Reference · 3PL, Warehouse, EDI & Freight

The logistics and EDI glossary, in plain English.

Your customer's routing guide assumes you already know what an 856 is, what an SSCC does, and why their 997 matters. Nobody hands you that vocabulary — you're expected to have absorbed it. Here it is: 107 terms, defined the way an operator would explain them, with no product pitch attached.

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Why we wrote this instead of another capability page

Most of the people who inherit an EDI or WMS project didn't choose the acronyms and weren't in the room when the contract was signed. They get a compliance packet and a deadline. An operator who can read their own routing guide argues better with the retailer holding the chargebacks — and needs us for less — which we think is the right trade. Nothing on this page is a sales argument; the definitions say what the terms mean, including where the industry uses them inconsistently.

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EDI & trading partners

The vocabulary your retail and B2B customers use in their onboarding packets. Most of it is older than the people arguing about it.

EDI Electronic Data Interchange

A family of standards for sending business documents — orders, shipment notices, invoices — between companies as structured files rather than email or PDFs. It predates the web by decades, which is why it looks the way it does, and it is still how most retail and B2B supply chains actually exchange orders.

See also: ANSI ASC X12, UN/EDIFACT, API vs EDI

ANSI ASC X12 X12

The North American EDI standard. Documents are identified by number — an 850 is a purchase order, an 856 a shipment notice — and the number is what everyone says out loud instead of the name. Maintained by the Accredited Standards Committee X12 and published in dated versions, so partners have to agree on which one they are speaking.

See also: Transaction set, Version / release

UN/EDIFACT EDIFACT

The international EDI standard, used where X12 is not — most of Europe and Asia, and by ocean carriers almost everywhere. Same idea as X12, different message names: ORDERS instead of 850, DESADV instead of 856, INVOIC instead of 810. A US 3PL usually meets it first through a European customer.

See also: ANSI ASC X12

Transaction set

One business document inside an EDI file — a single purchase order, a single invoice. Several can travel in one transmission, which is why a partner saying "we sent one file" and your system saying "we received forty orders" can both be true.

See also: ISA / GS / ST envelope, ANSI ASC X12

ISA / GS / ST envelope

The three nested wrappers around every X12 document. ISA is the interchange, identifying sender and receiver; GS is the functional group; ST is the transaction set itself. Most onboarding problems that look mysterious are an ISA qualifier or ID that does not match what the partner has on file.

See also: Transaction set, Qualifier

Qualifier

A short code that says how to read the value next to it. "ZZ" means a mutually agreed sender ID, "01" means a DUNS number, "12" a phone number. Qualifiers are where two systems most often disagree silently, because both sides think the field is obvious.

See also: ISA / GS / ST envelope

Segment, element & loop

The three levels of structure inside a transaction set. A segment is a line, identified by a two- or three-letter tag; an element is one field within it; a loop is a repeating block, such as one per line item. When a partner says a field is "in the N1 loop", this is the vocabulary they are using.

See also: Transaction set

Version / release

The dated edition of the X12 standard a partner speaks, written like 004010 or 005010. Two partners on different versions of the same document are not interchangeable, and a partner upgrading theirs is a project on your side whether or not anybody told you.

See also: ANSI ASC X12, Implementation guide

997 Functional Acknowledgement 997

The receipt. It says a file arrived and whether it was structurally valid — nothing about whether anyone acted on it. It is the first thing a trading partner checks when they think you have gone quiet, and a missing 997 is the most common opening line of an EDI support call. The 999 is its stricter successor, used mainly in healthcare.

See also: TA1 Interchange Acknowledgement, Transaction set

TA1 Interchange Acknowledgement TA1

A lower-level receipt than the 997: it acknowledges the ISA envelope itself, before anything inside it is examined. Useful for telling "your file never arrived" apart from "your file arrived and was rejected", which are different problems with different owners.

