Add a supplier
You will have a supplier record that market bookings, fuel fills, services and purchase invoices can post to, with bank details ready for payment and the right Supplier Type so it appears on the right screens.
Suppliers are everyone you pay: owners of market vehicles you hire, fuel stations, workshops and parts shops. One form covers them all; the Supplier Type decides which screens offer the supplier in their pick lists.
Before You Start
- Decide the Supplier Type: Truck Owner for a market vehicle owner, fuel station, workshop, Autoparts, or another type set up under Settings › Dropdown Values.
- Have the supplier’s bank details if you pay by bank transfer, and the amount you owed them on the day you started if you are carrying balances over.
Steps
- Open People › Suppliers and click Add.
- Enter the Supplier Name and choose the Supplier Type. Both are required. A supplier can have only one type; add a second record if one company plays two roles.
- Enter the TRN, Email and Phone, and leave Is Active on. The TRN prints on supplier and purchase invoices and feeds the Supplier TAX Report.
- Tick RCM Applicable if you, not the supplier, pay the tax on their bills under reverse charge. Common for unregistered truck owners in some countries; the supplier invoice form then offers Apply RCM.
- Fill Address Info with the supplier’s address, city, state, country and zip code.
- Fill Bank Info: Bank Name, Branch, Account No, IBAN Code and Bank account name. Use the bank code field your country uses; the IBAN Code field accepts any routing code.
- Fill Credit Info: Credit Period, Credit Limit, and the Opening Date and Opening Balance you owed on that date.
- Click Save.
Fields On This Screen
Field | What to enter | Required |
|---|---|---|
Supplier Name | Name as it appears on their bills | Yes |
Supplier Type | Truck Owner, Autoparts, fuel station, workshop or a custom type | Yes |
TRN | Tax registration number (GST, VAT or equivalent) | No |
Email, Phone | Contact details for sharing payment advice | No |
Is Active | Off hides the supplier from pick lists; history is kept | Yes |
RCM Applicable | Tick when you pay the tax on their bills under reverse charge | No |
Address Info | Address, City, State, Country, Zip Code | State and Country |
Bank Name, Branch, Account No, IBAN Code, Bank account name | Where supplier payments are sent | No |
Credit Period | Days you have to pay their bills | No |
Credit Limit | Maximum you allow to be outstanding to them | No |
Opening Date, Opening Balance | Amount you owed on the day you started | No |
What This Changes
- A ledger named after the supplier is created under Account Payable in Books › Chart Of Accounts; an Opening Balance posts an OB entry to it.
- The Total Suppliers tile on the dashboard goes up by one, and the supplier’s balance is included in Amount to Pay and Pending Payments: To Pay.
- A Truck Owner appears in the Supplier list on the booking form when the Vehicle is a market vehicle, and on the vehicle form when Ownership Type is Market.
- A fuel station appears as Fuel Station on fuel entries; a workshop appears as Service Provider on maintenance records; Autoparts suppliers appear on purchase invoices.
- Document types mapped to suppliers appear for this supplier under Document Tracking › Supplier.
Tips
- Fill Bank Info even if you pay in cash today; the payment screen reads it and you will not have to chase the details later.
- For a market vehicle owner with several trucks, add the owner once as a supplier and then add each truck under Vehicles with Ownership Type Market and this supplier.
- Bringing in a list? Use AI › AI Data Import › Suppliers with one row per supplier and the opening balance in its own column.
Frequently asked questions
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.