{"id":148458,"date":"2026-10-14T14:50:44","date_gmt":"2026-10-14T14:50:44","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&#038;p=148458"},"modified":"2026-10-14T14:51:01","modified_gmt":"2026-10-14T14:51:01","slug":"enable-item-notes-from-sales-and-pos-settings","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/enable-item-notes-from-sales-and-pos-settings\/","title":{"rendered":"Enable Item Notes from Sales and POS Settings"},"content":{"rendered":"<div dir=\"ltr\" lang=\"en\">\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The System allows you to add a note to each item in a POS order or sales invoice, such as \u201cNo Ketchup,\u201d so that it appears on the kitchen ticket, customer receipt, and invoice. Before using item notes, you must enable them from the <strong data-start=\"280\" data-end=\"294\">Item Notes<\/strong> 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.<\/p>\n<div style=\"display: flex; gap: 10px; background: #f6f8fb; border-left: 4px solid #1a56db; border-radius: 6px; padding: 14px 16px; margin: 0 0 18px;\">\n<p><span style=\"flex: 0 0 auto; font-size: 18px; line-height: 1.6;\">\ud83d\udec8<\/span><\/p>\n<p style=\"margin: 0; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Note:<\/strong> Pre-defined notes are shared across the whole account, not per branch; every branch that uses POS sees the same notes.<\/p>\n<\/div>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Permissions<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">You need the <strong style=\"color: #111827;\">Manage POS Line Notes Library<\/strong> permission<!-- TO VERIFY: English UI label --> to access the Item Notes page in settings.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Without this permission, the Item Notes card is hidden from settings entirely.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">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&#8217;t require any additional permission; any user who can create a POS order can add line notes.<\/li>\n<\/ul>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The account owner can grant this permission to any role from <a style=\"color: #1a56db;\" href=\"https:\/\/go.daftra.com\/owner\/roles\/index\"><strong style=\"color: #1a56db;\">Manage Employee Roles<\/strong><\/a><!-- TO VERIFY: English UI label -->.<\/p>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Accessing the Screen<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">From POS Settings:<\/strong> in the sidebar, click <strong style=\"color: #111827;\">Point of Sale<\/strong> \u2192 <a style=\"color: #1a56db;\" href=\"https:\/\/go.daftra.com\/v2\/owner\/pos\/settings\"><strong style=\"color: #1a56db;\">POS Settings<\/strong><\/a><!-- TO VERIFY: English UI label -->, then open the <strong style=\"color: #111827;\">Item Notes<\/strong> card.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">From Sales Settings:<\/strong> in the sidebar, click <strong style=\"color: #111827;\">Sales<\/strong> \u2192 <a style=\"color: #1a56db;\" href=\"https:\/\/go.daftra.com\/v2\/owner\/sales_settings\"><strong style=\"color: #1a56db;\">Sales Settings<\/strong><\/a><!-- TO VERIFY: English UI label -->, then open the <strong style=\"color: #111827;\">Item Notes<\/strong> card.<\/li>\n<\/ul>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">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.<\/p>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Steps to Enable Item Notes<\/h2>\n<ol style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Open the Item Notes page from POS Settings or Sales Settings.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Turn on the <strong style=\"color: #111827;\">Item Notes<\/strong> toggle so its status changes to <strong style=\"color: #111827;\">Enabled<\/strong><!-- TO VERIFY: English UI label -->. The pre-defined notes table appears directly below the toggle.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Add<\/strong> and add the pre-defined notes you want (optional), as described in the next section.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Save<\/strong> at the top of the page.<\/li>\n<\/ol>\n<div style=\"display: flex; gap: 10px; background: #fff8eb; border-left: 4px solid #d97706; border-radius: 6px; padding: 14px 16px; margin: 0 0 18px;\">\n<p><span style=\"flex: 0 0 auto; font-size: 18px; line-height: 1.6;\">\u26a0<\/span><\/p>\n<p style=\"margin: 0; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Warning:<\/strong> No change on this page, whether enabling the feature or adding, editing, deleting or reordering notes, is saved until you click <strong style=\"color: #111827;\">Save<\/strong>. The <strong style=\"color: #111827;\">Discard<\/strong><!-- TO VERIFY: English UI label --> button cancels all changes and takes you back to POS Settings.<\/p>\n<\/div>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Managing Pre-defined Notes<\/h2>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Pre-defined notes appear in a table with two columns, <strong style=\"color: #111827;\">Note Text<\/strong> and <strong style=\"color: #111827;\">Status<\/strong><!-- TO VERIFY: English UI label -->, 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: &#8220;No pre-defined notes yet. Type a custom note above.