See also: 997 Functional Acknowledgement, ISA / GS / ST envelope

850 Purchase Order 850

Your customer ordering goods. Everything downstream — the pick, the shipment notice, the invoice — is keyed to what arrived here, so an 850 that is accepted with the wrong item numbers propagates quietly through the whole chain.

See also: 855 PO Acknowledgement, 856 Advance Ship Notice, Cross-reference

855 PO Acknowledgement 855

Your answer to an 850: accepted, changed, or rejected, usually line by line. Retailers increasingly require one inside a fixed window, and a late 855 can be a chargeback on its own even when the order ships perfectly.

See also: 850 Purchase Order, Chargeback

856 Advance Ship Notice ASN

What shipped, in which carton, on which pallet, under which label — sent before the truck arrives so the receiver can plan the dock and receive by scanning rather than counting. The most chargeback-prone document in retail EDI, because it has to match the physical shipment exactly.

See also: SSCC, Chargeback, UCC-128 / GS1-128 label

810 Invoice 810

The bill, sent as EDI rather than as a PDF attachment. Usually matched automatically by the customer against the 850 and the receipt; anything that does not reconcile goes to a human queue, which is where invoices go to age.

See also: 850 Purchase Order, Reconciliation

846 Inventory Inquiry / Advice 846

A published inventory position — what is on hand and available, per item and often per location. Marketplaces and drop-ship programs live on this document, and the interval it is sent at is effectively how oversold you get.

See also: ATP

940 / 945 Warehouse Shipping Order & Advice 940 / 945

The 3PL backbone. The 940 is the depositor telling the warehouse to ship something; the 945 is the warehouse reporting what actually went out. If a 3PL integrates only two documents, it is these two.

See also: 943 / 944 Warehouse Transfer Ship & Receipt, 947 Warehouse Inventory Adjustment, 3PL

943 / 944 Warehouse Transfer Ship & Receipt 943 / 944

The inbound counterpart of the 940/945 pair: the 943 announces stock being transferred into a facility, and the 944 confirms what was actually received. Discrepancies between the two are where inbound shrink first becomes visible.

See also: 940 / 945 Warehouse Shipping Order & Advice, OS&D

947 Warehouse Inventory Adjustment 947

Damage, shrink, found stock, and count corrections reported back to the inventory owner. It is the document that keeps a depositor's book balance and a warehouse's physical balance from drifting apart without anybody noticing.

See also: Cycle counting, 940 / 945 Warehouse Shipping Order & Advice

820 Payment Order / Remittance Advice 820

What a customer is paying and against which invoices — sent alongside, or instead of, a check. Without it, a short payment is just an unexplained number in the bank feed that somebody has to chase.

See also: 810 Invoice, Reconciliation

AS2

A transport, not a document format: EDI files pushed directly over HTTPS between two parties, signed and encrypted, with a signed receipt (an MDN) proving delivery. Walmart's adoption made it the default for US retail. It removes the network fee a VAN charges and replaces it with certificates you have to remember to renew.

See also: VAN, SFTP / FTPS, MDN

MDN Message Disposition Notification

The signed receipt an AS2 transfer returns, proving the other side received the file intact. A synchronous MDN comes back on the same connection; an asynchronous one arrives later, which is why an AS2 "success" can still be pending an hour afterwards.

See also: AS2

VAN Value Added Network

A commercial mailbox service that relays EDI between trading partners so neither has to connect directly to the other. Charged per kilocharacter or per document, which is why high-volume programs move to AS2 or SFTP, and why low-volume ones stay.

See also: AS2, SFTP / FTPS

SFTP / FTPS

File drop over an encrypted connection — the plainest transport still in wide use, and the one most smaller partners offer. Cheap and reliable; the trade-off is that nothing acknowledges receipt at the transport level, so the 997 has to carry that job alone.

