
closes odoo/documentation#9789 Signed-off-by: Jessica Rogers (jero) <jero@odoo.com> Co-authored-by: ksc-odoo <73958186+ksc-odoo@users.noreply.github.com>
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========
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Contacts
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========
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The *Contacts* application comes installed on all Odoo databases. Contacts are created for customers
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the company does business with through Odoo. A contact is a repository of vital business
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information, facilitating communication and business transactions.
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Contact form
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============
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To create a new contact, navigate to the :menuselection:`Contacts app`, and click
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:guilabel:`Create`. A new form appears where various contact information can be added.
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Contact type
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------------
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Odoo allows for both :guilabel:`Individual` and :guilabel:`Company` contacts. Select either
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:guilabel:`Individual` or :guilabel:`Company`, depending on the type of contact that is being added.
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Name
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----
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First, fill in the name of the :guilabel:`Individual` or :guilabel:`Company`. This is how the name
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appears throughout the database. This field is **mandatory**.
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.. tip::
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:guilabel:`Individual` contacts can have a :guilabel:`Company` contact linked to it. After
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selecting :guilabel:`Individual`, a new :guilabel:`Company Name...` field appears below the
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first name field.
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Address
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-------
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Next, enter the :guilabel:`Address` of the :guilabel:`Company` or :guilabel:`Individual`.
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.. tip::
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If the :guilabel:`Individual` option is chosen, then the *type of address* can be chosen from a
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drop-down menu. Options for this drop-down menu include: :guilabel:`Contact`, :guilabel:`Invoice
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Address`, :guilabel:`Delivery Address`, :guilabel:`Other Address`, and :guilabel:`Private
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Address`.
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Additional fields
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-----------------
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Additional details are included on the initial form. The following fields are available:
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- :guilabel:`VAT`: Value Added Tax number.
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- :guilabel:`Citizen Identification`: citizen or government identification number (only available
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on :guilabel:`Individual`).
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- :guilabel:`Job Position`: list the job position of the :guilabel:`Individual` (only available on
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:guilabel:`Individual`).
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- :guilabel:`Phone`: list phone number (with country code). Make a call, send an SMS, or WhatsApp
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message by hovering over the field on the saved form, and clicking the desired option.
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- :guilabel:`Mobile`: list mobile phone number (with country code). Make a call, send an SMS, or
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WhatsApp message by hovering over the field on the saved form, and clicking on the desired option.
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- :guilabel:`Email`: enter the email address with the domain.
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- :guilabel:`Website`: enter the full website address, starting with `http` or `https`.
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- :guilabel:`Title`: select :guilabel:`Doctor`, :guilabel:`Madam`, :guilabel:`Miss`,
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:guilabel:`Mister`, :guilabel:`Professor`, or create a new one directly from this field.
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- :guilabel:`Tags`: enter preconfigured tags by typing them in the field, or clicking the drop-down
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menu, and selecting one. To create a new one, type the new tag in the field, and click
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:guilabel:`Create` from the resulting drop-down menu.
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Contacts & Addresses tab
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------------------------
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At the bottom of the contact form are several tabs. On the :guilabel:`Contacts & Addresses` tab,
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contacts can be added that are associated with a :guilabel:`Company` and related addresses. For
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example, a specific contact person for the company can be listed here.
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Multiple addresses can be added on both :guilabel:`Individual` and :guilabel:`Company` contacts. To
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do so, click :guilabel:`Add` in the :guilabel:`Contacts & Addresses` tab. Doing so reveals a
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:guilabel:`Create Contact` pop-up form, in which additional addresses can be configured.
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.. image:: contacts/contact-form-add-address.png
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:align: center
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:alt: Add a contact/address to the contact form.
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On the :guilabel:`Create Contact` pop-up form, start by clicking the default :guilabel:`Other
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Address` field at the top to reveal a drop-down menu of address-related options.
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Select any of the following options:
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- :guilabel:`Contact`: adds another contact to the existing contact form.
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- :guilabel:`Invoice Address`: adds a specific invoice address to the existing contact form.
