November 2025 | Latner Software Documentation

Welcome to the November 2025 release of Latner Software. This release delivers Ad Hoc Sanitation Dockets, Lost Rental Quote Dashboard, Purchase Order Improvements & Trackunit Integration. We also delivered improvements to sales orders workflows, work order management and CRM Projects enhancements. Please see below for the details of our changes.

Summary of changes:

New Features

Ad Hoc Sanitation Dockets

An ad hoc Sanitation Docket is a one-off service you raise by hand, for the times a site needs pumping out, cleaning or restocking outside any regular pattern.

Overview

Not every visit fits the timetable. A line set to Ad Hoc has no schedule behind it, so every visit is booked by hand - and a line on a regular schedule sometimes needs an extra visit too. Either way, that one-off booking is an ad hoc Sanitation Docket.

An ad hoc docket is raised from the Sanitation tab of the rental contract, against the Sanitation line for the equipment being serviced.
It is created with a status of Open, a due date, a charge, and either one of your own drivers or an external supplier carrying out the work.
An ad hoc docket can be raised against a Sanitation line of any frequency. On a scheduled line it is a one-off extra service: the scheduled dockets and their due dates are unchanged. Completing an ad hoc docket never raises another one.
Ad hoc dockets are not cleared away when the equipment comes off hire - somebody asked for that service, so it stays.
From there the docket behaves like any other: it is scheduled on Sanitation Allocation, completed by whoever attends, and billed once it is finished.

Before You Begin

The docket hangs off an existing Sanitation line, so get that in place first.

Requirement	Where to Find It
An open rental contract with a Sanitation line, linked to an equipment line	Rental › Rental Contracts › the contract › Sanitation
An Equipment Number on the linked equipment line	The contract's Details tab
Create Sanitation Dockets permission	Security › Permission Groups › Rental › Options
Sanitation Scheduler Default Duration (Minutes) setting, used when you later schedule the docket	Security › Settings › Rental

The contract's Sanitation tab, showing the Ad Hoc line the docket will be raised against and the equipment it is linked to

The action is only offered while the contract is still open. On a Completed, Cancelled or Lost contract it is greyed out with Rental Contract must be Open, and it stays greyed out until exactly one Sanitation line is ticked and the equipment line that line points at has an Equipment Number against it.

Creating the Ad Hoc Sanitation Docket

Step 1 - Select the Sanitation line

Open the rental contract, go to the Sanitation tab and tick the line you want an extra service on. A selection toolbar appears above the table with a sanitation icon on the right - hover it and it reads Create Ad Hoc Sanitation Docket. Click it.

Ticking one Sanitation line brings up the selection toolbar, with the Create Ad Hoc Sanitation Docket action on the right

Step 2 - Check the details and set the due date

The dialog opens with everything it can work out for itself already filled in. The first five fields are read only - they come from the line you selected, so if any of them look wrong, you have the wrong line.

Rental Contract, Customer, Branch, Equipment Class, Equipment Number - carried across from the Sanitation line and its equipment line.
Due Date - required. It defaults to right now, so set it to when the service is actually needed. This is what the docket is grouped under on the allocation screen.
Fulfillment - required, and it decides which fields you get next. Internal means one of your own pump drivers, External means a contractor.

The dialog opens on Internal, with the contract, customer, branch and equipment already carried across from the line

If the line is on a regular schedule, the dialog reminds you that this is an extra visit, for example "This Sanitation line is serviced Weekly on Mon, Wed, Fri. This is a one off extra service - the scheduled Sanitation Dockets and their Due Dates are unchanged." If the equipment is not On Rent, a warning tells you its current status - you can still raise the docket.

Create Ad Hoc Sanitation Docket on a Weekly line - the reminder confirms the scheduled dockets are left as they are

Step 3 - Say who is carrying out the service

With Fulfillment on Internal you get a single Skilled Person field, listing the people set up as pump drivers. It is optional - leave it blank if you would rather work out who is going on the allocation screen later.

The Skilled Person picker lists the people set up to carry out sanitation work, and can be left blank to allocate the docket later

Switch Fulfillment to External and Skilled Person is replaced by two fields, both required:

Supplier - the contractor doing the work.
Supplier Cost - what they are charging you for it. This is your cost, not the customer's charge.