See also: AS2, VAN, 997 Functional Acknowledgement

Trading partner

Any company you exchange EDI with — a customer, a supplier, a carrier, a 3PL. Each one is a separate integration with its own IDs, its own quirks, and its own test cycle, which is why "we already do EDI" says very little about how long the next partner will take.

See also: Partner onboarding, Implementation guide

Implementation guide

A partner's document describing exactly how they use a standard — which segments they require, which codes they accept, which optional fields are mandatory in their world. Also called a companion guide or spec. The standard tells you what is legal; this tells you what they will accept.

See also: Routing guide, Version / release

Routing guide

A retailer's rules for how to ship to them: which carrier, which labels, which appointment window, how to pack a pallet, when the ASN must arrive. It is a compliance document with money attached — most retail chargebacks trace to a rule in here rather than to anything in the EDI standard.

See also: Chargeback, 856 Advance Ship Notice What we build around this →

Chargeback

A deduction a customer takes off your invoice for breaking a compliance rule — a late ASN, a mislabeled carton, a missed delivery window. Also called an expense offset. They are individually small, rarely disputed because disputing costs more than the deduction, and collectively material.

See also: Routing guide, Vendor scorecard

Vendor scorecard

A customer's periodic rating of your compliance — fill rate, on-time delivery, ASN accuracy, document timeliness. It usually matters more than the individual chargebacks, because a bad enough score costs shelf space rather than money.

See also: Chargeback, SLA

Mapping / translation

Converting between a partner's EDI document and your own system's fields, in both directions. The work is rarely the format — it is deciding what your "ship to" means when the partner sends three addresses, and what to do with the code they use that you have never seen.

See also: Cross-reference, Implementation guide

Partner onboarding

Everything between "we won the account" and "their orders flow automatically": connectivity, IDs, mapping, test transmissions, and a parallel period where documents go both by EDI and the old way. Test cycles wait on the partner's schedule, which is why onboarding timelines are mostly other people's calendars.

See also: Trading partner, Implementation guide

RosettaNet / PIP

The high-tech and electronics supply chain's alternative to X12. Documents are called PIPs (Partner Interface Processes) and numbered like 3A4 or 3B2, carried over RNIF or ebXML messaging rather than AS2. Semiconductor and component suppliers meet it unavoidably; almost nobody else does.

See also: ANSI ASC X12, AS2

GS1

The standards body behind the barcode identifiers the supply chain runs on — GTIN for products, SSCC for shipping units, GLN for locations. Company prefixes are licensed from GS1, which is why a counterparty can tell whether the number on your carton is really yours.

See also: SSCC, GTIN

GTIN Global Trade Item Number

The globally unique number identifying a product, in the family that includes UPC and EAN. It identifies the item; it does not identify the individual case or pallet you shipped, which is what the SSCC is for.

See also: SSCC, GS1, SKU

SSCC Serial Shipping Container Code

The unique 18-digit number identifying one physical shipping unit — a specific carton or pallet, not a product type. It is the link between the barcode on the box and the contents declared in the ASN, which is how a receiver can accept a pallet with one scan.

See also: 856 Advance Ship Notice, UCC-128 / GS1-128 label, GS1

UCC-128 / GS1-128 label

The shipping label carrying the SSCC barcode and the human-readable block a retailer's dock expects. Format, placement, and content are dictated by the routing guide, and getting any of the three wrong is a chargeback even when the goods are correct.

See also: SSCC, Routing guide, Chargeback

API vs EDI

Not a migration anybody has finished. APIs are better for anything conversational — rating, tracking, availability checks — because they answer immediately. EDI persists for orders and invoices because the standard is agreed across an entire industry and your customer has no reason to change for you. Most operators run both, permanently.

See also: EDI, API

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Warehouse & 3PL operations

What the floor calls things, which is not always what the software calls them.

3PL Third-Party Logistics

A company that stores, handles, and ships goods it does not own, for customers who do. The distinguishing problem is multi-client: one building, one system, and a hard requirement that each customer sees only their own inventory and gets billed on their own terms.

