August 2025 | Latner Software Documentation

Welcome to the August 2025 release of Latner Software. We introduced Supplier Credit Notes, Customer Daybook, Finance Dashboards, and Rental Quote Approvals. Alongside these, we delivered major improvements to reporting, work orders, inspections, and integration syncs. Please see below for the details of our changes.

New Features

Supplier Credit Notes

Added ability to manage supplier credit notes directly in the system.

A supplier credit note records money a supplier owes back to you, and raising it from the invoice itself means Latner copies the charges across for you rather than making you key them in again.

Overview

Suppliers get it wrong too. A pallet arrives damaged, a hire runs on paper long after the machine came back, a rate is billed at list instead of the price you agreed. Once the invoice has been completed you cannot simply edit it, so the correction goes on a separate document - a credit note - which sits against the supplier until you use it.

Options › Create Credit Note from Invoice on a Supplier Invoice creates a credit note for the same supplier, site and branch, and copies every line off the invoice.
Latner only offers it once the invoice is Completed or Paid. An invoice still open can be corrected directly, so it does not need a credit note.
The credit note opens in Open status. That is your chance to change quantities and costs, delete lines and add new ones, so you can credit part of an invoice as easily as all of it.
Complete Credit Note locks the lines and makes the credit available to use. Until then it is only a draft.
A completed credit note does not reduce what you owe on the invoice by itself. You still have to allocate it, which is a separate step covered in its own article.
Credit notes share the supplier invoice numbering sequence and appear in the Supplier Invoices list alongside invoices, told apart by the Type column.

Before You Begin

Make sure the following are in place.

Requirement	Where to Find It
A supplier invoice in Completed or Paid status	Suppliers › Supplier Invoices. The option is greyed out on any other status.
Supplier Invoice permission	Security › Configuration › Permission Groups, then Suppliers › Screen. Needed to open the invoice and the credit note at all.
Create Supplier Credit Note permission	Security › Configuration › Permission Groups, then Suppliers › Option. Without it the menu item is hidden.
Edit Supplier Invoice Detail and Delete Supplier Invoice Detail permissions	Security › Configuration › Permission Groups, then Suppliers › Option. Only needed if you want to trim the copied lines before completing.
Edit Supplier Invoice permission	Security › Configuration › Permission Groups, then Suppliers › Option. This is what lets you complete the credit note.
The supplier's own credit note	Whatever the supplier sent you. You will want its number for the Reference Number field.

The supplier credit note permissions on the Finance Payable group. Cancel Supplier Credit Note is switched off here, so this group can raise credit notes but cannot undo one

Permissions in Latner are granted per branch. A credit note is created against the branch of the invoice it came from, so if you can raise credit notes in Sydney but not in Brisbane, it is the branch on the invoice - not the invoice itself - that is stopping you.

Creating the Credit Note

Step 1 - Open the supplier invoice

Go to Suppliers › Supplier Invoices and open the invoice the supplier is crediting. The Type column tells invoices and credit notes apart, and Status tells you whether the invoice is far enough along to credit - you are looking for Completed or Paid.

The Supplier Invoices list. Credit notes already raised sit in the same list as the invoices they relate to, with Type set to Credit Note

Step 2 - Select Create Credit Note from Invoice

On the invoice, select Options › Create Credit Note from Invoice. Check the Financial Details card before you do - the Supplier Invoice Total is the most you can credit on this document, and Balance Outstanding is what is still unpaid.

Supplier Invoice 111 in Completed status. Add Details and Add Purchase Order Details are greyed out because the invoice is closed, which is exactly why the correction has to go on a credit note

Step 3 - Confirm the header and save

The Create Supplier Credit Note window opens with almost everything already filled in from the invoice. Only two fields are yours to change.

Supplier, Supplier Site and Branch - taken from the invoice and locked, so a credit note can never drift onto a different supplier.
Source - locked to Manual, even where the invoice itself came from a purchase order.
Credit Note for Supplier Invoice - the invoice you started from, locked. It becomes the Credit Note for Invoice link on the finished credit note.
Supplier Contact - required, and defaulted to the contact on the invoice. Change it if a different person in accounts issued the credit.
Reference Number - defaulted to CREDIT- followed by the invoice's reference number. Replace it with the number on the supplier's own credit note if they gave you one.

Select Save. Latner takes you straight to the new Supplier Credit Note screen.

The Create Supplier Credit Note window. The greyed fields are inherited from the invoice; only Supplier Contact and Reference Number can be edited

Reference numbers have to be unique for a supplier, ignoring cancelled documents. If the invoice you started from had no reference number, the default is a bare CREDIT-, and the second time you do that for the same supplier Latner will refuse to save. Type something meaningful in instead.

Step 4 - Review the copied lines

The credit note opens in Open status with one line for every line on the invoice, carrying the same line type, item, description, quantity, unit cost, tax and total. Total Credit in Financial Details therefore matches the invoice total to begin with - a full credit, which is rarely what the supplier is actually giving you.

The new credit note in Open status. Both invoice lines have been copied in full, so Total Credit starts at the whole invoice value of $744.70

Step 5 - Correct the quantity or cost on a line

Double-click a line on the Details tab to open it. Quantity and Unit Cost are both editable, and Sub Total recalculates itself from the two, so you cannot put a credit line out of step with its own arithmetic. Tax follows from the Tax Type on the line.

In this example the supplier delivered ten hoses and three arrived damaged, so the quantity comes down from 10 to 3 and the sub total falls from $485.00 to $145.50.

Reducing the credited quantity to three. Sub Total is read-only and recalculates as soon as the quantity changes

Step 6 - Remove the lines you are not being credited for

Tick the row's checkbox and a pencil and a bin appear above the table. The bin deletes the line from the credit note; it does nothing to the invoice. Repeat for every line the supplier is not crediting, and use Options › Add Details if the credit covers something that was not on the original invoice at all.

