Chapter 32. Miscellaneous

Prism 2.3 User's Guide Chapter 32. Miscellaneous

This chapter has topics that overlap multiple areas, including the following:

Topic	Description
Changing Subsidiary, Store on Documents	Users can change the Subsidiary and/or Store when creating a document. This puts the document into a "new" state.
About Screen	The About screen enables you to see the program version and access the help files.
Language	Prism enables you to display the user interface in different languages.
Titles	Define titles (e.g., Mr., Mrs., Dr.) for customers and vendor contact persons
User-defined fields	Information about user-defined fields, available in customers, employees, inventory and vendors.
Zip Code Lookup	The ZIP Code lookup feature enables a user to type in a ZIP Code for a customer or vendor address and Prism will fill in the City and State information. You specify which address fields should be populated with the City and State information (e.g. Address 3)
Grid Formats	Information about configuring default grids in Prism preferences and customizing grids in individual areas of Prism.
Program Updates	Information about installing updates to Prism.

Changing Subsidiary, Store on Documents
Prism records the Subsidiary and Store (and Workstation) of all documents or records created in the system. In previous versions of Prism (prior to 2.0), the Subsidiary and Store entered on the document or record was automatically set to the Default Subsidiary and Default Store as defined in the Workstation record of the currently logged-in user's workstation. The only way to create a document for a different Subsidiary and/or Store was to go into the Workstation record, edit the Default Subsidiary and/or Default Store, log out and then log back in and create the document. After the document or record was complete, the user would have to repeat the process in reverse to create documents again for the original Subsidiary/Store before the change.
Beginning with Prism 2.0, the UI of documents and records includes dropdowns for changing the Subsidiary and/or Store for that specific document or record. If a user selects a different Subsidiary or Store, the change applies only to the current document or record. Any subsequent records or documents created will revert to  the user's Default Subsidiary and Default Store as defined in the Workstation record. The appearance and location of the UI element for changing the Sub/Store varies depending on the area. The ability to change the Subsidiary or Store is controlled by specific security permissions for each document or record type.
Below is the top area of a sample purchase order showing a dropdown for changing the Default Store. Purchase Orders are subsidiary-specific, so a user is limited to changing the Default Store.
Beginning with Prism 2.2, when changing subsidiary or store on a document, the document is placed into a "new" state. 
The Subsidiaries and Stores available for selection are filtered based on:

• Store Assignments: Only the stores included in the employee's Store Assignments will be available for selection.
• Permissions: Each area in Prism has separate permissions that control the ability of users to change Subsidiary and/or Store. To change the Subsidiary and/or Store for a document or record type, the employee must belong to a group that is assigned the appropriate permissions.

Records which are in a finalized state are  prevented from location changes.    
Each area has its own permissions for enabling the changing of Subsidiary and/or Store. To change the Subsidiary/Store for a document or record, the user must be assigned to a group that has the appropriate permission.
The following table lists the areas where a user can change the Subsidiary and/or Store:

POS Transactions	Disbursements	Time Clock
Customers	Merchandise	Departments
Vendors	Adjustment Memos	Price Manager
Purchase Orders	ASN Vouchers	Vouchers
Transfer Slip	Transfer Order	Employee
Batch Receiving	Vendor Invoices

Use Case: Admin User assigned All Stores and All Permissions for Changing Sub/Store
A typical user of this feature is an admin-level user whose Store Assignments include all stores and who has permissions for changing Subsidiary/Store for all areas. If ordinary users (with limited Store Assignments) use this feature, problems could result, especially with "chained" documents (e.g., a multi-store purchase order from which ASNs are generated, and then vouchers are generated from the ASNs, and transfer slips generated from the vouchers.
Viewing Default Subsidiary, Default Store for Workstations
Each workstation running Prism is assigned to a Default Store and Default Subsidiary. To see which Subsidiary and Store is assigned to a workstation, drill down and edit the Workstation record. When a user logs in to Prism and creates a document, the document is created for the Subsidiary and Store shown in the Workstation record.

Replication Considerations when changing Subsidiary or Store
You must make sure that records created for non-default locations are replicated to the correct installations (e.g., the POA collecting the data). For example, if a user at Location 1 creates a record for Location 2, then Location 1 must have a profile set up to replicate the appropriate resource to the POA and the profile must be linked to the appropriate connection.

