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. An internal note is a stored snippet for your own reference, typed as General, Important, Reminder, Task, or Idea. A document note is typed to match a transaction, such as Invoice or Quotation, and you can drop its content into that transaction's notes field, or have it fill in automatically on every new document of that type. Standard terms and boilerplate then 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 decides where the note can be used:
- General, Important, Reminder, Task, Idea are internal labels. A note of one of these types lives in the Notes list for your own reference. It does not appear on any document and does not feed the dashboard or the Calendar, which is a separate feature.
- The other types are named after a transaction. A note of a transaction type is offered on that transaction's form, in the field shown below.
| Note Type | Transaction form | Field the note fills (default label) |
|---|---|---|
| Quotation | Quotation | Notes |
| Sales Order | Sales Order | Notes |
| Invoice | Invoice | Notes |
| Delivery Order | Delivery Order | Delivery Order Notes |
| Customer Receipt | Customer Receipt | Receipt Note |
| Purchase Order | Purchase Order | Purchase Order Notes |
| Bill Credit | Bill Credit | Credit Reason / Notes |
| GRN Credit | GRN Credit | Credit Reason / Notes |
| Supplier Payment | Supplier Payment | Payment Note |
| Bank Payment | Bank Payment | Payment Note |
| Bank Receipt | Bank Receipt | Receipt Note |
| Journal | Journal | Description |
| Stock Transfer | Stock Transfer | Description |
| Inventory Adjustment | Inventory Adjustment | Adjustment Notes |
The field labels are the ones on the default template. Transaction forms are built from templates, so your business's template can rename the field or hide it (under Administration → Templates). If the field is hidden, the note has nowhere to go on that form.
How document notes fill a transaction
On the transaction form, the notes field has a Select note to autofill picker beside it. The picker lists every note whose type matches the transaction and that is both Active and Approved, with (Default) after the default one. It appears only when at least one such note exists. Picking a note copies its content into the field, and you can then edit the text freely.
One note per type can be the default. When you start a new document of that type and its notes field is still empty, ZyncLedger fills the field with the default note's content. It fills once: if you clear or change the text, it is not filled again. A default note never changes a document you open to edit. The default only fills in while it is Active and Approved.
Because the content is copied into the document, it then behaves like any other text in that field. Whether it prints depends on your print template: the field appears on the printed document and its PDF only when the template is set to show it.
Only one default per type
Making a note the default for its type clears the default on any other note of the same type. Each transaction type has at most one default note at a time.
Before you start
Access is controlled by the Notes permissions in your user's permission profile, under Administration → Permissions (see Users, seats & permissions). There are separate switches to list, create, edit, delete, and approve notes. Setting a default needs the edit permission.
A document note is only offered on a transaction once it is both Active and Approved, so a new note stays out of the pickers until someone approves it.
Create a note
Open the Notes list
Go to Lists → Notes. The table shows each note's Title, Type, Status, and Created date, with its actions on the right. Status shows Active or Inactive, Approved or Pending, and a Default badge on the default note for its type. You can search by title or content, and filter by type.
Start a new note
Select Add Note. The Create Note drawer opens.
Enter the title and content
Fill in the two required fields:
Field What it does Note Title (required) The name you see in the list and in the Select note to autofill picker, for example Standard payment terms.Note Content (required) The text itself. For a document note, this is what goes into the transaction's notes field. Choose the note type
Set Note Type (defaults to General). Pick an internal type for a reference note, or the matching transaction type from the table above for a document note.
Set the status flags
Three checkboxes control how the note behaves:
Field What it does Active On by default. An inactive note stays in the list but is not offered on transactions. 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. Once a note is saved as approved, the box is locked and cannot be cleared. Set as Default for this Note type Off by default. Makes this the note that fills in on new documents of its type, and clears the default on any other note of the same type. Save
Select Create Note. The note appears in the list and, once it is both Active and Approved, in the Select note to autofill picker for its transaction type.
Import or export the list
The list also has Export and Import. Export downloads the notes currently
shown in the list, with the visible columns, as a CSV file. Import needs both the
create and edit permissions. It loads notes from a CSV file: you match its columns to
Note Title, Note Content, Note Type, Active Status, and Approved
Status, and choose whether to skip or update notes whose title already exists.
Title, content, and type are required on every row, and the type is written as in an
export, for example invoice or sales_order.
Set default, edit, or delete
Each row has three actions:
- Set as default (the star) makes that note the default for its type, moving the default off whichever note held it before. The star is filled on the current default.
- Edit opens the Edit Note drawer to change the title, content, type, or flags, then Update Note saves. Editing a note does not change the text already copied onto past documents; it only affects documents filled afterwards.
- Delete removes the note after you confirm. Because a document keeps its own copy of the text, past transactions are unchanged. To stop a note being offered without deleting it, clear its Active flag instead.
Related
- Print templates decide whether a document's notes field appears on the printed document and PDF, and the template behind each form can rename or hide the field.
- Invoice, Quotation, and the other transactions in the table above are where a document note is picked or filled in.
- Users, seats & permissions is where the Notes permissions are granted.
