Display Item Notes in Printable Templates
The System allows you to display item notes, such as “No tahini,” on the printed sales invoice by adding the notes column to the invoice design. This guide explains the two available note columns, how to add them to the design from the Invoice Design Builder, and where the note appears in each document.
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Note: Both note columns are optional; you can add either one or both to the design and use them alongside or instead of the Item column.
Before You Start
- Item Notes must be enabled. See the Enable Item Notes from Sales and POS Settings guide.
- Notes appear only for items that have a note added to them.
How to Access the Page
From the sidebar, click Templates ← Printable Templates, then click the Invoices and Estimates card. The page displays all invoice designs, and below each design name, the documents it is used for by default, such as: Default: Invoice.
Click the name of the design you want to edit.
Notes Columns in the Invoice Layout
| Column | What It Shows |
|---|---|
| Item with Note | The item name with its notes below it, separated by commas, in the same cell. |
| Item Notes | The notes only, in a separate column, separated by commas. |
How to Add a Notes Column to the Invoice Layout
- Open the required design from the Invoices and Estimates page.
- From the sidebar in the Invoice Design Builder, click Item Columns. The Edit Item Columns window appears.
- In one of the empty rows, select Item with Note or Item Notes from the Field list. The Title field is automatically populated with the column name, and you can edit it to display the name you want on the invoice.
- Repeat the previous step if you want to add the other column.
- Click Save in the window to update the design preview with the new columns.
- Click Save at the top of the page to save the design
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Warning: The Item Columns window has only five fields; if they are all in use, replace one of the current columns with the notes column. Layout changes are saved only when you click Save at the top of the page.
To use the layout automatically for new invoices, click Template Details in the sidebar, turn on Set This Layout As Default, then click Save.
Where Item Notes Appear
| Document | How It Appears |
|---|---|
| Printed sales invoice | In the Item with Note or Item Notes column, depending on the columns added to the design. |
| Kitchen ticket | Below each item with a note, for each configured printer group, whether Multi Printing Mode is enabled or not. |
| POS Client Receipt | On a full line below the item line, separated by commas. Items without notes do not have an additional line printed below them. |
| Invoice screens | Below the item name in the Details tab on the invoice view screen, and below the item line on the invoice creation and editing screens. |
Example: an item with notes on the kitchen ticket
• No tahini, Extra spicy
• Serve in a separate box
How the System Works
- An invoice printed using the default receipt without a design does not display item notes. This is the system’s intended behavior; use a design that contains a note column.
- Notes for the same item are combined into a single text separated by commas, whether they are predefined notes or manually entered notes.
- An item without a note does not have an additional line printed below it on the POS receipt, and the note column appears empty for that item in the invoice design.
- The note is printed using the text it had when the order was created; editing or deleting the predefined note later does not change previous documents.
- When an item from a POS order is returned, its note is copied to the return line as read-only.
Frequently Asked Questions
- I enabled Item Notes, but they do not appear on the printed invoice. Why? Because the invoice design does not contain a note column, or the invoice was printed using the default receipt without a design. Add the Item with Note or Item Notes column to the design.
- Can I add both note columns? Yes, and you can also keep the Item column alongside them.
- What is the difference between the Item with Note and Item Notes columns? The first displays the item name with its notes in the same cell, while the second displays only the notes in a separate column.
- I cannot find a place to add a new column in the Item Columns window. Why? Because the window supports only five columns. Replace one of the existing columns with a note column.
- Can I change the name of the note column on the invoice? Yes. You can change it from the Label field next to the column in the Edit Item Columns window.
- How can I make notes appear automatically on all invoices? Add the note column to the design and set it as the default invoice design from Template Data.