Updated: January 15, 2020 3:52pm

Replication of Different Data Types

This topic has additional information about how different data types are replicated. 
Replication of Documents

Document Type Notes
Transactions Replicated using the document resource. Use the document resource to replicate transactions (sales, returns, orders) from a store to its POA or HQ. The document resource is available on Prism to RIL profiles (Store to HQ) or Prism to Prism profiles (Store to POA). Transactions created in RIL Prism Management cannot be replicated to Prism. When creating a profile that includes the document resource, be aware that documents created in Prism BEFORE the profile is linked to the connection ARE NOT replicated to RIL. Only documents created AFTER the profile is linked to the connection are replicated to RIL. If a transaction includes both sale and order items, the document is split into separate receipt and order documents in RIL.
Sales Orders Sales orders are replicated using the document resource. If a transaction includes both sale and order items, the document is split into separate receipt and order documents in RIL.
Purchase Orders Purchaser orders are replicated using the purchaseorder resource. Use the purchaseorder resource to replicate purchase order from a store to its POA. If you replicate purchase orders from the HQ to stores, create separate profiles and filters so that each store only receives its own purchase orders, not those for other stores.
Transfer Orders Transfer orders are replicated using the transferorder resource. Use the transferorder resource to replicate transfer order from a store to its POA. If you replicate transfer orders from the HQ to stores, create separate profiles and filters so that each store only receives its own transfer orders, not those intended for other stores.
Vouchers Vouchers are replicated using the receiving resource.
Vendor Invoices Vendor invoices are replicated using the vendorinvoice resource
Slips Transfer slips (out slips) are replicated using the transferslip resource
Memos Adjustment memos are replicated using the adjustment resource.
Disbursements Cash drops, Paid Ins and Paid Outs are replicated using the drawerevent resource.
Z-Out reports Z-Out drawer closing reports are replicated using the zoutcontrol resource. (Prism-to-Prism only).
Z-Out drawer open records are replicated using the drawerevent resource.

Replication of Permissions
Prism uses a role-based access system in which permissions are assigned to groups and then employees are assigned to groups. Information about the permissions assigned to each employee group is replicated from the POA to a subordinate.
If you change permissions at the Corp/Sub/Store level, then the following will occur:

  • Root Authority will automatically propagate to POA and subordinate
  • POA will automatically propagate to subordinate
  • In no case will changes flow up the enterprise.

Replication of Prism Preferences
[Note: Several preferences, like UDF and POS flags, should be edited in either Prism or RIL, but not both systems. See the "Resources to Edit only in Prism (or RIL) section at the top of this topic.]
Prism Preferences are replicated as part of the Core Resources. The Core Resources are defined as those resources that are replicated from the POA to its members, but not back to the POA from a member.
If you change preferences at the Corp/Sub/Store level, then the following will occur:
•    Root Authority will automatically propagate to POA and subordinate
•    POA will automatically propagate to vassal
•    In no case will changes flow up the enterprise
When defining preferences, it is important to be aware of the various levels and which level you are changing: Corporate, Subsidiary, or Store (Workstation-level-defined preferences are never replicated). Each of the levels of preferences exist at every Prism installation and can be configured by users (regardless of whether the installation is the Corp HQ, a Subsidiary server, a Store, or an individual workstation).
Preferences overwritten by POA when joining the Enterprise
When joining the enterprise, the server will inherit preference settings from the POA (Corp, Sub, Store levels). This is usually the desired behavior. A downside is that if you have configured custom preferences at any level, those custom settings will be overwritten by the POA's settings during JTE.

Store Level Changes
Store level changes will only affect that store.  Therefore if a user drills into Store 1 and makes changes, systems will not see the changes unless the WS is assigned to that store. If the Root Authority changes a Corp-level preference and the store has a store level setting for the same preference, the store's preference wins.

Warning about Editing EFT settings
EFT settings are typically configured at the Store level. Once EFT settings are configured at stores, users must be careful about editing settings at a higher-level that will trickle down and overwrite the settings at the store level. This is because Preferences are sent as a CLOB, so if a user changes ANY setting for a store, the whole CLOB will be sent and overwrite the settings defined at the store.

