Updated: July 13, 2021 10:00am

Chapter 2. Basics

Prism 1.14.7 User's Guide Chapter 2. Basics PDF

Prism 2.0 User's Guide Chapter 2. Basics PDF

This chapter has overview information about logging in to Prism and changing basic configuration settings. Prism comes with a set of default configuration settings that enable you to start using the program immediately after installing, joining the enterprise and initializing the server with data.

Post Installation Considation

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)
  • BS PayOne (formerly 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/or style images 1 to 10. Extract the exported 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).

  • 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.

Launch Prism
Double-click the Proxy icon for your device. Note: Windows 10 users, use the right-click "Run as Administrator" option. A web browser will launch and display the Prism login screen. The server to which you are connecting is displayed in the lower-left corner of the login dialog.   
Enter your username and password and touch or click the Login button. Prism loads and launches.
Default username = sysadmin
Default password = sysadmin    
By default, the main menu of the POS module is displayed. Click New Transaction to start a new transaction.    
To navigate to a different area, touch or click the Retail Pro button and then select the desired area from the Prism Menu.     

Exit Prism
1.    Touch or click the Retail Pro button at the bottom right of the screen.    
2.    Select Logout.    

Security Overview
(Note: This section has an overview of Prism's security features. Additional details about assigning security permissions to groups can be found in Chapter 9. Employees.)
Prism helps support the policies that retailers may put in place to increase security. The Prism Employee and Group Management areas enable you to define groups, assign employees to the groups and customize the permissions assigned to each group.
In addition, several Prism preferences provide additional tools to help retailers secure the POS environment, including:

  • Open Cash Drawer Prevents New Receipt
  • Require Customer option (Sale, Return, Manual Discount)
  • Auto Lock Workstation
  • Default Max Discount for Items
  • Required fields for individual tenders

Changing Sysadmin Password
Security best practices call for changing the default "sysadmin" password at the earliest opportunity.
If one logs in as the sysadmin user, the user will be able to change the sysadmin user's password

Exclude Prism from Anti-Virus Scans
This section provides information about excluding Prism folders from scans performed by anti-virus software. This includes but is not limited to the Windows Defender program. If users fail to exclude Prism folders from the scans performed by anti-virus programs, program performance can be severely impacted. Anti-virus programs scan files any time the files are opened, unless the file's folder is specifically excluded from the program's scan list. This becomes a problem because technicians will often edit Prism configuration files to have a LOGLEVEL=3 and BUFFERSIZE=0. When anti-virus programs run on using these settings, system performance will slow down. LOGLEVEL=3 provides the greatest level of detail to assist in troubleshooting. BUFFERSIZE=0 (zero) means that each time a log event occurs, the log file is opened, an entry is written, and then the file is closed. The combination of these settings results in a lot of files getting scanned repeatedly.
To avoid this situation, users should add the Prism folders to the list of folders excluded from the scan.
Sample PrismMQService.ini file with LOGLEVEL=3 and BUFFERSIZE=0
List of folders to exclude from Anti-Virus scans:

Exclude what Folder location
Oracle C:\Oracle
Prism C:\ProgramData\RetailPro
Apache C:\Program Files (x86)\Apache Software Foundation
RabbitMQ C:\Program Files (x86)\RabbitMQ Server
MySQL  C:\ProgramData\MySQL

Document Lookup

Here are some the key features that are consistent across Prism:

  • Search elements have a dropdown for the user to select the desired value (instead of free-form entry, which is prone to typing errors).
  • Pagination is applied when many records are returned
  • If the selected search element requires an operator, you must set the appropriate operator (e.g. EQUALS or CONTAINS).
  • Permissions control ability of employees to lookup individual document types.
  • Each document lookup area has a corresponding Grid Formats preference where you can define the available filters, default filter set, and default visible columns.
  • A maximum number of 5,000 items can be added to a single document.

Document Lookup Basics
When you access an area like Purchase Order Lookup or Transfer Slip Lookup, you will see a screen that is split into two panes. The left pane is for defining search criteria. The right pane is for displaying the results of your search. (The elements on each side of the screen can be customized in Grid Format preferences. More on that later)

The Filters area (left) and Results pane (right)
PO Lookup

Click the Search By dropdown to see a list of the available filter elements.
Use the scrollbar or arrow keys to view the list. Click the desired element (or press ).
 search by dropdown
An alternative method is to start typing the name of the desired element in the text box. The list of elements is filtered automatically. Select the desired element and press . When you select a filter element, the element is added to the filter pane.
Next, select an operator for the element and enter a value. The operator that is selected will determine how the search is performed. In the example shown below, the "Modified By" element has been added to the filter and the operator is set to Equals. Clicking the dropdown displays a list of employees. The user can scroll the list and click on the desired employee to search for documents modified by that employee. 
Alternatively, you can begin typing the first few characters of the employee's first name. Prism automatically filters the list. Highlight the desired entry and press .
Search Element Operators
When you add a search element to the interface, you must also select an operator. For most elements, you can select the desired value from a dropdown menu. This is easier than typing the value and avoids user-entry errors.