Switching Fulfillment to External swaps Skilled Person for Supplier and Supplier Cost, and both of those are required

Step 4 - Confirm the charge and save

Price is required and starts at the charge on the Sanitation line, which is what a normal service for this unit is worth. Change it if this particular visit is charged differently - an after-hours call-out, say, or a service you have agreed to do for nothing. Then choose Save.

Two optional fields follow the price. Futile Price starts at the line's futile price and is what the visit is charged at if the driver attends but cannot do the service. Sanitation Region starts at the line's region and only appears once the Sanitation Map is switched on for your business.

The completed dialog, with the due date brought forward, a driver chosen and the charge inherited from the Sanitation line

Latner confirms with Sanitation Docket Created and the dialog closes.

Step 5 - Find the new docket on the line

Back on the Sanitation tab, click the arrow at the start of the Sanitation line to expand it. Every docket ever raised against that line is listed underneath, with the new one showing as Open against the due date you gave it.

Expanding the Sanitation line lists its dockets, with the new one Open against its due date and driver

After Creation

The docket gets its own number and page, reachable from the Id column on the line. It records the service address (editable as Service Address on the docket page while it is open), the site contact and the phone number to ring, taken from the contract's delivery details.
It appears in the Sanitation Dockets Due queue on Rental › Sanitation Allocation, grouped under its due date, ready to be dragged onto a driver or a supplier.
Giving it a scheduled window on that screen needs the resource that matches its Fulfillment: an Internal docket must be allocated to a Skilled Person, an External one to a Supplier. It also needs both ends of the window - a start without an end is rejected.
Once someone attends, the docket is finished from its own page with Options › Complete Sanitation (or Mark as Futile if the service could not be done), which is also when the Sanitation Service's admin charge, if it has one, is added to the contract.
A finished docket is picked up by the next invoice for the contract, at the price on the docket rather than the price on the line.

The Sanitation Docket page, carrying the site address and contact the driver needs along with the charge and the driver

The new docket waiting in the Sanitation Dockets Due queue, grouped under its due date and ready to be scheduled

There is no way to delete or cancel a Sanitation Docket once it exists. If you raise one you did not mean to, or the customer stands the service down, close it off from its page rather than leaving it open - it will otherwise sit in the allocation queue indefinitely. A closed docket is billed at its Price, so check the Price on the docket page before you close it.

FAQs

The sanitation icon is greyed out. Why?

Hover it and the tooltip says which condition is missing. The usual causes are the contract no longer being open, more than one line being ticked, the equipment line having no Equipment Number yet. The Sanitation line's frequency does not matter - an ad hoc docket can be raised on any line.

Why is nothing being raised for my Ad Hoc line automatically?

That is what Ad Hoc means. A line on Weekly, Fortnightly, 3 Weeks or 4 Weeks keeps one open docket for each service day it is set to, and Latner raises the next one each time a docket is completed. An Ad Hoc line has no cadence to work from, so every service is raised by hand from this dialog.

Can I raise more than one at a time?

Yes, one after another. The dialog works on a single Sanitation line, so tick one line, raise the docket, then tick the next line and repeat. Two dockets on the same line with different due dates are fine.

I do not know who is going yet. Do I have to pick a driver?

Not for an Internal docket - Skilled Person can be left empty and the docket will wait in the allocation queue until you place it. An External docket does need its Supplier and Supplier Cost up front.

The equipment came off hire. What happens to an ad hoc docket that is still open?

It stays. Latner only clears away dockets it raised itself when equipment comes off hire, on the basis that an ad hoc docket exists because a person asked for that service. Complete it if the visit still happened, or bear in mind it will keep showing in the allocation queue until it is finished.

Does the charge on the docket follow the Sanitation line if the line's charge changes?

The Price you save on the docket is what the visit is invoiced at, and that price is copied from the line at the moment the docket is raised. If you renegotiate the servicing charge, check any dockets already sitting open on that line rather than assuming they have moved with it.

Watch the Demo

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

Lost Rental Quote Chart Dashboard

The Lost Rental Quote Chart tab on the Dashboard shows the value of the quotes you didn't win, month by month, so you can see why work is being lost and how much it's worth.

Overview

It's a tab on the Dashboard home screen, next to Rental Quote.

Each bar is a month; the height is the total value of quotes marked Lost or Cancelled, stacked by your Group By choice.
Value is the quote's total, including GST, damage waiver and environmental levy.
A quote sits in the month it was created, not the month it was lost.
The chart covers up to the last 12 months.

