How to Sell or Dispose an Equipment | Latner Software Documentation

Selling or disposing of equipment records the moment a machine leaves your fleet, so your rental availability, asset register and reporting all stay honest without you ever deleting a record.

Overview

Every machine eventually stops earning. Some get sold to the customer who has been hiring them for two years, some get written off after a bad day on site. Sell or Dispose Equipment handles both from the equipment record itself.

Sold records a sale. You can simply mark it as sold, or have Latner raise a sales order (and optionally an invoice) for you.
Disposed records a write-off, a scrapping or a loss, against a reason you have configured.
Nothing is ever deleted. The machine keeps its rental history, work orders, invoices and movements, and moves to the Archived Equipment tab.
Serialised machines go out whole. Bulk equipment goes out by quantity, so you can sell or dispose of part of a line and leave the rest available.
A sale can be reversed if it was recorded with Mark as Sold. A disposal cannot be reversed at all.

Before You Begin

A few things need to be in place before the option will work.

Requirement	Where to Find It
Sell or Dispose Equipment permission	Security › Configuration › Permission Groups › your group › Equipment › Option
Reverse Sale or Disposal of Equipment permission (only if you need to undo a sale)	Security › Configuration › Permission Groups › your group › Equipment › Option
At least one Disposal Reason (only needed for disposals)	Equipment › Configuration › Disposal Reasons
The machine sitting in Available rental status (or Internal Use) with Available service status	The status strip at the top of the equipment record

The Sell or Dispose Equipment permission sits under Equipment › Option in the permission group

Disposal reasons are your own list, so set them up to match how you want to report on write-offs. Create them from Options › Create Disposal Reason on the Disposal Reasons screen.

Disposal Reasons are maintained per tenant - a short, meaningful list reports better than a long one

If Sell or Dispose Equipment is greyed out, the machine isn't in Available status. The usual causes are an open work order (which puts it Out of Service), an active hire, a transfer in progress, or an existing sales order that has already reserved it. Clear the blocker first - the tooltip on the greyed-out menu item tells you which status is in the way.

Selling or Disposing of a Machine

Step 1 - Open the equipment record and choose the option

Go to Equipment › Equipment, open the machine, then choose Options › Sell or Dispose Equipment.

The equipment record's Options menu - both exits live behind the one menu item

Step 2 - Choose Sold or Disposed and set the date

The window opens on Sold, with today's date and the machine's current branch already filled in. Change Sell or Dispose to Disposed if the machine is being written off rather than sold.

Branch - the branch the machine is going out of. Required, and it must have the quantity available.
Sell or Dispose - Sold or Disposed. Everything below changes with this choice.
Sale Date / Disposed Date - the date the machine actually left. Required.
Quantity - bulk equipment only. Serialised machines are always quantity 1, so the field is hidden.

Selling a serialised machine with Mark as Sold - no Quantity field, because a serialised machine is always one unit

Step 3 - If you are selling, pick a Sale Option

Sale Price is required for a sale (per unit, for bulk equipment). Sale Option then decides how much paperwork Latner raises:

Mark as Sold - records the sale straight onto the machine with no sales order and no invoice. The machine goes to Sold immediately. Use it for historical clean-up, or when the paperwork was raised somewhere else.
Create Sales Order Quote - raises a sales order you can quote and invoice later. Latner takes you to the new sales order.
Create Sales Order & Invoice - raises the sales order and invoices it in the same step. Latner takes you to the new invoice.

Either sales order option also asks for Customer, Customer Site (Delivery) and Sale Contact, and offers GST Inclusive - tick it when the price you typed already includes GST and Latner will work the tax back out of it.

Choosing a sales order option reveals the customer, site and contact fields - all three are required

With either sales order option the machine does not go straight to Sold. It moves to Reserved for Sale and only becomes Sold when the sales order is invoiced (or sold without an invoice). Mark as Sold is the only option that completes the sale on the spot.

If you are selling the machine to a customer you'll keep servicing, tick Convert to Customer Owned. Instead of being archived, the machine stays in Latner as customer owned equipment under its new owner, keeps its service schedules, and appears on the Customer Owned Equipment tab. This is available for serialised machines only - bulk equipment can't be converted.

