940 Warehouse Shipping Order

The 940 Warehouse Shipping Order is an outbound EDI transaction that instructs your 3PL to pick, pack, and ship inventory. The connector generates a 940 from a Sales Order or Transfer Order in NetSuite and sends it to the 3PL vendor associated with the order's location.

When Is a 940 Generated?

A 940 is generated when a Sales Order or Transfer Order is approved and the order's location is linked to a 3PL vendor with 940 enabled. Depending on your configuration, this can happen:

• Automatically — on Sales Order approval (when the order moves to "Pending Fulfillment" status), if the vendor's handling preference is set to "On Sales Order Approval" and auto-send is enabled
• Manually — via the Generate & Send 940 button on the Sales Order or Transfer Order record

Auto-Send vs. Manual

Data Flow

From a Sales Order

Sales Order approved in NetSuite
  → Connector checks: location has a vendor? Vendor has 940 enabled?
  → 940 message generated from Sales Order data
  → Sent to Orderful → routed to 3PL vendor
  → 3PL receives shipping instructions

From a Transfer Order

Transfer Order created in NetSuite
  → Connector checks: transfer location has a vendor? Vendor has 940 enabled?
  → 940 message generated from Transfer Order data
  → Sent to Orderful → routed to 3PL vendor
  → 3PL receives transfer/shipping instructions

The Transfer Order path works the same as the Sales Order path. The connector resolves the vendor from the order's location — whichever 3PL vendor is assigned to that location in NetSuite receives the 940.

Configuration

Vendor Setup

The 940 is configured on the Vendor record (your 3PL), not the Customer record.

1. Open the 3PL Vendor record
2. Go to the Orderful subtab > Enabled Transaction Types
3. Add a line for 940 - Warehouse Shipping Order
4. Configure:
   • Test Mode — use Orderful TEST stream (for development/testing)
   • Auto-Send — automatically dispatch 940 on order approval
   • Handling Preference — set to "On Sales Order Approval" for automatic generation
   • Company ISA ID — your company's ISA identifier (sender)

Location Setup

The location on the Sales Order or Transfer Order must have a Vendor assigned:

1. Navigate to Lists > Site > Locations
2. Open the warehouse location
3. Set the Vendor field to the 3PL vendor

This is how the connector knows which 3PL to send the 940 to.

Item Requirements

Items on the order should have identifiers that your 3PL can use to locate and ship the correct products:

• UPC Code — primary product identifier
• Vendor Item Number — alternate identifier (your 3PL's internal part number)
• Case UPC — case-level UPC (if applicable)
• Case Pack Size — units per case (if applicable)

Message Structure

The 940 message contains the following data from the Sales Order or Transfer Order:

Header

Ship-To Information (N1 Loop)

The ship-to address from the order, sent as the N1 party loop:

Reference Information

Additional identifiers included when present on the order:

Dates

Shipment Defaults

Line Items (LX / W01 Loop)

Each line item on the order becomes an entry in the LX loop:

Each line item also includes extended reference information with three entries linking back to the original PO line: Seller's Line Item Identifier (LI), Contract Line Item Number (C7), and Vendor Product Number (VP).

Product Service ID Qualifiers: Each line item can include up to three product identifiers. By default, the connector sends UPC as the primary and Vendor Number as the secondary. If custom qualifiers are configured on the line item, they take precedence.

EDI Notes

If the Sales Order has a value in the EDI Notes field, it is included in the 940 as a note with qualifier code DEL (delivery instructions).

Troubleshooting

940 Not Generating

940 Generated but Not Sent

Error Messages

What's Next

• 945 Warehouse Shipping Advice — Receive the shipment confirmation back from your 3PL
• 943 Warehouse Stock Transfer Shipment Advice — For Transfer Order fulfillment confirmations
• 3PLs and 900-Series Overview — Back to the overview