AN

1/60

Will Send

 

 

N103

66

Identification Code Qualifier

Description: Code designating the system/method of code structure used for Identification Code (67).

 

Code       Name                                                                                          _

91            Assigned by Seller or Seller's Agent

 

C

ID

1/2

Will Send

 

 

N104

67

Identification Code

Description: Code identifying a party or other code.

 

Microsoft Note: Customer Number. Microsoft assigned customer number. Maximum application field length is 10.

 

C

AN

2/80

Will Send

 


 

N2

Additional Name Information

Pos: 050                        Max: 2

Heading - Optional

Loop: 0100          Elements: 2

 

To specify additional names or those longer than 35 characters in length

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N201

93

Name

Description: Free-form name.

 

Microsoft Note: Customer Name Line 2. Maximum application field length is 35.

 

M

AN

1/60

Will Send

 

 

N202

93

Name

Description: Free-form name.

 

Microsoft Note: Customer Name Line 3. Maximum application field length is 35.

 

O

AN

1/60

May Send

 


 

N3

Address Information

Pos: 060                        Max: 2

Heading - Optional

Loop: 0100          Elements: 2

 

To specify the location of the named party

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N301

166

Address Information

Description: Address information.

 

Microsoft Note: Microsoft address line 1. Maximum application field length is 35.

 

M

AN

1/55

Will Send

 

 

N302

166

Address Information

Description: Address information.

 

Microsoft Note: Microsoft address line 2. Maximum application field length is 35.

 

O

AN

1/55

May Send

 


 

N4

Geographic Location

Pos: 070                        Max: 1

Heading - Optional

Loop: 0100          Elements: 4

 

To specify the geographic place of the named party

Syntax:

1.  N406 C0605 -- If N406 is present, then N405 is required.

 

Comments:

1.    A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.

2.    N402 is required only if city name (N401) is in the U.S. or Canada.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N401

19

City Name

Description: Free-form text for city name.

 

O

AN

2/30

Will Send

 

 

N402

156

State or Province Code

Description: Code (Standard State/Province) as defined by appropriate government agency.

 

O

ID

2/2

May Send

 

 

N403

116

Postal Code

Description: Code defining international postal zone code excluding punctuation and blanks (zip code for United States).

 

O

ID

3/15

Will Send

 

 

N404

26

Country Code

Description: Code identifying the country.

 

Microsoft Note: Refer to ISO 3166-1 Country Codes for acceptable values.

 

O

ID

2/3

Will Send

 

 

N405

309

Location Qualifier

Description: Code identifying type of location.

 

Code       Name                                                                                          _

SN           Store Number

 

C

ID

1/2

May Send

 

 

N406

310

Location Identifier

Description: Code which identifies a specific location.

 

Microsoft Note: Customer Store Number. Maximum application field length is 15.

 

O

AN

1/30

May Send

 


 

N1

Name - Bill To

Pos: 040                        Max: 1

Heading - Optional

Loop: 0100          Elements: 4

 

To identify a party by type of organization, name, and code

Syntax:

1.  N102 R0203 -- At least one of N102 or N103 is required.

2.  N103 P0304 -- If either N103 or N104 are present, then the other is required.

 

Comments:

1.    This segment, used alone, provides the most efficient method of providing organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.

2.    N105 and N106 further define the type of entity in N101.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N101

98

Entity Identifier Code

Description: Code identifying an organizational entity, a physical location, property or an individual.

 

Code       Name                                                                                          _

BT           Bill-to-Party

 

M

ID

2/3

Will Send

 

 

N102

93

Name

Description: Free-form name.

 

Microsoft Note: Customer Name. Maximum application field length is 35.

 

C

AN

1/60

Will Send

 

 

N103

66

Identification Code Qualifier

Description: Code designating the system/method of code structure used for Identification Code (67).

