diff --git a/content/applications/essentials.rst b/content/applications/essentials.rst index de0290db2..5bf9b6886 100644 --- a/content/applications/essentials.rst +++ b/content/applications/essentials.rst @@ -7,5 +7,6 @@ Odoo essentials essentials/activities essentials/reporting essentials/search + essentials/contacts essentials/export_import_data essentials/in_app_purchase diff --git a/content/applications/essentials/contacts.rst b/content/applications/essentials/contacts.rst new file mode 100644 index 000000000..c74b77742 --- /dev/null +++ b/content/applications/essentials/contacts.rst @@ -0,0 +1,238 @@ +======== +Contacts +======== + +The *Contacts* application comes installed on all Odoo databases. Contacts are created for customers +the company does business with through Odoo. A contact is a repository of vital business +information, facilitating communication and business transactions. + +Contact form +============ + +To create a new contact, navigate to the :menuselection:`Contacts app`, and click +:guilabel:`Create`. A new form appears where various contact information can be added. + +Contact type +------------ + +Odoo allows for both :guilabel:`Individual` and :guilabel:`Company` contacts. Select either +:guilabel:`Individual` or :guilabel:`Company`, depending on the type of contact that is being added. + +Name +---- + +First, fill in the name of the :guilabel:`Individual` or :guilabel:`Company`. This is how the name +appears throughout the database. This field is **mandatory**. + +.. tip:: + :guilabel:`Individual` contacts can have a :guilabel:`Company` contact linked to it. After + selecting :guilabel:`Individual`, a new :guilabel:`Company Name...` field appears below the + first name field. + +Address +------- + +Next, enter the :guilabel:`Address` of the :guilabel:`Company` or :guilabel:`Individual`. + +.. tip:: + If the :guilabel:`Individual` option is chosen, then the *type of address* can be chosen from a + drop-down menu. Options for this drop-down menu include: :guilabel:`Contact`, :guilabel:`Invoice + Address`, :guilabel:`Delivery Address`, :guilabel:`Other Address`, and :guilabel:`Private + Address`. + +Additional fields +----------------- + +Additional details are included on the initial form. The following fields are available: + +- :guilabel:`VAT`: Value Added Tax number. +- :guilabel:`Citizen Identification`: citizen or government identification number (only available + on :guilabel:`Individual`). +- :guilabel:`Job Position`: list the job position of the :guilabel:`Individual` (only available on + :guilabel:`Individual`). +- :guilabel:`Phone`: list phone number (with country code). Make a call, send an SMS, or WhatsApp + message by hovering over the field on the saved form, and clicking the desired option. +- :guilabel:`Mobile`: list mobile phone number (with country code). Make a call, send an SMS, or + WhatsApp message by hovering over the field on the saved form, and clicking on the desired option. +- :guilabel:`Email`: enter the email address with the domain. +- :guilabel:`Website`: enter the full website address, starting with `http` or `https`. +- :guilabel:`Title`: select :guilabel:`Doctor`, :guilabel:`Madam`, :guilabel:`Miss`, + :guilabel:`Mister`, :guilabel:`Professor`, or create a new one directly from this field. +- :guilabel:`Tags`: enter preconfigured tags by typing them in the field, or clicking the drop-down + menu, and selecting one. To create a new one, type the new tag in the field, and click + :guilabel:`Create` from the resulting drop-down menu. + +Contacts & Addresses tab +------------------------ + +At the bottom of the contact form are several tabs. On the :guilabel:`Contacts & Addresses` tab, +contacts can be added that are associated with a :guilabel:`Company` and related addresses. For +example, a specific contact person for the company can be listed here. + +Multiple addresses can be added on both :guilabel:`Individual` and :guilabel:`Company` contacts. To +do so, click :guilabel:`Add` in the :guilabel:`Contacts & Addresses` tab. Doing so reveals a +:guilabel:`Create Contact` pop-up form, in which additional addresses can be