Notes about Changing Subsidiary on different record types:

Record type
POS Transaction in Progress	When a user clicks the Options button on the transaction form, one of the available options is "Change Location - "  If a user changes the SBS on a POS Transaction, a prompt will be displayed to explain that the document's existing contents will be cleared. When changing the SBS on a POS Transaction to a non-default SBS, the first active store for that SBS will be selected. When changing the SBS on POS Transaction to the default SBS, the default store for the SBS will be selected (e.g. 001). Changing the SBS on a POS Transaction to a non-default SBS will select the first active store.
Time Clock (Check In/Check Out)	When viewing Time Clock records, users can click the Subsidiary/Store button to display a modal for choosing a Subsidiary and Store. *Remember, the user must be assigned to the store.
Disbursements	When adding a Cash Drop, Paid Out, or other disbursement, click Subsidiary/Store element at the top of the screen to display a modal for choosing a Sub and Store.
Transfer Orders	When viewing Transfer Orders, click the Subsidiary/Store button to display a modal for selecting a new Subsidiary and Store.
Inventory	When viewing Inventory, the user can select a Subsidiary and Store. Inventory is subsidiary specific. In other words, the Inventory list for Subsidiary 1 is kept separate from the Inventory list for Subsidiary 2.

*The user must be assigned to the new store in Store Assignments
Limitations
When changing to a location that has Centrals enabled, these centrals functions will not be available, unless the original location has the same Centrals server configured for those services. This is because some Centrals parameters are configured at Installation level.
When the new location has Structured Z-Out reports enabled, and Till is part of the definition, the switch to the new location will not be accomplished due to limitations in the Till code.
i
The New Location change is checked only once
Example 1: Location for POS is Allowed/Override, and Customer or Z-out Location change is Denied/Override, the Location change for Customer/Z-out is not checked when a customer is created/ Register is opened from within a new document as it is directly forwarding to Z/out from POS without additional location change checking. Then, if you go back to POS and make a transaction on a location which is just opened register then location change is checked. The Location change is checked when switching location inside the Customer or Z-out module.
Example 2: When creating new inventory and the location is changed in Inventory, the Location change in e.g. DCS or Vendor is not checked when creating a new DCS/Vendor record in Inventory during the creation of the new Inventory record or editing of an existing record. For this case session is not change but subsidiary is changed.
System Generated records (e.g. ‘Generate xxx' via the ‘options' menu) or automatically generated records (e.g. ASNs when Slips are created) will not be checked for Location change permissions
Example 1: PO location change set to Override; TO location change set to Deny.
When creating a Marked for PO for a different location, the user will be asked for the override password. However, when the user generates a TO from that PO (generate TO from the Options menu in the PO), it will be allowed. If the user were to try a Create a new TO, it would be Denied.
Example 2: Location change for Slips is set to allow, but for ASNs, location change is Deny; (with default transfer settings)
If a user creates a Slip, the ASN will automatically be created, regardless what the Location change setting for ASNs is; however, if the user tries to create a new ASN in the ASN module, it would be denied.
In the same example, if the user wanted to generate Slip(s) from that TO, he would be denied permission in the TO module to switch location to view that TO and generate the Slip(s).
For some type of document creation, there are separate permissions to ‘generate' other documents from the Options menu e.g. ASN Vouchers: Generate receiving. Those permissions are considered separately.

About Screen
You can view version information and other key info about RP Prism via the "About" screen.
Select the Retail Pro button in the bottom right corner of the screen.
Click the Help button
click the About button
Version information and other info are displayed. Select the OK button to close.

Language
Prism includes complete language sets which a user can select and use immediately after installation. When using a translation, all the field labels, buttons and messages are displayed in the selected language. Currently, the only language options available in Prism are English, Spanish and French.
Selecting a Language during Installation
When installing the Prism Server, you are prompted to select a default language and regional settings. You can change the default language, if necessary, in Prism Preferences or switch to a different language at POS.
To set a default language after installation:
Navigate to Administration Console -Language & Locale. Select a Default Language from the drop-down.    
Save the changes.     

To change languages at POS:
Click the Retail Pro button in the lower-right corner to display the Prism menu and select Language.    
Select the desired language. The Prism user interface now displays labels in the selected language.    

Titles
You can assign a Title to Vendor and Customer records. The Titles available for selection are those defined in Node Preferences > Data Types.
When editing a Customer or Vendor record, the titles defined in preferences will be available for selection in the Title dropdown.
Titles are one of the resources that are 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. For example, if you mistype a title in Prism, say, "Drr." instead of "Dr", then the mistyped entry will still be replicated to RIL and added to the list of titles. If you edit the title in RIL to the correct form of "Dr.", then the database will show two entries: Drr. and Dr.