Before You Begin

Here's what you need to see this tab.

Requirement	Where to Find It
Rental Quote Dashboard permission (the same as the Rental Quote tab)	Security › Configuration › Permission Groups, Rental module
Cancel reasons	Rental › Configuration › Cancel Reasons

Using the Lost Rental Quote Chart

Step 1 - Set the filters

Branch, Customer and Cancel Reason - narrow the quotes. Only active cancel reasons are offered.
Date Range - quote creation date; defaults to the last 12 months including this one.
Group By - Cancel Reason (default), Branch, Sales Rep or Source. Quotes with no sales rep show as No Sales Rep Assigned.

Click Update. Hover over a bar to see the month's Total Lost Value.

Lost Rental Quote Value grouped by Cancel Reason - hover a bar for the month's total lost value

Step 2 - Download the data

Click Download Chart Data to save Lost Rental Quote Value.csv: one row per group and one column per month. The bookmark icon saves the current filters as a Saved Filter.

FAQs

What's the difference between Lost and Cancelled?

Both come from Rental Quote Lost. A reason whose type is Lost marks the quote Lost; a reason of type Cancellation marks it Cancelled. This chart includes both.

How do I see how many quotes we lost, rather than their value?

Use the CRM Dashboard: its Lost Quotes by … chart counts lost quotes.

Watch the Demo

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

Purchase Order Improvements

Improved the Reversing Receipts process for Purchase Orders. Receipts can now be logged as Reversals, indicating that items were not received. This also allows deletion of the corresponding detail line when the item is also cancelled.

Reversing a receipt undoes a Purchase Order receipt that should not have happened, putting the quantity back on order and taking the goods back off hand.

Overview

Deliveries get counted wrong. Someone receipts six hoses when four turned up, or ticks off the whole order before anyone opened the pallet. Reversing a receipt is how you put that right without deleting anything.

Reversing is done line by line, in quantities. You enter how much of each line to put back and leave the rest at zero.
Latner never deletes the original receipt. It creates a second Purchase Order Receipt of type Reversal, dated and stamped with your name, so the record of what was counted and when stays intact.
Reversing a Stock line takes the quantity back off hand and puts it back on backorder, and writes a Purchase Order Reversal movement against the stock item.
The order's status and Received Cost recalculate. A Fully Received order drops back to Partly Received, and an order with nothing left received goes back to Confirmed.
Only Stock, Expense and Transport lines can be reversed. Equipment, Asset and Serialized Stock lines cannot.
Anything already invoiced is locked. You can reverse down to the invoiced quantity and no further.

Before You Begin

You'll need the following before you can reverse a receipt.

Requirement	Where to Find It
Purchase Orders permission	Security › Configuration › Permission Groups › Financials › Screen
Receipt a Purchase Order permission	Security › Configuration › Permission Groups › Financials › Option
Cancel/Reverse a Purchase Order Receipt permission	Security › Configuration › Permission Groups › Financials › Option
A Purchase Order at Partly Received or Fully Received status	Financials › Purchase Orders

Reversing needs two Financials Option permissions, not one: the menu item and the action behind it are controlled separately

Those two permissions do different jobs. Receipt a Purchase Order decides whether Reverse Purchase Order Receipts appears in the Options menu at all, while Cancel/Reverse a Purchase Order Receipt is checked when you save. If you have the first but not the second, the option is there and the reversal is refused when you press Save - ask your administrator for both.

No system setting has to be turned on to reverse a receipt.

Reversing the Receipt

Step 1 - Open the Purchase Order

Go to Financials › Purchase Orders and open the order the receipt belongs to. The Status column tells you which orders have something received against them.

The Purchase Order screen - only orders showing Partly Received or Fully Received have a receipt to reverse

Step 2 - Choose Reverse Purchase Order Receipts

Select Options › Reverse Purchase Order Receipts.

The Options menu on a Fully Received order - Receipt Purchase Order has greyed out because there is nothing left to receipt, while Reverse Purchase Order Receipts stays available

Step 3 - Check the lines you can reverse

The Reverse Purchase Order Receipts dialog opens. Purchase Order, Supplier, Branch and Warehouse are shown for reference and cannot be changed.