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- :guilabel:`Delivery Address`: adds a specific delivery address to the existing contact form.
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- :guilabel:`Other Address`: adds an alternate address to the existing contact form.
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- :guilabel:`Private Address`: adds a private address to the existing contact form.
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.. image:: contacts/create-contact-window.png
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:align: center
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:alt: Create a new contact/address on a contact form.
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Once an option is selected, enter the corresponding contact information that should be used for the
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specified address type.
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Add the :guilabel:`Contact Name`, :guilabel:`Address`, :guilabel:`Email`, along with the
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:guilabel:`Phone` and/or :guilabel:`Mobile` numbers below.
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Set the :guilabel:`Job Position`, which appears if the :guilabel:`Contact` address type has been
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selected. This is similar to the :guilabel:`Individual` contact.
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To add a note, click on the text field next to :guilabel:`Notes`, and write anything that is
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applicable to the customer or contact.
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Then, click :guilabel:`Save & Close` to save the address, and close the :guilabel:`Create Contact`
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window. Or, click :guilabel:`Save & New` to save the address, and immediately input another one.
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Sales & Purchase tab
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--------------------
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Next, is the :guilabel:`Sales & Purchases` tab, which only appears when the *Sales*, *Purchase*,
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**or** *Point of Sale* applications are installed.
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The :guilabel:`Fiscal Position` can be set on the :guilabel:`Sales & Purchases` tab. Select a
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:guilabel:`Fiscal Position` from the drop-down menu.
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Sales section
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~~~~~~~~~~~~~
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Under the :guilabel:`Sales` heading, a specific :guilabel:`Salesperson` can be assigned to a
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contact. To do that, click the :guilabel:`Salesperson` drop-down field, and select one. Create a new
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:guilabel:`Salesperson` by typing the user's name, and making the appropriate selection.
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Certain :guilabel:`Payment Terms`, or a certain :guilabel:`Pricelist`, can also be set, if needed.
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Click the drop-down menu next to :guilabel:`Payment Terms`, and change it to one of the preselected
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:guilabel:`Payment Terms`, or :guilabel:`Create` a new one. Select the :guilabel:`Pricelist`
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drop-down menu to choose the appropriate :guilabel:`Pricelist`.
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Click into the :guilabel:`Delivery Method` field to select an option from the drop-down menu.
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Point Of Sale section
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~~~~~~~~~~~~~~~~~~~~~
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Under the :guilabel:`Point Of Sale` heading, enter a :guilabel:`Barcode` that can be used to
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identify the contact. Use the :guilabel:`Loyalty Points` field to track points the user won as part
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of a *Loyalty Program*.
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Purchase section
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~~~~~~~~~~~~~~~~
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Specify :guilabel:`Payment Terms`, :guilabel:`1099 Box` information, and a preferred
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:guilabel:`Payment Method` here. A :guilabel:`Receipt Reminder` can be set here, as well.
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Misc section
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~~~~~~~~~~~~
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Under the :guilabel:`Misc.` heading, use :guilabel:`Reference` field to add any additional
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information for this contact. If this contact should only be accessible for one company in a
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multi-company database, select it from the :guilabel:`Company` field drop-down list. Use the
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:guilabel:`Website` drop-down menu to restrict the publishing of this contact to one website (if
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working on a database with multiple websites). Select one or more :guilabel:`Website Tags` to assist
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in filtering published customers on the `/customers` website page. Select an :guilabel:`Industry`
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for this contact from the drop-down menu. Use the :guilabel:`SLA Policies` field to assign a
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*Helpdesk* SLA policy to this contact.
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Accounting tab
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--------------
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The :guilabel:`Accounting` tab appears when the *Accounting* application is installed. Here, a user
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can add any related :guilabel:`Bank Accounts`, or set default :guilabel:`Accounting entries`.
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Under the :guilabel:`Miscellaneous` heading, use the :guilabel:`LEI` field to enter a Legal Entity
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Identifier, if necessary.
