Can I upload a document that never expires?

Yes. Leave Expiration Date blank. The row shows as Unknown rather than Current, because the status is driven by the expiry date, but the attachment is kept on the record.

Why does the type not appear on the customer’s Documents tab?

The mapping is missing or inactive, or it was mapped to the wrong Entity Type. Check Settings › Document Mapping.

Docs · Customers and suppliers · How-to

Track customer and supplier documents

You will have each customer’s and supplier’s registration, licence or contract stored against their record with an expiry date, so the Document Tracking screen warns you before it lapses.

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Document Tracking is usually thought of for vehicles and drivers, but it has a Customer tab and a Supplier tab too. Use them for tax registration certificates, trade licences, rate contracts or any paper you must hold a valid copy of. The upload happens on the record; the tracking happens on Vehicles › Document Tracking.

Before You Start

The document type is mapped to the entity under Settings › Document Mapping with Entity Type Customer or Supplier, a Document Type name and Remind Before days. Only mapped types appear on the record.
The customer or supplier record exists.
A scan or photo of the document, if you want the attachment on file.

Steps

Open Settings › Document Mapping and check that a row exists for the type you need with Entity Type Customer (or Supplier) and Is Active on. Add one if not: for example Trade License, Tax Registration Certificate or Rate Contract, with a Remind Before of 30 days.
Open Customers (or People › Suppliers), find the record and open it for editing.
Open the record’s Documents tab. Every mapped type is listed with an Upload action, even if nothing has been uploaded yet.
Click Upload on the row for the document type.
Enter the document Number, the Issued Date and the Expiration Date, attach the file, and save. The Next Reminder Date is worked out as Expiration Date minus Remind Before days.
Open Vehicles › Document Tracking › Customer (or Supplier) to see the row with its Status.

Fields on the upload row

Field	What to enter	Required
Document Type	Fixed by the row you clicked Upload on	Yes
Number	The registration, licence or contract number	Recommended
Issued Date	Date on the document	No
Expiration Date	Date it stops being valid; drives the status	Yes for tracking
Attachment	Scan or photo of the document	No

What This Changes

A row appears under Document Tracking › Customer or Supplier with Document Type, EntityName, Number, dates, Next Reminder Date and Status (Current, To be Renewed, Overdue or Unknown).
When the reminder date arrives, a notification goes out on the channels switched on under Settings › Notification Settings, and the attempt is listed in the Notification Delivery Log.
Uploading a newer copy with a later Expiration Date moves the row back to Current.

Tips

Map only the types you will really keep. Every mapped type shows as Unknown on every record until uploaded, which clutters the list.
Tax registration certificates matter most for suppliers you claim input tax on: an expired or cancelled registration can cost you the credit.
For a rate contract with a customer, set Remind Before to 60 days so there is time to renegotiate before it ends.

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.