Contacts and addresses belong to a company, and you manage them from the company page. You can also add one while you work on a document. On a quote or sales order form, click + next to Contacts or Delivery Address; the full form described below opens. On a purchase order form, click + next to Contact or Delivery Address, and on an email form next to To:, CC: or BCC:; these open smaller forms. The credit note form has no +; add the contact from the company page first.
Contacts
A contact is a person at the company. Documents are addressed to a contact, and emails go to the contact's email address. Document forms only offer active contacts.
Adding a contact
Open the company and click Add Contact in the action bar or in the Contacts section of the page. Fill in the form and click the tick.
Field | Notes |
First Name, Last Name | Required. |
Job Title, Department | Optional. Departments come from Settings → App → Departments. |
Main Telephone, Alternative Telephone | Optional. |
Required. It must be a full address with a domain ending such as .com or .co.uk. | |
Address | Optional. Links the contact to one of the company's addresses; if the company has only one, it is selected for you. On a purchase order, the address linked to the chosen contact prints as the supplier address; with no link, the accounts address prints. |
The + on a purchase order or email form opens a smaller Add Contact form with the name, email, telephone, department and address. On a purchase order it is greyed out until you choose a supplier. Click Create Contact; the new contact is selected on the document or added to the recipients. This form has no Job Title field; add one from the company page later.
Editing and archiving a contact
Click the pencil on a contact card to edit it. Click Archive Contact to hide the contact from document forms. A company must always have at least one active contact, so the button is greyed out on the last one. To find an archived contact, tick Show Archived in the Contacts section; it opens read-only, with Un-archive Contact to bring it back.
Addresses
A company can have any number of addresses. One of them is the accounts address.
The accounts address
The accounts address is the billing address. It prints on invoices, it is sent to Xero with the company, and it carries the Accounts Email that sales invoices are emailed to. Every company has exactly one:
The address you enter when you create the company becomes its accounts address.
It cannot be archived.
To change it, edit another address and tick Accounts Address. The old one becomes an ordinary address. An archived address cannot become the accounts address; un-archive it first.
Each time you save the accounts address, Omono copies its telephone, postcode and country onto the company record and marks the company for re-sending to Xero.
Adding an address
Open the company and click Add Address in the action bar or in the Addresses section. Fill in the form and click the tick.
Field | Notes |
Company Name | The first line of the address on paperwork. It starts as the company's own name; enter a different name when goods go to a site that trades under another name. Required when you edit; if you clear it when you add an address, Omono fills it in from the company. |
Accounts Address | Tick to make this the accounts address. Shown only when you open the form from the company page. |
Line 1, City, Country | Required. Country defaults to your organisation's country. |
Line 2, County, Postcode, Telephone | Optional. Omono changes the postcode to capitals as you type. |
EORI Number | The customer's EORI number for deliveries to this address. It overrides the one on the company record. See International trade. |
Accounts Email | Required on the accounts address. |
Any active address can be chosen as the Delivery Address on a quote or sales order. That list ends with — Customer Collection —, for goods the customer collects; see Sales orders. On a purchase order the delivery address is one of your own addresses, or the customer's address for a drop-ship order.
The + on a purchase order form adds an address to the Customer (Drop Ship) company, so it is greyed out until you choose one. It opens a smaller Add Address form: Postcode is required there, and there are no Accounts Address, Telephone, EORI Number or Accounts Email fields. Click Create Address to save. See Linked purchase orders and drop shipping.
Address formats
By default addresses print in the UK order: town, county, postcode. Switch on Use each country's own address format in Settings → App → Internationalisation to print each address in its own country's convention.
Editing and archiving an address
Click the pencil on an address card to edit it. Click Archive Address to hide the address from new documents; it stays on existing ones. To find an archived address, tick Show Archived in the Addresses section. It opens read-only, with Un-archive Address to bring it back.