configured. + +.. image:: contacts/contact-form-add-address.png + :align: center + :alt: Add a contact/address to the contact form. + +On the :guilabel:`Create Contact` pop-up form, start by clicking the default :guilabel:`Other +Address` field at the top to reveal a drop-down menu of address-related options. + +Select any of the following options: + +- :guilabel:`Contact`: adds another contact to the existing contact form. +- :guilabel:`Invoice Address`: adds a specific invoice address to the existing contact form. +- :guilabel:`Delivery Address`: adds a specific delivery address to the existing contact form. +- :guilabel:`Other Address`: adds an alternate address to the existing contact form. +- :guilabel:`Private Address`: adds a private address to the existing contact form. + +.. image:: contacts/create-contact-window.png + :align: center + :alt: Create a new contact/address on a contact form. + +Once an option is selected, enter the corresponding contact information that should be used for the +specified address type. + +Add the :guilabel:`Contact Name`, :guilabel:`Address`, :guilabel:`Email`, along with the +:guilabel:`Phone` and/or :guilabel:`Mobile` numbers below. + +Set the :guilabel:`Job Position`, which appears if the :guilabel:`Contact` address type has been +selected. This is similar to the :guilabel:`Individual` contact. + +To add a note, click on the text field next to :guilabel:`Notes`, and write anything that is +applicable to the customer or contact. + +Then, click :guilabel:`Save & Close` to save the address, and close the :guilabel:`Create Contact` +window. Or, click :guilabel:`Save & New` to save the address, and immediately input another one. + +Sales & Purchase tab +-------------------- + +Next, is the :guilabel:`Sales & Purchases` tab, which only appears when the *Sales*, *Purchase*, +**or** *Point of Sale* applications are installed. + +The :guilabel:`Fiscal Position` can be set on the :guilabel:`Sales & Purchases` tab. Select a +:guilabel:`Fiscal Position` from the drop-down menu. + +Sales section +~~~~~~~~~~~~~ + +Under the :guilabel:`Sales` heading, a specific :guilabel:`Salesperson` can be assigned to a +contact. To do that, click the :guilabel:`Salesperson` drop-down field, and select one. Create a new +:guilabel:`Salesperson` by typing the user's name, and making the appropriate selection. + +Certain :guilabel:`Payment Terms`, or a certain :guilabel:`Pricelist`, can also be set, if needed. +Click the drop-down menu next to :guilabel:`Payment Terms`, and change it to one of the preselected +:guilabel:`Payment Terms`, or :guilabel:`Create` a new one. Select the :guilabel:`Pricelist` +drop-down menu to choose the appropriate :guilabel:`Pricelist`. + +Click into the :guilabel:`Delivery Method` field to select an option from the drop-down menu. + +Point Of Sale section +~~~~~~~~~~~~~~~~~~~~~ + +Under the :guilabel:`Point Of Sale` heading, enter a :guilabel:`Barcode` that can be used to +identify the contact. Use the :guilabel:`Loyalty Points` field to track points the user won as part +of a *Loyalty Program*. + +Purchase section +~~~~~~~~~~~~~~~~ + +Specify :guilabel:`Payment Terms`, :guilabel:`1099 Box` information, and a preferred +:guilabel:`Payment Method` here. A :guilabel:`Receipt Reminder` can be set here, as well. + +Misc section +~~~~~~~~~~~~ + +Under the :guilabel:`Misc.` heading, use :guilabel:`Reference` field to add any additional +information for this contact. If this contact should only be accessible for one company in a +multi-company database, select it from the :guilabel:`Company` field drop-down list. Use the +:guilabel:`Website` drop-down menu to restrict the publishing of this contact to one website (if +working on a database with multiple websites). Select one or more :guilabel:`Website Tags` to assist +in filtering published customers on the `/customers` website page. Select an :guilabel:`Industry` +for this contact from the drop-down menu. Use the :guilabel:`SLA Policies` field to assign a +*Helpdesk* SLA policy to this contact. + +Accounting tab +-------------- + +The :guilabel:`Accounting` tab appears when the *Accounting* application is installed. Here, a