The table lists only the lines that have a received quantity, so a line nobody has receipted yet never appears. Each row shows:

Line # - the Purchase Order line, including sub-lines such as an accessory that came in under a parent line.
Line Type - Stock, Serialized Stock, Equipment, Asset, Expense or Transport.
Item and Description - what was ordered.
Qty Received - how much is currently receipted against the line. This is the ceiling for the reversal.
Qty Reversed - the quantity you want to put back. Every row starts at zero.

The reversal dialog on a two-line order - every row starts at zero, so nothing is reversed until you say so

Step 4 - Enter the quantity to put back

Click the Qty Reversed cell on the line you want to correct, type the quantity and confirm it with the tick. Leave every other line at zero.

You cannot enter more than the line's Qty Received.
Negative quantities are rejected, and quantities are limited to two decimal places.
Entering a quantity on several lines reverses them all together, as one reversal.

Putting two of the six hoses back - the cell is an inline editor, so the tick commits the number and the cross discards it

Step 5 - Check the quantities

Read the Qty Reversed column back before you commit. This is the last point at which the reversal costs you nothing to abandon - Cancel closes the dialog and changes nothing.

Line 1 will drop from six received to four; line 2 is left alone at zero

Step 6 - Save

Select Save. Latner confirms with Purchase Order Reversal Receipt Created, and the order's status and Received Cost update straight away.

The order has dropped from Fully Received to Partly Received, and Received Cost has fallen by the value of the two hoses

After the Reversal

The line's Qty Received drops by the quantity you reversed, and its received cost is recalculated from the new quantity.
The order's status is recalculated: still Fully Received if every line remains fully received, Partly Received while anything is outstanding, and back to Confirmed once nothing is received at all.
A new row appears on the Receipts tab with type Reversal. The quantity and value on it are shown as positives - it is the type that tells you the movement went the other way.
Reversed Stock comes off Qty Available and goes back onto Qty Backordered at the order's warehouse, because it is on order again.
Reversing a line that was raised for a Work Order removes the part or expense from that Work Order.

The Receipts tab keeps the whole history - both original receipts and the Reversal that corrected them

Selecting the Receipt # opens the reversal as a record in its own right, with its own detail lines and its own Receipt Syncs tab for accounting integrations.

The reversal opened on its own - Receipt Type reads Reversal, and it links back to the Purchase Order it corrected

On a Stock line, the Stock Movements tab of the stock item records the correction as well, so the part's history explains why the count changed.

A Purchase Order Reversal movement on the stock item, shown as a negative quantity against the Purchase Order it came from

Reversing does not put the Purchase Order back the way it was before anyone touched it. The original receipt stays on the order, the reversal sits beside it, and both are visible to anyone reading the history later. If the delivery never arrived at all and the order should not exist, cancel the Purchase Order instead of reversing line by line.

What You Cannot Reverse

Three line types are refused outright, because receipting them created records elsewhere in Latner that cannot simply be unwound.

Equipment - receipting creates the equipment record.
Asset - receipting creates the asset record.
Serialized Stock - receipting brings the serial number into stock.

If you enter a quantity against one of those lines, the whole reversal is rejected and nothing on the order changes - including the quantities you entered against lines that were allowed.

One quantity on a Serialized Stock line is enough to stop the whole reversal, and the message names the line type it refused

Invoiced quantities are the other blocker. A reversal cannot take a line below the quantity that has been invoiced against it, so a line received six and invoiced four can only be reversed by two. Exactly which invoices count is controlled by Allow Invoices for Unreceived Purchase Orders under Security › Settings › Financials.

Never - every supplier invoice line counts, whatever status the invoice is at.
Open Invoices Only - only Completed and Paid supplier invoices count, so a line sitting on an Open invoice can still be reversed.
Allow Completed Invoices - invoiced quantities are not checked at all, and a receipt can be reversed even after the supplier invoice has been posted.

The setting that decides whether an invoiced line can still be reversed - leave it unset and every invoice counts

FAQs

Reverse Purchase Order Receipts is greyed out. Why?

The option is only enabled while the order is Open, Partly Received or Fully Received. A Confirmed order has nothing received yet, and an Invoiced or Cancelled order is past the point where a receipt can be corrected this way. Hovering the option tells you the same thing.

The dialog opened but the table is empty. What happened?

Only lines with a received quantity are listed. On an order where nothing has been receipted yet there is nothing to reverse, so the table comes up blank. Check the Qty Received column on the Details tab.