User-Defined Fields (UDFs)
User-defined fields (UDFs) enable retailers to define their own custom fields that are specific to their business or industry. UDF fields are assigned a label and a value (or date). These fields store virtually any type of data that the retailer needs to store. User-defined fields are available for the Inventory, Vendors, and Customers areas. UDF field definitions are copied from RIL to Prism during initialization. You can edit the field labels and a list of entries to be available for selection for the Inventory and Vendor fields in the Admin Console preferences area.
The fields are assigned to either the UDF1-8 fields or Aux1-12 fields. The UDF1-2 fields are for creating your own date fields, for storing things such as birthdays or anniversaries. The UDF3-8 and Aux1-12 fields are text fields.
In Customers, 20 user-defined fields are available (UDF 1-UDF8 and Aux1-Aux12). See Chapter 7. Customers for information.
In Vendors, 8 user-defined fields are available (UDF1-UDF8). See Chapter 10. Inventory for information.
In Inventory, 15 user-defined fields are available (UDF1-UDF6 and Aux1-Aux9). See Chapter 10 Inventory for information.
In Employees, 18 user-defined fields are available (UDF 3-UDF 8-an Aux1-Aux12). See Chapter 9. Employees for information.
Basic Steps for UDFs
1.    Navigate to the appropriate area of preferences (e.g. Merchandise > Inventory > UDF).
1.    Define the menu label. Click in the desired UDF field and type the text for the menu label.
2.    Select the UDF field you defined in the dropdown.
3.    Define the individual entries that will be available for selection in the UDF field.
Permissions for Manually Entering UDF Values
A set of permissions control the ability of employees to make free-form entries in UDF fields in inventory, vendors and customers. Unless a user has the "Allow Manual Entry of UDF Values" permission for the area, the user will be limited to the dropdown selections in UDF fields.  Using these new permissions helps ensure consistency in UDF field entries, which in turn helps produce consistent and meaningful reports.
ZIP Code Lookup
The ZIP Code lookup feature enables a user to type in a ZIP Code for a customer or vendor address and Prism will fill in the City and State information. In Admin Console > Node Preferences > System > General, specify which address fields should be populated with the City and State information (e.g. Address 3).
Using ZIP Code lookup has several benefits:

• Ensures addresses have correct address information. It is easier to correctly enter a five-digit ZIP Code than the city, state and zip.
• Ensures state information is entered in a consistent format (e.g. California is entered as CA, instead of California, Calif., CAL or other variation).

Basic Steps

1. Enable the ZIP Code lookup in preferences.
2. Use the Data Utilities - ZIP Code Injection feature in Tech Toolkit to populate the database with ZIP Code data (approximately two hours required; plan accordingly)
3. When entering a customer or vendor address, you must enter complete postal codes 5 digits for US and 7 digits for Canada including the space.

Step 1 - Enable ZIP Code Lookup in Preferences
Navigate to Admin Console > Node Preferences > System > General. Click the Enable Postal Code Lookup checkbox.
In the City dropdown, select the Address field where the City information will be written. In the State dropdown, select the field where the State information will be written. In the State Format dropdown, select Full or Abbreviated.
Save the changes.

Step 2 - Populate the database with ZIP Code data
Populating the database with ZIP Code data takes one to two hours. Plan accordingly.
Before you can run the Data Utilities tool to populate the database with ZIP Code data, you need a database connection (not a REST connection). Add a new connection or edit an existing connection so that the Type field is set to "Database."
Launch the Prism Technician's Toolkit and select Data Utilities > ZIP Code Injection from the menu on the top of the screen. Click Execute Zip Code Injection.
 ZIP Code Injection will take between 1 and 2 hours depending on several factors. Once completed there is a message dialog indicating the data has been injected.
Step 3 - Postal Code Lookup at POS
Start a new customer (or vendor) record or edit an existing record. Customers and vendors can have multiple addresses. Add a new address or edit an existing address.
In the Postal Code field, enter a complete five-digit ZIP Code for the U.S. or seven-digit code for Canada. Navigate out of the Postal Code field. The City and State information is automatically entered in the field(s) specified in preferences. During address creation/edit, if the entered ZIP Code matches a specific City and State and then the user edits the City/State values to differ from the automatically populated values, the manually entered values take precedent.
Multiple matches during lookup
In some cases, a single postal code will match multiple locales. If that happens, a list of the matching results is displayed so the user can select the desired locale to use to populate the City and State info.

