Activate or Deactivate a Predefined Note

The System allows you to deactivate any predefined note to hide it from the quick note options in POS without deleting it, and then reactivate it whenever needed. This is useful for seasonal or temporary notes, such as notes for an item that is currently unavailable. This guide explains how to deactivate and reactivate a predefined note and the effect on POS and previous orders.

Before You Start

• You need the Manage POS Line Notes Library permission under the POS group in Manage Employee Roles. The permission is enabled for the account owner and is available only for roles of type User. Without it, the Item Notes card does not appear in Settings.
• Item Notes must be enabled; the predefined notes table appears only when it is enabled. See the Enable Item Notes from Sales and POS Settings guide.

Accessing the Screen

• From POS Settings: From the sidebar, click POS → POS Settings, then open the Item Notes
• From Sales Settings: From the sidebar, click Sales → Sales Settings, then open the Item Notes

Both paths open the same page, and each note has the same status in both paths.

How to Deactivate a Predefined Note

1. Open the Item Notes page.
2. Find the note in the predefined notes table, or enter part of its text in the search field above the table.
3. In the Status column, change the note’s toggle from Active to Inactive.
4. Click Save at the top of the page.

How to Reactivate a Predefined Note

1. Open the Item Notes page.
2. Find the note in the predefined notes table; inactive notes appear in the table alongside the other notes.
3. In the Status column, change the note’s toggle from Inactive to Active.
4. Click Save at the top of the page.

How the System Works

• Every new predefined note is added with an Active status by default.
• An inactive note does not appear to the cashier among the quick notes in POS, but remains saved in the predefined notes table.
• Orders and invoices that used the note before it was deactivated retain its text as is; deactivation does not change previous records.
• Predefined notes are shared across the entire account, so deactivating a note hides it from POS in all branches.
• Deactivating an individual note is different from disabling the Item Notes toggle at the top of the page; the toggle controls the entire feature, while the note’s status applies only to that note.

Frequently Asked Questions

• I deactivated the note, but it still appears to the cashier. Why? You most likely did not click Save after changing the status; the change is applied only after saving.
• Does deactivating the note affect previous orders and invoices? No. Previous records retain the note text as is.
• Can I deactivate a note in only one branch? No. Predefined notes are shared across all branches of the account, and deactivation applies to all of them.
• What is the difference between deactivating and deleting a note? Deactivation hides the note from POS and keeps it in the table for reactivation, while deletion permanently removes it.
• I cannot find the predefined notes table on the page. Why? Because the Item Notes toggle is not enabled; the table appears only after enabling it.
• I cannot find the Item Notes card in Settings. Why? Because your role does not have the Manage POS Line Notes Library permission.