Adding, Editing, and Deleting Item Notes

The Item Notes page in Enerpize lets you prepare a list of the notes most often used on products, such as “No tahini”, “Extra spicy”, or “Separate packaging”, 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.

Before You Begin

• You need the Manage POS Line Notes Library permission. The account owner has it by default; it’s disabled for other roles and is managed from Employees → Manage Employee Roles. Without this permission, the Item Notes page doesn’t appear in the settings.

Access and Enable the Item Notes Page

1. Open the Item Notes page in one of two ways:
   • From Sales → Sales Settings, then the Item Notes card.
   • From POS Settings → Item Notes.
2. If the Item Notes toggle is Disabled, turn it on; the search field and the notes table then appear.
3. Click Save at the top of the page.

Once enabled, users can add pre-defined and custom notes to items while creating an invoice or a POS order.

Add a Note

1. On the Item Notes page, click + Add below the notes table; a new row is added to the table with the Active status by default.
2. Type the note in the Note Text column, up to 50 characters including spaces; the field doesn’t accept any characters beyond that.
3. Click Save at the top of the page.

After saving, the note is added to the Pre-defined Notes, and it appears whenever a note is added to any item.

Add a Pre-defined Note from the POS or a Sales Invoice

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:

Edit a Note

1. In the notes table, click the note in the Note Text column and edit it directly.
2. Click Save at the top of the page.

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.

Delete a Note

1. In the notes table, click the red delete icon at the end of the note’s row; the row disappears from the table immediately, without a confirmation message.
2. Click Save at the top of the page to apply the deletion.

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.

How It Works

• 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.
• Editing or deleting a note doesn’t affect previous orders and invoices; each order keeps the note text as it was when it was created.
• You can search the notes using the search field above the table.

Validation Rules

Important Notes

• Adding a note to an item in a POS order doesn’t require any special permission; the permission is needed only to manage pre-defined notes and save new ones.
• Deletion doesn’t ask for confirmation and becomes permanent once saved; use Inactive if you might need the note later.
• Remember to click Save after any change; unsaved changes don’t take effect.
• Pre-defined notes are shared across the whole account, not per branch, so any note you add appears in all branches.

Common Problems and Solutions

• Message: This note already exists in the library.
  Reason: The note you’re trying to save already exists in the pre-defined notes, even with different upper or lower case, and the system doesn’t allow duplicate notes.
  Solution: Use the existing note instead of adding it again, or change the new note’s text, then click Save.
• Message: You are not allowed to access this page
  Reason: You clicked “Add & Save” when adding a new note from the POS, and your role doesn’t have the “Manage POS Line Notes Library” permission required to save the note to the pre-defined notes.
  Solution: Click “Add” to use the note on the current item only, or ask the account owner to grant you the permission from Manage Employee Roles.

FAQs

• Why don’t I see the Item Notes page in the settings? Because your role doesn’t have the “Manage POS Line Notes Library” permission. Contact the account owner.
• Why doesn’t the notes table appear on the page? Because the “Item Notes” toggle is disabled. Turn it on to show the search field and the table.
• I added a note, but it doesn’t appear at the POS. Why? Either you didn’t click “Save” after adding it, or the note’s status is “Inactive”.
• I deleted a note by mistake. Can I get it back? If you haven’t clicked “Save” yet, click “Discard” to cancel the deletion. After saving, add the note again.
• I edited a pre-defined note. Why didn’t its text change on previous orders? Because each order keeps the note text as it was when it was created; the edit applies to new orders only.
• Does deleting a note affect the invoices that used it? No, the note stays on previous orders and invoices unchanged.
• Why won’t the system save my note? Because the same text already exists in the pre-defined notes, even with different upper or lower case. Note length doesn’t block saving, because the field doesn’t accept more than 50 characters in the first place.
• Does each branch have different pre-defined notes? No, pre-defined notes are shared across the whole account, and the same notes appear in all branches.
• An employee added a new note from the POS or an invoice. Why doesn’t it appear in the pre-defined notes? Because they don’t have the “Manage POS Line Notes Library” permission, so the note was used on that order or invoice only and wasn’t saved.