Migration from PrismaNote 1 to 2

Introduction

Your store will soon be migrated from PrismaNote 1 to PrismaNote 2.

With this, we offer improved features and better collaboration with suppliers.

It usually takes us 25 hours to migrate you, so it's important that from the moment you're migrated, you use PrismaNote 2 instead of 1.

See below for the complete step-by-step plan of what will happen.

It is important that from the day before the migration, you no longer book in new products in PrismaNote 1.

Take the course beforehand

Avoid frustration and ensure the entire team has completed the course before the data is migrated.

Watch the videos here: support.prismanote.com/courses

Many functions work the same, but some are slightly different. For example, booking in new products, processing a return, or redeeming a gift card.

You can also open the manual to see specific explanations directly.

All steps of a successful migration

Discover what work will be done for you and what you need to do.

More explanation is given per step below.

Before the migration

1. You will receive a PrismaNote login.

2. The cash register & store settings will be transferred.

3. The printers will be set up.

4. Migrating employees.

5. The website will be recreated in the new system.

Summary of what you need to do before the migration:

- Set employee rights. View manual. (We will add the employees, but you can set the 'rights profile' and the PIN code yourself).

- Verify email address, if not yet approved. View manual. (If you have outsourced email management to PrismaNote, we will do this for you).

- Do you use the loyalty points program? Check the settings. You can now also exclude additional groups and payment methods as desired. View manual.

- Are the payment methods set up, but you are missing one? This is the manual .

During the migration (from the evening before the agreed date)

6. Data migration.

7. From now on, use the PrismaNote 2 cash register. From this moment on, incoming articles can also be booked into PrismaNote 2.

8. One-time linking of suppliers.

9. Implement quick key improvements.

10. Link article groups to revenue groups.

Summary of what you need to do during/after the migration:

- Create a transaction and print all receipts. Need adjustments? Send a photo to support@prismanote.com with the desired adjustments.

- Link suppliers that we have not yet been able to link. (See step 8).

• Set margin for Quick Keys (step 9).

- Link article groups to revenue groups (step 10).

1. You will receive a PrismaNote login

You will receive a login for www.prismanote2.com. Haven't received it yet? Email support@prismanote.com

2. The cash register & store settings will be transferred

Via the 'Store Settings' menu, the following data will be transferred:

1. General settings: Store, Address, Location management, Logo.

2. Cash register: last receipt number, invoice number, bag number, standard item group 'Order' and 'Repair', Payment methods.

3. Workstations

4. Payment integrations

5. Loyalty points program

3. The printers will be set up

You can also set up the printers yourself via Store Settings if necessary. This is the manual.

Here (in the 'Print settings' section) you can also indicate whether a receipt should be automatically downloaded, printed, or emailed.

4. Migrating employees

PrismaNote will add the employees, so you can get started faster.

If necessary, you can fill in more data for the employees, change the rights profile, and add the PIN codes.

This is the manual.

5. Create new website

Do you have a PrismaNote website? Then we will recreate it in PrismaNote 2, so that your products are automatically displayed here.

The e-commerce functionality has been completely renewed. The website will go live the day after the migration.

6. Data migration

The evening before the agreed migration date, the products, suppliers, brands, customers and quick keys are migrated.

So that is transferred in the morning when the store opens. Subsequently, historical transactions, repairs and orders and gift cards are transferred.

This usually lasts until early afternoon, depending on the store.

It is important that from the day before the migration, you no longer book in new products in PrismaNote 1.

7. From now on, use the PrismaNote 2 cash register

You can now book products in PrismaNote 2 and use this cash register. Make a transaction and print all receipts. Need adjustments? Send a photo to support@prismanote.com with the desired adjustments.

8. One-time linking of suppliers

The supplier also gets a new, improved portal in PrismaNote 2.

Therefore, after the migration, the suppliers must be linked once to the official supplier.

PrismaNote will do this for as many suppliers as possible to relieve you.

We will also add the companies / repairers that you created yourself in PrismaNote 1.

We will start with this on the morning of the migration date, once the products, suppliers and brands have been transferred.

9. Implement quick key improvements

The quick keys will also be transferred from PrismaNote 1.

For this, we will also implement an improvement in how they appear on the receipt (the supplier number can be adjusted via Assortment, so the starting number disappears).

What you can do:

- It is possible to set per quick key whether you do not want to apply profit or no purchase price. This is smart to do for statistics. Follow this manual to edit the quick keys. Then select the desired option under 'Purchase price'.

10. Linking article groups and revenue groups

If the previous POS system has been imported, all your article groups are already in the system.

If necessary, follow this article group step-by-step plan to edit them and link the article groups to the revenue groups with this explanation .

Who will lead the way?

Step one is to appoint a point of contact. In a nice word, also called the project leader.

This role is essential for a smooth transition. Therefore, extra tips for this function:

1. Ensure everyone is involved from the start and does not have to jump on a ‘moving train’.
2. Make sure you understand the system yourself. Then look at how the current way of working fits within the new system.
3. Ensure every employee understands which processes will run (slightly) differently and how.
4. Make sure all the above steps are checked off.
5. Stay in control by not being stretched for all tasks. Let employees also contact our Support for questions.
6. Create a clear picture of the timeline and communicate this internally.
7. Give everyone enough time to get used to it before the implementation date and make it clear why the change is necessary.

Need support?

1. In the system menu, you will see a 'HELP' button. By clicking on it, you can easily start a chat or view the knowledge base in the system. You can also download the 'Anydesk' remote viewing program here.

2. Also check the help center at support.prismanote.com

3. WhatsApp us at +31 88 20 22 522 (We can respond up to 24 hours after your message).

4. Send your email to support@prismanote.com

5. Call us at +31 88 20 22 522 between 8:30 AM and 5:30 PM (on Saturdays, please only call in emergencies).