documentation/content/applications/essentials/contacts.rst

:show-content:

========
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 *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
     <https://www.odoo.com/slides/slide/contacts-2527?fullscreen=1>`_

.. toctree::
   :titlesonly:

   contacts/merge