Rental Daybook Tabs

The Rental Daybook (sometimes written Rental Day Book) provides a consolidated view of all rental contract information, organised into tabs that highlight items requiring attention. It serves as the central workspace for rental managers and is the primary screen from which daily rental operations should be managed.

Upcoming Contracts

Displays all upcoming reservations, with filter options for today, tomorrow, and the next 7 days.

Background colour indicators:

White – Transport scheduled and inspection completed
Yellow – Transport docket still to be created
Red – Open inspection pending

Deliveries

Lists all open delivery dockets, with filters available for today, tomorrow, and the next 7 days.

Pick Ups

Lists all open pick-up dockets, with filters available for today, tomorrow, and the next 7 days.

Customer Collection

Lists all open customer collection dockets, with filters available for today, tomorrow, and the next 7 days.

Active Contracts

Displays all active rental contracts, with filters for returning today, tomorrow, and the next 7 days.

To view all active sub-hires, switch to Detail View and apply the Sub Hire quick filter.

Unreturned Off Hire

Lists all equipment that has been off-hired but not yet returned.

Overdue Off Hire

Lists all equipment where the expected off-hire date has already passed.

Overdue COD

Lists active rental contracts for customers on Cash On Delivery (COD) payment terms where the hire hasn't been invoiced and paid up to today. Whether a customer is COD comes from the payment terms on the customer record.

How Latner decides: a COD contract is listed when any of these is true:

An invoice on the contract hasn't been paid yet - its status is Open, Pending Approval or Completed. An invoice becomes Paid once payments or credits clear its full balance.
A charge line that hasn't been invoiced yet (for example a delivery, cleaning or damage charge) has a price above $0.
Equipment with a rental rate above $0 has been on hire and either hasn't been paid for at all, or the contract's paid invoices only cover the hire up to a date before today. For equipment that has been off hired, the paid invoices must reach its Actual Off Hire Date instead.

The check compares dates only. Stand downs are not taken into account, so a hire paid up to yesterday reappears on the tab today even if a stand down makes today's charge nil.

To clear a contract from the tab, pay any unpaid balance and invoice the hire up to today, then record payment so that invoice is Paid too. While the equipment stays on hire, the contract comes back as soon as the paid-up-to date falls behind - that's your prompt to take the next payment.

With Detail View switched on, the tab lists individual lines rather than contracts and checks invoicing only, not payment: a line shows when it has never been invoiced or its Last Billed To Date is earlier than today (or earlier than its Actual Off Hire Date once off hired).

Returned Uninvoiced

Lists active rental contracts with returned equipment whose billing doesn't line up with the date it came off hire.

How Latner decides: for each returned equipment line with a rental rate above $0, Latner compares the line's Actual Off Hire Date with its Last Billed To Date (the date only, not the time). If the line has never been invoiced, or the two dates differ in either direction, the contract is listed. Latner doesn't check whether anything is actually left to bill, so a contract can appear here when nothing is uninvoiced.

The most common reasons a contract shows here with nothing to invoice:

A stand down covers the end of the billing period. If a stand down takes the charge between the last invoice and the off hire date to nil, the final invoice has nothing to charge, so Latner doesn't create one and the Last Billed To Date stays short of the off hire date.
The Actual Off Hire Date is earlier than the Last Billed To Date. The equipment has been invoiced past the day it came off hire, so the customer has been over-charged for those days and needs a credit - see How to Create a Credit Note from a Rental Contract.

To check, expand the contract's row: each returned line shows its Actual Off Hire Date and Last Billed To Date side by side. On the rental contract itself, the same columns are on the Details tab - if they're hidden, switch them on under Customize.

A Returned Uninvoiced contract expanded to show its returned line. The equipment came off hire on 31 Aug but is billed to 31 Oct, so the dates differ and the contract is listed even though nothing is left to invoice

Awaiting Completion

Lists all rental contracts where all equipment has been returned, but the contract has not yet been finalised.

FAQs

I entered a stand down but the contract still shows on Overdue COD. Why?

Overdue COD compares dates only - how far the hire has been invoiced and paid against today's date. It doesn't take stand downs into account, so a hire paid up to yesterday shows on the tab today even if a stand down makes today's charge nil. The stand down reduces what's charged; it doesn't change the dates the tab checks.

To clear it, pay any unpaid balance and invoice the hire up to today. If the stand down takes everything since the last invoice to nil, there's nothing to invoice and Latner won't create an invoice, so the contract stays on the tab until the hire is chargeable again. That's expected while the stand down is in place - it doesn't mean the customer owes anything for those days.

For more on entering stand downs, see How to Process a Stand Down.

Why is a contract in Returned Uninvoiced when nothing is uninvoiced?

The tab lists a contract whenever a returned line's Last Billed To Date is different from its Actual Off Hire Date. It doesn't check whether there's anything left to bill.

Expand the contract's row on the tab (or open the contract's Details tab) and compare the two columns:

Last Billed To Date is blank or earlier than the off hire date - either the hire still needs invoicing up to the off hire date (see How to Create a Return Invoice), or a stand down covering the end of the billing period made the remaining charge nil, so there was nothing to invoice.
Last Billed To Date is later than the off hire date - the equipment was invoiced past the day it came off hire. Credit the over-charged days (see How to Create a Credit Note from a Rental Contract). Crediting doesn't move the Last Billed To Date back, so the contract stays on the tab until it's completed.

Once all the equipment is returned and nothing is left to invoice, complete the contract with Options › Complete Rental Contract. Only active contracts are listed, so a completed contract drops off the tab.