Updated: July 9, 2021 7:17am

Chapter 1. Introduction

Prism 1.14.7 User's Guide Chapter 1. Introduction PDF

Prism 2.0 User's Guide Chapter 1. Introduction PDF

Welcome to Retail Pro Prism! This guide explains how to use RP Prism to operate and manage your retail operation.
This guide assumes you have:
Installed the RP Prism components and initialized the Prism server with data as described in the RP Prism Getting Started Guide
The illustrations and screenshots in this guide use RP Prism's default theme and layout (the Simple Customer layout). Your screens may look different depending on the theme/layout selected in Prism Node Preferences > Themes & Layouts.
Prism contains three main modules:
POS: Ring up sales, manage customers and run reports.
Store Operations: Manage inventory, purchasing, receiving, transfers and employees.
Admin Console: Configure preferences and settings, enabling you to customize Prism's workflow and UI to match the needs of your business.
Prism is a complete retail management system. Transactions (receipts), vouchers, slips and memos record actual changes to the inventory and provide a permanent record of those changes. Order documents are used to plan or order future retail activities, but they do not affect inventory.  The information recorded on an order document, such as items, prices, and vendor or customer information, can be easily transferred to a transactional document when the time comes to record the actual activity.


Prism Documents that update Inventory





Prism Documents that update Inventory
prism inventory flow

Prism Document Types

  • Transactions can include sale, return and order items. Sale items remove quantities from inventory; Return items add quantities to inventory; Order items do not affect On-Hand Quantity.
  • Receiving vouchers add to inventory the merchandise received from vendors.  Return vouchers are used to subtract from inventory merchandise that is returned to vendors.  A planned purchase of merchandise from a vendor is recorded on a purchase order (PO).
  • Transfer slips record the transfer of merchandise between two inventories (store to store, warehouse to store, etc.).  An out slip subtracts the quantity transferred from the sending inventory and adds it to the receiving inventory.  The order document used to plan a transfer of merchandise is the transfer order (TO). A transfer voucher records the receiving of transfers into an inventory.
  • Adjustment memos can either add or subtract merchandise from inventory.  Memos are used when none of the other transactional documents are appropriate.  For example, adjustment memos would be used to subtract shrinkage quantities from inventory or to add "extra" units discovered during a physical inventory.  Adjustment memos are also used to record adjustments to inventory costs and prices.  There are no order documents related to adjustment memos.
  • In addition to the core inventory and point-of-sale functionality, Retail Pro also includes a Customers area for maintaining customer addresses and phone numbers, customer-based pricing, store-credit tracking, and instant retrieval of customer sales history.

Key Differences between Prism 2.0 and 1.14.7
Prism 2.0 is standalone
All data required to run Retail Pro is maintained and managed within the core functionality of Retail Pro Prism 2.0. This includes managing inventory cost, price, and quantity, all document types, customer details, and preferences, and any other data which is required for operation within Prism.
Prism 2.0 does not natively communicate with legacy Retail Pro apps
Data in Prism 2.0 can only be communicated using Connection Manager profiles established between two Prism installations or a Prism installation and a "custom" profile connection. Where data is being brought into Prism via custom profile that data must be put in a format which is recognized as valid for processing by Prism. Prism 2.0 will not work with integrations, plugins, or ancillary products which are developed to work specifically with legacy versions of Retail Pro. Those integrations, plugins, and ancillary products must be migrated to utilize the Prism API and communicate directly with Prism.
Prism 2.0 is not compatible with previous versions of Prism
All versions of Prism prior to Prism 2.0 leveraged legacy versions of Retail Pro to facilitate the management of some data required for general operations within Retail Pro. The Prism 2.0 release is standalone and  responsible for management of all data within the Prism application and database.
About the Prism Enterprise Hierarchy
Every Prism enterprise has a single "HQ" system that serves as root authority for the company's servers. After Prism has been installed on the root authority system and initialized, proceed to install Prism on other servers. Each server (except the Root Authority) must join the enterprise via a Tech Toolkit process. When joining a server to the enterprise, you identify the server's POA. The POA is the upstream server in charge of enterprise data from the downstream server's point of view. When enterprise data is created/edited at the store level, it is communicated up the enterprise chain to the top, enforcing the synchronization of data throughout the enterprise. Changes made at the HQ flow downstream to POA and store servers.
The profiles used for data replication determine which data is sent in each direction. For example, the only data that typically needs to flow upstream from stores are transactions, Z-Out reports, customers and perhaps a few other data types.
POA and store servers are initialized with data from the HQ  via Prism-to-Prism initialization
If there are fewer than 50 stores, each store can point to the root authority as the POA
If there are more than 50 stores, an intermediate-level POA must be installed first, and that intermediate-level POA is the POA that stores will point to when joining the enterprise.