 

Code       Name                                                                                          _

91            Assigned by Seller or Seller's Agent

 

C

ID

1/2

Will Send

 

 

N104

67

Identification Code

Description: Code identifying a party or other code.

 

Microsoft Note: Customer Number. Microsoft assigned customer number. Maximum application field length is 10.

 

C

AN

2/80

Will Send

 


 

N2

Additional Name Information

Pos: 050                        Max: 2

Heading - Optional

Loop: 0100          Elements: 2

 

To specify additional names or those longer than 35 characters in length

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N201

93

Name

Description: Free-form name.

 

Microsoft Note: Customer Name Line 2. Maximum application field length is 35.

 

M

AN

1/60

Will Send

 

 

N202

93

Name

Description: Free-form name.

 

Microsoft Note: Customer Name Line 3. Maximum application field length is 35.

 

O

AN

1/60

May Send

 


 

N3

Address Information

Pos: 060                        Max: 2

Heading - Optional

Loop: 0100          Elements: 2

 

To specify the location of the named party

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N301

166

Address Information

Description: Address information.

 

Microsoft Note: Microsoft address line 1. Maximum application field length is 35.

 

M

AN

1/55

Will Send

 

 

N302

166

Address Information

Description: Address information.

 

Microsoft Note: Microsoft address line 2. Maximum application field length is 35.

 

O

AN

1/55

May Send

 


 

N4

Geographic Location

Pos: 070                        Max: 1

Heading - Optional

Loop: 0100          Elements: 4

 

To specify the geographic place of the named party

Syntax:

1.  N406 C0605 -- If N406 is present, then N405 is required.

 

Comments:

1.    A combination of either N401 through N404, or N405 and N406 may be adequate to specify a location.

2.    N402 is required only if city name (N401) is in the U.S. or Canada.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N401

19

City Name

Description: Free-form text for city name.

 

O

AN

2/30

Will Send

 

 

N402

156

State or Province Code

Description: Code (Standard State/Province) as defined by appropriate government agency.

 

O

ID

2/2

May Send

 

 

N403

116

Postal Code

Description: Code defining international postal zone code excluding punctuation and blanks (zip code for United States).

 

O

ID

3/15

Will Send

 

 

N404

26

Country Code

Description: Code identifying the country.

 

Microsoft Note: Refer to ISO 3166-1 Country Codes for acceptable values.

 

O

ID

2/3

Will Send

 

 

N405

309

Location Qualifier

Description: Code identifying type of location.

 

Code       Name                                                                                          _

SN           Store Number

 

C

ID

1/2

May Send

 

 

N406

310

Location Identifier

Description: Code which identifies a specific location.

 

Microsoft Note: Customer Store Number. Maximum application field length is 15.

 

O

AN

1/30

May Send

 


 

N9

Reference Identification - Shipping Point

 

Pos: 090                        Max: 1

Heading - Optional

Loop: N/A            Elements: 2

 

To transmit identifying information as specified by the Reference Identification Qualifier

Syntax:

1.       R0203 -- At least one of N902 or N903 is required.

2.       C0605 -- If N906 is present, then N905 is required.

 

Semantics:

1.    N906 reflects the time zone which the time reflects.

2.    N907 contains data relating to the value cited in N902.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N901

128

Reference Identification Qualifier

Description: Code qualifying the Reference Identification.

 

Code       Name                                                                                          _

SF           Ship From

 

M

ID

2/3

Will Send

 

 

N902

127

Reference Identification

Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier.

 

Microsoft Note: SAP Shipping Point. Maximum application field length is 4.

 

C

AN

1/30

Will Send

 


 

N9

Reference Identification - Delivery Reference

 

Pos: 090                        Max: 1

Heading - Optional

Loop: N/A            Elements: 2

 

To transmit identifying information as specified by the Reference Identification Qualifier

Syntax:

1.       R0203 -- At least one of N902 or N903 is required.

2.       C0605 -- If N906 is present, then N905 is required.

Comments:

1.        There are five data elements involved in determining the Ship Via instructions:

SCAC Code, Shipment Method of Payment Code, Transportation Method Type Code, Service Level Code, and Ship Via Description.

