Shopping system with import
Introduction
Are you going to start with PrismaNote and will your current store system be transferred?
Go through this implementation process for a smooth transition.
Need none products to be imported (only customers, transactions, gift cards or repairs)? Then follow the steps of the Implementation without imports.
All steps of a successful start
Now go through the implementation steps to get started.
More explanation is given per step below.
1. You will receive a login from PrismaNote
2. Fill in a short form for the label and receipt
3. Fill in your company details
4. Create your employees
5. Add your brands and suppliers
6. Create shortcuts in checkout
7. Create payment methods at checkout
8. Create workstations & install Printhelper on computers
9. Let all employees do the course
- From this moment on you will still use the POS function of your old system, but you no longer book new incoming items in the old system.
- Once the basic data is in it, you will be notified to proceed with step 11.
- Once the basic data is in it, you will be notified to proceed with step 11.
11. From now on, use the PrismaNote checkout and also put all transactions done from the download momentin PrismaNote. From now on, the incoming items can also be booked in PrismaNote.
12. One-off, link the imported supplier to the official supplier.
13.Optional: Link your article groups to the right sales group.
14. Optional: Link products manually without match to the official product.
1. You will receive a login from PrismaNote
Need hardware? Order and receive the hardware in consultation with our representative. The system does not require a separate server, but for example an old label printer can interfere.
2. Fill in a short form for the label and receipt
Together with PrismaNote Support, the receipt, order form, repair note and article label must be set. Fill in this form for support.
3. Filling in company data
1. Click on 'Shopping settings' in the menu
2. Under General Settings tab, fill in the details of the Store, Addressed Post and Address section and upload at the bottom of the logo. This appears in emails and on the vouchers.
With the entered e-mail address, the e-mails are sent from the selected store. Click on the "Verify" button behind it to improve the delivery of the emails. Add these values to the domain that includes the entered email address belongs (for example, info@juwelierbos.com belongs to the domain juwelierbos.com). You can also forward this data to the support of your hosting provider to add it.
Optional: Check out the other Store Settings tabs to set up to your liking. Some parts will come back below. More explanation of all Store settings
4. Create employees
5. Adding your brands and suppliers
Add all your brands and suppliers. This is important to gain direct access to suppliers' product information. Look at this for this Step-by-step plan.
6. Create shortcuts in the checkout
Does the article group not exist yet? Check the checkbox 'Create Article Group' checkbox at step 7 in the help article.
7. Create the desired payment methods in the checkout
Activate the desired standard payment methods and possibly create additional payment methods with this roadmap.
8. Create workstations
It is best for each device to control printers, for example. We call this a workstation in PrismaNote.
Also install the Printhelper program the computers to which the printers are linked with this roadmap.
9. Doing the course
10. Export and import of basic data
The export of the data from your old system is done by watching via Anydesk (Download the program for free)
- From this moment on you will still use the POS function of your old system, but you no longer book new incoming items in the old system.
- Once the basic data is in it, you will be notified to proceed with step 11.
- Once the basic data is in it, you will be notified to proceed with step 11.
11. Start working in PrismaNote
There are several hours between exporting and importing the basic data (from products, customers and outstanding repairs). If this is stated, it should be immediately started booking through the checkout and booking via purchase orders (step 11) and linking suppliers (step 12).The latest sales (which are done between exporting and importing) can also be manually put into PrismaNote to have no stock difference. We therefore recommend to have done the course before import.
So:
- Use the PrismaNote cash register from now on
- Put all transactions in PrismaNote that have been done from the download moment.
- Book the incoming articles in PrismaNote from this moment on (do step 12).
We can only import the additional data (historical transactions, completed repairs, more product data and comment fields to customers) if selling through checkout has started. It can take 4 days for this to be imported, because it depends on the amount of data.
12. Connect the suppliers once
If the previous POS system is imported, all suppliers are also in the system. However, suppliers have their own account in PrismaNote. Therefore, the imported supplier must be linked once to the official account of the supplier. Follow this roadmap.
13. Linking article groups and turnover groups
If the previous POS system has been imported, all your article groups are also in the system.
Possibly follow this article groups roadmap to edit it and link the article groups to the turnover groups with this explanation.
14. Optional: coupling products
The 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). It depends on the quality of the imported data how many products can be matched automatically. For example, does your product already have an EAN number and the product number of the supplier? Then the system can find a match faster. You can (once) manually link all other products to the official product.
This step is especially interesting if you are going to work on showing as many products as possible on the webshop. Follow for this these steps.
Who is in charge?
Step one is to appoint a point of contact. With a nice word also called the project manager.
This role is essential for a flawless transition. Therefore, additional tips for this feature:
- Make sure everyone is involved from the beginning and doesn't have to jump on a running train.
- Make sure you understand the system yourself. Next, see how the current way of working fits within the new system.
- Ensure that each employee understands which processes (something) will go differently and how.
- Make sure that all of the above steps are checked.
- Stay in control by not getting tense for all trolleys. Let employees also contact our Support for questions.
- Create a clear picture of the time planning and communicate it internally.
- Give everyone enough time to get used to before the implementation date and make it clear why the change is needed.
Additional tips to work with the system
It may take some getting used to in the first weeks, before you start to love the system. Here are tips from jewelers who preceded you:
- If you don't understand something and you don't come out of the manual and videos, please contact support.
- Learning is doing as much as possible, because switching to a new system is always getting used to. It works slightly different from Jupa or DiamondR.
- Regularly review the Updates in the help center.
- Give each customer a name in the system and also introduce yourself to the customer.
- Displaying the products online and collecting customer data really makes the difference for us as a jeweler. So get started as soon as possible.
Yes! You can now start working more efficiently, collecting customer data and doing marketing. Still ambiguities? Contact us or consult the Manual.
Need support?
1. In the menu of the system you will see a button 'SUPPORT'. By clicking on it, you can easily start a chat or view the knowledge base in the system. You can also download the watch program 'Anydesk' here.
2. See also the help centre support.prismanote.com
3. WhatsApp us on +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 on +31 88 20 22 522 between 8:30 and 17:30 (on Saturday please only call in emergencies).
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