Creating Odoo Contacts

1. Purpose

The purpose of this SOP is to standardize the process for creating and maintaining accurate contact records (person and company) within Odoo. This ensures data consistency, improves communication, and supports effective relationship management.

2. Scope

This procedure applies to all staff responsible for creating or updating contact records in the Odoo Contacts module, including both individual (person) and company records.

3. Responsibilities

4. Procedure

4.1 Creating a Company Contact

4.1.1 Create Company Record

1. In the Contacts module, click New.
2. Select Company (instead of individual contact).

4.1.2 Enter Company Details

1. Input:

   • Company Name
   • Email Address
   • Phone Number
   • Location Code (if provided)
   • Full Address

4.1.3 Complete All Relevant Fields

1. Populate all available fields:

   • Tax ID
   • Partner Level
   • Website
   • Tags

4.1.4 Upload Company Logo

1. Click the building image placeholder.
2. Upload the company logo.

4.1.5 Save Company Record

1. Review details.
2. Click Save.

4.2 Creating a Person Contact

4.2.1 Access Contacts Module

1. Log into Odoo.
2. Navigate to the Contacts module.

3. Click "New" in the upper-left corner if there is not a company associated with the contact.

   1. If there is a company associated with the contact, create the company first.
4. Once the company is created, open the main company record in Odoo.

4.3.2 Add New Contact

1. Navigate to the Contact tab.
2. Click Add Contact.

4.2.3 Enter Basic Information

1. Input the following:

   • Full Name
   • Email Address
   • Phone Number

4.2.4 Verify and Complete Address

1. Confirm the address auto-populates from the company.

2. If not automatically filled:

   • Manually input the full address.

4.2.5 Add Professional Details

1. Enter the Job Position.

2. Complete additional fields as applicable:

   • Partner Level (only for vendors/service providers)
   • Website (if available)

4.2.6 Apply Tags

1. Select all applicable existing tags:

   • Include Active or Inactive (for customers)
   • Add any relevant categorization tags

4.2.7 Add Additional Information

1. In the Notes section:

   • Add the LinkedIn profile URL.

4.2.8 Upload Contact Image

1. Click on the contact image placeholder.
2. Upload a professional headshot, if available.

4.2.9 Save Record

1. Review all fields for accuracy.
2. Click Save.

4.3 Adding a Site to a Company

4.3.1 Access Main Company

1. Open the main company record in Odoo.

4.3.2 Add New Site

1. Navigate to the Site tab.
2. Click Add Site.
3. Create a new company record representing the site.

4.3.3 Enter Site Details

1. Complete the same fields as a standard company:

   • Name
   • Contact details
   • Address
   • Any applicable fields

4.3.4 Save Site

1. Confirm all details are accurate.
2. Click Save.

5. Exceptions and Escalations

5.1 Exceptions

• Duplicate Records:
  If a contact or company already exists, do not create a duplicate. Update the existing record instead.
• Missing Information:
  If required information (e.g., email, company name, address) is unavailable, enter what is known and update the record once details are obtained.
• Unclear Classification:
  If unsure whether a contact should be tagged as customer, vendor, or service provider, temporarily leave untagged and escalate.

5.2 Escalations

• Escalate the following issues to a Manager:

  • Uncertainty about company structure or site relationships
  • System errors or inability to create/update records
  • Questions regarding tagging, partner level, or data standards
  • Conflicts between existing records (e.g., duplicate companies with different details)