:show-content: ======== Contacts ======== Contacts are created in the **Contacts** application 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 *Resellers* module is installed. .. seealso:: Follow the :doc:`Resellers documentation <../sales/crm/track_leads/resellers>` for more information on publishing partners on the website. Membership tab -------------- Finally, there is the :guilabel:`Membership` tab on contact forms, 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* application is installed. Activate membership ~~~~~~~~~~~~~~~~~~~ To activate a contact's membership, click :guilabel:`Buy Membership` in the :guilabel:`Membership` tab of a contact form. On the pop-up window that appears, select a :guilabel:`Membership` from the drop-down menu. Then, configure a :guilabel:`Member Price`. Click :guilabel:`Invoice Membership` when both fields are filled in. Alternatively, to offer a free membership, tick the :guilabel:`Free Member` checkbox, in the :guilabel:`Membership` tab of a contact form. .. seealso:: Follow the :doc:`Members documentation <../sales/members>` for more information on publishing members on the website. 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 `_ .. toctree:: :titlesonly: contacts/merge