Operator Description
Equals Use this operator if you only want to include documents that exactly match the entered filter value. For example, entering a document number and setting the operator to "Equals" will return only that specific document.
Not equals Use this operator to exclude documents that match the entered filter value. Note: Null values are included even if Not Equals is selected. To exclude null values, use the Is Empty operator instead.
Contains Use this operator if you want to include documents that have the entered string in filter. You can use this operator with filter values like "PO No," "ASN No," etc. For example, entering "101" and selecting "Contains" will return documents numbered 101, 1010, 1011, 1012, 1013, etc.
Is Empty Use this operator if you only want to include documents or records that do not have an entry for the selected filter element. This is a Boolean operator. If you select it, the user input text box is automatically disabled.
Is Not Empty Use this operator if you only want to include documents or records that have an entry for the selected filter element. If the selected filter element is not empty, the document will be included in the search.
This is a Boolean operator. If you select it, the user input text box is automatically disabled.

From the drop-down, select the desired filter element. The default elements available for selection vary by document lookup area but will typically include elements like the document number, Associate, store, etc. You can change the elements available in the Search By dropdown by editing the appropriate Grid Formats preferences.

Selection Description
Active Only active documents are included in the search (default)
Inactive Only inactive documents are included in the search.
All Both active and inactive documents are included in the search.


  When you have the desired Search elements, click the Search button. A list of matching records is displayed. The current document is excluded from the results. Note: If the results list is long, use the pagination buttons to navigate the list.
When you sort a grid column, you will now see a bold up/down arrow in the top right of the column, indicating the order of the sort (ascending or descending). This makes it easy for a user to immediately know which column is being used to sort data as well as the direction of the sort.
In the screenshot below, Inventory search results are sorted by the UPC column in ascending order, as shown by the bold arrow point up.
Sample document lookup sorted by UPC in ascending order:
sort column

Do I have to add the Search By elements to the UI each time?
No. When a user goes back into the area for subsequent searches, the same UI element used before will still be there; however, the operator is always set to the default and will need to be changed, if needed.
Document Numbers
When including the document number you can filter the document list by a range of numbers, or by whether the document has a number (ISEMPTY, ISNOTEMPTY).
When RANGE is selected as the operator, if you enter only the starting number of the range, all documents from that number to the end of the set will be included. If you enter only the ending number of the range, all documents from the beginning of the set up to and including that number will be included.
If you select ISEMPTY, the filter will include documents with a number. (Note: This is an abnormal situation. Typically, all documents will have a number)
Date Ranges
You can enter a Start Date and End Date to match documents created or modified within the date range.

Grid Format Preferences
Grid Format preferences determine the fields that will be available as filter fields in document lookup areas. The fields in the "Selected" list will be available for selection (in the desired order) in the "Search By" dropdown in Purchase Order Lookup grid format preferences:
purchase order lookup grids


The screenshot below shows the fields available in the Search By dropdown in Purchase Order Lookup. Notice how they match the fields in the "Selected" area of Grid Format preferences.
Show Columns
You can also customize the columns that are displayed in the Results grid and the fields that can be added to the grid by users on-the-fly. The column headers Results pane are the fields currently selected in the Show Columns area of Grid Formats.
Default Document Lookup Filters
The following tables show the default fields that are available for selection in the "Search By" dropdown in each document lookup area.
Memo Lookup

Field Type
Created Date Date Range picker
Created By Input
Memo No Number Range
Memo Type Dropdown
Associate Dropdown
Status Dropdown
Reason Dropdown
Store Code Input
Held  


Purchase Order Lookup

Field Type
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker


ASN Lookup

Field Type
Modified Datetime Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Associate Dropdown
Pkg No Input
Tracking No Input
Held Radio button

Voucher Lookup

Field Type
Voucher No Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker
Pkg No Input
Tracking No Input

Pending Voucher Lookup

Field Type
Voucher No Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker
Pkg No / Shipment No Input
Tracking No Input

ASN Lookup

Field Type
Voucher No Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker
Pkg No Input
Tracking No Input


Pending ASN Lookup

Field Type
Voucher No Input
PO No Input
Vendor Code Dropdown
Associate Dropdown
Modified By Dropdown
Modified Date Date picker
Pkg No Text box.
Tracking No Text box.

 

Field Type
Created Date Date picker
Created By Dropdown
Modified Date Date picker
Modified By Dropdown
Slip No Text box
From Store Text box
To Store Text box


Pending Slip Lookup

Field Type
Created Date Date picker
Created By Dropdown
Modified Date Date picker
Modified By Dropdown
Slip No Text box
From Store Text box
To Store Text box

Transfer Order Lookup

Field Type
Created Date time Date picker
TO # Text box
PO # Text box
Associate Dropdown
From Store Text box