See also: 4PL, Depositor / client, WMS What we build around this →

4PL Fourth-Party Logistics

A party that manages other logistics providers on a shipper's behalf rather than operating warehouses or trucks itself. The line between a 4PL and a large 3PL with a control tower is drawn differently by almost everyone who uses the term, so it is worth asking what a given company means by it.

See also: 3PL

Depositor / client

The owner of the inventory sitting in a 3PL's building. Warehouse systems use the word to separate ownership from custody: the 3PL controls the stock and the depositor owns it, and nearly every multi-client rule in a WMS exists to keep that distinction intact.

See also: 3PL, WMS

WMS Warehouse Management System

The system of record for what is in the building and where — receiving, put-away, picking, packing, shipping, and counts. It is deliberately narrow: a WMS knows the shelf, not the customer relationship, which is why almost every 3PL ends up integrating it with something else.

See also: TMS, ERP, 3PL What we build around this →

ERP Enterprise Resource Planning

The financial and commercial system of record — orders, purchasing, inventory value, invoicing, the general ledger. Where the WMS knows the physical truth, the ERP knows the money, and reconciling the two is a permanent job rather than a project.

See also: WMS, Reconciliation

SKU Stock Keeping Unit

Your own identifier for a distinct sellable item. Internal by definition — your SKU, your customer's item number, and the manufacturer's GTIN are three different strings for the same physical thing, and keeping them mapped is most of what item-master work is.

See also: GTIN, Cross-reference

LPN / license plate

A barcode identifying a physical container — a pallet, a tote, a carton — rather than what is inside it. Scanning the plate moves everything on it at once, which is what makes put-away and transfers fast enough to be worth scanning at all.

See also: SSCC, Put-away

Receiving

Checking inbound freight against what was expected and admitting it into inventory. The step where a discrepancy is cheapest to catch and where, if it is missed, every later count will be wrong for reasons nobody can reconstruct.

See also: Put-away, OS&D, ASN receiving

ASN receiving

Receiving against a shipment notice rather than counting from scratch: the contents are already declared, so scanning the pallet label admits the whole load. Fast when the ASN is accurate, and quietly destructive when it is not, because errors are received as fact.

See also: 856 Advance Ship Notice, Receiving, SSCC

Put-away

Moving received stock from the dock to its storage location and recording where it went. Directed put-away means the system chooses the location; the quality of that choice is what slotting is about.

See also: Slotting, Receiving

Slotting

Deciding where each item lives in the building — fast movers close to the pack stations, heavy items low and near the aisle mouth. The highest-leverage change available to most warehouses, and the one least often revisited after go-live.

See also: Put-away, Pick path

Pick path

The route a picker walks to collect an order. Travel is the largest single component of picking labor in most buildings, so the sequence the system prints is worth more than the speed of the person walking it.

See also: Wave planning, Batch, zone & cluster picking, Slotting

Wave planning

Releasing work to the floor in scheduled batches, grouped so that picking, packing, and the carrier cut-off line up. Waveless or continuous flow is the alternative — releasing work as it arrives — and which is better depends almost entirely on how predictable your order profile is.

See also: Pick path, Carrier cut-off

Batch, zone & cluster picking

Three ways to avoid walking the building once per order. Batch picking collects the same item for many orders in one pass; zone picking assigns each picker an area and hands the order along; cluster picking works several orders at once into separate totes on one cart. Shops use the terms loosely and often mean a hybrid.

See also: Pick path, Wave planning

Cross-docking

Moving freight from an inbound truck to an outbound one without putting it into storage. It removes two touches and all the holding cost, and it requires inbound timing accurate enough that the outbound truck is actually there.

See also: Receiving, Dock scheduling

Cycle counting

Counting a small slice of the building continuously instead of shutting down for a full physical inventory. Usually weighted so fast-moving or high-value items get counted more often. Its output is not a number but a trend — accuracy by location, which is what tells you where the process is broken.

