How to Manually Complete a Transport Docket | Latner Software Documentation

Completing a Transport Docket by hand records a delivery, collection or pick up that the driver didn't close off on their phone, so the equipment moves on hire, the contract lines update and the job stops showing as outstanding work.

Overview

Most dockets close themselves. The driver arrives on site, works through the docket on the mobile app and taps Complete. But phones go flat, sites have no reception, and sometimes the job was done days ago and nobody told Latner. Completing the docket from the desktop is how you catch up.

Complete Transport lives on the Transport Docket screen under Options. It does the same work as a driver completing the docket in the mobile app.
It works for every docket, whether the docket came from a rental contract, an equipment transfer, a sales order, or was created manually.
You record what actually turned up, line by line, as a Qty Delivered. It doesn't have to match what was scheduled.
A docket can only be completed while it is Open. Completed, Cancelled and Attempted dockets are rejected.
If a line comes up short, Latner raises a new Open docket for the balance so the rest of the job stays on the board.
Completing the docket is what moves the source record. Delivered lines go On Rent, picked up lines move to Pending Return.
Completion can be undone with Reopen Transport, but only until an invoice is raised against it.

Before You Begin

You only need one permission to complete a docket. The rest of this list is what shapes the completion, or what stops it.

Requirement	Where to Find It
Transport Dockets permission - to open a docket and complete it	Security › Configuration › Permission Groups › Rental › Screen
Complete Transport without Take 5 permission - only needed when a Take 5 is configured and the driver hasn't done one	Security › Configuration › Permission Groups › Transport › Field
Reopen Transport Docket permission - only needed to undo a completion	Security › Configuration › Permission Groups › Transport › Option
Transport Docket Take 5 Checklist - when a checklist is selected, an Internal docket needs a completed Take 5 before it can be completed	Security › Settings › Transport
Allow Transport Dockets to be Completed with Open Inspections - the inspection types Latner will ignore when it checks the equipment	Security › Settings › Equipment
Auto Receipt Transport Purchase Orders - whether completing an External docket also confirms and receipts its Purchase Order	Security › Settings › Transport
Default Transport Customer Invoices to Completed - the status of the invoice raised when a charged manual docket is completed	Security › Settings › Customers

The Transport settings, filtered to Take 5. A checklist selected here makes a Take 5 mandatory before an Internal docket can be completed; leave it empty and Take 5 is switched off for transport altogether

Take 5 only applies to Internal dockets, the ones your own driver runs. If a checklist is configured and nobody has completed one, Latner stops you with A Take 5 must be completed before completing this Transport Docket. Users who hold Complete Transport without Take 5 can complete the docket anyway, which is exactly the situation this article is about.

Completing the Docket

Step 1 - Find the docket

Go to Rental › Transport Dockets. The screen opens on three tabs: Unallocated holds Open dockets with no driver on them yet, In Progress holds Open dockets that have been given to a driver, and Completed is the history, including cancelled and invoiced dockets. The docket you are chasing is on one of the first two.

The Transport Dockets screen. Sanitation dockets share this list with transport dockets, so use the Type column to tell them apart, and clear the My Branch chip if the job belongs to another branch

Step 2 - Check the lines before you complete

Click the docket number to open it, and look at two things: the Status in the header, which has to be Open, and the Details tab, which lists what the driver was meant to move.

An Open Delivery docket. Completed Date and Completed By are the two fields the completion fills in

Every equipment line needs an Equipment Number against it before the docket can be completed. Latner can't put a rental contract line on hire without knowing which machine went out, and it will refuse with You cannot complete a delivery docket without an Equipment Number allocated. Allocate the equipment on the rental contract first, then come back.

The Details tab before completion. Every line already has an Equipment Number and Qty Delivered is still 0

Step 3 - Open Complete Transport

Choose Options › Complete Transport. If the option is greyed out, hover it: the tooltip tells you which of the three blockers you have hit - the docket is already completed, it has no lines on it (which only applies to dockets raised from a record, not to manual ones), or one of its rental contract lines is still Pre-Allocated and the equipment isn't free yet.

Complete Transport sits under Options, between the email options and Cancel Transport. Reopen Transport stays greyed out until a docket has been completed

On a manual docket that carries a transport charge, Latner asks first: Completing this transport will also create a transport customer invoice, would you like to proceed? Answer Yes and the completion window opens.

Step 4 - Record what was delivered

The Complete Transport window shows the job at the top and the lines underneath.

The Complete Transport window opens with the current date and time already in Completed Date and every line sitting at 0

Customer, Site, Contact, Phone and Due Date - read only. They are on the window so you can check you have the right job, not so you can change it.
Completed Date - required. It defaults to now, in the docket branch's time zone. Change it to when the job actually happened, because this is the date that lands on the docket and drives the rental start.
Driver - for reference only. Picking someone here does not change the driver recorded on the docket, so if the driver is wrong or missing, fix it with Assign Driver on the Transport Allocation screen instead.
Qty Delivered - one per line, and the only figure you really have to think about. It can't be more than Qty Required.

