Updated: May 4, 2021 12:19pm

New Transaction

By default, Prism is configured to start a new transaction when a user updates the previous transaction. In a high-volume environment, this enables Associates to seamlessly transition from one transaction to the next; therefore, step 1 is usually not necessary.
The process of creating a new transaction can be broken down into the following basic steps:
1.    Start the transaction
2.    (Optional) Enter the Bill To Customer and, if necessary, the Ship To Customer.
3.    List the items being purchased or ordered.
4.    Apply any discounts to the transaction or individual items.
5.    Add any fees.
6.    Tender the transaction and take payment/return change.
Sample Prism transaction form:
new transaction

Starting a new transaction
There are multiple ways to start a new transaction.

Method Description
Automatic upon update of previous transaction Typically, a new transaction is started automatically upon update of the previous transaction. This behavior of automatically starting a new transaction upon completion of the previous transaction cannot be changed in Prism.
New button on transaction form If a user is on the transaction form but not in edit mode, the user can click the New button on the transaction form. The New button is only enabled if the user is not in edit mode. This method is used in two situations: 1) The preference is configured to not create a new transaction upon update.  2) The user has looked up a transaction and viewed the transaction. So the user is now on the transaction form but not in edit mode.
New Transaction button on main POS menu Another way to start a new transaction is by clicking the New Transaction button on the main POS screen. This method is typically used when a user has been working in a different area of Prism and then wants to create a new transaction


Adding a Customer to a New Transaction
On the right side of the transaction form is an area for entering customer information.By default, you enter customer information on a transaction by entering the customer's Full Name. You can click the drop-down to select a different type of customer information for the lookup.
 Customer lookup dropdown
Enter the customer's Full Name, ID, or whatever information is selected in the drop-down. Press the key. If an exact match is found, the customer is entered. If multiple matches are found, a list is displayed and the user can click the desired customer from the list.Once the customer is entered, other information like the phone number and store credit balance are displayed.
Customer entered on transaction
Adding Items to a New Transaction
Click in the Item Lookup field on the transaction and scan the UPC barcode of items.
Alternatively, you can type the UPC and press (e.g. if the barcode is damaged).
Changing Item Quantity
Click the Quantity button. Type the new quantity and click check mark to apply the change.
 Listing item on transaction
Consolidated Item Quantities
By default, Prism will consolidate item quantities on transactions. This means that if you scan an item twice, the item will be listed as a single line item with a quantity of two. You can change this default behavior by clearing the checkbox in Admin Console > Node Preferences > Transactions > General: Consolidate like items on documents.
Applying Promotions to a New Transaction
When using Promotions, the default behavior is to apply the promotions automatically. If Promotions are configured to be applied manually, first list all items and then apply promotions.
Tender Transaction
When all items are listed and discounts/fees entered, click Tender Transaction.
The Tender screen is displayed.
A customer can pay using multiple forms of payment. For each form of payment taken, enter the amount being taken.
By default, "Cash" is selected as the Tender Type. To take payment in a different tender, click the Tender Type button and select the tender being used for payment. (Note: You can change the default tender type in Admin Console > Node Preferences > Transactions > Tenders > Tender Requirements.)
Tender type dropdown
Modify the Take amount if needed and then click the Take button. By default, the Take Amount is set to the amount due on the transaction. You can click the denomination buttons to change the Take Amount or type the desired amount.
Tender screen showing take button


Take additional tenders if needed.
If change is due, review the change amount and then click the Give button.
Tender Screen showing give button

When the Take Due amount reaches 0.00, the transaction is balanced and the user can click the Print Update (or Update Only) button. The cash drawer opens. Put in any cash received and take out change due.
Balanced tender screen

Tender Reminder Dialog
The Tender Reminder dialog shows tenders taken and change returned. This dialog serves as a reminder of the amounts being put in and taken out of the cash drawer. Touch or click OK () to close the dialog. Select which tenders will use this dialog in Node Preferences > Transactions > Tenders > Requirements.

Customers on Transactions
RP Prism enables you to enter both a Bill To Customer (the customer paying) and Ship To Customer (customer to whom the merchandise will be shipped). To enter the Ship To Customer fields on any of the "simple" layouts, users must go into Item Details and select the Shipping tab; details for entering a Ship To Customer are provided later in this section. When entering a customer on a transaction, you can look up the customer by any one of a number of different filter elements. By default, fields are displayed for entering the customer's First Name and/or Last Name. These fields correspond to the "Full Name" selection in the drop-down for selecting filter elements. If you want to look up a customer using a different filter element, click the drop-down arrow.

Tender Reminder Dialog
The Tender Reminder dialog shows tenders taken and change returned. This dialog serves as a reminder of the amounts being put in and taken out of the cash drawer. Touch or click OK () to close the dialog. You can select which tenders will use this dialog when configuring Prism (Preferences & Settings > Transactions > Tenders > Requirements).

"Register Not Open" Error Message
If your system is configured to use structured Z-Out reports and you try to start a new transaction but a drawer is not yet open, a message explains that you have to open a register first. Click Yes to start a new Z-Out Open, or click No to cancel the transaction. You will only see this message if you have preferences configured to use structured Z-Out reports.

In-line Discounts via Discounts button
With an item selected, if you click the Discounts button, you can enter a discount percentage, amount, or a specific price.