&#8221; Cashiers can still type free-text notes on lines even if no pre-defined notes exist.<\/p>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Adding a Note<\/h3>\n<ol style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Add<\/strong> below the table to add a new row.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Type the note in the <strong style=\"color: #111827;\">Note Text<\/strong> field, for example: No tahini. New notes are <strong style=\"color: #111827;\">Active<\/strong> by default.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Repeat both steps to add more notes, then click <strong style=\"color: #111827;\">Save<\/strong>.<\/li>\n<\/ol>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Editing a Note<\/h3>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Edit the text directly in the <strong style=\"color: #111827;\">Note Text<\/strong> field, then click <strong style=\"color: #111827;\">Save<\/strong>. Editing doesn&#8217;t change the note text on past orders and invoices.<\/p>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Deleting a Note<\/h3>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Click the <strong style=\"color: #111827;\">Delete<\/strong> icon at the end of the note&#8217;s row, then click <strong style=\"color: #111827;\">Save<\/strong>. Orders and invoices that used the note keep its original text.<\/p>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Reordering Notes<\/h3>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Drag the note by the drag handle at the start of its row and drop it where you want, then click <strong style=\"color: #111827;\">Save<\/strong>. Notes appear on the POS screen in the same order, so put the most frequently used notes at the top.<\/p>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Deactivating or Reactivating a Note<\/h3>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Switch the <strong style=\"color: #111827;\">Status<\/strong> toggle between <strong style=\"color: #111827;\">Active<\/strong> and <strong style=\"color: #111827;\">Inactive<\/strong>, then click <strong style=\"color: #111827;\">Save<\/strong>. An inactive note doesn&#8217;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.<\/p>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Searching Notes<\/h3>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Type part of the note text in the search field above the table, and the table shows only the matching notes.<\/p>\n<div style=\"display: flex; gap: 10px; background: #f6f8fb; border-left: 4px solid #1a56db; border-radius: 6px; padding: 14px 16px; margin: 0 0 18px;\">\n<p><span style=\"flex: 0 0 auto; font-size: 18px; line-height: 1.6;\">\ud83d\udec8<\/span><\/p>\n<p style=\"margin: 0; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Note:<\/strong> If you won&#8217;t use a note for a while, deactivating it is better than deleting it; it disappears from the sales screen and stays ready to reactivate without retyping it.<\/p>\n<\/div>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">How Enabling Affects Print Templates and Invoices<\/h2>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">After enabling, two new columns become available in invoice print templates for lines that have notes:<\/p>\n<table style=\"width: 100%; border-collapse: collapse; margin: 0 0 18px;\">\n<tbody>\n<tr>\n<th style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; background: #f6f8fb; font-weight: bold;\">Column<\/th>\n<th style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; background: #f6f8fb; font-weight: bold;\">What It Shows<\/th>\n<th style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; background: #f6f8fb; font-weight: bold;\">How It Displays<\/th>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\"><strong style=\"color: #111827;\">Item with Note<\/strong><\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">The item name with its notes below it; it can be used instead of or alongside the Item column.<\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">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.<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\"><strong style=\"color: #111827;\">Item Notes<\/strong><\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">The notes only, in a separate column.<\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">Appears after the item name column, or after the description column if there is one.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The line note also appears under the item line on the invoice create, edit and view screens.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Notes print on the kitchen ticket for every defined printer group, whether multiple printing mode is on or off.<\/li>\n<\/ul>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">How the System Works<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Orders and invoices keep the note text as it was when they were created; editing or deleting a pre-defined note later doesn&#8217;t change past records.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">A note typed on the POS screen or the invoice form by a user with the <strong style=\"color: #111827;\">Manage POS Line Notes Library<\/strong> 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.