Enable Item Notes from Sales and POS Settings

The System allows you to add a note to each item in a POS order or sales invoice, such as “No Ketchup,” so that it appears on the kitchen ticket, customer receipt, and invoice. Before using item notes, you must enable them from the Item Notes page in POS Settings or Sales Settings. From the same page, you can manage the predefined notes, which are ready-made notes that appear as quick options for the cashier. This guide explains the required permissions, activation steps, management of predefined notes, the effect of activation on printable templates, and validation rules.

Permissions

• You need the Manage POS Line Notes Library permission to access the Item Notes page in settings.
• Without this permission, the Item Notes card is hidden from settings entirely.
• The same permission is required to save a new note to the pre-defined notes from the POS screen or the invoice form. Adding a note to an order line doesn’t require any additional permission; any user who can create a POS order can add line notes.

The account owner can grant this permission to any role from Manage Employee Roles.

Accessing the Screen

• From POS Settings: in the sidebar, click Point of Sale → POS Settings, then open the Item Notes card.
• From Sales Settings: in the sidebar, click Sales → Sales Settings, then open the Item Notes card.

Both paths open the same page, so the activation and the pre-defined notes are shared; any change you save from one path appears in the other.

Steps to Enable Item Notes

1. Open the Item Notes page from POS Settings or Sales Settings.
2. Turn on the Item Notes toggle so its status changes to Enabled. The pre-defined notes table appears directly below the toggle.
3. Click Add and add the pre-defined notes you want (optional), as described in the next section.
4. Click Save at the top of the page.

Managing Pre-defined Notes

Pre-defined notes appear in a table with two columns, Note Text and Status, with a drag handle at the start of each row and a delete icon at the end. The table is empty by default on new accounts and shows the message: “No pre-defined notes yet. Type a custom note above.” Cashiers can still type free-text notes on lines even if no pre-defined notes exist.

Adding a Note

1. Click Add below the table to add a new row.
2. Type the note in the Note Text field, for example: No tahini. New notes are Active by default.
3. Repeat both steps to add more notes, then click Save.

Editing a Note

Edit the text directly in the Note Text field, then click Save. Editing doesn’t change the note text on past orders and invoices.

Deleting a Note

Click the Delete icon at the end of the note’s row, then click Save. Orders and invoices that used the note keep its original text.

Reordering Notes

Drag the note by the drag handle at the start of its row and drop it where you want, then click Save. Notes appear on the POS screen in the same order, so put the most frequently used notes at the top.

Deactivating or Reactivating a Note

Switch the Status toggle between Active and Inactive, then click Save. An inactive note doesn’t appear to the cashier on the POS screen, but it stays in the pre-defined notes table and you can reactivate it at any time.

Searching Notes

Type part of the note text in the search field above the table, and the table shows only the matching notes.

How Enabling Affects Print Templates and Invoices

After enabling, two new columns become available in invoice print templates for lines that have notes:

Column	What It Shows	How It Displays
Item with Note	The item name with its notes below it; it can be used instead of or alongside the Item column.	In A4 templates, it takes only the width of the Item column. In receipt templates, the note appears on a full line below the item line.
Item Notes	The notes only, in a separate column.	Appears after the item name column, or after the description column if there is one.

• The line note also appears under the item line on the invoice create, edit and view screens.
• Notes print on the kitchen ticket for every defined printer group, whether multiple printing mode is on or off.

How the System Works

• Orders and invoices keep the note text as it was when they were created; editing or deleting a pre-defined note later doesn’t change past records.
• A note typed on the POS screen or the invoice form by a user with the Manage POS Line Notes Library permission is added to the pre-defined notes for reuse. For a user without the permission, the note is a one-time note on the current order only.
• Adding, editing, deleting and reordering pre-defined notes are recorded in the POS Settings activity log, with the action type, the note text (before and after editing), the user and the time.

Validation Rules

• The maximum length of a pre-defined note is 50 characters, including spaces; the field stops accepting characters once the limit is reached.
• The same pre-defined note can’t be added twice. The comparison is case-insensitive and uses the account’s primary language.
• Rows left without text aren’t saved; the system removes them automatically when you click Save.

Important Notes

• Deleting a pre-defined note is permanent, but it doesn’t affect orders and invoices that used it.
• After a POS order syncs to a sales invoice, the note can’t be edited from POS; editing the invoice line from the invoice edit screen follows the usual invoice editing rules.
• An employee who doesn’t see the Item Notes card in settings needs the Manage POS Line Notes Library permission.

Common Problems and Solutions

• Message: “This note already exists in the library.”
  Reason: A pre-defined note with the same text already exists, and the comparison is case-insensitive.
  Solution: Use the existing note instead of adding it again, or change the text so it’s different, then click Save.

Frequently Asked Questions

• Why don’t I see the Item Notes card in settings? Because your role doesn’t have the Manage POS Line Notes Library permission; contact the account owner to grant it.
• I added notes, left the page, and couldn’t find them. Why? Because changes are saved only when you click Save; leaving the page or clicking Discard cancels them.
• I can’t type a longer note. Why? Because the maximum length of a pre-defined note is 50 characters, including spaces.
• Does the cashier need pre-defined notes to add a note to a line? No, the cashier can type a free-text note even if no pre-defined notes exist.
• A cashier typed a new note on POS, but it didn’t appear in the pre-defined notes. Why? Because the cashier doesn’t have the Manage POS Line Notes Library permission, so the note is saved on the current order only.
• What’s the difference between deleting and deactivating a note? Deleting removes it permanently, while deactivating only hides it from the POS screen and lets you reactivate it later.
• Can I set different notes for each branch? No, pre-defined notes are shared across all branches in the account.
• I enabled notes, but they don’t appear in my A4 invoice template. Why? You need to add the Item with Note column or the Item Notes column to the template manually.