The 3PL's confirmation that a stock transfer has been physically received - reporting actual quantities, lot data, discrepancies from the advance notice, and damaged or refused goods so the depositor's inventory records stay accurate.
The EDI 944 Warehouse Stock Transfer Receipt Advice closes the receiving loop opened by a 943 Advance Notice. After physical goods arrive at the 3PL facility and receiving is completed, the warehouse sends a 944 back to the depositor confirming what was actually put into inventory. This is the authoritative record of what the 3PL has received - and what the depositor should add to their inventory position at that facility.
A 944 reports against the expected quantities from the 943: it may confirm that everything arrived in full (RA = received as advised), or report discrepancies - shorts (received less than expected), overs (received more), damages, refused items, or lot number mismatches. Each discrepancy carries a reason code so the depositor knows whether to file a freight claim, follow up with the supplier, or simply update their expected-vs-actual records.
For depositors running real-time inventory management, the 944 is a critical document - it's the trigger for making inventory "available" in the OMS for order fulfillment. Until the 944 is received and processed, inventory is in a "pending receipt" status. Orders may be held, backorder dates may be based on this expected receipt, and reorder triggers depend on accurate on-hand data that only gets updated when the 944 confirms actual received quantities.
3PLs generate 944s from their WMS receiving module as part of standard inbound processing. A good 3PL sends 944s same-day upon receipt completion - giving depositors confidence that their inventory position is accurate. The 944 also protects the 3PL: it's the documented record of what they accepted into custody. If a depositor claims missing inventory, the 944 is the 3PL's evidence of what was actually received.
DTC brands waiting on restocks watch for incoming 944s like order confirmations - a 944 means new inventory is available to sell. Brands often hold or delay releasing orders for out-of-stock SKUs until the 944 is received and inventory is confirmed available. Automated 944 processing in the OMS enables same-hour inventory availability and order release once the 3PL confirms receipt.
Retailers using 3PL-operated fulfillment centers use 944s to maintain inventory accuracy across their network. When a 944 reports a short receipt or damaged goods, retail planning systems automatically adjust available inventory, reorder points, and projected fulfillment capacity. A 944 discrepancy triggers a supplier inquiry or freight claim process that needs to be resolved before the next replenishment PO is issued.
CPG companies with lot-controlled inventory (food, beverage, nutraceuticals) rely on 944 lot confirmation data to maintain FEFO (First Expired First Out) compliance in the 3PL's WMS. When the 944 includes actual lot numbers and expiration dates, the depositor's ERP can validate that what was received matches the expected lot from the 943, flagging any lot number discrepancies for quality review before goods enter the pick-able inventory pool.
Opens the 944. W1701 = reporting code (D = original receipt, R = resubmit), W1702 = date received (CCYYMMDD), W1703 = depositor order number (cross-reference back to the 943), W1704 = warehouse receipt number (the 3PL's internal receipt ID - used for dispute resolution and storage billing). The receipt date in W1702 is the official "received" date for freight claim timelines and incoterms-based liability transfer.
Identifies the depositor (DE) and the receiving warehouse (WH). N104 may carry the depositor's account number at the 3PL, used by the WMS to route the 944 to the correct client record. For multi-client 3PLs, accurate depositor identification is critical - a mislabeled 944 could update inventory for the wrong client.
Line-level receipt detail per SKU: W0701 = quantity received, W0702 = unit of measure, W0703 = UPC/GTIN, W0705 = depositor item number. W0706 = lot number (as physically received - may differ from what was on the 943 if the supplier shipped a different lot). W0707 = expiration date. Multiple W07 loops report each SKU line, and discrepancy quantities are reported separately with reason codes in the associated W12 segment.
Reports variances from expected quantities: W1201 = receipt status code (RA = received as advised, RD = received with damage, RS = received short, RO = received over, RR = refused/returned), W1202 = quantity expected, W1203 = quantity received, W1205 = discrepancy quantity, W1206 = reason code for discrepancy. Discrepancy codes drive downstream actions: claims for RD, supplier follow-up for RS, or overstock handling for RO.
Documents key timestamps: actual receipt date/time (17 = estimated or actual arrival), put-away completion date, and if applicable, inspection hold-release date. For perishable goods, the time elapsed between arrival and receipt confirmation is critical for quality tracking. Some 3PLs also include the dock appointment time vs. actual arrival time - useful for measuring carrier delivery window compliance.
Cross-references to related documents: the originating 943 reference number (W6 = warehouse order number), BOL number (BM), PRO number (CN = carrier's reference), and the depositor's purchase order (PO). The 944 must reference the 943 in N9 so the depositor's system can automatically match the receipt against the expected inbound and close out the open receipt in their inventory system.
The advance notice that preceded this receipt. The 944 references the 943's depositor order number so the depositor can close out the expected inbound. When 944 quantities differ from the 943, it triggers a discrepancy investigation that starts with comparing the two documents line-by-line.
If a 944 reveals damaged goods that need to be written off, or quantity variances that affect the total inventory position after initial receipt posting, the 3PL follows up with a 947 Inventory Adjustment. This two-step process - receipt first, then adjustment - keeps the inventory audit trail clean.
After inventory is confirmed via 944, the depositor can release previously held 940 Shipping Orders for the newly available SKUs. Systems that auto-hold orders pending inventory receipt use the 944 as the trigger to release the fulfillment queue - turning inventory receiving directly into outbound order flow.
Better EDI automates 943/944 receiving loops between depositors and 3PLs - with discrepancy alerting, lot tracking, and real-time inventory availability updates.
Talk to an EDI Expert