Grid Formats
This section has information about working with the grids used to display data in Prism:

• Configuring default grids in RP Prism Preferences
• Customizing grids in individual areas of Prism
• Configuring Default Grid Formats in Preferences

When configuring grid formats, you can select:

• Number of Results per Page: This controls how many records will be displayed on a single page when many records are listed in the grid. Multiple pages will be used, if needed, with the user able to navigate between pages.
• Available: These are the columns that are available for selection in the list of Selected Items.
• Selected: These are the columns that will be available for selection when a user is working with the grid type.
• Default Visible: Select the check box for each column that you want to be visible in the grid. If a column's checkbox is not selected, then the column will not be displayed, but will be available for selection by the user when using that grid type. The list of columns in this box is the same as in the Selected columns list. As you move columns to/from the list of Selected columns, the Default list is updated, too. These are the columns that will be displayed by default in the grid. Prism users can change the columns by selecting the hamburger icon in the upper-right edge of the grid.

Buttons for Changing Column Order

Button	Description
	Moves the column to the top of the list. (Will appear at far left of the grid)
	Moves the column up. (Will appear farther to the left in grid)
	Moves the column down (Will appear farther to the right in grid)
	Moves the column to the bottom of the list. (Will appear at far right of grid.)

Customizing Grids in individual Prism Areas
When working with grids in individual areas of RP Prism, you are limited to the working with the fields in the Selected Columns list. Fields in the Available Columns list in preferences will not be available to users working with grids in the individual areas of RP Prism.

1. Click the hamburger icon in the upper-right portion of the grid. A list of the available columns is displayed. Columns with a checkmark are displayed in the UI. Columns with an "X" are not displayed.
2. Select or clear the checkbox for individual columns as needed.
3. Click anywhere outside the column selection box to apply the changes.    

Changing Column Width
Click in the area in between the two columns and then use the dragger to adjust the width of the columns.

Changing Column Order for Grids
You can only change the order of the columns for a grid by modifying Grid Format Preferences.

1. In the Selected Columns area, navigate to the "Selected" list.    
2. Highlight a column name and then click the Up or Down button to change the column's position.    
3. Save the changes.

Program Updates
From time-to-time, Retail Pro releases updates for the RP Prism application. These updates include bug fixes, new features, enhancements to existing features, and other code changes. Retail Pro issues an email announcement when these updates are released along with a link to the download.
There are two types of Prism releases: Update Release Cycle (URC) and Client Controlled Release (CCU).

• A URC is intended as an update for all users and is signified by an increment in the Prism version number (e.g. from 1.14.7 to 2.0).
• CCU releases are special builds that address a specific urgent problem experienced by a specific customer. If the fix for the customer provides benefit for the general user base, then the release becomes a General CCU and is made available for download.

Both URCs and CCUs include release notes. For URCs, the release notes include a list of bug fixes, information about new features, enhancements, and changes to the API or database schema.
Before installing an update, make sure you back up your Prism files. In addition, you will need your Client ID and License Code to install Prism 2.x.
Navigate to the location of the Autorun.exe file. Right-click the Autorun.exe file and select Run as Administrator (Windows 10 only needs to use the Run as Administrator option). The Prism installer screen is launched. This is the same screen you see when you installed Prism the first time. We will go over each component.

Apache
Check the Apache version. From time-to-time, updates of Apache are necessary. If the new version of Prism uses the same version of Apache, you don't have to update Apache. However, if the Apache version has changed, you will have to uninstall the old version of Apache, and then install the new version included in the update. When you go to install the Prism server update, the installer will alert you if an update of Apache is required.
Prism Server
The first part of the installation involves a validation of licensing. Users are required to enter a valid Client ID and License Code. Once licensing is validated, users can typically just click the Next button on each screen and wait for the install to complete.

Prism Proxy
The Prism Proxy facilitates communication between workstations and hardware devices (as well as other functions). When installing an update, you can typically just click the Next button on each screen. The only exception would be in a multi-proxy environment in which a single Proxy workstation (e.g. the workstation with a Printer) has connections to multiple POS workstations. In that case, if the number of Proxies is being added to or reduced, then you will have to make those adjustments in the Proxy installer UI.
Document Designer
If you are using Document Designer, when installing the update, you can just click the Next button on each screen.
Launching RP Prism after installing Update. 

After installing the update, wait for the Apache and Prism services to start and then launch the Proxy. If you see a message that the Proxy is unable to connect to the server, this typically means one of the necessary services used by RP Prism (e.g., Prism License Service) is not started. Make sure all the necessary Retail Pro Prism and Oracle services are configured to start automatically and then restart the Proxy.