If the whole load went out as planned, click Select All and every line is filled with its full quantity. The button turns into Deselect All so you can start again.

Select All fills Qty Delivered with the full Qty Required on every line. Type over any line the driver came up short on

Step 5 - Complete

Click Complete. If any line is short of its required quantity, Latner double-checks with Are you sure that you want to only partially complete this transport docket? before it commits. Once it's through, the status flips to Completed and the docket is closed off.

The completed docket. Completed By records the Latner user who completed it, which is not necessarily the driver who did the run

After Completion

The docket moves to Completed, with Completed Date and Completed By filled in, and it drops off the Unallocated and In Progress tabs onto the Completed tab.
Each line's Qty Delivered is stamped with what you entered.
On a rental contract, Delivery and Collection lines go On Rent and pick up the equipment's current meter reading as their start reading; Pick Up lines move to Pending Return. A reserved contract becomes Active on its first delivery.
Transport charge lines on the contract move from Pending to Applied, so they can be invoiced.
Recurring sanitation on a delivered line starts its schedule, and the first sanitation docket is raised.
Equipment transfer and sales order dockets update their own source lines the same way.
Anything delivered short, or not at all, is rolled onto a brand new Open docket for the balance so the outstanding work stays visible.
On an External docket, transport lines on the Sub Hire Order move to Completed, and if Auto Receipt Transport Purchase Orders is set to completion, the docket's Purchase Order is confirmed and receipted.
On a Site Move, the rental contract's site and delivery address are updated, if that was ticked when the docket was created.
On a manual docket with a charge, a transport customer invoice is raised for that amount.

Qty Delivered on each line now matches Qty Required

Back on the rental contract, the delivered lines are On Rent and the contract itself has moved from Reserved to Active

Completing a docket starts the customer being charged, so get the Completed Date right. A completion can be undone with Options › Reopen Transport, but not once an invoice has been raised against the docket - Latner blocks it with Cannot reopen Transport with Invoice(s) attached to it: Please Cancel the Invoice(s) first. Cancel the invoice first, or leave the docket as it stands.

FAQs

Complete Transport is greyed out. Why?

Hover the option and the tooltip names the reason. Already completed means the docket is done (or cancelled) and there is nothing to complete. Can't complete transport without transport detail means a docket raised from a rental contract, transfer or sales order has no lines on it - add lines or cancel it. Cannot complete: transport has Pre-Allocated lines means the equipment on the contract is still pre-allocated and isn't available yet; the docket can be completed once it is.

I get "Cannot deliver equipment because of an open inspection".

One of the machines on the docket still has an open inspection against it, and Latner won't send it out (or collect it) until that's dealt with. Complete or cancel the inspection, then complete the docket. If your business is happy to let certain inspection types through, add them to Allow Transport Dockets to be Completed with Open Inspections under Security › Settings › Equipment - you can choose Run Up Inspections, Return Inspections or both. The check only applies to Delivery and Collection dockets; a Pick Up is never blocked by it.

It says a Take 5 must be completed first. How do I get past it?

Your tenant has a Transport Docket Take 5 Checklist configured, so every Internal docket needs a completed Take 5 before its equipment can be confirmed or the docket completed. Either the driver completes the Take 5 on the mobile app, or someone with the Complete Transport without Take 5 permission completes the docket on their behalf. That permission exists precisely for the catch-up case this article covers, so it belongs with the people who tidy up dockets, not with every user.

The driver only delivered part of the load. What do I enter?

Enter what actually turned up. Leave a line at 0 if it never went out, or type a smaller number if only some of the quantity did. Latner confirms the partial completion, then completes the docket for what was delivered and raises a new Open docket carrying the rest, so the outstanding work is still on the board and can be given to a driver again.

Nothing was delivered at all. Should I complete it with zeros?

No. A docket raised from a record needs at least one line with a quantity, and Latner will tell you At least one piece of equipment must be selected for complete transport. If the run didn't happen, use Options › Cancel Transport instead. That releases the contract lines back to Reserved so a new docket can be raised.

I picked a driver in the Complete Transport window, but the docket still shows no driver.

That's expected. The Driver box on the completion window is there for reference and isn't written back to the docket. If the docket needs a driver on it - for reporting, or because it was never allocated - set it with Assign Driver from the Transport Allocation screen before you complete it.

I completed the wrong docket. Can I undo it?

Yes, with Options › Reopen Transport, if you hold the Reopen Transport Docket permission. Reopening puts the docket back to Open, clears the Completed Date and Completed By, resets the delivered quantities, pulls delivered contract lines back to Pending Delivery (collections to Pending Collection, pick ups to Pending Pick Up), moves the equipment off hire and back to reserved, and returns the transport charge lines to Pending. It will not run if an invoice is attached to the docket, so cancel the invoice first.

Does completing the docket bill the customer?

Not on its own, for a docket raised from a rental contract. It puts the equipment on hire, which is what makes the contract billable from that date, and it marks the transport charge lines as Applied so they are picked up by the next invoice run. The one case where completing does raise an invoice straight away is a manual docket with a transport charge on it, and Latner warns you before it opens the completion window.

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