Replicating Preferences from Prism to Prism (POA to New Server)
Currently if the POA has already been set up and you connect a new system to this POA the preferences are not sent to the new server. The user must make an edit to the POA preferences to have the new system get the POA's preferences. In future versions, users will be able to propagate preferences to from an existing Prism server to a new Prism server (Prism-to-Prism).

Replication of Grid Format Preferences
Changes to grid formats made at the Corp, Subsidiary, or Store level will replicate with other preferences. Workstation settings will not replicate. Any workstation-specific grid format settings must be made at each individual workstation that needs them.

Replication of RIL Preferences
The following table lists the RIL preferences with notes about whether the data is replicated to Prism. These settings include Comments, Reasons, Titles, UDFs and POS Flags.

RIL Preference Area Data Notes
Global > General: Employee Job Titles Job Titles Job titles defined in RIL are replicated during initialization and are available for selection in Employee records. 
There currently is no way to define employee job titles in Prism.
In RIL (or RP9), define job titles in Options > Global Preferences.
Global > Calendars > Seasons Seasons Seasons are replicated back and forth between RIL and Prism. If you create a new season in Prism, it will be replicated back to RIL via the Seasons resource. Seasons are a resource that should only be edited in Prism or RIL (not both systems).
Customers > UDF/Aux  UDF3 - UDF8
Aux1 - Aux12
Customer UDF and Aux fields are replicated between Prism and RIL. Customer UDF options are a resource that should only be edited in Prism or RIL (not both systems).
Employees > UDF/Aux  UDF 3- UDF 8
Aux 1 - Aux 12
Employee UDF and Aux fields defined in RIL are replicated to Prism. You cannot add new UDF/Aux fields in Prism. If none of the Employee UDF/Aux fields in RIL have an entry, then the Employee UDF screen in Prism will be blank.
Merchandise > User/Defined Aux

UDF 1 Date
UDF 2 - UDF 6

Aux 1 - Aux 8

Inventory UDF and Aux fields are replicated back and forth between Prism and RIL. Inventory udf options are a resource that should only be edited in Prism or RIL (not both systems).
Vendors > User-defined UDF 1 - UDF 8  Vendor UDF fields are replicated back and forth between Prism and RIL. Vendor udf options are a resource that should only be edited in Prism or RIL (not both systems).
In Prism, define vendor udf fields and field options in Admin Console > Node Preferences > Merchandise > Vendors > UDF Fields.
In RIL (or RP9), define vendor udf fields and field options in Options > System Preferences > Local Preferences > Merchandise > Vendors > User-defined.
Pricing > General > Price Levels Price Levels Price Levels are replicated back and forth between RIL and Prism.
In Prism, define price levels in Admin Console > Node Preferences > Merchandise > Pricing > Price Levels.
In RIL (or RP9), define price levels in Options > System Preferences > Local Preferences > Merchandise > Pricing > General.
Merchandise > Adjustments Adjustment Reasons Adjustment Reasons are replicated back and forth between RP 9 and Prism. Prism Preferences > Documents > Reasons and Notes.
POS > General > Fee Types Fee Types The fee types defined in RIL preferences are available for selection in Transaction Details on Prism transactions.
POS > General > POS Flags POS Flags POS Flags are replicated back and forth between Prism and RIL; however, the Required flag and the Default menu option are stored in a different table and ARE NOT copied during initialization. RP Prism users must set the Required flag and default menu option for each flag in Preferences.
POS > General > Price/Discounts Discount Reasons Discount Reasons are replicated between Prism and RIL.
In Prism, define reasons in Admin Console > Node Prefences > System > Reasons and Notes.
In RIL (or RP9), define reasons in Options > System Preferences > Local Preferences > Documents > Reason Codes.
POS > General > Loyalty   Loyalty Preferences are not replicated; however, Loyalty Levels and Programs, defined in Customers > Loyalty, can be replicated from V9 to Prism (necessary for using Prism loyalty)
POS > Receipts > Comments Receipt Comments Comments defined in RIL are replicated to Prism and are available for selection on Prism transactions; however, you cannot add Comments in Prism and have them replicate back to RIL. You can enter freeform comments on Transactions in Prism, but those comments are not replicated back to RIL.
POS > Receipts > Returns/Voids Return Reasons
Void Reasons
Return and Void Reasons are replicated back and forth between Prism and RIL.
In Prism, define return and void reasons in Admin Console > Node Preferences > System > Reasons and Notes.
In RIL (or RP9), define return and void reasons in Options > System Preferences > Local Preferences > Point of Sale > Receipts > Returns/Voides
POS > Receipts > Disbursement Reasons Paid In
Paid Out
Cash Drop
Misc
Disbursement Reasons are replicated between Prism and RIL (or RP9). 
In Prism, define disbursement reasons in Admin Console > Node Preferences > System > Reasons and Notes.
In RIL (or RP9), define disbursement reasons in Options > System Preferences > Local Preferences > Point of Sale > Receipts > Disbursement Options.
POS > Sales Orders > Shipping Method Shipping Method Shipping Methods defined in RIL (or RP9) are available for selection on Prism transactions on the Shipping tab in Item Details.
Currently, shipping methods cannot be defined in Prism.
In RIL (or RP9), define shipping methods in Options > System Preferences > Local Preferences > Point of Sale > Sales Orders > Options.
Purchasing > General POS/Voucher Fee Types PO/Voucher Fee Types are replicated between Prism and RIL.
In Prism, define PO/Voucher fee types in Admin Console > Node Preferences > Purchasing > General.
In RIL (or RP9), define fee types in Options > System Preferences > Local Preferences > Purchasing > General.
Purchasing > Comments PO Instructions
Voucher Comments
PO Instructions are not copied to Prism during initialization. You can add new PO instructions in Prism; however the PO Instructions are not replicated back to RIL.
Voucher comments defined in RIL are copied to Prism during initialization. You can add new Voucher Comments in Prism; however, the comments are not replicated back to RIL.
Data Types Address Types
Contact Types
Email Types
Phone Type
Title
Define the address types, phone types, etc. that will be available when creating customer records. The data types are replicated using the following individual resources:
addresstype resource
contacttype
emailtype
phonetype
title
     
