How to Complete a Transport on a Mobile Device | Latner Software Documentation

The mobile Transport screen gives drivers everything they need to run a delivery or pick up from a phone: the run for the day, the site address and contact, the safety checklist, the equipment on the truck, and the customer's signature at the end.

Overview

A transport docket starts life on the desktop - raised from a rental contract, an equipment transfer, a sales order or by hand - and is allocated to a driver. From there it belongs to the driver's phone. Latner shows the driver only the dockets that are actually theirs to do, and walks them through confirming what came off the truck before the docket can be closed.

The mobile Transport list only shows Open dockets, and only those that are internally fulfilled or externally fulfilled with a driver assigned.
My Transport shows the open dockets you are the assigned driver for. Today and Tomorrow show every open docket scheduled or due on that day, whoever is driving.
Each line on the docket has to be confirmed individually - the driver sets the equipment number and the quantity actually delivered or collected.
If Take 5 is switched on for transport, an internal docket cannot be confirmed or completed until a Take 5 has been completed on site.
Completing the docket writes back to whatever raised it: rental contract lines go on rent, transport charge lines become applicable, and a manual docket with a charge raises an invoice.
Anything the driver does not deliver comes back as a new open docket, so the shortfall is never lost.

Before You Begin

The mobile Transport screen is permission-gated, and two settings change what the driver has to do on site.

Requirement	Where to Find It
Mobile Transport screen permission	Security › Configuration › Permission Groups › Rental › Screen
The driver is set up as a skilled person with the Driver role, and the docket is allocated to them	Service › Skilled Persons, then Rental › Transport Allocation
Transport Docket Take 5 Checklist (optional - select a checklist template to require a Take 5)	Security › Settings › Transport
Enforce Meter Reading Entry in Mobile Transport (optional)	Security › Settings › Rental
Complete Transport without Take 5 (optional - lets a user bypass the Take 5 requirement)	Security › Configuration › Permission Groups › Transport › Field

Transport Docket Take 5 Checklist holds a checklist template, which is what switches Take 5 on for transport. Leave it empty and the Take 5 section never appears

Enforce Meter Reading Entry in Mobile Transport, off by default. Switch it on and a metered machine cannot be confirmed until a reading has been recorded against it

Latner picks the mobile screens from the device, not from a setting - open the app on a phone and you get the driver's menu automatically. On a desktop you'll see the standard screens, and the Transport menu item takes you to the Transport Allocation board instead.

Completing the Transport

Step 1 - Open the Transport screen

Tap the menu icon at the top left and choose Transport. If the item isn't there, you don't have the Mobile Transport screen permission.

The driver's menu. Transport sits alongside the other mobile screens; Desktop Screens at the bottom gets you back to the full app

Step 2 - Find your docket

Tap My Transport to filter the list down to the open dockets you are the assigned driver for. Today and Tomorrow widen it to everything open and scheduled for those days, and the search box at the top matches on docket number, customer and site.

Each card summarises the job: type and fulfilment, branch, driver, scheduled time, the contract or sales order behind it, the customer, and the from and to addresses. Both addresses are links - tapping one opens it in Google Maps.

The My Transport tab. Completed and cancelled dockets never appear here, so the list is only ever work still to do

Step 3 - Open the docket and read the job

Tap the card to open the docket. Transport Details holds the job at a glance, and below it are the sections you'll work through: Driver Comments, Take 5 (when it applies), Delivery Instructions, Delivery Instruction Documents, Delivery Lines and Add Signature. On a pick up docket those read Pick Up Instructions, Pick Up Instruction Documents and Pick Up Lines.

The docket page. The status stays Open until you complete it, and the delivery contact's phone number dials straight from the screen

Step 4 - Complete the Take 5

If Take 5 is switched on and the docket is internally fulfilled, a warning sits above the checklist section and the Confirm and Complete buttons stay disabled until a Take 5 has been completed. Tap Add Take 5 to start one, or Complete Take 5 to carry on with one you've already started - the checklist opens at the first task you haven't answered yet.

Answer each task Pass, Fail or N/A, adding notes or photos as you go. Some tasks are set up to require a photo, and won't accept an answer until you've attached one. The checklist counts as complete once every task has an answer, and the warning disappears.

A Take 5 task. The stepper at the top shows how far through you are, and you can jump to any task from the dropdown next to it

You can add more than one Take 5 to a docket - useful on a long run or when conditions change - but only once the previous one has been completed. External (sub hired) transport dockets never ask for a Take 5.

Step 5 - Confirm each line

Open Delivery Lines (or Pick Up Lines). Every line carries a red Confirm button; tap it to open that line.

Delivery Lines. Each line shows the class, the allocated equipment number and the scheduled quantity, and Complete Delivery stays greyed out until at least one line is confirmed

Step 6 - Check the equipment number

The Confirm Equipment form opens with what the office allocated. Line Type, Branch, Class, Model, Description and Quantity are read only; the two fields you can change are the ones that matter on site:

Equipment Number - the machine you've actually got on the truck. Search by number or description, or tap Scan QR Code and scan the asset. The list is restricted to rentable equipment of the right class and model at the contract's branch. This is required on equipment lines - you can't confirm without it.
Confirmed Quantity - how many you're actually delivering or collecting. It can't be more than Quantity and it can't be negative.

Picking the equipment number. Scan QR Code sits above the search results, so the usual path on site is a scan rather than a search

Step 7 - Record the meter reading and any photos

Enter the Confirmed Quantity, then use Update Meter Reading to log the hours or kilometres showing on the machine. The section only appears when the equipment class is set up with a meter type, and the reading can't be lower than the last one recorded. Add Photos and Videos attaches evidence to that line - condition on arrival, where the machine was left, damage found on collection.

Tap Save on each section you've filled in.

Confirmed Quantity set and a meter reading entered. With Enforce Meter Reading Entry in Mobile Transport switched on, a metered line cannot be confirmed until the equipment has a reading against it

Step 8 - Confirm the line

Tap Confirm Equipment at the bottom. You're taken back to the docket and the line's button turns green and reads Confirmed, with the confirmed quantity shown beside it. Repeat steps 5 to 8 for every line.

If the machine has an inspection still open against this contract line, Latner warns you with an Outstanding Inspection message before you confirm.

A confirmed line. Confirming the first line is what makes the Add Signature section and the Complete Delivery button available

Step 9 - Add your comments

Use Driver Comments for anything the office needs to know - who signed, where the machine was left, why a line came back. Tap the pencil, type, then Save. The comments stay on the docket and are visible from the desktop.

Driver comments being entered, with the Take 5 above it now ticked off as completed

Step 10 - Take the customer's signature

Tap Tap to Sign, hand the phone over, and have the customer sign with a finger. Tap Save to store it against the docket. To redo it, tap the pencil on the signature and sign again.

A saved signature. The section only appears once a line has been confirmed, or straight away on a manual docket that has no lines

Step 11 - Complete the docket

Tap Complete Delivery (or Complete Pick Up). If every confirmed quantity matches the scheduled quantity the docket completes straight away, you get a Transport Completed message and you're returned to the list.

If any line is short, Latner asks Are you sure that you want to only partially complete this transport docket? first. Tap Yes to complete what you did deliver and let Latner raise a new docket for the rest, or No to go back and fix the quantities.

Back on My Transport with the completed docket gone from the list - the fastest way to see the run shrinking as the day goes on

After Completion

The docket moves to Completed and records the date and time it was received and who received it, along with the signature and driver comments.
On a delivery from a rental contract, the contract lines move to On Rent. On a pick up, they move on to the return workflow. On an equipment transfer or sales order, the source lines are updated the same way.
Transport charge lines on the rental contract move from Pending to Applied, so they can be invoiced.
A manual docket with a transport charge raises a customer Invoice for that charge automatically.
On a site move, the rental contract's site and delivery address are updated to the new site.
On an externally fulfilled docket, the matching sub hire order transport line is marked completed.
Any line you did not deliver, or the undelivered part of a partial delivery, comes back as a new Open docket on internally fulfilled transport.

Completing a docket puts equipment on rent and makes charges invoiceable, so it isn't something the driver can undo from the phone. If a docket was completed by mistake, someone with the Reopen Transport Docket permission can reopen it from the desktop Transport screen.

FAQs

My docket isn't in the list. Where is it?

The mobile list only shows dockets that are still Open, so anything completed or cancelled has already dropped off. Beyond that, check three things: that the docket is allocated to you as the driver (otherwise it won't be under My Transport - try Today or Tomorrow), that an externally fulfilled docket has a driver assigned at all (external dockets with no driver are deliberately hidden), and that the date you're looking at is the one it's scheduled for.

The Confirm and Complete buttons are greyed out. Why?

Almost always an outstanding Take 5 - the warning above the checklist section tells you so. Complete the Take 5 and both buttons come alive. Complete Delivery also needs at least one confirmed line before it will enable (manual dockets, which have no lines, are the exception). If you've only just opened the docket, give it a moment: the buttons start disabled until Latner has checked whether a Take 5 is outstanding.

I could only deliver some of the load. What do I do?

Confirm the lines you did deliver with the quantity you actually dropped, and leave the rest unconfirmed. When you tap Complete Delivery you'll be asked to confirm a partial completion. Say yes, and Latner completes what you delivered and raises a fresh open docket for everything that's left, ready to be allocated again.

I confirmed the wrong line. Can I undo it?

Yes, as long as the docket is still open. Open the line again, set Confirmed Quantity to 0 and save - the footer button changes to Unconfirm Equipment. Tap it and the line goes back to unconfirmed.

A Take 5 task won't accept Pass. What's wrong?

That task is set up to require a photo. Attach one under Add Photos and Videos on the task, then answer it. Which tasks require a photo is defined on the checklist template, so it's the same for every driver.

I get a message about an outstanding inspection. Can I still deliver?

The message when you open the line is a warning, not a block. Completing the docket is a different matter: if the equipment has an open inspection, Latner will refuse to complete the delivery or collection until the inspection is dealt with. Inspection types can be excluded from that check with the Allow Transport Dockets to be Completed with Open Inspections setting under Security › Settings › Equipment.

Latner says the line is pre-allocated and won't complete. What now?

The equipment on that line is still committed elsewhere - it hasn't been released from its previous contract yet. It has to become available before the docket can be completed, so the office needs to close off the earlier job or allocate a different machine.

The pick up docket says the equipment wasn't known when the off hire was called. How do I record what I collected?

The docket shows a Confirm Pick Up Details section with the customer's description of what needs collecting, and a Confirm Equipment button. Use it to pick the actual rental contract lines you're collecting, and the docket's lines are created from your choice. This needs the Confirm Pick Up Details permission.

Watch the Demo

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