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">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.<\/li>\n<\/ul>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Validation Rules<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The maximum length of a pre-defined note is 50 characters, including spaces; the field stops accepting characters once the limit is reached.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The same pre-defined note can&#8217;t be added twice. The comparison is case-insensitive and uses the account&#8217;s primary language.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Rows left without text aren&#8217;t saved; the system removes them automatically when you click <strong style=\"color: #111827;\">Save<\/strong>.<\/li>\n<\/ul>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Important Notes<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Deleting a pre-defined note is permanent, but it doesn&#8217;t affect orders and invoices that used it.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">After a POS order syncs to a sales invoice, the note can&#8217;t be edited from POS; editing the invoice line from the invoice edit screen follows the usual invoice editing rules.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">An employee who doesn&#8217;t see the Item Notes card in settings needs the <strong style=\"color: #111827;\">Manage POS Line Notes Library<\/strong> permission.<\/li>\n<\/ul>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Common Problems and Solutions<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Message:<\/strong> &#8220;This note already exists in the library.&#8221;<br \/>\n<strong style=\"color: #111827;\">Reason:<\/strong> A pre-defined note with the same text already exists, and the comparison is case-insensitive.<br \/>\n<strong style=\"color: #111827;\">Solution:<\/strong> Use the existing note instead of adding it again, or change the text so it&#8217;s different, then click <strong style=\"color: #111827;\">Save<\/strong>.<\/li>\n<\/ul>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Frequently Asked Questions<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Why don&#8217;t I see the Item Notes card in settings?<\/strong> Because your role doesn&#8217;t have the <strong style=\"color: #111827;\">Manage POS Line Notes Library<\/strong> permission; contact the account owner to grant it.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">I added notes, left the page, and couldn&#8217;t find them. Why?<\/strong> Because changes are saved only when you click Save; leaving the page or clicking Discard cancels them.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">I can&#8217;t type a longer note. Why?<\/strong> Because the maximum length of a pre-defined note is 50 characters, including spaces.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Does the cashier need pre-defined notes to add a note to a line?<\/strong> No, the cashier can type a free-text note even if no pre-defined notes exist.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">A cashier typed a new note on POS, but it didn&#8217;t appear in the pre-defined notes. Why?<\/strong> Because the cashier doesn&#8217;t have the <strong style=\"color: #111827;\">Manage POS Line Notes Library<\/strong> permission, so the note is saved on the current order only.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">What&#8217;s the difference between deleting and deactivating a note?<\/strong> Deleting removes it permanently, while deactivating only hides it from the POS screen and lets you reactivate it later.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Can I set different notes for each branch?<\/strong> No, pre-defined notes are shared across all branches in the account.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">I enabled notes, but they don&#8217;t appear in my A4 invoice template. Why?<\/strong> You need to add the Item with Note column or the Item Notes column to the template manually.<\/li>\n<\/ul>\n<\/div>\n","protected":false},"author":38,"featured_media":0,"template":"","categories":[2166,2150],"tags":[18961,18952,18955,18957,18956,18960,18953,4061,4065,18954,4220,3876,18958,18959],"class_list":["post-148458","tutorial","type-tutorial","status-publish","hentry","category-pos-settings","category-sales-settings","tag-can-notes-be-customized-for-each-branch","tag-customer-receipt","tag-how-to-add-a-predefined-note","tag-how-to-enable-item-notes","tag-how-to-print-an-item-note-on-an-invoice","tag-item-notes","tag-item-with-note","tag-pos","tag-pos-settings","tag-predefined-notes","tag-printable-templates","tag-sales-settings","tag-why-is-the-item-notes-card-not-showing","tag-why-were-the-predefined-notes-not-saved"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Enable Item Notes from Sales and POS Settings - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/enable-item-notes-from-sales-and-pos-settings\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Enable Item Notes from Sales and POS Settings - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"The System allows you to add a note to each item in a POS order or sales invoice, such as \u201cNo Ketchup,\u201d 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. 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