See also: 947 Warehouse Inventory Adjustment, Inventory accuracy

Inventory accuracy

How often the system's count for a location matches what is physically there. Measured by location or by item rather than in aggregate, because a building can be 99% accurate in total and still have one bin that causes every short-ship.

See also: Cycle counting, Shrink

Shrink

Inventory that leaves without being sold — damage, theft, miscounts, mis-picks never corrected. In practice most of what gets booked as shrink is a recording failure rather than a loss, which is why adjustment reasons are worth capturing properly.

See also: Cycle counting, 947 Warehouse Inventory Adjustment

Lot & serial control

Tracking stock by manufacturing batch (lot) or by individual unit (serial), so a recall or a warranty claim can be traced to the specific goods involved. Mandatory in food, pharma, and much of industrial supply; expensive to retrofit and cheap to design in.

See also: FIFO / FEFO / LIFO, Traceability

FIFO / FEFO / LIFO

Rules for choosing which stock to pick: first in first out, first expired first out, last in first out. FEFO is the one that matters for anything dated — picking the oldest received unit is not the same as picking the one that expires soonest, and confusing them is how short-dated stock reaches a customer.

See also: Lot & serial control, Inventory aging & dead stock

Traceability

Being able to answer, after the fact, where a specific unit came from and where it went. Forward trace for a recall, backward trace for a customer complaint. Regulators generally care about how fast you can answer, not how the data is stored.

See also: Lot & serial control

Inventory aging & dead stock

How long stock has been sitting, and which of it has stopped moving entirely. It is the report a 3PL's customers ask for most and the one warehouse systems produce worst, because age is a property of a receipt rather than of an item.

See also: FIFO / FEFO / LIFO, Storage billing What we build around this →

ATP Available to Promise

The quantity you can actually commit to a new order — on hand, minus what is already allocated, plus what is inbound and reliable. The gap between on-hand and available is where overselling happens, and it widens with every hour of publishing delay.

See also: 846 Inventory Inquiry / Advice, Allocation

Allocation

Reserving specific stock against a specific order. Hard allocation commits real units and takes them out of availability; soft allocation only reduces the count. Which one a system does, and when, decides whether two orders can claim the same last unit.

See also: ATP

Kitting & VAS

Value-added services performed on stock in the building — assembling multi-item kits, relabeling, repackaging, retail display builds, light assembly. Usually the most profitable work a 3PL does per square foot and the least likely to be billed completely.

See also: Accessorial, Handling charge

OS&D Over, Short & Damaged

The exception process for freight that arrives in the wrong quantity or condition. It has to produce a record at the moment of receipt — photos, counts, a note on the delivery receipt — because the claim window against a carrier is short and closes quietly.

See also: Receiving, Bill of lading, Freight claim

Dock scheduling

Assigning arrival windows to inbound and outbound trucks so the door and the labor to unload it are both available. Without it, detention charges and overtime are the two ways the same problem shows up on different invoices.

See also: Detention & demurrage, Cross-docking

Carrier cut-off

The time a carrier's trailer leaves, after which today's orders become tomorrow's. It is the hard constraint every warehouse workflow is actually built around, and the number most often missing from software designed away from the floor.

See also: Wave planning, Manifest / close-out

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Transportation & carriers

Rating, tendering, tracking, and the charges that show up after the freight has already moved.

TMS Transportation Management System

The system that plans and executes freight — rating, carrier selection, tendering, tracking, and freight settlement. Where a WMS ends at the dock door, a TMS starts there.

See also: WMS, Tender & tender response, Rating & rate shopping

Parcel, LTL & FTL

The three freight modes by size. Parcel is individually handled boxes; LTL (less-than-truckload) is palletized freight sharing a trailer with other shippers'; FTL or truckload is a dedicated trailer. Each has its own rating logic, its own documents, and its own accessorial vocabulary.

