Updated: June 26, 2020 9:31am

Chapter 2. Installation and Configuration

This chapter has information about installing Prism and basic configuring key settings needed to get up and running.  The components that need to be installed and required configuration will vary if you are a new Retail Pro customer installing the full stack of components (including an RIL Oracle database), or are migrating to Prism from RIL (or Retail Pro 9).
Included in the root level of the Prism installation files is an Autorun.exe file. Double-click the file to launch the program (Windows 10 users should use the right-click "Run as Administrator" option).
Below is the menu displayed when a user launches the Autorun.exe program. Only install the RIL components if needed (i.e. there is no existing RIL Oracle or Retail Pro 9 Oracle database). In the screenshot below notice that the Retail Pro Prism DRS application is not visible. You have to scroll down to see the menu button for Retail Pro Prism DRS. It's easy to forget, so after installing the Prism Proxy, don't forget to scroll down and install Retail Pro Prism DRS, if needed.
autorun.exe menu

Install the components in the order they are listed. Only install the RIL components if you are new to Retail Pro (i.e. no Oracle database installed). If only Prism is needed, start with the Apache component and install the components as listed from that point.

Component Notes
RIL Oracle

Installs an Oracle 12c database that serves as the backend for Prism. After installing the RIL Oracle database, you can populate the database by importing XML files in the correct format or by manually entering the records.After installing Prism, you will initialize Prism with the data in the RIL Oracle database.

RIL Management User interface for the RIL Oracle database. RIL Management is organized into different areas like Sales, Merchandise, Transfers, etc. RIL Management is intended to provide retailers with functionality that is not yet available in Prism. As the functionality becomes available in Prism, access to the feature in RIL will be disabled.
RIL Communication Used for communication between RIL Oracle databases. This application has settings that enable you to manage inventory quantity, inventory cost, employee passwords, etc., so that information is not accidentally overwritten.
Apache 2.4.27 As a web-based application, Prism requires a web server. Apache 2.4.27 is the current version used with Prism. To install the Prism server, you must first install Apache.
Prism Server Installs the Prism server. To install the Prism server, the machine must have an Oracle database installed or have a connection to an Oracle database. During initialization, data will be copied from the Oracle database to the Prism server.
Prism Proxy

The Prism Proxy is a gateway for handling requests/responses between a Prism web client and the Prism server. Hardware-related requests/responses are directed through the Proxy's Hardware Abstraction Layer (HAL). Other parts of the Prism Proxy facilitate processes such as client login and the loading of certain hardware-related Admin Console settings. The Proxy allows a Prism web client to discover and send commands to hardware devices (printer, cash drawer, Genius device) installed on a workstation that is connected to the Prism server. For example, this enables an associate using a tablet to ring up a sale and print the receipt on a printer attached to a workstation.
When installing the Prism Proxy, make sure to select the option to install a desktop shortcut. You can launch Prism by double-clicking the shortcut (or in Windows 10, right-clicking and selecting "Run as Administrator"). If you forget to select the option to install the desktop shortcut, you can launch PrismProxy.exe from the ...\Program Files (x86)\RetailPro\PrismProxy folder.

Retail Pro Prism DRS This program replicates data between a Prism server and RIL Oracle database. Retail Pro Prism DRS is not needed if the store has a MySQL database, or if it is a store that will communicate with a POA via Prism-to-Prism replication.
Prism Document Designer Document Designer enables you to modify the designs used to print receipts and other documents.
Prism Technician's Toolkit (optional) The Technician's Toolkit is installed automatically at the Prism server, so you don't have to run this installer unless you want to install the toolkit on a different system. For example, you may want to install the Tech Toolkit separately on a system used for monitoring and troubleshooting.

Install Prism HQ Server
See the Install Prism HQ Server topic.

Install Prism Store Server (or non-root POA)
See the Install Prism Store Server topic.

Post-Installation Configuration
The following table has information about some key configuration settings that need to be considered before starting to use Prism.

Setting Description
Licensing Contact your Retail Pro Business Partner for information about licensing.
Localization Prism includes built-in UI translations for most of the world's leading languages, including: English, Spanish, Dutch, French, German, Chinese, Russian and Japanese. You can easily switch to a different language via the Retail Pro button in the lower right-hand corner. Select Language from the Prism menu.
Database and Network Protection You should have secure servers, applied required virus protection, intruder detection, power backup and UPS systems. In addition, the servers should be in a secure physical environment.
Here are some best practices to follow for general database protection:
  • Change default passwords
  • Lock dormant accounts
  • Password complexity
  • Role-based access to program features and areas
  • Database security updates
Connections and Profiles Before a Prism server can send data to another database, whether for initialization or day-to-day replication, it must have a connection to the server on which that peer database in installed. Define connections and profiles in the Admin Console > Connection Manager area.
Workstation Settings and Hardware For those workstations that are connected to POS hardware like a printer, EFT device, line display, or cash drawer, you need to configure the hardware settings in the workstation record. Go to Admin Console > Node Preferences > Node Selection and drill down to the desired workstation.
EFT Configuration

