3PL and warehousing
Warehouse EDI that keeps your clients compliant with their customers
A third-party warehouse sits between a brand, its retail and online customers, and the carriers that move the freight. ECOM connects your warehouse management system to each client's systems, onboards new clients with reusable maps and testing, and makes sure the shipping data you report is the data your clients' customers receive.
What is 3PL EDI?
3PL EDI is the electronic exchange between a third-party logistics provider and the brands whose inventory it holds, often called depositors, as well as the retailers and carriers involved in fulfillment. Core ANSI X12 warehouse documents include the 940 warehouse shipping order and 945 warehouse shipping advice for outbound orders, the 943 and 944 for inbound stock transfers and receipts, and the 846 and 947 for inventory status and adjustments.
Who it's for
Different roles, different workflows
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Third-party logistics providers
You run warehouses for many brands. Each client sends orders and expects shipping confirmations, receipts and inventory reports in its own format, and each new client has to be onboarded quickly.
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Brands using a 3PL
You send orders to an outsourced warehouse and depend on its confirmations to invoice customers and send retailer ASNs. Missing shortages or late 945s become your compliance problem.
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Warehouses shipping to retailers on behalf of clients
Retail orders need retailer-compliant carton and pallet labels and accurate pack data, so the client's ASN matches what arrives at the retailer.
How the workflow runs
How data moves between brand, warehouse and retailer
Each row is one document and its direction. The outbound order and the shipping advice get the most attention, but inbound receipts and inventory reports decide whether orders can be filled.
| From | Document | To | Purpose |
|---|---|---|---|
| Brand | 943 | 3PL | Stock transfer advice: inbound goods on the way |
| 3PL | 944 | Brand | Receipt advice: what actually arrived |
| 3PL | 846 | Brand | Inventory status by item and location |
| Brand | 940 | 3PL | Warehouse shipping order |
| 3PL | 945 | Brand | Shipping advice: shipped quantities, carrier, tracking |
| Brand | 856 | Retailer | Ship notice built from the 945 |
- 01
Inbound goods are announced and received
The brand's 943 tells the warehouse what is on the way; the 944 reports what actually arrived, so both sides agree on available stock.
- 02
Inventory is reported
The 846 reports inventory by item and location, and the 947 reports adjustments such as damage or cycle-count corrections.
- 03
The brand sends a shipping order
The 940 tells the warehouse what to ship, to whom, how and by when. Item identifiers must match the warehouse's item master.
- 04
The warehouse confirms what shipped
The 945 reports shipped quantities per line, shortages, carrier and tracking or bill of lading references.
- 05
The brand notifies its customer
The brand's ASN and invoice to the retailer are built from the 945, so any gap in the 945 reaches the retailer.
Challenges
Integration challenges in 3pl and warehousing
Every client is different
Clients run different ERPs and commerce platforms, use different document versions and expect different reporting, so onboarding repeats with each new client.
Item masters out of sync
Orders for items the WMS does not recognize stop at the warehouse. Item data has to be synchronized before orders flow.
Shortages that are not reported
If a short shipment is not reflected in the 945, the client invoices and notifies its customer for goods that never left the building.
Retail compliance on behalf of clients
Labels, pack structures and timing for retail orders follow each retailer's rules, even though the warehouse is not the retailer's supplier.
How we help
How ECOM supports 3pl and warehousing companies
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WMS integration
Shipping orders into the WMS; shipping advice, receipts and inventory reports out of it, for every client.
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Client onboarding
Specifications, connections, reusable maps and scenario testing for each new client, so onboarding becomes a repeatable process.
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Many client formats
Clients can connect through EDI, APIs or files, and documents are converted to the formats the WMS expects.
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Labels and pack data
Carton and pallet labels with GS1 identifiers and the pack data clients need for their retailer ASNs.
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Carrier connectivity
Tendering, status and tracking exchanges with carriers where the warehouse arranges transportation.
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Monitoring
Orders without a shipping confirmation and failed documents visible as exceptions, by client.