See also: Freight class & NMFC, Dimensional weight, Accessorial

Rating & rate shopping

Calculating what a shipment will cost with each available carrier and service, then choosing. Doing it at the moment of packing — when the real weight and dimensions are known — is worth more than any negotiated discount, because estimates are what get corrected later at the carrier's rates.

See also: Dimensional weight, Carrier API What we build around this →

Carrier API

A carrier's own web service for rating, creating labels, scheduling pickups, and pulling tracking. Faster and richer than the EDI equivalents, and entirely proprietary — every carrier's is different, and each one changes on its own schedule.

See also: Rating & rate shopping, 214 Shipment Status, API

Tender & tender response

Offering a load to a carrier and getting an accept or decline back — the 204 and 990 in EDI terms. Tendering down a routing sequence until somebody accepts is how a shipper honors contracted rates before paying spot prices.

See also: 204 / 990 Load Tender & Response, Spot rate vs contract rate

204 / 990 Load Tender & Response 204 / 990

The EDI pair behind tendering: the 204 offers the load with its stops and requirements, the 990 accepts or declines it. Brokers and shippers automate the sequence so a decline moves to the next carrier without a phone call.

See also: Tender & tender response, 214 Shipment Status

214 Shipment Status 214

Carrier milestone messages — picked up, in transit, out for delivery, delivered, plus exception codes. It is what customer-facing tracking and ETA screens are actually built on, and its usefulness depends entirely on how often a given carrier bothers to send one.

See also: POD, Carrier API

210 Freight Invoice 210

The carrier's bill as EDI. Matching it against what was quoted and what was actually delivered is freight audit, and it is where accessorials that nobody authorized are found.

See also: Freight audit, Accessorial

Bill of lading BOL

The document that travels with the freight: a receipt for the goods, a description of them, and the contract of carriage. It is the legal record in a damage claim, which is why a note scribbled on it at delivery matters more than an email sent afterwards.

See also: POD, OS&D, Freight claim

POD Proof of Delivery

Evidence the freight arrived and was accepted — signature, timestamp, and increasingly a photo and GPS stamp. It is the document customers ask for and the one most often stored somewhere nobody can search.

See also: Bill of lading, 214 Shipment Status

Manifest / close-out

The end-of-day handoff to a carrier: the list of everything tendered, transmitted so the carrier can reconcile what they physically picked up. A package labeled but never manifested is a package that does not exist as far as the carrier's system is concerned.

See also: Carrier cut-off, Carrier API

Freight class & NMFC

The LTL classification system, running roughly 50 to 500, derived from density, stowability, handling, and liability. The NMFC code identifies the commodity. Getting either wrong invites a reclassification charge after delivery, when there is nothing left to negotiate.

See also: Parcel, LTL & FTL, Reweigh & reclass

Dimensional weight DIM weight

Billing by the space a package occupies rather than what it weighs, calculated from its dimensions and a carrier's divisor. It is why oversized boxes with light contents cost far more than the scale suggests, and why carton selection is a freight decision.

See also: Rating & rate shopping, Reweigh & reclass

Reweigh & reclass

A carrier re-measuring your freight and adjusting the bill upward. Common enough on parcel and LTL that unexplained post-shipment adjustments are worth auditing as a category rather than one at a time.

See also: Dimensional weight, Freight audit, Freight class & NMFC

Accessorial

Any charge beyond the line haul — liftgate, residential delivery, inside delivery, limited access, reconsignment, fuel surcharge. On the 3PL side the same word covers billable work outside the base rate, and on both sides it is the charge most likely to be performed and never invoiced.

See also: Detention & demurrage, Handling charge, Freight audit

Detention & demurrage

Charges for holding equipment too long. Detention is a driver and trailer waiting past the free time at a facility; demurrage is a container sitting at a port or rail yard past its. Both are billed by somebody with a precise clock and disputed by somebody without one.