Stores > General Stores  Stores are replicated between Prism and RIL. If you add new stores in Retail Pro Prism, those stores will be replicated back to RIL. To define stores in Prism, navigate to Node Selection preferences (drill down to store level).
System > Titles Titles (Mr., Mrs., etc.) The titles defined in this area of RIL preferences are replicated to Prism and available for selection in Data Types preferences.
Taxes > Tax Codes Tax Codes Tax codes are replicated from RIL to Prism.
In Prism, define tax codes in Admin Console > Node Preferences > Taxes > Tax Areas.
In RIL (or RP9), define tax areas and tax rules in Options > System Preferences > Local Preferences > Taxes > Tax Codes.
Taxes > Tax Areas Tax Areas
Tax Rules
Tax Areas are replicated from RIL to Prism,
Tax Rules are not replicated.
In Prism, defines tax areas and tax rules in Admin Console > Node Preferences > Taxes > General.
In RIL (or RP9), define tax areas and tax rules in Options > System Preferences > Local Preferences > Taxes > Tax Areas.
Transfers > General Transfer Fees Transfer Fees are replicated between Prism and RIL.
In Prism, define transfer fees in Admin Console > Node Preferences > Transfers > General.
In RIL (or RP9), define transfer fees in Options > System Preferences > Local Preferences > Transfers > General.
Transfers > Comments Slip Comments  Transfer Comments are replicated between Prism and RIL.
In Prism, define transfer comments in Admin Console > Node Preferences > Transfers > Comments.
In RIL (or RP9), define transfer comments in Options > System Preferences > Local Preferences > Transfers > Defined in Prism Transfers > Comments/Reasons.

Replication of Customer Loyalty
Customer Loyalty information is replicated using multiple resources. The following table lists the resources that replicate loyalty information and the specific information replicated.

Resource Notes
inventory Replicates Item Loyalty Redeem and Loyalty Reward point values from RIL to Prism (item-based loyalty programs). The Item Reward program information is for those items that part of programs that have a Redeem Type of "Item Reward."
ltylevel (RIL-to-Prism profiles only) Use this resource to replicate loyalty levels and programs to Prism.
ltycustcentral Use this resource to replicate customer point balances. You must create a separate profile that only includes this resource. First click the Centrals checkbox on a RIL-to-Prism or Prism-to-RIL profile and then select the ltycustcentral resource.