I get "Cannot reverse a Purchase Order Detail that has been invoiced". What do I do?

The quantity you are trying to put back has already been invoiced. Either reverse a smaller quantity - anything above the invoiced amount is still fair game - or cancel the supplier invoice first, which releases the invoiced quantity back to the Purchase Order line.

I receipted an Equipment, Asset or Serialized Stock line by mistake. How do I undo it?

Not through this screen - those line types are refused. Receipting them created an equipment record, an asset or a serialised item in stock, and those have to be unwound individually. Contact Latner support with the Purchase Order number and the line, and we'll sort out what was created.

What happens to the Work Order the line was raised for?

Reversing a Stock or Expense line that came from a Work Order removes the matching line from that Work Order. It only works while the Work Order is still Open - on a Work Order at any other status the reversal is refused and the message names the status that blocked it. Reopen the Work Order first, or correct the cost there instead.

Does reversing delete the original receipt?

No. The original receipt stays exactly as it was and a separate Reversal receipt is written alongside it. That is deliberate - it means the Receipts tab shows what was counted, when, by whom, and what was later put back.

Can I reverse the same line more than once?

Yes. Each reversal is limited to what is currently received, so you can chip away at a line across several reversals. Each one is written as its own Reversal receipt.

I reversed everything. Can I receipt the order again?

Yes. With nothing received the order goes back to Confirmed, which is exactly the status Receipt Purchase Order needs, so you can receipt it again with the right quantities.

Does the reversal reach our accounting system?

If your Purchase Order Receipts sync to an accounting integration, the reversal is pushed the same way the original receipt was, as its own record. Open the reversal from the Receipts tab and check its Receipt Syncs tab to see how it went.

Watch the Demo

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

In addition, Purchase Orders can be reopened after receipts have started, enabling users to add new detail lines, adjust costs and quantities (even for received items), or delete items that were not received.

Reopening a purchase order takes a confirmed order back to Open status so you can correct a quantity, a cost or a missing line before the goods arrive, then confirm it again.

Overview

A purchase order stops being editable the moment it is confirmed, and that is deliberate - once the order has gone to the supplier, Latner treats the lines as a commitment. Reopening is the controlled way to unwind that commitment when something on the order turns out to be wrong.

Reopen Purchase Order sets the status back to Open and clears the Approved By and Approved Date fields.
It is available on purchase orders in Pending Approval, Confirmed, Partly Received and Fully Received status.
It is not available on an Open order (there is nothing to reopen), it is greyed out on an Invoiced order, and a Cancelled order cannot be reopened.
Reopening releases the outstanding backorder that confirming the order created against your stock, and removes any serialised stock items that were still on order.
Quantities that have already been received are kept. Reopening does not reverse a receipt.
Nothing else about the order changes - the PO number, supplier, lines, documents and receipt history all stay as they are.

The Details tab of a Confirmed purchase order - there is no row selection column, so lines cannot be edited or deleted until the order is reopened

Before You Begin

Reopening is an option on the purchase order itself, so there is nothing to switch on first - you just need the right permission and an order in a status that allows it.

Requirement	Where to Find It
Purchase Orders permission	Security › Configuration › Permission Groups › <group> › Financials › Screen. Lets the user search and view purchase orders.
Confirm Purchase Order permission	Security › Configuration › Permission Groups › <group> › Financials › Option. The same permission covers confirming, reopening and cancelling.
A purchase order in the right status	Financials › Purchase Orders. The order must be Pending Approval, Confirmed, Partly Received or Fully Received.

The Confirm Purchase Order permission - its description spells out that it also grants Reopen and Cancel

There is no separate "Reopen Purchase Order" permission. If a user can confirm purchase orders, they can also reopen and cancel them. If you need to stop someone reopening orders, you have to take Confirm Purchase Order off their permission group entirely.

Which Correction to Use

Reopening is only one way to correct a purchase order, and the right one depends on how far the order has got. Find the order's stage first, then use the correction for that stage.