See also: Dock scheduling, Accessorial

Drayage

The short move between a port or rail ramp and a nearby warehouse. Short in miles, complicated in practice, because it sits between two schedules nobody controls and accrues demurrage when either slips.

See also: Detention & demurrage

Spot rate vs contract rate

A contract rate is agreed in advance for a lane over a period; a spot rate is what the market charges today. Freight routed to spot because the contracted carrier declined is the most common source of a transportation budget going wrong quietly.

See also: Tender & tender response

Freight audit

Checking carrier invoices against what was quoted, what was shipped, and what was actually delivered, before paying them. Duplicate bills, unauthorized accessorials, and reweighs are routine enough that auditing is a permanent process rather than an occasional project.

See also: 210 Freight Invoice, Accessorial, Reweigh & reclass What we build around this →

Freight claim

A demand on a carrier for loss or damage. It depends on evidence captured at delivery — the notation on the BOL, the photographs, the count — and on filing inside the carrier's window. Most claims fail on one of those two, not on the merits.

See also: OS&D, Bill of lading, POD

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3PL billing & settlement

How the work that happened turns into an invoice, and where it usually doesn't.

Rate card / tariff

The agreed schedule of what a 3PL charges a customer for each activity — storage, receiving, picking, packing, each accessorial. Every customer's is slightly different, which is precisely why billing gets rebuilt in a spreadsheet.

See also: Storage billing, Handling charge

Storage billing

Charging for space over time. The method matters more than the rate: per pallet per month, per square foot, anniversary-date billing, split-month, or average daily inventory all produce different invoices from identical activity.

See also: Rate card / tariff, Inventory aging & dead stock, Anniversary vs calendar billing

Anniversary vs calendar billing

Whether a storage period runs from the date each pallet arrived or from the first of the month. Anniversary billing is fairer and considerably harder to compute, which is why systems that cannot do it quietly cost the warehouse money.

See also: Storage billing

Handling charge

The per-touch fee — receiving, put-away, picking, packing, loading. Priced per unit, per case, per pallet, or per order depending on the customer, and the unit is where two parties reading the same contract reach different totals.

See also: Rate card / tariff, Kitting & VAS

Accessorial capture

Recording billable extra work at the moment it happens rather than reconstructing it at month end. The gap between what a warehouse does and what it invoices is mostly a capture problem, not a pricing one — nobody remembers the rework in week two on the 30th.

See also: Accessorial, Revenue leakage What we build around this →

Revenue leakage

Work performed and never billed. In a 3PL it is usually accessorials and value-added work that nobody recorded, storage periods computed the generous way, and rate-card changes that never reached the billing run. Beware of quoted percentages here — the figure gets repeated across the industry without a source behind it. The number that matters is your own, and it comes from comparing activity records against invoice lines.

See also: Accessorial capture, Reconciliation

Billing reconciliation

Comparing what the operational systems say happened against what was invoiced, and explaining every difference. Done monthly it is an argument; done continuously it is a report, and the difference in tone with the customer is considerable.

See also: Revenue leakage, Reconciliation What we build around this →

SLA Service Level Agreement

The performance you have contracted to deliver — same-day shipping by a cut-off, order accuracy, inventory accuracy, dock-to-stock time. Worth measuring against your own records before the customer measures it against theirs, because the first version of that conversation sets the tone for the rest.

See also: Vendor scorecard, Dock-to-stock

Dock-to-stock

Elapsed time from a truck arriving to the goods being available to pick. A standard SLA metric and a useful internal one, because it captures receiving, inspection, and put-away in a single number that a customer understands.

See also: SLA, Receiving, Put-away

Fill rate

The share of ordered units, lines, or orders shipped complete. Which of the three you count changes the number substantially, so a fill rate quoted without its denominator is not yet a fact.