Selecting a line reveals the edit and delete controls. The air filters were fine, so that line comes off the credit note

Total Credit and Remaining Credit re-add themselves from the lines each time you save one, so the header always shows what the credit note is currently worth.

One line left and Total Credit down to $160.05, against an invoice of $744.70. This is a partial credit

Step 7 - Complete the credit note

When the lines match the supplier's credit, select Options › Complete Credit Note. There has to be at least one line - the option is disabled on an empty credit note. Latner stamps Completed Date and Completed By, moves the status to Completed, and sends the credit note to any accounting integration you have switched on.

The completed credit note. Remaining Credit of $160.05 is the amount now available to put against the supplier's invoices

After Creation

The credit note appears in Suppliers › Supplier Invoices with Type of Credit Note, and opens on its own Supplier Credit Note screen rather than the invoice screen.
Credit Note for Invoice on the credit note links back to the invoice it was raised from.
Options › Allocate Credit becomes available now that the credit note is completed. That is the step that actually reduces what you owe - see How to Allocate Credit Note to a Supplier Invoice.
As you allocate it, Used Credit goes up and Remaining Credit comes down. Once nothing is left, the credit note moves to Paid.
Completing the credit note writes a row on the Integration Syncs tab. If your accounting integration is not fully configured the row will show as failed, and Options › Sync Credit Note lets you try again once it is.
The credit note is not linked to the purchase order behind the invoice. Receipted and invoiced quantities on the purchase order are left exactly as they were.

The Options menu on a completed credit note. Allocate Credit is now available and Complete Credit Note has gone

A credit note cannot be edited once it is completed, and it cannot be cancelled at all once it has been fully used and moved to Paid. If a completed credit note is wrong, use Options › Cancel Supplier Credit Note - which asks for a cancellation note and needs the Cancel Supplier Credit Note permission - and raise a fresh one. Cancelling a credit note does not touch the invoice it came from.

FAQs

Create Credit Note from Invoice is greyed out. Why?

The invoice is not Completed or Paid. An invoice that is Open, Disputed, Approved or Cancelled cannot be credited. If it is still open, correct the lines on the invoice itself; if it is in dispute, resolve the dispute and complete it first.

The menu item is missing entirely, not greyed out.

That is the Create Supplier Credit Note permission, under Suppliers › Option in your permission group. Latner hides an option you have no permission for, and greys out one you cannot use yet.

The supplier is only crediting part of the invoice. Do I have to delete most of the lines?

Only the ones being credited for nothing. For a line being credited in part, open it and reduce the Quantity or the Unit Cost instead - the sub total, tax and the credit note totals all follow. Both edits are only possible while the credit note is Open.

I completed the credit note but the invoice still shows the full Balance Outstanding.

That is expected. Creating and completing a credit note only creates the credit; it does not decide which invoice it is used against. Open the credit note and select Options › Allocate Credit to apply it - the invoice's Balance Outstanding drops then, and the allocation is listed on the invoice's Credit Adjustment tab.

Can I allocate the credit note to a different invoice from the one it was raised against?

Yes. The link to the original invoice is a record of where the credit came from, not a restriction. You can allocate the credit to any Completed invoice for the same supplier, and you can split it across several. It cannot cross to another supplier.

Does the credit note put stock back or reopen the purchase order?

No. A credit note is a financial document only. The lines copied onto it are not linked to the purchase order lines, so receipted and invoiced quantities on the purchase order are unchanged, and no stock movement is made. If goods are physically going back to the supplier, handle that through the purchase order and use the credit note for the money.

I need a credit note that is not tied to an invoice at all.

Use Options › Create Supplier Credit Note from the Supplier Invoices list. You pick the supplier yourself and add the lines by hand - see How to Create a Manual Supplier Credit Note. To credit against a purchase order rather than an invoice, see How to Create Credit Note from Purchase Order.

Why does the credit note show a Source of Manual when the invoice came from a purchase order?

Credit notes raised this way are always recorded as Manual, because their lines are copied from the invoice rather than drawn from the purchase order. The Credit Note for Invoice link, not the source, is what tells you where it came from.

Watch the Demo

Prefer to watch it? Step through the same flow here.

Equipment Transfer Inspection

Introduced inspections for equipment transfers. This can be set up from the Class or Model level too.

Cancel Purchase Order Receipts

Users can now cancel purchase order receipts when required. This will roll back their receipts to their previous state and consider them unreceived.

Site Move Transport from Rental Contract

Added option to create site move transports directly from a rental contract. This is used for creating transport dockets for site changes and will optionally let you change the address for the contract too. The Equipment will remain On Rent.

Finance Repayments Dashboard

New dashboard to track and manage finance repayments. This is found in the Financial Dashboard.

Customer Approve Rental Quote

Customers can now approve rental quotes electronically.

Customer Daybook

Introduced a dedicated daybook for managing customer‑related activities. Grouped into tabs of:

Customer Insurance
Customers Pending Approval
Recent COD Customers
Customers on Credit Hold

Other Updates & Improvements

Request approval for Rental Contract discounts
Run Up Inspection from Rental Contract for Sub Hire Equipment
Cycle Billing warning prompt before invoicing
On Rent Report improvements
Convert Work Order Quote to existing Work Order
Convert Inspection to Work Order Quote
Toggle Workshop / Field Service for Work Orders
Write‑off option for Depreciation Types
Disposal of written‑off assets
Customer payment sync efficiency improvements
Improved eWay payment integration
MYOB sync for Customers and Suppliers
Plus a range of smaller fixes and performance improvements