Contacts¶
Contacts are created in the Contacts application for all entities that are part of a company’s business, whether as a customer, a vendor, or in some other capacity. A contact record is a repository of vital information for both individuals and companies, facilitating communication and business transactions.
Contact form and basic fields¶
To create a new contact, navigate to the , and click the New button. A new form appears where various contact information can be added.
Beginning in 19.1, Odoo no longer draws a distinction between contacts for individuals and contacts for companies. There’s now a single unified Contacts form that can be customized based on business needs. The name of the contact in the Name (company or person) field remains mandatory.
Tip
Contacts for people can be linked to contacts for companies by entering the associated company in the Company Employer field.
In the Email field, enter the email address with the domain. In the
Phone field, enter the contact’s phone number. Enter the
Address of the contact. Finally, enter the Tax Identification Number (TIN)
the contact uses for tax and accounting purposes. If the contact is not subject to taxation, a /
may be entered in this field.
Additional fields¶
The following fields are also available on the contact form to help create a more complete entry for this individual or company in your database:
Job Position: The position or title of the contact, if relevant.
Website: A relevant website address for the contact, starting with
httporhttps.Partner Level: A drop-down menu where you can select the designated partner level for this contact.
Language: The language used by the contact. All of the emails and documents generated by the database that are sent to this contact are translated into the selected language.
Tags: Preconfigured and custom tags may be entered in this field to make it easier to search for and identify the contact within the database. Type the tags into the field or click the drop-down menu and select one. To create a new one, type the new tag in the field, and click Create or Create and edit… from the resulting drop-down menu.
Contacts tab¶
On the Contacts tab, additional contacts can be added that are associated with the current contact form and any related addresses. For example, if the current Contact form is meant to cover a vendor company, contacts added through the Contacts tab can be easily identified as employees of that company.
This can also be used to associate multiple addresses with the current contact form. To do so, click Add Contact in the Contacts tab. Doing so brings up the Create Contact form, in which additional addresses can be configured as regular contacts, addressess for invoices and deliveries, and other needs.
On the Create Contact pop-up form, select one of the following options:
Contact: Adds another contact to the existing contact form.
Invoice: Adds a specific invoice address to the existing contact form.
Delivery: Adds a specific delivery address to the existing contact form.
Other: Adds an alternate address to the existing contact form.
Once an option is selected, enter the corresponding contact information that should be used for the specified address type. Odoo will reference invoice and delivery addresses during relevant parts of the sales process.
Sales & Purchase tab¶
The Sales & Purchase tab only appears when the Sales, Purchase, or Point of Sale applications are installed. Each of these apps will add another section to this tab when they are installed.
The Fiscal Position can be set on the Sales & Purchases tab. Select a Fiscal Position from the drop-down menu.
Sales section¶
Under the Sales heading, a specific Salesperson can be assigned to a work with the contact. To do that, click the Salesperson drop-down field, and select one. Create a new Salesperson by typing the user’s name and making the appropriate selection.
A Pricelist or Payment Terms can also be set, if needed. Select the Pricelist drop-down menu to choose the appropriate Pricelist. Click the drop-down menu next to Payment Terms and change it to one of the preselected Payment Terms or Create a new one.
Click into the Payment Method field to select an option from the drop-down menu.
Click into the Delivery Method field to select an option from the drop-down menu.
Other options may be appear in this section as well depending on what apps are installed in the database and what configurations have been enabled.
Point of Sale section¶
Under the Point Of Sale heading, enter a Barcode that can be used to identify this contact.
Purchase section¶
Under the Purchase heading, select how Group RFQs for this contact should be grouped together:
On Order: Replenishment needs are grouped together except for MTO replenishments.
Daily: Replenishment needs are grouped together if their expected arrival is on the same day.
Weekly: Replenishment needs are grouped together if the expected arrival is the same week or week day.
Always: Replenishment needs are always grouped together.
Select a default Buyer if the RFQs should always be assigned to the same user.
Specify Payment Terms, a preferred Payment Method, and 1099 Box information here. A Receipt Reminder can be set here, as well. Select a Supplier Currency to be used for purchases from the contact.
Fiscal information¶
To assign a Fiscal Position to this contact, select it from the drop-down menu.
Miscellaneous section¶
Under the Misc. heading, enter a Company ID if applicable. Use the Reference field to add any additional information or notes for this contact.
If this contact should only be accessible for one company in a multi-company database, select it from the Company field drop-down list. Use the 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 Website Tags to assist in filtering published customers on the
/customers website page. Select an Industry for this contact from the drop-down menu.
Use the SLA Policies field to assign a Helpdesk SLA policy to this contact.
Accounting tab¶
The Accounting tab appears when the Accounting application is installed. Here, a user can add any related Bank accounts or set default accounting journals. Trusted business partners may have Auto-post bills enabled, allowing for bills to post automatically, never, or after 3 validations without edits.
Under the Invoice Follow-Ups heading, the Follow-up Status indicates if the contact currently has any overdue payments. To configure Reminders for this contact, use the radio buttons to select either Automatic or Manual reminders, as well as schedule the Next reminder. A user can be set to be Responsible for manual follow-ups here as well.
Partner Assignment tab¶
Next is the Partner Assignment tab, which by default includes a Geolocation section and other partner options, including Partner Activation and Partner Review configurations. These are only present when the Resellers module is installed.
See also
Follow the Resellers documentation for more information on publishing partners on the website.
Notes tab¶
The Notes tab is a field where notes for other users can be left on the contact form. There are no settings that can be configured within this tab.
UBO tab¶
The UBO (Ultimate Beneficial Owner) tab contains a snapshot of the Holdings information from the Equity app, as well as information for the individual contact. The fields visible here may change depending on the other apps installed in the Odoo database, as well. The UBO tab is only present when the Equity app is installed.
To request the information required for the UBO tab, click the Action icon, then select Request UBO Form to send an email to the contact.
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 Actions menu at the top of the contact form, and click Archive.
Then, click Archive from the resulting Confirmation pop-up window.
With this contact successfully archived, as indicated by a banner at the top of the contact form, they do not show up in the main contacts page, but they can still be searched for with the Archived filter.
Tip
To unarchive contacts, just click the Actions menu again at the top of the archived contact form, and click Unarchive. Upon doing so, the Archived banner is removed and the contact is restored.