Shop system without import

Introduction

Are you starting with PrismaNote and data doesn't need to be transferred from another system?

Follow this implementation process for a smooth start.

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 to share your wishes

2. You will receive a login from PrismaNote

3. Checking company data

4. Check your employees

5. Add your brands and suppliers

6. Create article groups (and revenue groups)

7. Check hotkeys in the cash register

8. Check payment methods in the cash register

9. Check the workstations and install Printhelper on computers

10. Have all employees take the course

11. To do after setting up the account

1. Fill in the forms to share your wishes

Together with PrismaNote Support, the account and hardware will be set up. To do this, fill in the forms you received in the email.

2. You will receive a login from PrismaNote

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

Need hardware? Order and receive the hardware in consultation with our representative. No separate server is needed for the system, but for example, an old label printer can cause malfunctions.

3. Checking company data

1. In the menu, click on 'Shop settings'

2. Under the 'General settings' tab, fill in the data for the Shop, Addressed mail, and Address sections, and upload the logo at the bottom. This will appear in emails and on receipts.

4. Checking employees

Check the employees and, if necessary, create new ones, so that everyone works with their own name in the system. This is the manual.

5. Adding your brands and suppliers

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

6. Create article groups (and revenue groups)

Article groups and revenue groups give you a better insight into stock and sales. Create them once, so you can easily book products with them. Follow this article group step-by-step plan to add or edit them. Optional: this also contains a link to create revenue groups.

7. Check hotkeys in the cash register

Check the desired shortcuts in the cash register and create new hotkeys if necessary. This is the step-by-step plan Creating shortcuts

8. Check the desired payment methods in the cash register

Check the desired payment methods and, if necessary, create additional payment methods with this step-by-step plan .

9. Check the workstations

It is best for each device to have its own name, for example, to control printers. We call this a workstation in PrismaNote.

Create a workstation for each device with the step-by-step plan .

Also install the Printhelper program on the computers to which the printers are connected with this step-by-step plan .

10. Take a course

All employees take the cash register course (This is the link)

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

11. PrismaNote usage begins.

1. Book all articles using a purchase order and provide them with a label. This gives each product a supplier, a purchase price, and a sales price, and makes it easy to sell the product. Every article, including a photo, is automatically displayed in the webshop. Booking all articles takes time.

2. So, from the first day of booking, all articles not yet booked are sold using a checkout hotkey (step 7 above). After clicking the hotkey, a nice description and the correct price can be entered.

3. An article that has a label (and is therefore booked) is selected via the cash register during sales instead of using the cash register hotkey. This is easy by scanning the barcode on the label. This way, the product is booked out, and the stock is immediately updated.

During the first weeks, it is therefore a combination of selling products that have been booked and those that have not yet been booked. This works much better than putting all products into the system first, because sales continue and the stock will then no longer be accurate.

Who leads the way?

Step one is to appoint a point of contact. In a fancy word, also called the project leader. Who will guide the implementation?

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

1. Ensure that everyone is involved from the beginning 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 that every employee understands which processes will proceed (somewhat) differently and how.
4. Make sure all the above steps are checked off.
5. Stay in control by not being stretched for all tasks. Also let employees contact our Support for questions.
6. Create a clear picture of the time planning and communicate this internally.
7. Give everyone enough time to get used to it before the implementation date and make clear why the change is necessary.

Extra tips for working with the system

Perhaps it will take some getting used to in the first few weeks before you start loving the system.

Because there are more functions than you are used to, new processes and tasks will be added for you.

For example, booking inventory at the article level and setting up revenue groups for more extensive reports.

Subsequently, you can better serve the consumer and work better with your suppliers.

These are tips from jewelers who preceded 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 getting used to. It works a little differently than Jupa or DiamondR.
3. Regularly check the updates in the help center.
4. Give each 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 jewelers. 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 inventory optimization
4. Online marketing: a content plan for you as a jeweler

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 manual in the system. You can also download the 'Anydesk' remote viewing program here.

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

3. Send your email to support@prismanote.com

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