user +can add any related :guilabel:`Bank Accounts`, or set default :guilabel:`Accounting entries`. + +Under the :guilabel:`Miscellaneous` heading, use the :guilabel:`LEI` field to enter a Legal Entity +Identifier, if necessary. + +Internal Notes tab +------------------ + +Following the :guilabel:`Accounting` tab is the :guilabel:`Internal Notes` tab, where notes can be +left on this contact form, just like on the contact form noted above. + +Partner Assignment tab +---------------------- + +Next is the :guilabel:`Partner Assignment` tab, which by default, includes a :guilabel:`Geolocation` +section, and other partner options, including :guilabel:`Partner Activation` and :guilabel:`Partner +Review` configurations. These are **only** present when the *Enterprise Resellers* module is +installed. + +Membership tab +-------------- + +Finally, there is the :guilabel:`Membership` tab, which can help users manage any memberships that +are being offered to this specific contact. It should be noted that this tab only appears when the +*Members* applications is installed. + +Smart buttons +============= + +At the top of the contact form, there are some additional options available, known as *smart +buttons*. + +Here, Odoo displays a variety of records, related to this contact, that were created on other apps. +Odoo integrates information from every single app, so there are many smart buttons. + +.. example:: + For example, there is an :guilabel:`Opportunities` smart button, where all the opportunities + related to this customer from the *CRM* app are accessible. + +.. tip:: + If the corresponding applications are installed, their related smart buttons appear + automatically on a contact form. + +A user can see any :guilabel:`Meetings`, :guilabel:`Sales`, :guilabel:`POS Orders`, +:guilabel:`Subscriptions`, project :guilabel:`Tasks`, and the :guilabel:`More` smart button reveals +additional options, via a drop-down menu. A user can even quickly access :guilabel:`Purchases`, +:guilabel:`Helpdesk` tasks, :guilabel:`On-time Rate` for deliveries, :guilabel:`Invoiced` +information, :guilabel:`Vendor Bills`, and the :guilabel:`Partner Ledger` connected to this contact. + +Deliveries, documents, loyalty cards, and direct debits are *also* linked to smart buttons, like +this, should there be any outstanding/on-file for this contact. + +If the contact is a partner, the user can visit their partner page on the Odoo-built website by +clicking the :guilabel:`Go to Website` smart button. + +Archive contacts +---------------- + +If a user decides they no longer want to have this contact active, the record can be archived. To do +that, go to the :icon:`fa-cog` :guilabel:`Action` menu at the top of the contact form, and click +:guilabel:`Archive`. + +Then, click :guilabel:`OK` from the resulting :guilabel:`Confirmation` pop-up window. + +With this contact successfully archived, as indicated by a banner at the top, they do not show up +in the main contacts page, but they can still be searched for with the :guilabel:`Archived` filter. + +.. tip:: + A contact can be *unarchived*, if the user decides to work with them again. To do that, just + click the :icon:`fa-cog` :guilabel:`Action` menu again at the top of the archived contact form, + and click :guilabel:`Unarchive`. Upon doing so, the :guilabel:`Archived` banner is removed, and + the contact is restored. + +.. seealso:: + - :doc:`Add different addresses in CRM <../sales/sales/send_quotations/different_addresses>` + - `Odoo's eLearning Contacts tutorial + `_ diff --git a/content/applications/essentials/contacts/contact-form-add-address.png b/content/applications/essentials/contacts/contact-form-add-address.png new file mode 100644 index 000000000..0e20afd02 Binary files /dev/null and b/content/applications/essentials/contacts/contact-form-add-address.png differ diff --git a/content/applications/essentials/contacts/create-contact-window.png b/content/applications/essentials/contacts/create-contact-window.png new file mode 100644 index 000000000..9a289c2dd Binary files /dev/null and b/content/applications/essentials/contacts/create-contact-window.png differ