 

Microsoft supports Ship Via instructions in the 940 in two different ways:

NTE Segment with the "TRA" qualifier:

Microsoft sends a single Ship Via Code (maximum application length is 2).

The trading partner translates the single code into the five data elements in their system in order to determine the Ship Via instructions.

W66 Segment & N9 Segment with "KK" qualifier:

Microsoft sends the five fields in the following segments:

SCAC Code = W6610

Shipment Method of Payment Code = W6601

Transportation Method Code = W6602

Service Level Code = Header N9 Segment with the "KK" qualifier

Ship Via Description = W6605

The data elements for both methods will be sent in the 940 and it is up to the trading partner to determine which method they choose to use. Note that Ship Via instructions are also used in the 945 and the same method should be used in both the 940 and the 945.

 

Semantics:

1.    N906 reflects the time zone, which the time reflects.

2.    N907 contains data relating to the value cited in N902.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N901

128

Reference Identification Qualifier

Description: Code qualifying the Reference Identification.

 

Code       Name                                                                                          _

KK           Delivery Reference

 

M

ID

2/3

Will Send

 

 

N902

127

Reference Identification

Description: Reference information as defined for a particular Transaction Set, or as specified by the Reference Identification Qualifier.

 

Microsoft Note: Shipping Service Level. Maximum application field length is 2.

 

Code       Name                                                                                          _

 00           No Guarantee

 01           Overnight

 02           2 Day Delivery

 03           3 Day Delivery

 05           3-5 Day Delivery

 

C

AN

1/30

Will Send

 


 

N9

Reference Identification - Sales Responsibility

 

Pos: 090                        Max: 1

Heading - Optional

Loop: N/A            Elements: 2

 

To transmit identifying information as specified by the Reference Identification Qualifier

Syntax:

1.       R0203 -- At least one of N902 or N903 is required.

2.       C0605 -- If N906 is present, then N905 is required.

 

Semantics:

1.    N906 reflects the time zone which the time reflects.

2.    N907 contains data relating to the value cited in N902.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N901

128

Reference Identification Qualifier

Description: Code qualifying the Reference Identification.

 

Code       Name                                                                                          _

SR           Sales Responsibility

 

M

ID

2/3

Will Send

 

 

N902

127

Reference Identification

Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier.

 

Microsoft Note: SAP Order Type. Maximum application field length is 4.

 

C

AN

1/30

Will Send

 


 

N9

Reference Identification - Terms Description

 

Pos: 090                        Max: 1

Heading - Optional

Loop: N/A            Elements: 2

 

To transmit identifying information as specified by the Reference Identification Qualifier

Syntax:

1.       R0203 -- At least one of N902 or N903 is required.

2.       C0605 -- If N906 is present, then N905 is required.

 

Semantics:

1.    N906 reflects the time zone which the time reflects.

2.    N907 contains data relating to the value cited in N902.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N901

128

Reference Identification Qualifier

Description: Code qualifying the Reference Identification.

 

Code       Name                                                                                          _

TC           Vendor Terms

 

M

ID

2/3

Will Send

 

 

N902

127

Reference Identification

Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier.

 

Microsoft Note: Customer Payment Terms Description. Maximum application field length is 30.

 

C

AN

1/30

Will Send

 


 

N9

Reference Identification - Sales Order Number

 

Pos: 090                        Max: 1

Heading - Optional

Loop: N/A            Elements: 2

 

To transmit identifying information as specified by the Reference Identification Qualifier

Syntax:

1.       R0203 -- At least one of N902 or N903 is required.

2.       C0605 -- If N906 is present, then N905 is required.

 

Semantics:

1.    N906 reflects the time zone which the time reflects.

2.    N907 contains data relating to the value cited in N902.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N901

128

Reference Identification Qualifier

Description: Code qualifying the Reference Identification.

