Add a Note to an Item in a POS Order or Invoice Creation Screen

The System allows you to add a note to each item in a POS order or sales invoice, such as “No tahini” or “Spicy,” so that preparation instructions reach the kitchen and appear on the client receipt and invoice. You can select one or more predefined notes or enter a new note. This guide explains how to add and remove notes, how they appear on the item, and what happens to them after the order is completed.

Before You Start

• Item Notes must be enabled; when disabled, the Item Note icon does not appear in POS. See the Enable Item Notes from Sales and POS Settings guide.
• Adding a note to an item does not require a special permission; any user who can create a POS order can add item notes.
• To save a new note to the predefined notes for reuse, you need the Manage POS Line Notes Library permission.

Accessing the Screen

• POS: From the sidebar, click POS → Start Selling.
• Sales Invoice: From the sidebar, click Sales → Create Invoice.

Steps to Add a Note to an Item in POS

1. Add the product to the order cart.
2. Select the item in the cart by clicking it, then click the Item Note icon in the action bar below the cart, next to the quantity, price, and discount buttons. Active predefined notes appear in the same order configured in Settings.
3. Click the note you want to select. You can select more than one note. To search for a note, enter part of its text in the Search Notes… field above the notes.
4. To deselect a note, click it again.

The selected notes appear directly below the product name in the cart.

Adding a Note That Isn’t in the Pre-defined Notes

1. After opening the notes from the Item Note icon, enter the note text in the Search Notes… field. If no note exactly matches the text, an Add New Note button appears; click it to display the Add New Note window.
2. Enter the note text, up to 50 characters. The number of entered characters appears below the field.
3. Click Add to add the note to the item in this order only, or click Add and Save to add the note to the item and save it to the predefined notes for use in subsequent orders.

The Add and Save button appears for users who have the Manage POS Line Notes Library permission. Users without this permission can add the note to the current order only.

Removing Notes from an Item

Select the item in the cart, then click the Item Note icon and click Remove Notes to remove all notes from the item.

How the Note Appears on the Item in the Cart

• When the item is selected, its notes appear below the product name as a list, with each note on a separate line.
• When the item is not selected, the notes appear on a single line separated by commas, such as: No tahini, Spicy.

How to Add a Note to an Item on the Invoice Creation Screen

1. Add the item to the items table.
2. Click the Add Notes icon at the end of the item row. The Select a Note field appears below the item.
3. Click the field and select one or more predefined notes, or enter part of the note text to search for it.
4. To enter a note that does not exist, enter its text in the field and click Add.
5. Save the invoice.

To save manually entered notes to the predefined notes, click the Save Custom Notes icon next to the notes field. This requires the Manage POS Line Notes Library permission.

Deleting and Hiding Notes in the Invoice

• To delete one note, click the delete icon next to the note inside the field.
• To delete all notes from the item, click the Delete Note icon at the end of the item row.
• To temporarily hide the notes fields from the table, click Hide All Notes in the item table header.

After saving, the note appears below the item name in the Details tab on the invoice view screen and on the printed invoice if its design contains a notes column. Notes can also be added in the same way on the sales order creation screen.

How the System Works

• Notes for the same item are combined into a single text separated by commas, whether they are predefined or manually entered.
• Inactive predefined notes do not appear among the notes in POS.
• The note is printed on the client receipt on a full line below the item line, while items without notes do not have a line printed below them.
• After the order is completed, the note is transferred with the item to the sales invoice and cannot be edited from POS after synchronization.
• Orders and invoices retain the note text as it was when they were created, even if the predefined note is later edited or deleted.
• When an item is returned, its note is copied to the return line as read-only. When the item is voided, its note is deleted with it, while applying a discount to the item does not affect the note.
• In the POS mobile app, notes added while offline are saved on the device and synchronized with the order when the connection is restored.

Frequently Asked Questions

• Why doesn’t the Item Note icon appear? It appears only after selecting an item in the cart, or because the Item Notes feature is not enabled.
• Can I add more than one note to the same item? Yes, you can select multiple predefined notes and add a manually entered note as well.
• Why doesn’t a specific note appear among the notes in POS? Because it is inactive in the predefined notes table.
• I entered a new note but couldn’t find it in the next order. Why? Because you do not have the Manage POS Line Notes Library permission, so the note is saved only for the current order.
• I added the same product again, but the note did not appear on it. Why? Because the product is added as a new line without notes; add the note to the new line if needed.
• Can I edit the note after completing the order? No. It cannot be edited from POS after the order is synchronized with the sales invoice.