Updated: December 17, 2021 12:22pm

Print Update, Update Only, Email Transactions

Before trying to print from RP Prism, make sure you have installed the necessary drivers and configured preferences. When a user prints a document, Prism will automatically recognize the printer attached to the device or workstation. A wide variety of printers can be used with Prism, including standard Windows printers, OPOS, Bluetooth and AirPrint for iOS. To modify the print designs included with Prism, or to create your own, use the RP Prism Document Designer.

Print Preferences
The "print" dialog that is displayed to users and the settings that are available to change are based on the preference settings in Admin Console > Node Transactions > Hardware > Print Preferences. Select the default action to take when a user clicks the Print/Update button: Display a dialog so the user can choose an action, always email, or always print.
Sample Prism Print Preferences for POS Transactions:
Sample print preferences

When the transaction is balanced and ready to be updated, you have two choices: Print Update or Update Only. If a coupon is to be issued, be sure to select a print design that includes "Coupon" in the description.

Button Description
Print Update Selecting Print Update will update the transaction and displays the print dialog for printing or emailing the receipt.
Update Only Only will update the transaction without displaying the print dialog. To use the Update Only option, a user must belong to a group with the security permission "POS - Allow Update Only at POS".

Print Modal Options
In the Print modal, you can change the following print settings. The available options will depend on the settings enabled in Node Preferences > Hardware > Print Preferences.

Print Option Notes
Print Design Select the design you want to use to print the receipt. Default = Receipt 40 col.
Printer Select the printer (from the printers defined on system). Default = default system printer
Quantity Select the minus or plus buttons to change the print quantity. Default = 1
Email Address  If a customer is entered on the transaction and that customer's record has an email address assigned, that email will be entered and the Email button will be enabled. Before emailing the receipt, you can confirm with the customer that the entered email address is correct and then edit it, if necessary.
If the customer has multiple email addresses, you can click the Select Email button to choose the desired address.
Print button Touch or click the Print button to send the print command to the printer.
Preview button  Select Preview to see how the printed receipt will look, based on the currently selected settings.
Email button Select Email to email a copy of the receipt to the entered Email Address. Note: The Email button is only enabled if a valid email address is entered.
Print/Email Select this button to both print and send an email copy.  Note: The Print/Email button is only enabled if a valid email address is entered.

Update Only
The Update Only button will update the transaction without displaying the print dialog. Depending on how preferences are configured, an email copy of the receipt may be sent to the customer. To use the Update Only button, a user must belong to a group assigned the POS - Update Only permission.

Email Receipts
You can email an electronic copy of the receipt to the customer's email address or an email address of your choosing. Email receipts are sent in HTML format to the email address assigned in the customer's record.

To email receipts to customers, you must:

  • Configure Prism preferences and enter your email server information
  • Add email addresses to customer records

When one or more email addresses are entered in a customer's record, the customer's primary email address is automatically entered in the Print dialog displayed when printing/updating a transaction. You can add or edit an email address at time of printing. If using the email feature, be aware that it is the end user's responsibility to enter the correct SMTP server information in the RP Prism Admin Console.

Basic Steps for using Prism Email Services

  1. Configure email server settings in the Preferences & Settings > Hardware > Email Server area of the Admin Console.
  2. Assign a default print design for Email in the Hardware > Print Preferences area of preferences. You can optionally make Email the default action to take when updating documents.
  3. At POS, when the transaction is complete and the user clicks the Print/Update button, select the Email option in the displayed Print dialog. Confirm the user's email address is correct, if necessary. If you will be using the SSL option for sending email (recommended), be sure to use port 587. In addition, you must enter a valid username/password for authentication on the SMTP server.

Prism Email Server Preferences

Email Server Preferences
Refer to the following table for information about configuring the fields in the Email Server Preferences area.

Field Description
Email Host Name Enter the IP Address or domain name of the machine used as the email server.

Simple Mail Transfer Protocol Port. Used for secure email using Secure Socket Layer (TLS/SSL). Make sure the Secure Socket Layer checkbox is selected. Enter 587 as the port number.

(For unsecured email, clear the Secure Socket Layer checkbox. Enter 25 as the port number.)

Username Enter a valid username/password for authentication by the SMTP server.
Password Enter a valid password for the Username entered. Used for authentication by the SMTP server defined in the Host Name field.
Sender Email Enter the email address that will appear in the "From:" line of the email.
Use SSL If selected, Secure Socket Layer (TLS/SSL) communication is used. Default = Not selected
Default Email Subject Line This enables you to define the default subject line and the sender's email address that is displayed in the From: field of the email
Document Email Subject Line By default, the Email Subject Line will read: "Your receipt # " followed by the document number of the transaction. You can configure preferences to use different text and/or a different database field. See the "Customizing Document Email Subject Line" section. Maximum number of characters = 80

Customizing Document Email Subject Line
You can customize the Document Email Subject Line. By default, the Email Subject Line will read: "Your receipt # " followed by the document_number of the transaction.
Notice the format of the Email subject Line in preferences: Your receipt #{{Document_Number}} The database field inside the double-brackets is an example of data-binding. When the email is generated, whatever value is bound to the field specified in preferences will be inserted into the generated email receipt.
Here are typical fields that can be used to customize the email subject line parameter:

Field Notes
{{Document_Number}} Transaction Number (Default)
{{Transaction_Total_Amt}} Transaction Total
{{Discount_Amount}} Transaction Discount Amount
{{Discount_Perc}} Discount percentage
{{Store_Name}} Store Name
{{Store_Number}} Store Number
{{bt_first_name}} Bill To Customer First Name
{{bt_last_name}} Bill To Customer Last Name
{{st_first_name}} Ship To Customer First Name
{{st_last_name}} Ship To Customer Last Name
{{lty_lvl_name}} Name of customer loyalty level
{{So_Deposit_Amt_Paid}} Transaction Deposit paid
{{Employee1_Full_Name}} Transaction Associate 1 Name
{{Tracking_Number}} Transaction Shipping Tracking Number
{{NOTES_GENERAL}} Transaction notes
{{Sold_Qty}} Transaction Sold Quantity