In a typical scenario, when initializing Prism using all resources most loyalty information is copied over, with the exception of the customer point balances. To copy customer loyalty points balances from RIL to Prism, initialize Prism using a RIL-to-Prism profile that includes the "ltycustcentral" resource. You must create this profile separately. When creating the profile, first check the Centrals checkbox and then check the ltycustcentral resource checkbox. To replicate customer point balances from Prism to RIL (for transactions created in Prism), create a Prism-to-RIL profile that includes the ltycustcentral resource and link it to the appropriate connection. This will cause any points earned in Prism to be replicated to RIL as part of day-to-day replication.
Important! Be sure to link the profiles to their connections. If you find that loyalty points are not replicating, check to make sure the profiles are linked to the appropriate connections.
Replication of Loyalty Settings for Inventory Items
Item-based programs use the values entered in the Points Earned and Price in Points fields in the Prism Inventory item records. For items that are in item-based programs, the Loyalty Earned and Loyalty Redeemed values in RIL inventory are copied to the Points Earned and Price in Points fields in the item record in Prism as the inventory resource replicates. If an item is part of an Item Reward program, that information is replicated, too, and can be viewed in the item record..
Replication of Customer History
In Prism, certain key data about each transaction and its items is stored as part of the customer record. This data is replicated along with the customer record. If a customer is available at an installation, then the customer history will be available, too, although the full document may not be. If a user wants to view a document that does not exist locally, then the document will have to be viewed at the POA (or the document can be replicated separately). If you want to view a document that does not exist locally, make sure the customerdocumenthistory resource is selected.

Replication of Drawer Events (includes Time Clock)
Drawer Events are replicated via the "drawerevent" resource from Prism to Prism, or Prism-to-RIL only (not from RIL to Prism). Important! The Pop Drawer event is NOT replicated. The Paid In, Paid Out and Cash Drop drawer events ARE replicated. In addition, Z-Out drawer open events are replicated via the drawerevent resource.
This resource includes Time Clock events (also known as "Check In/Check Out").

Replication of Reasons
Reasons are replicated between Prism and RIL. Reasons created in RIL Prism Management  are copied to Prism during initialization. Reasons created in Prism are replicated to RIL Prism Management if the reason resource is included in the profile.
•    If both systems were initialized from an RIL Connection, then changing an attribute like Reason Name in Prism creates a new (duplicate) record during replication.
•    If the POA was initialized from RIL, but other servers were initialized from the POA, then all Reasons will have the same SIDs and changing an ID Attribute like Reason Name will not create a new record.
Replication of Promotions
The "pcppromotion" resource is responsible for replicating promotions. Add the pcppromotion resource to individual profiles to replicate promotions from one. When you press the Broadcast button, promotions are prepared for replication.

  • Promotions are sent one promotion per message (instead of one large message with all promotions). If the promotion contains a long list of items it will still be a large message, but not as large as before. Also, since promotions are now sent as multiple messages, they can be processed in parallel with multiple day-to-day consumer threads.
  • A field in the PCP_PROMOTION table - PUBLISHED_DATETIME - tracks the date and time when that specific promotion was broadcast. The PUBLISHED_DATETIME is compared to the MODIFIED_DATETIME on the same record and if the MODIFIED_DATETIME is older than the PUBLISHED_DATETIME, the promotion will NOT be sent when you press the Broadcast button. This means that only those promotions edited after the last broadcast will be sent.

The Promotions list is created and managed at the headquarters location (or designated central location). The headquarters location then broadcasts the list to stores. Important! When you broadcast promotions, Promotions will be overwritten at the locations that receive the broadcast. The actual promotions that can be used at each individual store will be limited to those promotions assigned to the store itself or to "All Stores."
Broadcasting Promotions from HQ to Stores
Currently, any location can broadcast Promotions simply by clicking the Broadcast button on the interface.; however, you should only broadcast Promotions from the HQ server down to the child POAs and stores. If stores broadcast promotions back up to the POA, then there is a chance that promotions priority can be duplicated at locations across the enterprise, leading to unexpected results.

