Retail System with Import

Introduction

Are you starting with PrismaNote and will your current retail system be transferred?

Follow this implementation process for a smooth transition.

All steps for a successful start

Now go through the implementation steps to get started.

More explanation is given per step below.

1. Fill in the forms you received via email

2. Add the training dates to your calendar

3. Project meeting with the project leader

4. Installation and training by the support team

5. Self-study by all employees

6. You will receive a PrismaNote login

7. Add your brands and suppliers

8. The export from your old system is done by viewing via Anydesk ( Download the programme for free on the till)

1. Fill in the forms you received via email

Your account must be carefully set up before you begin. You will receive the following 4 forms for this:

1. Company details: Check your address and some company details

2. Till preferences: Tell us which payment methods, hotkeys and employees you want to set up.

3. Printer settings: Let us know which hardware, receipts and labels you use.

4. Data transfer: Tell us more about your current system so we can transfer your data correctly.

Once a form has been completed, the support team will start working on it.

2. Add the training dates to your calendar

You have received a second email with the planning of your implementation. This way you know exactly what to expect and when.

Add the agreed dates to your calendar. It is also possible to change dates via the link.

3. Project meeting - in-depth discussion with the project leader

Discussion of desired till settings, employees, payment methods, hotkeys, printer settings, receipt and label settings.

Confirmation of training sessions and coordination of data migration, website and PAY link.

4. Installation and training by the support team

1. Hardware delivery

2. Setting up the till (general settings, hotkeys, payment methods, employees) and printers

3. Building the website / webshop

4. 2x 1.5 hours of online basic explanation before the start date

Need hardware? Order and receive the hardware in consultation with our representative. The system does not require a separate server, but an old label printer, for example, can cause malfunctions.

5. Self-study by all employees

All employees take the till course ( This is the link)

Purchasing employees take the purchasing course ( This is the link).

This is the complete system manual.

6. You will receive a PrismaNote login

You will receive a login for www.prismanote2.com. Not yet received? Email support@prismanote.com

7. Adding your brands and suppliers

Add all your brands and suppliers. This is important to get direct access to supplier product information. See this step-by-step plan for this.

8. Export and import of basic data

The export of data from your old system is done by viewing via Anydesk ( Download the programme for free on the till)

9. Start working in PrismaNote

There are a few hours between exporting and importing the basic data (of products, customers and outstanding repairs). Once this is in, you must immediately start checking out via the till and booking in via purchase orders (step 11) and linking suppliers (step 12). The last sales (made between exporting and importing) can also be manually entered into PrismaNote to avoid stock differences. We therefore recommend having completed the course before importing.

So:

• From now on, use the PrismaNote till

• Enter all transactions made from the download moment into PrismaNote.

• From this moment on, book incoming items into PrismaNote (do step 12 for this).

We can only import additional data (historical transactions, completed repairs, more product data and comment fields for customers) once sales have started via the till. It can take up to 4 days for this to be imported, as it depends on the amount of data.

10. Link suppliers once

If the previous till system has been imported, all suppliers are also in the system. However, suppliers have their own account in PrismaNote. Therefore, the imported supplier must be linked once with the official account of the supplier. Follow this step-by-step plan .

11. Linking item groups and revenue groups

If the previous till system has been imported, all your item groups are also in the system.

Optionally, follow this item group step-by-step plan to edit them and link the item groups to the revenue groups with this explanation .

12. Optional: linking products

Product information is completely imported into the new system. This is automatically matched with the central product database (so that you use the supplier's product and more filters and photos are filled in). The number of products that can be automatically matched depends on the quality of the imported data. For example, does your product already have an EAN number and the supplier's product number? Then the system can find a match faster. All other products can be manually linked (once) to the official product.

This step is particularly interesting if you are going to work on displaying as many products as possible in the webshop. Follow these steps for this.

Who is leading the way?

Step one is to appoint a point of contact. Also known as the project leader.

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

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 see 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. Ensure all the above steps are checked off.
5. Stay in control by not being stretched for every task. 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.

Additional tips for working with the system

It may take some getting used to in the first few weeks before you start to love the system. These are tips from jewellers who went before you:

1. If you don't understand something and you can't find it in the manual and videos, contact support.
2. Learning is doing as much as possible, because switching to a new system always takes some getting used to. It works slightly differently than Jupa or DiamondR.
3. Regularly check the updates in the help centre.
4. Give every customer a name in the system and introduce yourself to the customer.
5. Displaying products online and collecting customer data really makes a difference for us as jewellers. So get started with this as soon as possible.

Yes! You can now start working more efficiently, collecting customer data and doing marketing. Still unclear? Contact us or consult the manual.

You can also read more about interesting topics:

1. Why record customer data instead of using 'Counter customer'?
2. Contact moments to make a difference
3. 3 tips for good stock optimisation
4. Online marketing: a content plan for you as a jeweller

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 remote viewing programme 'Anydesk' here.

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

3. Send your email to support@prismanote.com

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