Notes

A note is a reusable block of text with a title, its content, and a type. You keep them in one list and use them two ways. As an internal note, a note is just a stored snippet for your own reference, typed as General, Important, Reminder, Task, or Idea. As a document note, a note is tied to a transaction type (Invoice, Quotation, Bill, and so on) and its content can auto-fill into the notes field of a new document of that type, so standard terms and boilerplate go on every invoice or quote without retyping. The bookkeeper or accountant sets these up once; everyone else picks from them or gets them filled in automatically.

What a note's type decides

The Note Type you choose does two different jobs depending on which group it falls in:

• General, Important, Reminder, Task, Idea are internal labels. A note of one of these types simply lives in the Notes list for your own reference. It does not appear on any document and does not feed a reminders panel or the dashboard. (The reminders you see elsewhere in ZyncLedger come from the Calendar & reminders feature, which is separate from this list.)
• The remaining types match a transaction type: Quotation, Sales Order, Invoice, Invoice Credit, Delivery Order, Bank Payment, Bank Receipt, Purchase Order, Goods Receive Note, Bill, Bill Credit, GRN Credit, Journal, Stock Transfer, Supplier Payment, Customer Receipt, Inventory Adjustment, and POS Receipt. A note of one of these types becomes available as a document note on that transaction's form.

How default document notes work

On a transaction form, the notes field (for example Invoice Notes) has a Select note to autofill picker beside it. That picker lists every note whose type matches the transaction and that is both Active and Approved. Picking one drops its content into the notes field, which you can then edit freely.

One note per type can be marked is_default. When you open a new document of that type and its notes field is still empty, ZyncLedger fills it with the default note's content automatically. It fills once: if you clear or change the text, it is not re-applied, and default notes never overwrite text on an existing document you are editing.

Because the note's content is copied into the document, it then behaves like any other text in the notes field. Whether it prints depends on your print template: the notes field appears on the document and its PDF only when the template is set to show it.

Before you start

You need the create notes permission to add a note and the approve notes permission to approve one. Editing, setting a default, and deleting need the edit notes and delete notes permissions. These are set per user under Permissions.

A document note only reaches a transaction form once it is both Active and Approved, so a new note stays out of the pickers until it is approved.

Create a note

1. Open the Notes list

   Go to Lists → Notes. The list shows every note with its Note Type, its Status (Active or Inactive, and Approved or Pending), and whether it is the default for its type.

2. Start a new note

   Select Add Note. The Create Note drawer opens from the right.

3. Enter the title and content

   Fill in the two required text fields:

   Field	What it does
   Note Title (required)	The label you and the autofill picker see, for example Standard payment terms.
   Note Content (required)	The actual text. For a document note, this is what fills the transaction's notes field.

4. Choose the note type

   Set Note Type (defaults to General). Pick one of the internal types for a reference note, or the matching transaction type for a document note. The type decides where the note can be used and cannot mix the two roles.

5. Set the status flags

   Three checkboxes control how the note behaves:

   Field	What it does
   Active	On by default. An inactive note stays for history but is not offered on documents.
   Approved	Off by default. A note is only offered on a transaction once it is both Active and Approved. Ticking this needs the approve permission.
   Set as Default for this Note type	Off by default. Makes this the note that auto-fills onto new documents of its type, and clears the default on any other note of the same type.

6. Save

   Select Create Note. The note appears in the list, and once approved it becomes available in the autofill picker for its transaction type.

Edit, set default, deactivate, or delete

Each row has three actions:

• Set as default (the star) marks that note as the default for its type, moving the default off whichever note held it before. The star is filled on the current default.
• Edit reopens the drawer to change the title, content, type, or flags. Editing a note does not change the text already copied onto past documents; it only affects documents filled afterwards.
• Delete removes the note. Because a document keeps its own copy of the text, deleting a note leaves past transactions untouched. To stop a note being offered without deleting it, clear its Active flag instead.

Related

• Print templates control whether a document's notes field, once filled, actually appears on the printed document and PDF.
• Invoice, Quotation, Bill, and the other transaction forms are where a document note's content is picked or auto-filled.
• Calendar & reminders is the separate feature for actual reminders and tasks, not the internal Reminder and Task note types on this list.
• Users, seats & permissions — where the create, edit, approve, and delete note permissions are granted.