Stage of the order	Correction to use
Confirmed, nothing received yet	Reopen it with Options › Reopen Purchase Order, fix the lines, then confirm it again - the steps below. A purchase order raised against the wrong work order (and so the wrong machine) cannot be relinked - the work order link is fixed when the order is created. Cancel it with Options › Cancel Purchase Order and raise a new one from the right work order, as in How to Raise a Purchase Order From a Work Order.
Partly Received or Fully Received	Reverse the receipt, as in How to Reverse Receipt for a Purchase Order - but only when the receipt should not have happened (the goods were booked in by mistake or miscounted) or the goods are going back to the supplier. Never reverse a genuine receipt because the plan changed. The receipt records goods that really arrived, so it stays.
Invoiced	The order stays closed - Reopen Purchase Order is greyed out. Correct the supplier invoice instead: Cancel the invoice when the order's lines are wrong. Cancelling takes the quantities back off the lines' Qty Invoiced, so the order drops out of Invoiced status. See How to Cancel a Supplier Invoice. A Paid invoice cannot be cancelled. Raise a credit note when only the cost needs adjusting. A credit note leaves the order and its Qty Invoiced untouched. See How to Create Credit Note from Purchase Order. Then, if a line still has to change, reopen the order. A line can only be deleted once nothing on it is received or invoiced.

Stage of the order

Correction to use

Confirmed, nothing received yet

Reopen it with Options › Reopen Purchase Order, fix the lines, then confirm it again - the steps below.

A purchase order raised against the wrong work order (and so the wrong machine) cannot be relinked - the work order link is fixed when the order is created. Cancel it with Options › Cancel Purchase Order and raise a new one from the right work order, as in How to Raise a Purchase Order From a Work Order.

Partly Received or Fully Received

Reverse the receipt, as in How to Reverse Receipt for a Purchase Order - but only when the receipt should not have happened (the goods were booked in by mistake or miscounted) or the goods are going back to the supplier.

Never reverse a genuine receipt because the plan changed. The receipt records goods that really arrived, so it stays.

Invoiced

The order stays closed - Reopen Purchase Order is greyed out. Correct the supplier invoice instead:

Cancel the invoice when the order's lines are wrong. Cancelling takes the quantities back off the lines' Qty Invoiced, so the order drops out of Invoiced status. See How to Cancel a Supplier Invoice. A Paid invoice cannot be cancelled.
Raise a credit note when only the cost needs adjusting. A credit note leaves the order and its Qty Invoiced untouched. See How to Create Credit Note from Purchase Order.

Then, if a line still has to change, reopen the order. A line can only be deleted once nothing on it is received or invoiced.

Reopening a Purchase Order

Step 1 - Open the purchase order

Go to Financials › Purchase Orders and click the purchase order number you need to amend. The Status column tells you at a glance which orders can be reopened.

The Purchase Order list - Open orders are already editable, so it is the Confirmed, Partly Received and Fully Received ones you would reopen

Step 2 - Check the status and what is locked

The header shows PO Status, and General Details shows who confirmed the order and when. These are the two fields reopening will clear.

PO Status - must be Pending Approval, Confirmed, Partly Received or Fully Received.
Approved By - the user who confirmed the order. Cleared on reopen.
Approved Date - when it was confirmed. Cleared on reopen.

A Confirmed purchase order - Approved By and Approved Date are stamped with whoever confirmed it

Scroll down to the Details tab and you will see why reopening matters. While the order is not Open, the lines have no selection column, so there is no way to edit or delete one, and Add Purchase Order Details is greyed out on the Options menu.

Step 3 - Choose Reopen Purchase Order

Click Options in the top right, then Reopen Purchase Order.

The Options menu on a Confirmed purchase order - Reopen Purchase Order sits between the greyed-out Add Purchase Order Details and Receipt Purchase Order

Reopening happens as soon as you click - there is no confirmation prompt and no undo. If you only wanted to look at the order, close the menu instead.

Step 4 - Check the order is back to Open

Latner confirms with a Purchase Order Reopened message. The header now reads Open, and Approved By and Approved Date are empty.

The same purchase order after reopening - the status is Open and the approval fields have been cleared

Step 5 - Make your amendments

With the order Open, the Details tab gets its selection column back. Tick a line and use the pencil icon to edit it, or the bin icon to delete it. Options › Add Purchase Order Details is available again for new lines.

Qty - editable again, but it cannot be set lower than the quantity already received or invoiced on that line.
Unit Cost (excl.) - editable again, but not on a line that has already been invoiced.
Description, Tax Type, ETA and Assign Cost to Equipment - editable as normal.

