How to Cancel an Off Hire | Latner Software Documentation

Cancelling an off hire reverses it, putting the equipment back on rent on the rental contract so charging carries on as though the off hire had never been called.

Overview

Off hires get called in a hurry, and sometimes the phone call that follows says the machine is staying on site after all. Cancelling the off hire is how you put that right, without having to unpick the contract by hand.

Cancelling works line by line, so you can reverse a whole off hire or just some of the equipment on it.
Each cancelled line goes back to On Rent on the rental contract and its Actual Off Hire Date is cleared, so the line keeps charging.
Open pick up dockets raised for those lines are cancelled too, as long as nothing has been picked up against them yet.
Latner records who cancelled each line and when, so the reversal stays on the record.
The off hire itself ends up Cancelled when every line has been reversed, or Partially Cancelled when some lines are left off hire.

Before You Begin

Cancelling an off hire needs the right permissions, and the records themselves have to be in a state that can still be reversed.

Requirement	Where to Find It
Create Off Hire permission - the same permission that raises an off hire also reverses one	Security › Configuration › Permission Groups › your group › Rental › Option
Off Hires permission, so you can open the off hire record in the first place	Security › Configuration › Permission Groups › your group › Rental › Screen
A rental contract in Active status	Rental › Rental Contracts
An off hire with at least one Completed detail line	The contract's Off Hire tab

Create Off Hire sits under Rental › Option, alongside the other off hire permissions

Cancel Off Hire appears in the Options menu for anyone who can open the off hire screen, but the cancellation itself is checked against Create Off Hire. If the option is there and Save comes back with a permission error, ask an administrator to enable Create Off Hire for your permission group.

Cancelling the Off Hire

Step 1 - Open the off hire

Go to Rental › Rental Contracts, open the contract, then open its Off Hire tab. Click the Off Hire # to open the off hire record. Off hires are always reached through their contract, so this is the way in.

The contract's Off Hire tab lists every off hire raised against it, with its status and actual off hire date

Step 2 - Check what you are about to reverse

The Details tab on the off hire shows every line that was called off hire, and the current status of the matching rental contract line. Only lines with a Completed status can be cancelled, and their contract line has to still be sitting at Off Hire, Pending Pick Up or Pending Return.

Before cancelling: three Completed lines whose contract lines are waiting at Pending Pick Up

Step 3 - Choose Cancel Off Hire

Select Options › Cancel Off Hire.

Cancel Off Hire sits at the top of the Options menu on the off hire record

The option is greyed out while the rental contract is anything other than Active, and it disappears altogether once the off hire is fully Cancelled. It stays available on a Partially Cancelled off hire, so you can come back and reverse the rest.

Step 4 - Review the off hire being cancelled

The Cancel Off Hire window opens with the off hire's own details filled in and read only, so you can confirm you are on the right record:

Customer - the customer on the off hire.
Site - the customer site the equipment was called off hire from.
Off Hire Date - the actual off hire date and time being reversed.
Address - the contract's delivery address, or the site address where the contract has none.

Underneath, the table lists every Completed line on the off hire, with its Line #, Equipment Number, Equipment Description and Quantity Called Off Hire. Lines that were cancelled earlier are not listed.

The Cancel Off Hire window - the header fields are read only and cannot be edited here

Step 5 - Select the lines to cancel

Tick the lines you want to put back on rent. The checkbox in the table header selects and clears them all at once. You have to select at least one line - saving with nothing ticked returns Select a detail line to cancel.

All three lines selected with the header checkbox - tick only some of them to reverse part of the off hire

Step 6 - Save

Click Save. Latner confirms with Off Hire details cancelled and refreshes the off hire record.

After Cancelling

Each cancelled off hire line changes to Cancelled, and picks up a Date Cancelled and Cancelled By.
The matching rental contract line goes back to On Rent and its Actual Off Hire Date is cleared, so it charges on as normal.
Serialized equipment goes back to on rent; for bulk equipment the rental status is worked out again from the quantities out on hire.
Open Pick Up dockets covering those lines are cancelled, provided nothing has been picked up against the line and the docket is not already Completed, Attempted or Cancelled.
Where the cancelled line sits inside a package, the package header line's status is worked out again from the equipment lines under it.
The off hire itself becomes Cancelled when no Completed lines are left on it, or Partially Cancelled when some remain.

The same three lines on the rental contract, back at On Rent and charging again

A cancellation cannot itself be undone. If the equipment does come off hire after all, raise a new off hire on the contract rather than trying to reinstate the cancelled one. Cancelling also does not touch invoices that have already been raised - check Last Billed To Date on the line to see what the customer has been charged to.

FAQs

Cancel Off Hire isn't in the Options menu. Why?

The off hire has already been fully cancelled - once its status is Cancelled the option is removed. If the option is showing but greyed out, the rental contract is not Active. A Returned, Completed or Cancelled contract has to be brought back to Active first - reopening a completed contract is the usual way to do that.

The Cancel Off Hire window says there are no details to cancel. What now?

The off hire is still in Requested status. An off hire raised with an unknown details description has no confirmed lines on it yet, so there is nothing to reverse. Use Options › Confirm Off Hire Details to record what actually came off hire, then cancel the lines you did not want.

Can I cancel just some of the equipment on an off hire?

Yes. Tick only the lines you want back on rent. The off hire moves to Partially Cancelled and Cancel Off Hire stays in the Options menu, so you can reverse more lines later if you need to.

Latner won't let me cancel the off hire for equipment that has already come back to the yard.

Once a line has been returned it is no longer at Off Hire, Pending Pick Up or Pending Return, and Latner refuses the cancellation rather than quietly putting returned equipment back on rent. Cancel the return first, then cancel the off hire.

What happens to the pick up docket that was raised with the off hire?

Open pick up docket lines for the cancelled equipment are cancelled along with the off hire, so the driver is not sent out for a machine that is staying put. Lines that have already been picked up are left alone, and so is a docket that is already Completed, Attempted or Cancelled - if a docket like that is still outstanding, deal with it on the docket itself.

Does cancelling the off hire restart the sanitation schedule?

Only where Finish Sanitation Schedule on Off Hire is enabled in Security › Settings › Rental. With that setting on, the off hire finalises the schedule, so cancelling puts an open recurring docket back in front of each sanitation line - chaining on from the last completed docket, or starting the schedule from the line's start date where there isn't one. Lines that already have an open recurring docket, and ad hoc dockets, are left as they are.

Finish Sanitation Schedule on Off Hire, in Global Settings under the Rental module

I only had the off hire date wrong. Do I need to cancel it?

No. Use Options › Change Off Hire Date on the off hire instead, which needs the Change Off Hire Date permission. Cancelling is for when the equipment should not have come off hire at all.

Watch the Demo

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