See also: SLA, Vendor scorecard, OTIF

OTIF On Time In Full

A single measure combining delivery inside the window and completeness of the order. Major retailers score suppliers on it and deduct against it, and their definition of the delivery window is the one that counts.

See also: Fill rate, Vendor scorecard, Chargeback

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Integration & data

The words that come up once the systems have to talk to each other rather than to people.

API Application Programming Interface

A defined way for one system to ask another for something, or tell it something, in real time. In logistics it is how rating, tracking, and availability work, because those questions need an answer now rather than in the next batch.

See also: Webhook, API vs EDI, Carrier API

Webhook

The reverse of an API call: instead of asking repeatedly whether anything changed, you give the other system a URL and it calls you when something does. Cheaper and faster than polling, and it obliges you to handle duplicates, because the sender will retry.

See also: API, Idempotency

Idempotency

Designing an operation so that running it twice has the same effect as running it once. It is what stops a retried message from creating a second shipment or a duplicate invoice, and it is the single most common thing missing from integrations that mostly work.

See also: Webhook, Reconciliation

System of record

The one system whose version of a fact is authoritative. Integrations get hard when nobody has decided which system that is for a given field, so two of them keep politely overwriting each other.

See also: WMS, ERP, Master data

Master data

The reference records everything else points at: items, customers, locations, carriers. It changes rarely and breaks loudly, and most integration failures that look like transaction bugs are a master-data record that exists on one side and not the other.

See also: Cross-reference, SKU

Cross-reference

The lookup between your identifier for something and somebody else's — your SKU to a customer's item number, your carrier code to theirs. Unglamorous, and the thing that decides whether an inbound order can be processed without a human.

See also: SKU, Mapping / translation, Master data

ETL / ELT

Moving data out of operational systems into somewhere it can be analyzed — extract, transform, load, or extract, load, then transform. It is how reporting gets built without putting analytical queries on the system running the warehouse.

See also: Operational data store / warehouse, System of record What we build around this →

Operational data store / warehouse

A separate database holding a copy of operational data, shaped for questions rather than for transactions. Owning one is what makes reporting independent of a vendor's willingness to build reports for you.

See also: ETL / ELT, Reconciliation What we build around this →

Middleware / iPaaS

A layer that sits between systems and handles routing, transformation, retries, and monitoring so each endpoint does not have to. Worth it once the number of connections stops being countable on one hand; overhead before that.

See also: Message queue, Mapping / translation

Message queue

A buffer between two systems so the sender does not have to wait for the receiver, and so nothing is lost when the receiver is down. It converts an outage into a backlog, which is a much better kind of problem.

See also: Middleware / iPaaS, Idempotency

Reconciliation

Systematically comparing two records of the same events and accounting for every difference — orders sent against orders received, shipments against invoices, inventory against counts. Not a report but a control: its value is that the unexplained differences get investigated rather than displayed.

See also: Billing reconciliation, Idempotency

Exception alerting

Being told when something did not happen — the file that never arrived, the 997 that never came back, the order stuck in a status for two days. Most integration monitoring reports successes, and it is the silence that costs money.

See also: 997 Functional Acknowledgement, Reconciliation What we build around this →

Something missing, or defined wrong?

Terminology in this business is genuinely inconsistent — cluster picking, 4PL, and half the accessorial names mean slightly different things at different companies, and this page says so where it knows. If your corner of the industry uses one of these differently, or there's a term you kept having to look up, tell us and we'll add or correct it. Getting it right costs us an hour and saves the next operator an afternoon.

Get in touch

Reading a routing guide you didn't write?

Send us the compliance packet or the implementation guide. We'll tell you what it actually commits you to and what it takes to meet it — before you sign it.

Prefer to talk?

Call 832-598-8234 or email msco@stoneagesoftware.com. Houston, Texas — serving Houston, The Woodlands, Conroe, Sugar Land, Katy, Pearland, and the Greater Houston metro.

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