How To: Create Default Notes
Table Of Contents
Default Notes allow you to create reusable messages that can be automatically added to documents throughout Khaos Control, such as Purchase Orders, Sales Orders, Picking Tickets and other printed reports.
The note that appears on a document is determined when the source document is created. For example, when you create a Purchase Order, the note associated with that Purchase Order is also created and stored with the document.
The [ Relationship Management | Default Notes ] screen allows administrators to create, manage and activate system-wide notes for use across the system.
Create a Default Note
- Open the [ Relationship Management ] menu from the application's title bar.
- Select Default Notes...
- From the Note Type dropdown list, select the document type the note should be available for.Examples include:
- Purchase Orders
- Sales Orders
- Picking Tickets
- Other printed documents
- Click Add in the top-left area of the screen to create a new note.
- Select the new row that appears in the upper grid.
- Enter the note text in the Note Text field on the right-hand side of the screen.
- If required, enter a Start Date and End Date using F4 in the grid.This is useful for:
- Seasonal messages
- Temporary delivery notices
- Promotional information
If the note is not date-specific, leave these fields blank. - Tick the Active checkbox if the note should be available for use.Note: If a date range has been specified, the note will only be available while the current date falls within that range.
- Click the green down arrow button.
- Enter a short description for the note when prompted.Examples:
- Picking Note
- Christmas Delivery Notice
- Returns Information
- Click OK to save the note template.
The note is now stored in the templates section and can be activated when required.
Activate a Default Note
Default note templates are stored in the lower grid. To make a note available for use, it must be moved to the active notes grid.
- Select the required note in the lower Templates grid.
- Click the green up arrow button to move the note into the upper Notes grid.
- The note will appear in the upper grid.
- Tick the Active checkbox if you want the note to be used automatically.
Important: Only one note can be active for each Note Type at any given time.
Managing Date-Based Notes
Date ranges allow notes to be displayed automatically during specific periods.
For example:
| Note | Start Date | End Date |
|---|---|---|
| Christmas Delivery Message | 01/12/2026 | 24/12/2026 |
| Warehouse Closure Notice | 15/08/2026 | 20/08/2026 |
Outside these dates, the notes will not be applied, even if they are marked as active.
How Default Notes Work
When a document is created:
- Khaos Control checks the active note for that document type.
- If an active note exists, it is copied to the document.
- The document retains that note even if the default note is changed later.
This ensures historical documents continue to display the correct information that was active when they were created.
Additional Information
- Default Notes are managed centrally and can be used across multiple document types.
- Notes can be activated or deactivated as required.
- Date ranges can be used to automate temporary messages.
- Only one active note is permitted per document type.
- Notes are copied to documents when they are created and are not automatically updated afterwards.