Prism Sample Workflow

Retail Pro Prism is a complete retail management system used in a wide variety of retail environments. This topic shows examples of how Prism supports retailers and helps employees perform common tasks throughout the workday. These are only examples. Prism has many preferences that enable retailers to customize the workflow and business logic used by the program to meet each retailer's specific needs and business practices.
Security
All Prism users must log in with a username and password. Access to specific areas and features is controlled using group-based security permissions (Allow, Deny, or Override). When a user tries to perform a task that is normally off-limits but marked for override, a dialog is displayed so a manager or other user with higher privileges can log in. As soon as the task completes, the override user is automatically logged out.
Sample Prism login:

POS
When a user first logs in, the POS main screen is displayed. On the main POS screen are buttons providing access to common tasks for point-of-sale users. By clicking the Retail Pro button in the lower-right corner, users access a menu for navigating to other areas of the program.
Prism POS screen:

Employee Check In
Prism includes a Time Clock feature. As employees (e.g., Associates and Cashiers) arrive, they log in to Prism, navigate to POS > Check In and create a check-in record.
Sample check-in record:

 
After checking in, it is time to open a cash drawer and ring up sales.

Open Cash Drawer
When using structured Z-Out reports (recommended), a cash drawer must be opened before transactions can be created. If using unstructured reports, a drawer is opened automatically after each close and there is no need to do a drawer opening.
Navigate to POS > X/Z-Out > Z-Out > Open Register.
Enter the open register information and click Finish.
Sample Open Cash Drawer screen:

Create Transactions
To ring up sales and process returns, navigate to POS > New Transaction.
The Prism transaction form makes it easy to enter customer information, list the items being sold or returned and take payment.
Sample Prism transaction form:

Prism makes things easy for users. For example, for item returns, Prism will automatically adjust fee and shipping amounts based on the item(s) being returned. Users can manually adjust the suggested amounts if needed.
Sample item return showing fee amounts adjusted:

Quick Customer at POS
A common task is to add a new customer to the database. New customers can be easily added to the database while a transaction is in progress. Click the Quick Customer button on the transaction form to display a form for capturing basic customer information (additional details can be added later).
Sample Quick Customer:

View/Update Existing Customer Information
If a customer has moved, or changed phone numbers or email addresses, users can easily update the information by navigating to POS > Customers > Customer Lookup. The customer record has separate tabs for contact details, payment details and user-defined fields. Click Edit to edit the customer record and update contact info. On the Payment tab, users can check the customer's available store credit and loyalty point balances.
Sample add/edit customer address modal:

Shipping Information and Tracking Numbers
For orders or items that require shipping, the shipping info is entered directly on the transaction form. When the UPS driver arrives and takes orders to be shipped, the retailer uses Prism Transaction Lookup to update the transactions with Tracking Numbers.
Sample Prism Item Details showing shipping information:

Cash Drop
If the store accepts cash, then from time-to-time it may be necessary to remove cash from the drawer and put it into a safe or other secure location. This can be done by navigating to POS > Disbursements > Cash Drop.
Sample cash drop:

 Change Password
Prism makes it easy for employees to change their own passwords. The main Prism menu includes a "Change Password" button. (If employees forget their password, managers can reset the password in the employee's record.)
Sample change password modal:

 View Promotions
By default, promotions are applied automatically at POS, but managers can view a list of currently active promotions. Navigate to POS > Promotions and search for active promotions.
Sample Promotions search screen:

Run Z-Out Close Report
At the end of the day, close the cash drawer and reconcile sales totals. Navigate to POS > X/Z-Out > Z-Out. Click Audit/Close Register.

On the Z-Out report, enter the amount of each currency in the drawer and match any non-currency items (e.g., gift certificates) with the physical copy.
Sample Z-Out Close Register form:

The resulting Z-Out report can be viewed or printed by navigating to X/Z-Out > Z-Out Lookup.
Sample Z-Out Lookup search screen:

Check Out
When it is time to leave, navigate to POS > Check Out and create a Check-Out record.
Sample check-out record:

Data Replication
The sales documents, Z-Out reports and other records created during the day at stores are replicated automatically to the "point of authority" (e.g., the HQ) based on the settings defined in Admin Console > Connection Manager. Individual resources (data types) can be selected or cleared. This enables fine-grained control of the flow of data throughout the enterprise.
Sample data replication profile showing replication settings:

Store Operations
Prism's Store Operations area includes modules for Merchandise (Inventory), Purchasing, Receiving, Transfers and Employees.
Prism Store Operations menu:

View/Edit Inventory
Users can view detailed information for items or styles. Navigate to Store Operations > Merchandise > Inventory. Search for the desired item and click the Item Details button or Style Details button as needed.
Sample Inventory Item record, Item Details:

Order Restock of Merchandise from Vendor
Purchase orders are used to plan the order of merchandise from a vendor. Navigate to Store Operations > Merchandise > Purchasing > New Purchase Order.
Sample Purchase Order (order items from a vendor):

Receive Merchandise into Inventory
When the ordered merchandise arrives from the vendor, create a voucher that references the purchase order (or generate the voucher from the PO). Navigate to Store Operations > Merchandise > Receiving > New Voucher.
Sample Voucher (receive items sent by a vendor):

Transfer Items to Other Stores
Instead of ordering a new shipment from a vendor, one store may have an excess and can transfer units to a store with a shortage. Navigate to Store Operations > Transfers > New Transfer Slip.
Sample Transfer Slip (transfer items to another store):

View/Edit Employee Information
The employee record can store information such as contact info, job title, max discount percentage and hire date. Navigate to Store Operations > Employees > Employee Management and search for the desired employee. Click Details to view the employee record.
Sample employee record: