{"id":148639,"date":"2026-10-20T13:53:21","date_gmt":"2026-10-20T13:53:21","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&#038;p=148639"},"modified":"2026-10-20T13:53:38","modified_gmt":"2026-10-20T13:53:38","slug":"adding-editing-and-deleting-item-notes","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/adding-editing-and-deleting-item-notes\/","title":{"rendered":"Adding, Editing, and Deleting Item Notes"},"content":{"rendered":"<div dir=\"ltr\" lang=\"en\">\n<p style=\"margin: 0 0 14px; line-height: 1.8; font-size: 16px; color: #1f2430;\">The <strong style=\"color: #111827;\">Item Notes<\/strong> page in Daftra lets you prepare a list of the notes most often used on products, such as &#8220;No tahini&#8221;, &#8220;Extra spicy&#8221;, or &#8220;Separate packaging&#8221;, so employees can pick them quickly when adding a note to an item in a POS order or a sales invoice instead of typing them each time. This guide explains how to access and enable the page, how to add, edit, and delete notes, the validation rules, and how each change affects previous orders and invoices.<\/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: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Note:<\/strong> Any addition, edit, or deletion on the page takes effect only after you click <strong style=\"color: #111827;\">Save<\/strong> at the top of the page. The <strong style=\"color: #111827;\">Discard<\/strong> button cancels unsaved changes.<\/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;\">Before You Begin<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">You need the <strong style=\"color: #111827;\">Manage POS Line Notes Library<\/strong> permission. The account owner has it by default; it&#8217;s disabled for other roles and is managed from <strong style=\"color: #111827;\">Employees<\/strong> \u2192 <a style=\"color: #1a56db;\" href=\"https:\/\/go.daftra.com\/owner\/roles\/index\"><strong style=\"color: #1a56db;\">Manage Employee Roles<\/strong><\/a>. Without this permission, the <strong style=\"color: #111827;\">Item Notes<\/strong> page doesn&#8217;t appear in the settings.<\/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;\">Access and Enable the Item Notes Page<\/h2>\n<ol style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Open the <a style=\"color: #1a56db;\" href=\"https:\/\/go.daftra.com\/owner\/pos_line_notes\/index\"><strong style=\"color: #1a56db;\">Item Notes<\/strong><\/a> page in one of two ways:\n<ul style=\"margin: 10px 0 0; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">From <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>, then the <strong style=\"color: #111827;\">Item Notes<\/strong> card.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">From <strong><a href=\"https:\/\/go.daftra.com\/v2\/owner\/pos\/settings\">POS Settings <\/a><\/strong>\u2192 <strong style=\"color: #111827;\">Item Notes<\/strong>.<\/li>\n<\/ul>\n<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">If the <strong style=\"color: #111827;\">Item Notes<\/strong> toggle is <strong style=\"color: #111827;\">Disabled<\/strong>, turn it on; the search field and the notes table then appear.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Save<\/strong> at the top of the page.<\/li>\n<\/ol>\n<p style=\"margin: 0 0 14px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Once enabled, users can add pre-defined and custom notes to items while creating an invoice or a POS order.<\/p>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Add a Note<\/h2>\n<ol style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">On the <strong style=\"color: #111827;\">Item Notes<\/strong> page, click <strong style=\"color: #111827;\">+ Add<\/strong> below the notes table; a new row is added to the table with the <strong style=\"color: #111827;\">Active<\/strong> status by default.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Type the note in the <strong style=\"color: #111827;\">Note Text<\/strong> column, up to 50 characters including spaces; the field doesn&#8217;t accept any characters beyond that.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Save<\/strong> at the top of the page.<\/li>\n<\/ol>\n<p style=\"margin: 0 0 14px; line-height: 1.8; font-size: 16px; color: #1f2430;\">After saving, the note is added to the <strong style=\"color: #111827;\">Pre-defined Notes<\/strong>, and it appears whenever a note is added to any item.<\/p>\n<div style=\"background: #f3faf6; border-left: 4px solid #0e9f6e; border-radius: 6px; padding: 14px 16px; margin: 0 0 18px;\">\n<p style=\"margin: 0 0 6px; line-height: 1.8; font-size: 16px; color: #111827; font-weight: bold;\">Example:<\/p>\n<div style=\"line-height: 1.8; font-size: 16px; color: #1f2430;\">A restaurant&#8217;s customers often order shawarma without tahini. Add a <strong>&#8220;No tahini&#8221;<\/strong> note to the pre-defined notes \u2192 when a shawarma sandwich is ordered at the POS, the employee selects the note with one tap, and it prints under the product name on the kitchen ticket and the customer receipt and appears under the item on the sales invoice.<\/div>\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;\">Add a Pre-defined Note from the POS or a Sales Invoice<\/h2>\n<p style=\"margin: 0 0 14px; line-height: 1.8; font-size: 16px; color: #1f2430;\">When adding a note to an item in a POS order or on the sales invoice form, the employee can search the notes and add a new one if no match is found. What happens to the new note depends on their permission:<\/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;\">Employee permission<\/th>\n<th style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; background: #f6f8fb; font-weight: bold;\">What happens to the new note<\/th>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">Has <strong style=\"color: #111827;\">Manage POS Line Notes Library<\/strong><\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">It&#8217;s saved to the pre-defined notes and becomes available for other orders and invoices.<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">Doesn&#8217;t have it<\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">It&#8217;s used on the current order or invoice only and isn&#8217;t saved to the pre-defined notes.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Edit a Note<\/h2>\n<ol style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">In the notes table, click the note in the <strong style=\"color: #111827;\">Note Text<\/strong> column and edit it directly.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Save<\/strong> at the top of the page.<\/li>\n<\/ol>\n<p style=\"margin: 0 0 14px; line-height: 1.8; font-size: 16px; color: #1f2430;\">The new text appears on new orders and invoices only. Orders and invoices that used the note before the edit keep the original text as it was when they were created.<\/p>\n<h2 style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Delete a Note<\/h2>\n<ol style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">In the notes table, click the red delete icon at the end of the note&#8217;s row; the row disappears from the table immediately, without a confirmation message.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Save<\/strong> at the top of the page to apply the deletion.<\/li>\n<\/ol>\n<p style=\"margin: 0 0 14px; line-height: 1.8; font-size: 16px; color: #1f2430;\">The note is removed from the pre-defined notes and no longer appears at the POS or on sales invoices. Orders and invoices that used it keep its text unchanged.<\/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: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Note:<\/strong> To hide a note temporarily without deleting it, switch its <strong style=\"color: #111827;\">Status<\/strong> toggle to <strong style=\"color: #111827;\">Inactive<\/strong>, then save. It disappears from the POS and sales invoices but stays in the table so you can reactivate it later.<\/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 It Works<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">New accounts have no pre-defined notes by default, and POS employees can still type a custom note even when no pre-defined notes exist.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Editing or deleting a note doesn&#8217;t affect previous orders and invoices; each order keeps the note text as it was when it was created.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">You can search the notes using the search field above the table.<\/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<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;\">Case<\/th>\n<th style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; background: #f6f8fb; font-weight: bold;\">What happens<\/th>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">The note already exists in the pre-defined notes (regardless of upper or lower case)<\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">The message appears: &#8220;This note already exists in the library.&#8221;<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">The note reaches 50 characters, including spaces<\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">No message appears; the field stops accepting more characters.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\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: 1.8; font-size: 16px; color: #1f2430;\">Adding a note to an item in a POS order doesn&#8217;t require any special permission; the permission is needed only to manage pre-defined notes and save new ones.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Deletion doesn&#8217;t ask for confirmation and becomes permanent once saved; use <strong style=\"color: #111827;\">Inactive<\/strong> if you might need the note later.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Remember to click <strong style=\"color: #111827;\">Save<\/strong> after any change; unsaved changes don&#8217;t take effect.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\">Pre-defined notes are shared across the whole account, not per branch, so any note you add appears in all branches.<\/li>\n<\/ul>\n<h2 style=\"font-size:22px;font-weight:700;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:1.8;font-size:16px;color:#1f2430;\"><strong style=\"color:#111827;\">Message:<\/strong> This note already exists in the library.<br \/><strong style=\"color:#111827;\">Reason:<\/strong> The note you&#8217;re trying to save already exists in the pre-defined notes, even with different upper or lower case, and the system doesn&#8217;t allow duplicate notes.<br \/><strong style=\"color:#111827;\">Solution:<\/strong> Use the existing note instead of adding it again, or change the new note&#8217;s text, then click <strong style=\"color:#111827;\">Save<\/strong>.<\/li>\n<li style=\"margin-bottom:10px;line-height:1.8;font-size:16px;color:#1f2430;\"><strong style=\"color:#111827;\">Message:<\/strong> You are not allowed to access this page<br \/><strong style=\"color:#111827;\">Reason:<\/strong> You clicked &#8220;Add &amp; Save&#8221; when adding a new note from the POS, and your role doesn&#8217;t have the &#8220;Manage POS Line Notes Library&#8221; permission required to save the note to the pre-defined notes.<br \/><strong style=\"color:#111827;\">Solution:<\/strong> Click &#8220;Add&#8221; to use the note on the current item only, or ask the account owner to grant you the permission from <strong style=\"color:#111827;\">Manage Employee Roles<\/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;\">FAQs<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Why don&#8217;t I see the Item Notes page in the settings?<\/strong> Because your role doesn&#8217;t have the &#8220;Manage POS Line Notes Library&#8221; permission. Contact the account owner.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Why doesn&#8217;t the notes table appear on the page?<\/strong> Because the &#8220;Item Notes&#8221; toggle is disabled. Turn it on to show the search field and the table.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">I added a note, but it doesn&#8217;t appear at the POS. Why?<\/strong> Either you didn&#8217;t click &#8220;Save&#8221; after adding it, or the note&#8217;s status is &#8220;Inactive&#8221;.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">I deleted a note by mistake. Can I get it back?<\/strong> If you haven&#8217;t clicked &#8220;Save&#8221; yet, click &#8220;Discard&#8221; to cancel the deletion. After saving, add the note again.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">I edited a pre-defined note. Why didn&#8217;t its text change on previous orders?<\/strong> Because each order keeps the note text as it was when it was created; the edit applies to new orders only.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Does deleting a note affect the invoices that used it?<\/strong> No, the note stays on previous orders and invoices unchanged.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Why won&#8217;t the system save my note?<\/strong> Because the same text already exists in the pre-defined notes, even with different upper or lower case. Note length doesn&#8217;t block saving, because the field doesn&#8217;t accept more than 50 characters in the first place.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Does each branch have different pre-defined notes?<\/strong> No, pre-defined notes are shared across the whole account, and the same notes appear in all branches.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.8; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">An employee added a new note from the POS or an invoice. Why doesn&#8217;t it appear in the pre-defined notes?<\/strong> Because they don&#8217;t have the &#8220;Manage POS Line Notes Library&#8221; permission, so the note was used on that order or invoice only and wasn&#8217;t saved.<\/li>\n<\/ul>\n<\/div>\n","protected":false},"author":39,"featured_media":0,"template":"","categories":[2149,2164,2166,2150],"tags":[19382,19387,19392,19386,19390,18960,19388,19384,19383,19389,19385,19391,18942,18949],"class_list":["post-148639","tutorial","type-tutorial","status-publish","hentry","category-invoices-and-estimates","category-point-of-sales","category-pos-settings","category-sales-settings","tag-add-a-note-to-item-notes-en","tag-delete-item-note-en","tag-does-deleting-a-note-affect-previous-orders-en","tag-edit-item-note-en","tag-how-to-add-a-ready-made-note-for-pos-and-invoices-en","tag-item-notes","tag-manage-pos-line-notes-library-en","tag-pos-item-notes-en","tag-pre-defined-notes-en","tag-restaurant-order-notes-en","tag-sales-invoice-item-notes-en","tag-why-dont-i-see-the-item-notes-page-in-settings-en","tag---en"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - 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