 

Code       Name                                                                                          _

SO           Shipper's Order (Invoice Number)

 

M

ID

2/3

Will Send

 

 

N902

127

Reference Identification

Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier.

 

Microsoft Note: SAP Sales Order Number. Maximum application field length is 10.

 

C

AN

1/30

Will Send

 


 

N9

Reference Identification - Customer PO Number

 

Pos: 090                        Max: 1

Heading - Optional

Loop: N/A            Elements: 2

 

To transmit identifying information as specified by the Reference Identification Qualifier

Syntax:

1.       R0203 -- At least one of N902 or N903 is required.

2.       C0605 -- If N906 is present, then N905 is required.

 

Semantics:

1.    N906 reflects the time zone which the time reflects.

2.    N907 contains data relating to the value cited in N902.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N901

128

Reference Identification Qualifier

Description: Code qualifying the Reference Identification.

 

Code       Name                                                                                          _

PO           Purchase Order Number

 

M

ID

2/3

Will Send

 

 

N902

127

Reference Identification

Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier.

 

Microsoft Note: Customer Purchase Order Number. Maximum application field length is 20.

 

C

AN

1/30

Will Send

 


 

N9

Reference Identification - Promo/Deal Number

 

Pos: 090                        Max: 1

Heading - Optional

Loop: N/A            Elements: 2

 

To transmit identifying information as specified by the Reference Identification Qualifier

Syntax:

1.       R0203 -- At least one of N902 or N903 is required.

2.       C0605 -- If N906 is present, then N905 is required.

 

Semantics:

1.    N906 reflects the time zone which the time reflects.

2.    N907 contains data relating to the value cited in N902.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N901

128

Reference Identification Qualifier

Description: Code qualifying the Reference Identification.

 

Code       Name                                                                                          _

PD           Promotion/Deal Number

 

M

ID

2/3

Will Send

 

 

N902

127

Reference Identification

Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier.

 

Microsoft Note: Promo Code. Maximum application field length is 10.

 

C

AN

1/30

Will Send

 


 

N9

Reference Identification - Priority Rating

 

Pos: 090                        Max: 1

Heading - Optional

Loop: N/A            Elements: 2

 

To transmit identifying information as specified by the Reference Identification Qualifier

Syntax:

1.       R0203 -- At least one of N902 or N903 is required.

2.       C0605 -- If N906 is present, then N905 is required.

 

Semantics:

1.    N906 reflects the time zone which the time reflects.

2.    N907 contains data relating to the value cited in N902.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N901

128

Reference Identification Qualifier

Description: Code qualifying the Reference Identification.

 

Code       Name                                                                                          _

PH           Priority Rating

 

M

ID

2/3

Will Send

 

 

N902

127

Reference Identification

Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier.

 

Microsoft Note: Delivery Priority. Maximum application field length is 2.

 

C

AN

1/30

Will Send

 


 

N9

Reference Identification - Department Number

 

Pos: 090                        Max: 1

Heading - Optional

Loop: N/A            Elements: 2

 

To transmit identifying information as specified by the Reference Identification Qualifier

Syntax:

1.       R0203 -- At least one of N902 or N903 is required.

2.       C0605 -- If N906 is present, then N905 is required.

 

Semantics:

1.    N906 reflects the time zone which the time reflects.

2.    N907 contains data relating to the value cited in N902.

Element Summary:

 

 

   Ref  _

 Id_

                                               Element Name                                            _

Req

Type

Min/Max

 Usage_

 

 

N901

128

Reference Identification Qualifier

Description: Code qualifying the Reference Identification.

 

Code       Name                                                                                          _

DP           Department Number

 

M

ID

2/3

Will Send

 

 

N902

127

Reference Identification

Description: Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier.