How to Configure the Equipment Hierarchy | Latner Software Documentation

The equipment hierarchy is how Latner groups every machine into Categories, Classes, Makes and Models, so your fleet can be priced, scheduled and reported on consistently.

Overview

Every machine in Latner sits inside a tidy family tree, and getting that tree right is what makes rates, service schedules and reporting fall into place. There are four configuration levels plus the equipment itself.

Category is the broad grouping (for example, Excavator or Scissor Lift).
Class is a sub-group inside a Category that defines size or function.
Make is the manufacturer or brand. It sits alongside the tree rather than inside it - a Make is not tied to any one Category.
Model is the specific version of a Make, and it belongs to both a Class and a Make.
Equipment is the individual machine, and it points only at a Model.

A few behaviours are worth knowing before you start:

An equipment record stores only its Model. Its Category, Class and Make are read from that Model, not held on the equipment itself - so they always stay in step with the Model you choose.
Class and Model are the levels that actually drive behaviour: rental rates, service schedules, inspection and checklist defaults, metering, default dimensions, depreciation and equipment numbering all flow down from them.
Category is mostly used for grouping and reporting, and Make is a manufacturer label used mainly for searching and filtering.
You create and edit every level the same way, from a list screen under Equipment › Configuration.

Here is how the levels fit together, using a few common plant items:

Category	Class	Make	Model
Excavator	Excavator 1.5T	Kubota	KX015-4
Excavator	Excavator 3.5T	Kubota	KX033-4
Scissor Lift	26ft Scissor Lift Electric	JLG	2630ES
Lighting Tower	4000W Light Tower Towable	Atlas Copco	HiLight V4

Before You Begin

The configuration screens live under Equipment › Configuration. Access is controlled by permissions, which your administrator sets in Security.

Requirement	Where to Find It
Permission to view and search each configuration screen	Security › Permission Groups, Equipment module - Equipment Category, Equipment Class, Equipment Make and Equipment Model
Permission to create or edit hierarchy records	Security › Permission Groups, Equipment module - Create Equipment Category, Create Equipment Class, Create Equipment Make and Create Equipment Model

Creating and editing use the same permission - there is no separate edit permission for these four screens. If you can create a Class, you can also edit and reparent one. Anyone can view a list screen, but the Options button and the Edit action only appear when you hold the matching Create permission.

Creating the Hierarchy

Build the tree from the top down: a Category first, then a Make, then a Class inside that Category, and finally a Model inside that Class and Make.

Step 1 - Open the Equipment Configuration area

In the left-hand menu, open Equipment › Configuration. You will see a screen for each level - Categories, Classes, Makes and Models - plus related lookups such as Fuel Types.

The Equipment Configuration menu expanded to show Categories, Classes, Makes and Models. The Classes list shows how each class rolls up to a Category

Step 2 - Create a Category

Open Categories, then choose Options › Create Category. Every configuration screen creates records the same way, from this Options button.

The Categories screen with the Options menu open on Create Category. Every hierarchy screen creates records this way

A Category needs only two things, both required:

Category - the name (must be unique).
Description - a short description.

Fill them in and choose Save.

The Create Category dialog - a Category needs only a name and a description

Step 3 - Create a Make

Open Makes and choose Options › Create Make. A Make is the manufacturer or brand and is not tied to a Category, so you can create your Makes at any time. It also needs only a name and a description, both required:

Make - the manufacturer name (must be unique).
Description - a short description.

The Create Make dialog - a Make is the manufacturer and is not tied to a Category

Step 4 - Create a Class

Open Classes and choose Options › Create Class. A Class must sit inside a Category, so that link is required.

Required fields:

Category - the parent Category this Class belongs to.
Class - the name (must be unique).
Description - a short description.

Optional fields let you set class-level defaults that new equipment inherits: Charge Days Per Week, Meter Type, Run Up Inspections and Return Inspections.

The Create Class dialog - a Class must sit under a Category

Step 5 - Create a Model

Open Models and choose Options › Create Model. A Model must sit under both a Class and a Make, so both links are required.

Required fields:

Class - the parent Class (which in turn sets the Category).
Make - the manufacturer of this Model.
Model - the name (must be unique).
Description - a short description.

If the Class or Make you need does not exist yet, you can create it on the spot from the dropdowns in this dialog, without leaving the Model form.

