The EDI 945 transaction, also known as a Warehouse Shipping Advice, is an EDI transaction set used to confirm the completion of a shipment. This document is typically sent from a third-party logistics provider (3PL) or remote warehouse to their client, notifying them that a shipment has taken place. The EDI 945 transaction follows the x12 format set by the American National Standards Institute (ANSI), a not-for-profit organization that regulates EDI formats in the United States.
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Essential components of the Warehouse Shipping Advice (945)
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The EDI 945 transaction provides the final shipment details. It is imperative that it includes thorough, correct information on what has shipped. Key components include the following:
Product SKUs or identifiers and quantities shipped
Shipment date and time of departure
Seller, warehouse, and/or delivery location information
Carrier details and shipping method
Shipment payment information
Shipment tracking information (e.g., tracking number or bill of lading number)
Inventory tracking information (such as lot/batch numbers and serial numbers)
Carton and pallet level detail (where appropriate)
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How to Use the EDI Warehouse Shipping Advice (945)
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Process Flow:
Initiating a Shipment - When a shipment is needed, a seller sends their 3PL or warehouse a Warehouse Shipping Order (940), which outlines the goods required and other shipping details and instructions.
Shipment Completion - The warehouse completes the order shipment and returns an EDI 945 once the shipment has left the warehouse. The EDI Warehouse Shipping Advice (945) conveys the details of the shipment.
Reconciliation and Acknowledgement: The EDI 945 contains all the information the seller needs to reconcile the shipment against the sales order and, if required, send an EDI Advance Ship Notice (856). Generally, the seller confirms receipt of EDI 945 by sending back an EDI Functional Acknowledgement (997).
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Benefits of the Warehouse Shipping Advice (945)
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Data Automation - The EDI 945 uses data automation to ensure accurate and consistent shipment details, reducing manual entry and errors.
Increased Warehouse Efficiency - Automation enables 3PLs to ship more products quickly and accurately.
Sales Order and Inventory Updates - Sellers receive essential information to update sales orders and inventory quantities, and to complete the EDI Advance Ship Notice (856) creation for those customers that require it.
Enhanced Operational Visibility - Sellers can track shipment activity at their 3PL for improved oversight.
Customer Communication - Information such as shipment date, estimated delivery date, and tracking details can be sent to customers to keep them informed.