Editing a stock line on the reopened order - Unit Cost and Qty accept changes again

Step 6 - Confirm the purchase order again

An Open purchase order is not on order with anyone, so finish the job: choose Options › Confirm Purchase Order, or Options › Request Approval if it has to go back through an approver first. Confirming stamps Approved By and Approved Date with your name and reinstates the backorder against your stock.

The Options menu on the reopened order - Request Approval and Confirm Purchase Order are back, and Generate and Email are greyed out until it is confirmed

Reopening an Order That Has Been Received

You can reopen a Partly Received or Fully Received purchase order, and Latner protects everything that has already come in. The Options menu shows a tooltip warning about received quantities, but the option itself stays available.

Received quantities, receipts and stock movements are untouched, and Received Cost (incl.) stays as it was.
Only the outstanding balance is released - if 4 of 6 units have been received, 2 come off backorder.
Serialised stock items that have already been received are kept. Only the ones still sitting at Ordered status are removed.
You still cannot reduce a line's quantity below what has already been received.

A Partly Received purchase order - the tooltip warns about received quantities, but Reopen Purchase Order is still selectable

Reopening is not how you undo a receipt. If the goods were receipted in error, use Options › Reverse Purchase Order Receipts instead - that is the action that puts the quantity back.

After Reopening

The order shows as Open on the Purchase Order list, and Approved By and Approved Date are blank on the header.
For each stock line, the outstanding quantity comes off Qty Backordered on the stock item's Warehouses tab, and the warehouse Avg. Cost is recalculated without that backordered value. Both are restored when you confirm the order again.
Serialised stock items created at confirmation that are still at Ordered status are deleted. Confirming again recreates them for whatever is still outstanding.
Receipt Purchase Order is unavailable until the order is confirmed again, so the goods cannot be booked in while it sits Open.
Generating and emailing the purchase order PDF are both greyed out while the order is Open. Previously generated PDFs stay on the Purchase Order PDF History tab.

A reopened purchase order is no longer approved, so nobody downstream is expecting the goods. Reopen it, amend it and confirm it again in one sitting - an order left sitting in Open cannot be receipted, and the supplier has no idea the order changed until you resend it.

FAQs

Reopen Purchase Order does not appear on the Options menu. Why?

The order is already Open, or your permission group is missing Confirm Purchase Order. For an order past the point of reopening, see Which Correction to Use under Before You Begin.

Can I reopen a cancelled purchase order?

No - cancelling is final, so raise a new order instead; see Which Correction to Use under Before You Begin.

Can I reopen a purchase order that has been invoiced?

No - an Invoiced order stays closed and you correct the supplier invoice instead; see Which Correction to Use under Before You Begin.

What happens to a purchase order sitting in Pending Approval?

Reopening takes it straight back to Open so you can amend it. The approval request is not withdrawn from the approver's notifications, so let them know, and use Options › Request Approval again once the order is right.

Will the purchase order keep its number after being reopened?

Yes. The PO number, supplier, supplier site, branch, warehouse, memo, documents and receipt history are all unchanged. Only the status and the two approval fields move.

Do I need approval again after reopening?

Confirming stamps whoever clicks Confirm Purchase Order as the new Approved By. If Enforce Purchase Order Approval Limits is switched on under Security › Settings, that user's approval limits are checked against the amended order - so if your amendment pushed the total past your limit, confirming will fail and the order has to go back through Request Approval.

Why can I not email the purchase order after reopening it?

Email Purchase Order and the PDF generation option are only available from Confirmed status onwards, so they are greyed out while the order is Open. Confirm the amended order and they come back.

Watch the Demo

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

Trackunit Integration

Trackunit can now be integrated to Latner from Equipment > Configurations > Telematics Integration. Click Connect to be able to provide Client & Validation.

Other Updates & Improvements

Ability to Add Labour Services to Sales Orders
Allow Users to Create Customer Collections for Sales Orders
Show Work Completed information on Equipment Work Order History Tab
Ability to Delete Work Order Documents from Desktop
Ability to Create Work Orders for Returned Equipment on Rental Contracts
Show Customer Pop Up Note when opening a Rental Contract
Multi-selecting Branches on Transport Allocation Screen
Ability to Link Purchase Order Details to CRM Projects
Ability to Link Rental Contracts to CRM Projects
Allow Sales Orders to be linked to CRM Projects
Ability to Filter by Sales Reps for CRM Projects
Plus a range of smaller fixes and performance improvements.