November 2025

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 site can be put on a timetable. A Sanitation line set to Ad Hoc deliberately has no schedule behind it, so nothing is raised automatically and each visit is booked when someone asks for it. That 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.

• Because there is no schedule behind an Ad Hoc line, completing one docket does not raise the next one. Every service is a fresh docket.

• 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.

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.

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.

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.

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.

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.

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.

After Creation

• The docket gets its own number and page, reachable from the Id column on the line. It records the site address, 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, 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.

FAQs

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Lost Rental Quote Chart Dashboard

The Lost Rental Quote Chart shows the value of the rental quotes you didn't win, broken down by month and reason, so you can see how much business is slipping away and why.

Overview

Not every quote turns into a contract, and the ones that don't are worth understanding. The Lost Rental Quote Chart gathers your lost and cancelled quotes into a single monthly view so the reasons behind them stop being anecdotes and start being numbers.

• Plots the total value of lost and cancelled rental quotes as a stacked monthly bar chart.

• Groups that value by Cancel Reason, Branch, Sales Rep or Source so you can spot patterns.

• Values each quote at its full quote total, including tax, and sums those totals for the month the quote was created.

• Covers the last twelve months by default, and can be narrowed by branch, customer, cancel reason and date range.

• Lives as its own tab on the Dashboard, alongside the other rental and CRM charts.

Before You Begin

The chart draws on a few things being in place first.

How a Quote Reaches the Chart

A quote appears on the chart the moment it's marked as lost or cancelled. That happens from the quote itself, not from the dashboard.

Step 1 - Mark the quote as lost

Open the rental quote and choose Options › Rental Quote Lost. This action is only available while the quote is still Open or Quoted - once a quote has been won, approved or converted, it can no longer be marked lost.

Step 2 - Choose a reason and add a note

In the Lost Sale window, pick a Reason and type a Note. Both are required.

• Reason - the cancel reason. Its Type decides how the quote is recorded: a Lost reason sets the quote to Lost, a Cancellation reason sets it to Cancelled. Both appear on this chart.

• Note - a short explanation for the record.

When you save, Latner recalculates the quote's total so the figure on the chart reflects the quote exactly as it stood when it was lost. If the quote is linked to a CRM deal, that deal is marked lost at the same time.

Reading the Chart

Open the Dashboard and select the Lost Rental Quote Chart tab.

Step 1 - Open the chart

Each bar stacks the total lost value for a single month, with a coloured segment for each group (cancel reason by default). The vertical axis is Total Estimated Value in dollars; the horizontal axis is the month the quotes were created.

Step 2 - Change how the value is grouped

Use the Group By menu to slice the same value a different way:

• Cancel Reason - why the quotes were lost (the default).

• Branch - which branch lost the value.

• Sales Rep - the rep the quote was assigned to. Quotes with no rep group under No Sales Rep Assigned.

• Source - the quote's lead source.

Step 3 - Read the totals

Hover over any month to see its Total Lost Value and the amount each group contributed. The total is the sum of every segment in that month's bar.

Filtering the Chart

The filter row above the chart narrows what it shows:

• Branch, Customer and Cancel Reason - limit the chart to specific branches, customers or reasons.

• Date Range - the span of quote creation dates to include. It defaults to the last twelve months.

• Group By - the breakdown described above.

Select Update to apply your choices. The bookmark icon saves a set of filters you use often, and the download icon exports the current chart.

FAQs

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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.

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.

Step 2 - Choose Reverse Purchase Order Receipts

Select Options › Reverse Purchase Order Receipts.

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.

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.

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.

Step 6 - Save

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

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.

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.

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.

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.

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.

FAQs

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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), and it is greyed out on an Invoiced or Cancelled order.

• 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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

FAQs

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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.