Replication of Coupon Sets
The serialized coupons feature is available in the Promotions module, provides retailers with a versatile tool for managing coupons as part of a coupon set. Prism-to-Prism profiles can include the couponset and couponsetcoupon resources.

Replication of Z-Out Reports
Z-Out reports are not replicated between RIL and Prism; however, Z-Out Drawer Open and Drawer Close reports are replicated from Prism store servers to the POA (Prism-to-Prism) and from child POAs to the HQ. Z-Outs are replicated via the drawerevent resource.

Replication of Document Designs
There is no resource for replicating Document Designs; however, Document Designer includes an "import/Export" feature that can be used to copy document designs from one location to another.

Replication of Employee Information
Employee information includes passwords and other sensitive data; therefore, you need to consider carefully how you want to replicate Employee data across the enterprise. When you initialize Prism, employee groups and employees are copied to the Prism server; however, not all employee and employee group information is replicated between Prism and RIL. The data that is NOT REPLICATED includes group permission assignments (Prism has its own permissions).
How Employee Data is Replicated: RIL to Prism, Prism to RIL and Prism to Prism

Direction Notes
RIL to Prism Replicate Employees, User groups and store assignments from RIL to Prism
Prism to RIL Push changes for Employees, User groups and store assignments from Prism to RIL.
Prism to Prism Replicate Group Permissions to another Prism system. Replicate user policy settings to another system.

The following resources are available for replicating employee information:

  • employee
  • employeeudf
  • usergroup
  • userpasswordhistory

Replication of Password History
The userpasswordhistory resource is available in Prism-to-Prism profiles. This enables you to replicate passwords between Prism servers so that employees can log in.

Replication of Biometric Data
Two database columns play a key role in biometric login: user_name and empl_name:
The EMPLOYEE table includes user_name and empl_name columns. The BIOMETRICS table includes empl_name column.

  • The user_name column is unique across all subsidiaries. When a user does a regular log in using user name and password, the server looks in the EMPLOYEE table and tries to find a matching record. The employee resource is a core resource and cannot be filtered or excluded from replication. As a result, you can use the user_name and password of any employee and login to Prism at any store.
  • The empl_name column is unique within a single subsidiary. When a user logs in using a fingerprint, the server first looks in the BIOMETRICS table and retrieves the empl_name and sbs_sid. The server tries to match the retrieved information with a corresponding empl_name and orig_sbs_sid in the EMPLOYEE table. If a match is found, the server uses the user_name and its password from the EMPLOYEE table for the login.

The biometrics resource is not a core resource; therefore, you can apply a filter or simply not replicate the resource. This creates the possibility that a user may be able to log in using the username and password but the log in using the fingerprint fails.
If you want to filter your data by subsidiary (desirable for performance reasons) but still want all fingerprints to be replicated you must create a separate profile that only includes the biometrics resource and do not apply any filter to it.
The rule is: empl_name + orig_sbs_sid from EMPLOYEE table MUST match empl_name + sbs_sid from BIOMETRICS table. Therefore when you create a biometrics record, you should pass empl_name and sbs_sid equal to empl_name and orig_sbs_sid (important! Not employee sbs_sid but employee orig_sbs_sid) of the employee who you are creating the fingerprint for.
Include Employee Subsidiary Number when Creating Biometric Record
When you create a biometric record, you must pass the employee's subsidiary number. In that way, when the employee logs in, the subsidiary numbers will match.
Data that is not Replicated
Images: Images are not replicated between Prism and RIL. To use images in Prism, you must first export the images using the RILImageExport.exe tool. You must then copy the extracted \image folder to the \ProgramData\RetailPro\Server folder. You can add customer images in Prism; however, you cannot add item or style images. Item and Style images must be exported from RIL.

Replication of Taxes
There are two resources used to replicate tax information: taxcode and taxarea. (Note: Before 1.14.5, four resources (taxcode, taxarea, taxrule and tax) were used to replicate tax information between Prism and RIL.  The taxrule and tax resources are now child resources of taxarea.)