The Create Model dialog - a Model must sit under both a Class and a Make

Reparenting a Class or Model

Sometimes a Model ends up under the wrong Class, or a Class under the wrong Category. You move a record to a new parent by editing it from its list screen - not from its detail page, where the parent is shown but locked.

Step 1 - Select the record on its list screen

Open the relevant list (Classes or Models) and tick the checkbox next to the record. An Edit (pencil) action appears at the top of the list.

Selecting a class on the list screen reveals the Edit (pencil) action - reparenting always starts here

Step 2 - Change the parent and save

Choose Edit to open the record. For a Class, pick a different Category. For a Model, pick a different Class and/or Make. Choose Save and the record moves to its new parent immediately.

The Update Class dialog with a different Category selected - this moves the class to a new parent

The Update Model dialog with a different Class and Make selected

Reparenting is allowed even when equipment already sits under the Class or Model - nothing blocks it. But because Class and Model drive rental rates, service schedules and inspection defaults, moving a record changes which of those apply. Check the class- and model-level rates and schedules after a move so your equipment still prices and services the way you expect.

Changing an Equipment's Model

An individual machine's place in the hierarchy is set entirely by its Model. So to move one machine, you change its Model - you do not (and cannot) change its Category, Class or Make directly on the equipment.

Step 1 - Open the equipment and find Equipment Model

Open the equipment record and look at the General Details panel. Equipment Category, Equipment Class and Equipment Make are read-only here - each carries a tooltip explaining that it is based on the Model selected. Only Equipment Model can be edited.

The Equipment detail screen - Category, Class and Make are read-only because they come from the Model

Step 2 - Edit the Model field

Select the edit (pencil) icon on the Equipment Model field, search for the new Model and choose it. The dropdown shows each model's Make and Class so you can pick the right one. Save the change, and the equipment's Category, Class and Make update automatically to match the new Model.

Editing the Equipment Model field - the dropdown shows each model's Make and Class so you pick the right one

How the Hierarchy Affects Everything Else

Getting the hierarchy right pays off across the system, because so much configuration is inherited from the Class and Model rather than set on each machine:

Rental rates can be set for a whole Class, a single Model, or one machine.
Service schedules cascade down: a schedule set on a Class or Model is inherited by every machine under it, and creating one back-fills the equipment that already exists.
Inspection and checklist defaults (run-up, return, transfer and pre-start) live on the Class and Model.
Metering, default dimensions, depreciation types and the equipment number prefix all come from the Class or Model.
Reporting and filtering roll up through Category › Class › Model, so consistent grouping keeps your reports clean.

You cannot delete a Category, Class, Make or Model while anything still depends on it - a Category with Classes, a Class or Make with Models, or a Model with equipment is protected from deletion. If you no longer need a record, first reparent or reassign whatever sits under it, then remove it.

FAQs

The Options button or Create option isn't showing on a configuration screen. Why?

Creating a record needs the matching Create permission (for example, Create Equipment Class). View-only users can open and search a list but won't see the Options › Create action or the Edit pencil. Ask your administrator to grant the relevant Create permission in Security.

Why can't I change the Category, Class or Make on the Equipment detail screen?

Those three fields are read-only on an equipment because they are read from the equipment's Model, not stored on the equipment. To change them, change the equipment's Model (which sets all three at once), or reparent the Model itself from the Models list.

Can I move a Model to a different Class if equipment already uses it?

Yes. Nothing blocks reparenting a Model or Class that is already in use. Just be aware that class- and model-level rental rates, service schedules and inspection defaults will change to those of the new parent, so review them after the move.

I get an error trying to delete a Category, Class, Make or Model.

The record still has children - a Category with Classes, a Class or Make with Models, or a Model with equipment. These links are protected, so reparent or reassign whatever sits under the record first, then delete it.

What's the difference between changing a Model and converting an equipment?

Editing the Equipment Model field re-labels a machine's make and model designation. Converting is a separate flow for swapping one physical machine for another - see How to Convert an Equipment to Another Equipment. Use the Model field to correct or change what a machine is; use Convert to replace the machine itself.

Do I have to create the Make and Class before the Model?

A Model must reference an existing Class and Make, but you don't have to leave the Model form to make them - both dropdowns let you create a new Class or Make inline while you're building the Model.