Books explained
You will know what the Books menu holds, which ledgers the app creates for you, which vouchers you enter by hand and which entries post on their own, so your accountant can trust the Trial Balance without a second system.
Books is the accounting side of NShine ERP. It holds the chart of accounts, your bank and cash accounts, and the vouchers that do not come from an operational screen: bank transactions, expenses, journal vouchers, loans and the schedules for EMIs, standing bills and depreciation.
Most of what lands in the books is not typed here. Bookings, invoices, payments, fuel fills, vehicle services and payroll each post their own entries the moment they are saved. Books is where you see those entries as ledgers and where you add the handful of things the operations screens cannot know about.
The screens under Books
Screen | What it is for |
|---|---|
Bank | Your bank and cash accounts, with Cash In Hand and Money in Banks totals |
Bank Transaction | Money moved between two of your own accounts, prefix TRNS |
Expenses | Costs paid out that are not a supplier invoice, prefix EXP; can be tied to a booking or vehicle |
Voucher | Journal vouchers for manual debit and credit entries, prefix JV, with Draft and Approved status |
Chart Of Accounts | The Account List (ledgers) and Account Group tree the whole app posts into |
Loans | Vehicle and business loans with EMI, tenure and interest, and their payment history |
Schedules | What is due this month: loan EMIs, standing bills and depreciation, with Mark Paid and Post due |
Ledgers you never have to create
The chart of accounts comes with a default set of groups and ledgers. On top of that, the app creates a ledger for you whenever you add certain records, so the names in your books always match the names in operations.
- Every customer gets a ledger under Account Receivables. Its balance is the customer’s Current Balance and Amount to Receive.
- Every supplier gets a ledger under Account Payable. Truck owners, fuel stations, workshops and parts shops are all suppliers, so their hire, fuel and parts bills sit here.
- Every account added under Bank gets a ledger, cash or bank, which the Cash Book and Bank Book report on.
- Drivers and employees carry a Current Balance (Dr or Cr) that advances, trip pay, fuel paid from pocket and payroll move.
What posts automatically
- Bookings: the freight on a booking becomes revenue when the customer invoice is created; supplier hire, expenses, fuel and driver payments tied to the booking build its profit panel and the Vehicle Profit/Loss report.
- Customer Invoice and Supplier Invoice: debit or credit the customer or supplier ledger, with the tax rate and RCM flag you chose feeding the tax reports.
- Customer Payments and Supplier Payments: move money into or out of the Received Account or Paid from account and reduce the invoice balance, or sit as an advance until a bill arrives.
- Fuel Tracking: a fill marked Paid leaves cash or bank; Not Paid raises a supplier bill on the fuel station; Paid By Employee adds to that employee’s balance.
- Vehicle Maintenance: a service record posts labour and parts against the Payment Type you picked and shows on the Vehicle Maintenance Statement.
- Payroll: an approved run posts gross, additions and deductions, and Salary payments settle the net.
- Schedules: Post due turns this month’s EMI, standing bill or depreciation rows into entries without a journal voucher.
What you enter by hand
- A Bank Transaction when you move cash to the bank, transfer between banks or draw petty cash.
- An Expense for tolls, parking, office rent, repairs paid on the spot or anything else without a supplier invoice.
- A Journal Voucher for corrections, accruals, provisions and anything the other screens cannot express.
- A Loan once, and then let Schedules remind you of each EMI.
- Opening balances on customers, suppliers and bank accounts when you go live.
Where it all shows up
Every entry, automatic or manual, is readable in Reports: Day Book, Cash Book and Bank Book for the movement of money; Ledger Report and Trial Balance for the account view; Profit & Loss, Balance Sheet and Cash flow for the statements. The Customer and Supplier TAX reports, the TDS reports and UAE VAT 201 read the same postings, so there is nothing to re-enter at filing time.
Need Help?
Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.