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940 Direct Ship PO



Version 3.0 of the 850 Purchase Order document now includes the 940 specific requirements to handle Drop Ship Electronic Purchase Orders.  Therefore, it is the intention of the EASI Standards Group to deprecate the 940 document within the next few years.  Using a single document for both types of Electronic Purchase Orders will make it easier for new partners to implement electronic purhcase orders with members of the group.  It is also the intention of the group that the 856 Advanced Shipment Notice document (as of v6.0) will also be used for both stock purchase orders and drop ship purchase orders.  




The EASI 940 Drop Ship File is a direct ship electronic purchase order to be used by wholesalers to place orders for shipment directly from a manufacturer to the wholesaler’s customer. The product does not pass through the wholesaler’s facility. Such orders are typically delivered by small package carriers (e.g. UPS, FEDEX).

The file is similar to the EASI 850 Purchase Order but there are important differences. The 940 contains additional information from the wholesaler that the manufacturer must pass to their distribution center, the carriers and the end customers. For example:


  • COD values and payment collection instructions

  • Delivery method (ground, next day, etc.) and destination (residential, commercial, etc.)

  • Information for a packing list (end customer’s PO number, end customer price, etc.)

  • Ship blind instructions

The 940 is a great standard that simplifies the drop ship process between wholesaler and manufacturer/mill.  Some of the advantages are:


  • A Standardized Electronic Purchase Order provides for seamless integration into back office computer systems

  • Speeds up the processing of purchase orders

  • Eliminates re-keying of information

  • Allows the wholesaler to create a PO in less than Full Case Quantities

  • Allows for seemless direct shipment of merchandise from manufacturer/mill directly to end customer

Exported by the Purchaser (Wholesaler)

Imported by the Seller (Manufacturer)


Key Elements


  • Billing and shipping details

  • Shipping period and delivery instructions

  • Purchase Order specific details


Note:  It is the group's recommendation that the Purchaser be responsible for providing accurate and deliverable ship to address information within the 940 Purchase Orders transmitted to the Wholesaler/Seller, and third party address validation services be utilized by the Purchaser to ensure deliverable addresses are provided to the Wholesaler/Shipper.

Specific Benefits for Sellers


  • Opportunity to reduce administrative expenses by eliminating data entry requirements 

  • Opportunity for improved data accuracy by reducing data entry errors

  • Opportunity for improved PO shipment turn around time 


Specific Benefits for Purchasers


  • Opportunity to reduce administrative expenses involved in keying orders twice

  • Opportunity to shorten the time in getting orders to and shipped from the seller

  • Opportunity for improved data accuracy by reducing data entry errors


EASI Mapping Documents


Download the Standard: EASI 940 Direct Ship PO Standard v4.1

Adopted 5/15/19

Download the sample: EASI 940 v4.1 Sample File (no routing envelope)

Download a previous version: 

EASI 940 Direct Ship PO Standard v4.0

Download the sample: EASI 940 v4.0 Sample File (no routing envelope)


Related Files


832 Product Descriptor Database Containing Seller’s GTIN’s
850 Electronic Purchase Order
846 Inventory Status

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