diff --git a/content/applications/essentials/contacts.rst b/content/applications/essentials/contacts.rst index 371adb0fbe..9bc54f6054 100644 --- a/content/applications/essentials/contacts.rst +++ b/content/applications/essentials/contacts.rst @@ -5,93 +5,69 @@ 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. +through Odoo. A contact record 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. +To create a new contact, navigate to the :menuselection:`Contacts app`, and click :guilabel:`New`. 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**. +Odoo supports both :guilabel:`Person` and :guilabel:`Company` contacts. Select the appropriate type +for the new contact. Fill in the name of the :guilabel:`Person` 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. + :guilabel:`Person` contacts can be linked to a :guilabel:`Company` contact. After selecting + :guilabel:`Person`, the :guilabel:`Company` field becomes visible. -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`. +In the :icon:`fa-envelope` :guilabel:`(envelope)` field, enter the email address with the domain. In +the :icon:`fa-phone` :guilabel:`(phone)` field enter the phone number with the appropriate country +code. Next, enter the :guilabel:`Address` of the :guilabel:`Company` or :guilabel:`Person`. 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:`Job Position`: list the job position of the :guilabel:`Person` (only available on + :guilabel:`Person`). +- :guilabel:`Tax ID`: the identification number used for tax and accounting purposes. +- :guilabel:`Partner Level`: select the designated :ref:`partner ` + level for this contact from the drop-down menu. - :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:`Language`: enter the language used by the contact. All of the emails and documents sent + to this contact are then translated to the selected language. - :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 ------------------------- +Contacts 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. +On the :guilabel:`Contacts` 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 +Multiple addresses can be added on both :guilabel:`Person` and :guilabel:`Company` contacts. To do +so, click :guilabel:`Add Contact` in the :guilabel:`Contacts` 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: +On the :guilabel:`Create Contact` pop-up form, select one 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. +- :guilabel:`Invoice`: adds a specific invoice address to the existing contact form. +- :guilabel:`Delivery`: adds a specific delivery address to the existing contact form. +- :guilabel:`Other`: adds an alternate 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 @@ -101,7 +77,7 @@ Add the :guilabel:`Contact Name`, :guilabel:`Address`, :guilabel:`Email`, along :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. +selected. This is similar to the :guilabel:`Person` 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. @@ -138,26 +114,58 @@ 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*. +identify the contact. Purchase section ~~~~~~~~~~~~~~~~ +Under the :guilabel:`Purchase` heading, select how :abbr:`RFQs (requests for quotation)` for this +contact should be grouped together: + +- :guilabel:`On Order`: replenishment needs are grouped together except for :abbr:`MTO (made to + order)` +- :guilabel:`Daily`: replenishment needs are grouped if the expected arrival is the same day. +- :guilabel:`Weekly`: replenishment needs are grouped if the expected arrival is the same week or + week day. +- :guilabel:`Always`: replenishment needs are always grouped. + +Select a default :guilabel:`Buyer` if the :abbr:`RFQs (requests for quotation)` should always be +assigned to the same user. + 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. +:guilabel:`Payment Method` here. A :guilabel:`Receipt Reminder` can be set here, as well. Select a +:guilabel:`Supplier Currency` to be used for purchases from the contact. + +Fiscal information +~~~~~~~~~~~~~~~~~~ + +To assign a :guilabel:`Fiscal Position` to this contact, select it from the drop-down menu. 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. +Under the :guilabel:`Misc.` heading, enter a :guilabel:`Citizen Identification` number for *Person* +contacts, or :guilabel:`Company ID` for *Company* contacts. 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. + +Inventory section +~~~~~~~~~~~~~~~~~ + +Under the :guilabel:`Inventory` heading, use the :guilabel:`Customer Location` drop-down to select +the stock location to be used as a destination when sending goods to this contact. Next, use the +:guilabel:`Vendor Location` drop-down to selection the stock location used as a source when +recieving goods from this contact. Finally, use the :guilabel:`Subcontractor Location` drop-down to +idenfy a location used as both a source and destination when sending goods to this contact during a +subcontracting process. Accounting tab -------------- @@ -165,14 +173,13 @@ 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. +Under the :ref:`Invoice Follow-Ups ` heading, the +:guilabel:`Follow-up Status` indicates if the contact currently has any overdue payments. To +configure :guilabel:`Reminders` for this contact, use the radio buttons to select either +:guilabel:`Automatic` or :guilabel:`Manual` reminders, as well as schedule the :guilabel:`Next +Reminder`. -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. +.. _contacts/partner-assignment: Partner Assignment tab ---------------------- @@ -185,6 +192,25 @@ Review` configurations. These are **only** present when the *Resellers* module i Follow the :doc:`Resellers documentation <../sales/crm/track_leads/resellers>` for more information on publishing partners on the website. +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. + +UBO tab +------- + +The UBO (Ultimate Beneficial Owner) tab contains a snapshot of the *Holdings* information from the +:guilabel:`Equity` app, as well as information for the individual contact, including their +:guilabel:`Birth Date` and :guilabel:`Birth Place`. + +The :guilabel:`UBO` tab is **only** present when the *Equity* app is installed. + +To request the information required for the :abbr:`UBO (Ultimate Beneficial Owner)` tab, click the +:icon:`fa-cog` :guilabel:`Action` icon, then select :guilabel:`Request UBO Form` to send an email to +the contact. + Smart buttons ============= @@ -199,8 +225,8 @@ Odoo integrates information from every single app, so there are many smart butto 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. + 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 @@ -221,10 +247,10 @@ If a user decides they no longer want to have this contact active, the record ca 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. +Then, click :guilabel:`Archive` 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. +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 diff --git a/content/applications/essentials/contacts/contact-form-add-address.png b/content/applications/essentials/contacts/contact-form-add-address.png index 0e20afd02c..7c45b76b4d 100644 Binary files a/content/applications/essentials/contacts/contact-form-add-address.png 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 index 9a289c2dd7..c88b2ea235 100644 Binary files a/content/applications/essentials/contacts/create-contact-window.png and b/content/applications/essentials/contacts/create-contact-window.png differ