Replication of Receiving Information (ASN Vouchers and Vouchers)
ASN vouchers are replicated using the receiving resource. The receiving resource sends both ASN vouchers and vouchers as well as shipping package numbers and other batch receiving information.

Resources to edit only in Prism (or RIL)
There are several data types that have an ID that is based on a local sequence in RIL, not a global sequence. As a result, it is important to make any changes, including adding or removing records, in either Prism or RIL, but not both systems. If you make some changes in Prism and some in RIL, the changes may not be written to the database correctly. Keep in mind that as functionality is migrated from RIL to Prism, the ability to edit the corresponding records in RIL will be removed.

Resource Description
allocationpattern Allocation patterns are used to allocate items on purchase orders or transfer orders among different stores.
In Prism, define allocation patterns on a new purchase order by selecting New Pattern from the Apply Allocation Pattern drop-down.
In RIL (or RP9), define allocation patterns in Purchasing > Purchase Orders > Allocation Patterns.
calendar This refers to the retail calendars used for reporting purposes.
In Prism, there is currently no way to define calendars.
In RIL (or RP9), define calendars in Options > System Preferences > Global Preferences > Calendars > Retail Calendars.
chargeterm This refers to the terms available for receipt charge terms.
In Prism, there is currently no way to define receipt charge terms.
In RIL (or RP9), define charge terms in Options > System Preferences > Local Preferences > Point of Sale > Receipts > Tenders/Terms.
customerudfoption This refers to the options available for each customer udf field.
In Prism, define customer udf fields in Admin Console > Node Preferences > Customers > UDF Fields.
If you want to define customer udf fields in RIL (or RP9), they are found in Options > System Preferences > Customers > UDF/Aux
docposflagoption  This refers to the options available for each POS flag field.
In Prism, define POS flags in Admin Console > Node Preferences > Transactions > POS Flags.
If you decide to edit POS flags in RIL (or RP9) they are found in Options > System Preferences > Local Preferences > Point of Sale > General > POS Flags/Notes.
invnudfoption This refers to the options available for each inventory udf field.
In Prism, define inventory user-defined fields in Admin Console > Node Preferences > Merchandise > UDF Fields.
If you decide to edit inventory udf fields in RIL (or RP9), they are found in Options > System Preferences > Local Preferences > Merchandise > User-defined/Auxiliary
kitcomponent Kit components are the individual items that together comprise a kit item.
In Prism, there is currently no way to define kit components. When you list an item, if the item is configured as a kit item, the component items will be shown in the item grid.
In RIL (or RP9), define kit components in Merchandise > Inventory > Packages and Kits.
reason

Reasons are short labels that help explain why a certain action was taking by a user (e.g. granting a discount). Reports can then be filtered by reason.
In Prism, define reasons in Admin Console > Node Preferences > System > General.
In RIL (or RP9), define reasons in Options > System Preferences > Local Preferences > Documents > Reason Codes. 

season Seasons can be assigned to items and price levels when using seasonal pricing.
In Prism, define seasons in Admin Console > Global Preferences > Season.
If you decide to edit seasons in RIL (or RP9), they are found in Options > System Preferences > Global Preferences > Calendars > Seasons.
shippingmethod In Prism, there is currently no way to define shipping methods.
In RIL (or RP9), they are found in Options > System Preferences > Local Preferences > Point of Sale > Sales Orders > Options.
till Tills are the inserts for cash drawers that hold the actual cash.
In Prism, define tills in Admin Console > Node Preferences > Reporting > X/Z-Out.
If you decide to edit tills in RIL (or RP9), they are found in Options > System Preferences > Local Preferences > Point of Sale > General > Options.
titles This refers to the titles that can be assigned to Customers and vendor contact persons. In Prism, define titles in Admin Console > Node Preferences > Data Types.
If you decide to edit titles in RIL (or RP9), they are found in Options > System Preferences > Local Preferences > System > Titles.
vendorudfoption This refers to the options available for each vendor udf field. In Prism, define vendor udf options in Admin Console > Node Preferences > Merchandise > Vendors > UDF Fields. Select a UDF field and then define the options.
If you decide to edit vendor udf fields in RIL (or RP9), they are found in Options > System Preferences > Local Preferences > Merchandise > Vendors > User-defined.