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Internal Notes tab
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------------------
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Following the :guilabel:`Accounting` tab is the :guilabel:`Internal Notes` tab, where notes can be
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left on this contact form, just like on the contact form noted above.
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Partner Assignment tab
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----------------------
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Next is the :guilabel:`Partner Assignment` tab, which by default, includes a :guilabel:`Geolocation`
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section, and other partner options, including :guilabel:`Partner Activation` and :guilabel:`Partner
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Review` configurations. These are **only** present when the *Resellers* module is installed.
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.. seealso::
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Follow the :doc:`Resellers documentation <../sales/crm/track_leads/resellers>` for more
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information on publishing partners on the website.
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Membership tab
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--------------
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Finally, there is the :guilabel:`Membership` tab on contact forms, which can help users manage any
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memberships that are being offered to this specific contact. It should be noted that this tab
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**only** appears when the *Members* application is installed.
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Activate membership
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~~~~~~~~~~~~~~~~~~~
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To activate a contact's membership, click :guilabel:`Buy Membership` in the :guilabel:`Membership`
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tab of a contact form. On the pop-up window that appears, select a :guilabel:`Membership` from the
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drop-down menu. Then, configure a :guilabel:`Member Price`. Click :guilabel:`Invoice Membership`
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when both fields are filled in.
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Alternatively, to offer a free membership, tick the :guilabel:`Free Member` checkbox, in the
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:guilabel:`Membership` tab of a contact form.
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.. seealso::
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Follow the :doc:`Members documentation <../sales/members>` for more information on publishing
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members on the website.
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Smart buttons
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=============
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At the top of the contact form, there are some additional options available, known as *smart
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buttons*.
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Here, Odoo displays a variety of records, related to this contact, that were created on other apps.
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Odoo integrates information from every single app, so there are many smart buttons.
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.. example::
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For example, there is an :guilabel:`Opportunities` smart button, where all the opportunities
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related to this customer from the *CRM* app are accessible.
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.. tip::
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If the corresponding applications are installed, their related smart buttons appear
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automatically on a contact form.
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A user can see any :guilabel:`Meetings`, :guilabel:`Sales`, :guilabel:`POS Orders`,
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:guilabel:`Subscriptions`, project :guilabel:`Tasks`, and the :guilabel:`More` smart button reveals
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additional options, via a drop-down menu. A user can even quickly access :guilabel:`Purchases`,
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:guilabel:`Helpdesk` tasks, :guilabel:`On-time Rate` for deliveries, :guilabel:`Invoiced`
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information, :guilabel:`Vendor Bills`, and the :guilabel:`Partner Ledger` connected to this contact.
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Deliveries, documents, loyalty cards, and direct debits are *also* linked to smart buttons, like
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this, should there be any outstanding/on-file for this contact.
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If the contact is a partner, the user can visit their partner page on the Odoo-built website by
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clicking the :guilabel:`Go to Website` smart button.
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Archive contacts
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----------------
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If a user decides they no longer want to have this contact active, the record can be archived. To do
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that, go to the :icon:`fa-cog` :guilabel:`Action` menu at the top of the contact form, and click
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:guilabel:`Archive`.
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Then, click :guilabel:`OK` from the resulting :guilabel:`Confirmation` pop-up window.
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With this contact successfully archived, as indicated by a banner at the top, they do not show up
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in the main contacts page, but they can still be searched for with the :guilabel:`Archived` filter.
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.. tip::
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A contact can be *unarchived*, if the user decides to work with them again. To do that, just
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click the :icon:`fa-cog` :guilabel:`Action` menu again at the top of the archived contact form,
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and click :guilabel:`Unarchive`. Upon doing so, the :guilabel:`Archived` banner is removed, and
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the contact is restored.
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.. seealso::
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- :doc:`Add different addresses in CRM <../sales/sales/send_quotations/different_addresses>`
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- `Odoo's eLearning Contacts tutorial
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<https://www.odoo.com/slides/slide/contacts-2527?fullscreen=1>`_
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.. toctree::
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:titlesonly:
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contacts/merge
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