PRISM products
Which PRISM products apply
Each partner connects in the way it can support. These products cover the connections and visibility this industry needs most.
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PRISM-EDI
Exchange of 940, 945, 943, 944, 846 and 947 documents with each client over AS2, SFTP or a VAN, translated to and from the WMS.
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PRISM UniChannel
ECOM's product for omnichannel order and fulfillment integration, for clients whose orders come from storefronts and marketplaces.
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PRISM-WebEDI
Browser-based document exchange and printing of UCC labels and bills of lading for clients or partners without EDI systems.
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PRISM-SCV
Monitoring of transactions and exceptions, such as shipping orders that have not been confirmed.
Systems integration
What warehouse EDI connects to
A warehouse integration touches the client's systems as well as your own.
| System | What flows | What to plan for |
|---|---|---|
| WMS | Shipping orders in; shipping advice, receipts, inventory and adjustments out. | ECOM integrates WMS environments including Manhattan WMS. Connector availability depends on the product and version. |
| Client ERP or commerce platform | Orders, inventory and confirmations, by EDI, API or files. | Each client's document set, version and frequency is agreed during onboarding. |
| Labeling and shipping | Carton and pallet labels, carrier selection, tracking and bills of lading. | Retail orders follow the retailer's label and routing rules, not only the client's. |
| Carriers | Tenders, status and tracking where the warehouse arranges transportation. | Carrier connections may be EDI or API, chosen per carrier. |
Implementation
What to plan for when onboarding a client
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Item master first
Agree item identifiers, units of measure and pack levels with the client before the first 940, and decide how new items are added.
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Shortage and substitution rules
Decide how partial shipments, backorders and substitutions are reported in the 945, because the client's invoices and ASNs depend on it.
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Retail orders need retail rules
If the client sells to retailers, their label, pack and routing rules apply to your packing process.
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Inventory reporting cadence
Agree how often 846s are sent and how 947 adjustments are reported, so the client's available-to-sell figures stay accurate.
Documents and standards
Common transactions
Common X12 warehousing documents exchanged between 3PLs and their clients. Each client agrees its own set and versions.
| Code | Document | What it does |
|---|---|---|
| 940 | Warehouse Shipping Order | The client instructs the warehouse to ship. |
| 945 | Warehouse Shipping Advice | The warehouse confirms what shipped. |
| 943 | Warehouse Stock Transfer Shipment Advice | Announces inbound stock. |
| 944 | Warehouse Stock Transfer Receipt Advice | Confirms what was received. |
| 846 | Inventory Inquiry/Advice | Reports inventory on hand. |
| 947 | Warehouse Inventory Adjustment Advice | Reports inventory adjustments. |
Scenarios
Typical integration scenarios
E-commerce fulfillment
Connect brand storefronts and marketplaces to your WMS, with confirmations and tracking returned for every order.
Retail distribution for brands
Ship to retailers on behalf of brands with compliant labels and the pack data their ASNs need.
Brands outsourcing fulfillment
Send orders from your ERP to a 3PL and receive shipping confirmations and inventory you can rely on.
Trading partners
3PL and Warehousing partners we connect with
Examples of third-party logistics trading partners ECOM can connect your business with.
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Frequently asked questions
What is the difference between a 940 and a 945?
The 940 is the shipping order the inventory owner sends to the warehouse. The 945 is the warehouse's confirmation of what actually shipped, including shortages, carrier and tracking details.
How does a 945 relate to the brand's 856 ASN?
The brand usually builds its ASN to the retailer from the 945. If the 945 is late or inaccurate, the retailer receives a late or inaccurate ASN.
Can clients connect without EDI?
Yes. Clients can connect through APIs or files, and documents are converted to the formats your WMS expects.
Which WMS platforms does ECOM integrate?
ECOM integrates warehouse management systems including Manhattan WMS environments. Options for your WMS and version are confirmed during scoping.
Onboard your next client faster
Share a new client's 940 and 945 specifications and the WMS you run. An ECOM specialist will outline the maps, testing and timeline.