Warehouse Shipping Advice

Warehouse Shipping Advice (945) is a document sent by a warehouse or distribution center to confirm the shipment of goods to a customer or designated recipient. The warehouse operator originates this transaction to notify the receiver that ordered items have been prepared, packed, and shipped from the facility. The message typically responds to a prior warehouse order or is sent proactively when goods leave the warehouse. Key segments include the W06 (Warehouse Shipment Identification) segment, which establishes the shipment reference and dates; the N1 (Name) segment within Loop 0100, which identifies parties such as the warehouse, customer, and carrier involved in the transaction; and the W12 (Warehouse Item Detail) segment, which provides line-item information about each product shipped, including quantities and measurements.

Consider a scenario where Global Distribution Services operates a contract warehouse for TechRetail Inc. When TechRetail’s order for 500 units of laptop stands and 200 units of monitor arms is picked, packed into pallets, and scheduled for carrier pickup, Global Distribution generates and transmits an X12 945 to TechRetail. The W06 segment specifies the shipment number and date of departure. The N1 loop identifies TechRetail as the consignee, provides contact information through PER segments, and names the carrier assigned to transport the shipment. Within the detail section, W12 segments break down each item: the first W12 records the 500 laptop stands with their weight and dimensions; the second W12 documents the 200 monitor arms. The QTY and MEA segments attached to each W12 confirm exact quantities and physical measurements for verification upon receipt. When TechRetail receives the 945, they can match it against their purchase order and prepare their receiving dock for the incoming goods.