To run EFT transactions like credit card transactions in Prism, you must select the correct processing gateway in preferences. The preferred providers are:

  • Cayan (North America)
  • B+S Card Service (Europe)

Define EFT settings in Admin Console > Node Preferences > Transactions > EFT > General

Custom HTML pages Retailers often like to customize the Prism html designs to incorporate the retailer's coloring scheme, fonts, logos, etc. You can create customized versions of Prism html pages and, when placed in the correct folder, Prism will reference the custom html page instead of the default html page.
Grid Formats In the Grid Formats area of preferences, you can customize the columns that are displayed (or available for display) when Prism shows a list of records. If you have certain columns that you want to be sure are displayed and visible on grids, you can edit the default settings.
Assign Document Designs to Documents When a user prints a receipt or other document, the print engine by default uses the design assigned in preferences (the user can select a different design at run time). You can assign a specific document design to each document type. This ensures that receipts, vouchers and other documents always use the correct design when a Print operation is performed.
Customize Document Designs Use DocumentDesigner.exe to create custom document designs. You can add a corporate logo or other information to the design. As part of planning the deployment, custom document designs may have been created, especially for documents such as receipts. You can launch DocumentDesigner.exe from the ...\Program Files (x86)\RetailPro\DocumentDesigner folder.
Merchandise and Customer Images

There are two main types of images displayed in Prism: Merchandise and Customer.
Merchandise images (item image 1-10 and style image) must be assigned in RIL Management. You can assign a customer image to a customer in RIL Management or in Prism. To use the merchandise and/or customer images in Prism, you must export the images from RIL, extract the compressed files, and copy them to the ...\ProgramData\RetailPro\Server\images folder.

Tax requirements Prism supports several tax methods, including standard sales tax, multi sales tax, VAT and multi-VAT. You can also configure various options depending on the selected tax method.
Tender Requirements In the Tender Requirements area, you select which tenders are allowed when taking payment, giving change, or returns. You can also enable tender rounding.
Currencies and Exchange Rates If foreign currencies are accepted, you can set up currencies and exchange rates between currencies.
Price Levels Each Price Level represents a complete set of Inventory prices.
Discount settings You can set a different Max Discount % for each item in Inventory. You can set a Max Discount % and Max Accumulated Discount % for individual employees. The Max Discount % applies to manual discounts. The Max Accumulated Discount % applies to all discounts on a transaction (manual discounts, promotions, etc.)
X/Z-Out Report options Different retailers have different needs when it comes to daily sales reports. In Unstructured mode, users simply enter the closing total and the system reconciles the closing amount with the days sales totals. In Structured Mode, users must first open a cash drawer and count the money in it. At the end of the shift or day, the user must count the money and the system will reconcile the closing amount with the days sales totals. Other options, like requiring a "blind close" are also available.
Reasons Reasons are short explanations for why a certain POS action is taking place. For example, when manually applying a discount, a user will be prompted to select a reason for the discount. When adjusting inventory quantities, users are prompted to select a reason for the adjustment.
User-defined fields User-defined fields enable retailers to create their own fields to store data specific to their business or industry. If you have data types that don't fit neatly into any of the default fields including with Prism, create user-defined fields. UDF fields are available in Inventory, Vendors, Customers and Employees.
Item and Customer Lookup You can look up items by a variety of fields. Typically, UPC is used to look up fields, but you can choose a different value, if desired (ALU, Description 1-2, Item No, Lot No, or Serial No).
Scheduled Tasks If you have scheduled tasks that need to run, you can set them up in the Scheduler area of Tech Toolkit.
Password policies You can configure various password-related settings in Prism, including requiring strong passwords and requiring users to change passwords after a certain number of days.
ALU and/or UPC Sequences You can enable sequence numbering for ALUs and/or UPCs. When enabled, the next available sequential ALU or UPC will be used when a user adds a new item to Inventory.
Document Sequences

It is important to plan and configure the number sequences to be used by various documents. You can define a separate starting sequence number for each document type. You can define sequences at the Subsidiary level (sequence number is used by all stores in the subsidiary), Store level (sequence number is used by all workstations in the store), or Workstation Level (each workstation uses its own sequencing level). We recommend that you only create documents in Prism (not both Prism and RIL).

  • Set Document Sequence Level (Sub, Store, or WS) in Admin Console > Node Preferences > Sequences.
  • Set the starting sequence number for individual document types in the appropriate Subsidiary, Store, or Workstation record.

(For more information about installing Prism, see the Prism Getting Started Guide.)