Step 4 - If you are disposing, pick a Disposal Reason

Switch Sell or Dispose to Disposed and the sale fields are replaced by a single required Disposal Reason, chosen from your configured list. There is no price on a disposal.

Disposing of a machine - the reason is required, and it is what your write-off reporting groups on

Step 5 - Save

Click Save. For Mark as Sold and for disposals you stay on the equipment record, and the status strip updates immediately. For the sales order options you are taken to the sales order or invoice that was just created.

After a Mark as Sold - the status strip reads Sold, and the Movement History tab carries the new Sold row with its date and sale price

After the Sale or Disposal

An equipment movement is written, recording the branch, quantity, date, and the sale price or disposal reason. You'll find it on the machine's Movement History tab.
The branch's available quantity drops, and the quantity sold or disposed goes up on the Quantities tab.
The machine's linked asset is marked Sold or Disposed with the movement date as its sold or disposed date, so the next depreciation run stops depreciating it and reports the sold or disposed value.
Serialised machines move to the Archived Equipment tab on Equipment › Equipment. Bulk equipment only archives once the last of its quantity is gone.
The record keeps everything - rental history, work orders, invoices, documents and photos are all still there.

The Archived Equipment tab holds sold, disposed, deactivated and converted machines side by side

A disposal cannot be undone. If there is any chance the machine will come back - it is only off the road, or you are tidying up a record entered by mistake - use Options › Deactivate Equipment instead, which Activate Equipment reverses at any time.

Reversing a Sale

If a sale was recorded with Mark as Sold and shouldn't have been, open the machine and choose Options › Reverse Sale, then pick the sale from the list. Each entry shows its date, quantity, sale price and branch, so you can tell two sales of the same bulk line apart.

Reverse Equipment Sale lists only the sales you can reverse, with enough detail to pick the right one

Reversing puts the quantity back to available, returns the machine to Available, deletes the sale movement, and restores the linked asset. If the sale had converted the machine to customer owned, that is undone too and the machine returns to your rental fleet.

Only sales recorded with Mark as Sold can be reversed here. A sale that went out on a sales order is unwound through the sales order or its invoice instead, and disposals cannot be reversed at all.

FAQs

Sell or Dispose Equipment is greyed out. Why?

The machine isn't in Available status for both rental and service. The most common cause is an open work order putting it Out of Service - complete or cancel the work order and the option comes back. On hire, off hired, in transfer and reserved for sale all block it too. Hover the greyed-out item and the tooltip names the problem.

Should I sell, dispose or deactivate?

Sold to a customer - use Sold. Scrapped, written off, lost or stolen - use Disposed. Entered by mistake, or simply parked out of the fleet with no sale or write-off to record - use Deactivate Equipment, which is the only one you can freely undo.

The Disposal Reason list is empty.

No reasons have been configured yet. The reason is required on a disposal, so add at least one at Equipment › Configuration › Disposal Reasons before you try to dispose of anything.

We sold the machine but we still service it for the customer. What then?

Tick Convert to Customer Owned during the sale. The machine stays in Latner under its new owner with its history and service schedules intact, ready for chargeable work orders, and it appears on the Customer Owned Equipment tab rather than being archived. Serialised machines only.

Only part of a bulk line has gone. Can I sell or dispose of some of it?

Yes. Bulk equipment shows a Quantity field, and the sale price is per unit. The remaining quantity stays available, and the record only moves to Archived Equipment once the last of it is gone.

Can I backdate a sale?

Yes - set Sale Date or Disposed Date to the real date. For a serialised machine, any movements dated after the sale are pulled back to the sale date so the machine's movement history stays in order.

I can't find a machine I sold last month.

Look on the Archived Equipment tab at Equipment › Equipment. That tab opens with the My Branch quick filter applied, so if it still doesn't appear, clear My Branch - it was most likely sold out of another branch.

Watch the Demo

Prefer to watch it? Step through the same flow here.