Prism enterprise hierarchy

Prism uses a Subsidiary-Store-Workstation hierarchy. A subsidiary represents an individual business unit. For smaller retailers, there will only be a single subsidiary that controls all stores. For larger retailers, multiple subsidiaries will be required. For example, a retailer that operates in 30 countries would have 30 subsidiaries, one for each country in which the retailer has stores. In contrast to a subsidiary, a store represents a single inventory location. Prism supports 987 stores per subsidiary.
Subsidiary fields

Subsidiary Field Description
Number The number assigned to the subsidiary. By default, the next available sequential number is entered. You can edit to a different unused number.
Name The name of the subsidiary.
Active If selected, indicates the subsidiary is active. Transactions and other documents can only be created at stores that belong to active subsidiaries
Base Currency The currency used by the subsidiary. Each subsidiary has only one base currency that is used as the point of comparison for exchange rate calculations. (Defined in Global Preferences > Currencies)
Country  The country where the subsidiary operates.
Season The active season assigned to the subsidiary. The season is used for things like Seasonal Pricing, in which prices can configured to change from one defined season to the next.
Retail Calendar Retail calendar assigned to the subsidiary. Retail calendars are used to track the fiscal year or other calendar related to financials.

Rules for Inactive/Active Subsidiaries

  • An inactive subsidiary cannot be selected in a workstation record
  • If the subsidiary is the last active subsidiary, it cannot be inactivated
  • If the subsidiary is the Default Subsidiary in Installation Defaults, it cannot be inactivated

Subsidiary Modeling
The Subsidiary Modeling feature allows you to copy merchandise records and preference settings from one subsidiary to another. The data that can be copied during Subsidiary Modeling includes:

  • Inventory: All Inventory records are copied from the model to the target.
  • Departments: All Department records are copied from the model to the target.
  • Vendors: All vendor records are copied from the model to the target.
  • Node Preferences: All node preferences are copied from the model to the target.

1.    In the Admin Console, navigate to the Node Preferences area. Click Node Selection on the menu.    
2.    Find the Subsidiary that will be the target of the operation. This is the subsidiary into which you will copy records. Click the Edit button.    
3.    In the dialog, the Target Subsidiary is hardcoded. Click the Source Subsidiary dropdown and pick the desired subs. Merchandise records will copied from this sub to the Target Sub. If you selected the wrong Target Subsidiary, click Cancel to go back to the list of subs and then find the desired subsidiary and edit it.
Select the individual merchandise record types you want to copy. Selecting Inventory, automatically selects Department and Vendor, too. Click the Apply button.    
4.    A confirmation is displayed. The copy process does not take long, but you can check on the status in the Tech Toolkit Scheduler area.  Subsidiary Modeling is run as a "once only" Scheduled Task.
You can add and edit Store records. To add/edit a store record, in Node Preferences > Node Selection, drill down to the desired subsidiary. Click the Add button to add a new store. When adding/editing a store, enter details for the store in the Store Information dialog. Save the changes.
Refer to the following table for information about the editable store fields:

Store Field Description
Number Store number (e.g. 001). Store numbers of 000 to 999 are allowed, with some numbers reserved.
Name Name of the store.
Store Code The Store Code is an alternative field to enter an identifying number for the store.
Active Active status.
Address 1 Number and street name (e.g. 400 Plaza Dr.)
Address 2 Suite or apartment number (e.g. Suite 200)
Address 3 City, State (e.g. San Francisco, CA)
Postal Code Enter the ZIP Code or Postal Code for the store address.
Phone 1 Enter the primary phone number for the store.
Phone 2 Enter a secondary phone number for the store.
Server Address Enter the Static IP Address of the machine that is the store's Prism server.
Override Global Settings
Subsidiary Select the Subsidiary to which the store is assigned.
Tax Area 1 Select the tax area for the store.
Tax Area 2 (multi tax environments) Select the second tax area for the store.
Price Level Select the price level that will be used by default on transactions created by workstations assigned to the store.
Next Sale No The starting number for document sequences for sale transactions.
Next Return No The starting number for document sequences for returns.
Next Order No The starting number for document sequences for orders.
Next Send Sale No The starting number for document sequences for send sale transactions.

Workstations in Prism consist of the individual machines running Prism through a web browser. In the RP Prism Admin Console, you can edit workstation records. Note: The first time you edit a Workstation, you must enter a Workstation Number before you can save the changes.

Workstation Field Description
Workstation Identification Number Enter a unique identifying number for the workstation.
Name (read-only) Displays the name of the current user's workstation.
Type Select the type of workstation this is:
    Point of Sale
    Back Office
Active If selected, the workstation is active and can be used for transactions. If not selected, the workstation is inactive and cannot be used for transactions.
Use Workstation Sequence Number If selected, the workstation will use its own document numbering sequence, beginning with the entered number.
Subsidiary Select the Subsidiary to be used on transactions created at this workstation.
Note: You cannot assign an inactive Subsidiary. If the Subsidiary is inactive, you will first have to activate the subsidiary, or assign the workstation to a different Subsidiary.
Store Select the Store to be used on transactions created at this workstation.
Price Level Select the Price Level to be used on transactions created at this workstation.
Tax Area 1 Select the Tax Area that this workstation will use on transactions.
Tax Area 2 (Multi sales tax environments) Select the tax area that this workstation will use for Tax Area 2.