JCPenny EDI implementation steps and guides

In order to join a JCPenny EDI program vendors should study the basic guidelines for successful EDI integration. This post provides trading partners with the information necessary to participate in JCPenny EDI program. Before you start working with JCPenny EDI you should designate EDI business and technical contacts and insure that your company has signed the JCPenny EDI Trading Partner Agreement. Identify the people within your company who will be the primary and secondary contacts for your EDI program. The list should define major responsibilities and include telephone numbers. The core of these people should be from within your company, but you can supplement with industry groups, network providers, consulting companies, and service bureaus.

JCPenny EDI program basic demands

  1. Review data contained in the EDI documents to be exchanged:
    • Review the JCPenny mapping of each EDI transaction.
    • Determine whether the transaction contains all the data elements you require for your in-house systems environment.
  2. Review internal systems and business procedures:
    • A thorough review of the current system should be done.
    • The present process that creates the business documents and the flow of the documents should be recorded.
    • Determine how EDI should be integrated into existing systems.
    • Develop a preliminary scope of the effort to achieve integration.
    • Determine if new software is needed for any reporting of data received from jcpenney, i.e. sales, planning, etc.
  3. Determine if software or computer equipment is required:
    • Determine if current computer equipment will handle the additional volumes and can communicate with other computers.
    • If assistance is needed, there are many companies who specialize in EDI implementation-planning. Contact GS1 for a list of software and hardware providers.
  4. Decide on translation software configuration. There are four options for translation software:
  • Purchase for Mainframe
  • Purchase for Midrange
  • Purchase for personal computer
  • Network based translation

Factors that should be used to determine what best suits your needs:

  • Configuration of the existing computers
  • Resource availability
  • Support for standards changes
  • implementation-planning timetable.

5. Decide on a network provider:

Evaluate each to determine which is best for your company before making your decision. JCPenny will allow the use of network interconnects but will not be responsible for investigating any problems that may occur during inbound and outbound transmission processes that are passed between your Interconnect Provider and the jcpenney-authorized Network Provider (GXS).

6. Determine Carton Marking Capabilities:

Obtain a copy of GS1 General Specifications and refer to the JCPenny specifications. Evaluate how your company will integrate bar coding into your electronic purchase orders, invoices and automated pick/pack process. Determine requirements for marking equipment and contact marking equipment manufacturers. Analyze your current packaging and shipping process to determine if modifications are required for carton marking.

7. Determine any optional services you may need from the network provider.

Various reports that are useful for determining the status of transmissions are available from the networks. Some are included in the monthly network service fee. Some reports are available as options. It is important to select reports that monitor the flow of data and identify problems quickly. Your optional report expense is negligible compared to the cost of lost orders and lost sales. Be sure to establish the cost of the optional services.

8. Implement translation software.

The amount of time will vary according to the selection you made earlier. If you are purchasing the software from a software provider be sure that they provide good maintenance support.

9. Implement network connection.

After contracting for service with a network provider, the installation of their software products will require that you load them to your computer. Work with your network to train your staff to use your EDI system.

10. Conduct systems test with translation software and network provider. The purpose of this is to verify the following capabilities:

  1. Sending Documents
    • Generate a document from your system
    • Translate document into ANSI X12 or VICS format
    • Check your Translator Error Report
    • When error free, send transmission to the network to verify communications
    • Receive acknowledgment
  2.        Receiving Documents
    • Receive transmission from network
    • Translate document to your system format
    • Generate and send acknowledgment

11. Conduct systems test with JCPenny.

Extensive testing of your internal system should be done before testing with JCPenny. The purpose of system testing is to verify that you can send and receive transmissions to and from jcpenney through the network, and that Functional Acknowledgments are generated. The 997 Functional Acknowledgment is required on all JCPenny EDI transmissions. Do not send data to JCPenny until the company EDI representative contacts you. Company EDI representative will contact you when you are set-up in the system. Please allow up to 2 business days for JCPenny to complete your setup.

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