How to Cancel a Transport Docket | Latner Software Documentation

Cancelling a transport docket withdraws a delivery, collection, pick up or site move that is no longer going to happen, and hands the equipment back to the record it came from so it can be scheduled again.

Overview

Plans change. A customer pushes their start date out a fortnight, a site shuts, a driver's run gets rebuilt around a breakdown - and the docket you raised this morning is now wrong. Cancelling is how you take it out of the run without losing the record that it existed.

Cancel Transport lives on the docket's Options menu and works on any docket still showing a status of Open.
Cancelling releases the lines the docket was carrying, so they drop back to the status they held before it was raised and can go onto a new docket.
Anything the docket created downstream is cancelled with it - a transport purchase order, a sub hire order line, and, on a pick up docket raised from an off hire request, the off hire request itself.
A transport charge that the docket had consumed is released, so you can use it on the replacement docket.
The docket isn't deleted. It keeps its number, stays searchable, and records who cancelled it and when.
There's no undo. Reopen Transport only works on a completed docket, so a cancelled docket stays cancelled.

Before You Begin

Cancelling needs no special setting, but it does need access to the docket and a docket in the right state.

Requirement	Where to Find It
Transport Dockets permission	Security › Configuration › Permission Groups, then the group's Permissions tab. This is the screen permission that lets a user open a docket at all.
Mobile Transport permission	The same screen. Only needed for drivers working dockets on a phone, and it doesn't add the ability to cancel - see the FAQs.
A docket with a status of Open	Rental › Transport Dockets. Completed, attempted and already-cancelled dockets can't be cancelled.

Searching a permission group for "Transport Docket" - the screen permissions that control access to the docket, and to the driver's mobile view

There is no separate cancel permission. Anyone who can open a transport docket can cancel one, so if you need to limit who cancels dockets, limit the Transport Dockets permission itself.

Cancelling the Docket

Step 1 - Open the Transport Dockets screen

Go to Rental › Transport Dockets. Dockets that are still to be done sit on the Unallocated tab until a driver is assigned, and move to In Progress once one is.

The Transport Dockets screen - the tabs split open work by whether a driver has been assigned, so a docket you raised today is usually under Unallocated

Step 2 - Open the docket

Click the docket number, or double-click the row, to open it. Before you go any further, check the Status at the top of the docket reads Open, and check the Linked To and Customer details are the ones you meant to cancel.

A delivery docket for a rental contract - Status, Type and Delivery Method are summarised across the top of the record

Step 3 - Choose Cancel Transport

Select Options › Cancel Transport. If the option is greyed out, the docket is no longer Open - see the FAQs.

The Options menu on an open docket - Cancel Transport sits between Complete Transport and Reopen Transport

Step 4 - Confirm

Latner asks Are you sure you want to Cancel this Transport Docket? Select Confirm to cancel it, or Cancel to back out and leave the docket alone.

There's no reason field and no second chance, so this prompt is the last point at which you can check you're on the right docket.

The confirmation prompt - the Cancel button here backs out of the cancellation, it doesn't perform it

Step 5 - Check the result

The docket reloads with a status of Cancelled and a new Cancellation Details card showing Date Cancelled and Cancelled By.

The cancelled docket - the Cancellation Details card is added automatically and is the audit trail for who withdrew the run

After Cancelling

The docket keeps its number and stays on the Transport Dockets screen. It moves to the Completed tab, which lists completed, cancelled and invoiced dockets together.
Equipment lines go back to the source record. On a delivery or collection docket, rental contract lines return to Reserved (or Preallocated, if that's where they started); on a pick up docket they return to Off Hire.
Lines that have already moved on are left alone. Cancelling a delivery docket doesn't disturb a line that is already Pending Pick Up, and cancelling a pick up docket doesn't disturb a line that is still Pending Delivery.
For a docket raised against an equipment transfer or a sales order, the quantity the docket had in transit is handed back to that record instead.
A transport purchase order raised for the docket is cancelled, and so is any sub hire order line covering the transport.
A transport charge that the docket had consumed is released and can be put on the replacement docket.
If the docket was a pick up raised from an off hire request that is still Requested, the off hire request is cancelled as well. An off hire that has already been actioned is left as it is.
The docket becomes read-only. Convert to External, Complete Transport, Cancel Transport and Attach Documents are all greyed out on the Options menu, though you can still generate and email the docket PDF.

The rental contract's Details tab after the cancellation - the three equipment lines have dropped back to Reserved and are ready to go onto a new docket

The Options menu on the cancelled docket - the actions that change the run are disabled, but the PDF and email options stay available

Cancelling can't be undone. Reopen Transport only works on a docket that was completed, so it won't bring a cancelled docket back. If you cancelled the wrong one, raise a new docket from the rental contract - the lines are already back in Reserved, so they're ready to go straight onto it.

FAQs

Cancel Transport is greyed out on the Options menu. Why?

The docket is no longer Open. Cancelling is only offered while the status is Open - once a docket has been completed or cancelled the option is disabled. If the docket was completed by mistake, use Options › Reopen Transport first (that needs the Reopen Transport Docket permission, and won't work if an invoice is attached to the docket), then cancel it once it's back to Open.

I only want to take one line off the docket, not cancel the whole thing.

Delete that line from the docket's Details tab instead. Deleting a line releases just that line back to its contract and leaves the rest of the docket running. You can only delete lines from a docket that's still Open, and you can't delete the last remaining line - Latner will tell you Cannot delete last line. Cancel Transport instead.

The cancelled docket has disappeared from the list. Where is it?

It's on the Completed tab of the Transport Dockets screen, which holds completed, cancelled and invoiced dockets. If you still can't see it, clear the My Branch quick filter or search on the docket number.

Can a driver cancel a docket from their phone?

No. The mobile transport screen lets a driver view, work and complete a docket, but cancelling is only available on the full Transport Docket screen.

What happens to the purchase order I raised for an external transport?

It's cancelled with the docket, and so is any sub hire order line raised for the transport. If you re-raise the transport later you'll need a new purchase order for it.

I'm cancelling the whole rental contract. Do I need to cancel its dockets first?

No. Cancelling a rental contract cancels every one of its outstanding dockets for you, and cancelling a sales order does the same for its dockets. Cancelling an off hire cancels the open pick up dockets raised from it.

Will the customer still be charged for the transport?

Transport is invoiced when a docket is completed, so a docket you cancel while it's still Open has nothing to invoice. The transport charge line it was linked to is released back to the contract and can be used on the replacement docket. A docket that has already been completed and invoiced can't be cancelled at all.

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