Read a driver’s balance and statement
You will be able to tell at a glance whether the company owes a driver or the driver owes the company, name the entries behind it, and print the statement the driver can check.
Money moves between a transport company and its drivers all month: advances before a trip, trip pay earned on each booking, fuel or tolls paid from the driver’s pocket, cash collected from customers and handed in. NShine ERP keeps all of that on one running balance per driver, so settlement is a matter of reading one number.
The figures on the Drivers list
Figure | What it means |
|---|---|
Current Balance, Cr | The company owes the driver this much (trip pay earned, expenses paid from pocket, salary due) |
Current Balance, Dr | The driver owes the company this much (advances not yet worked off, customer cash not handed in) |
Amount to Pay (KPI) | Total of all driver Cr balances: what settling everyone today would cost |
Active Drivers (KPI) | Count of drivers with Is Active on |
What moves the balance
- Payments › Employee Payments (prefix ET): each transaction has a Transaction Type and Transaction Nature, and can be related to a booking. Advances paid increase what the driver owes; trip pay or reimbursements paid reduce what the company owes; advances returned clear the driver’s debt.
- Trip pay accrued from bookings where the driver has a Trip Based Salary Type, shown as Driver Payments on the booking.
- Fuel entries with Payment Status Paid By Employee, where the driver paid the pump.
- Payroll: the monthly run lists Salary, Advance paid, Advance given back, Trip based salary already paid and Customer Payment paid, and the Net paid out clears the month.
- Journal vouchers that touch the employee’s ledger.
The statements
All four are under Reports, take a Select Range, and print or export to Excel. Hand the Driver Run Sheet to the driver with the settlement so the trips and the money agree.
Report | Group | What it shows |
|---|---|---|
Driver Statement | Transport | Every entry for one driver in the date range with a running balance: advances, trip pay, expenses, payroll |
Driver Run Sheet | Transport | The driver’s bookings in the period, trip by trip: vehicle, route, dates and the pay earned on each |
Single Employee Statement | Finance | The ledger view of the same balance, with voucher numbers |
Employees Balance Statement | Finance | One line per employee with the closing balance; the list behind the Amount to Pay KPI |
Settling a driver
- Open the Driver Statement for the period and read the closing balance.
- If the company owes the driver, record an Employee Payment for the amount with the payment type and account the cash or transfer leaves from.
- If the driver owes the company, record the return as an Employee Payment with the appropriate transaction nature, or let payroll deduct it in the month.
- Re-open the Drivers list; the Current Balance should be zero or the agreed carry-forward.
When the figure looks wrong
- A trip paid in cash on the road but also accrued as trip pay shows twice. Check the booking’s Driver Payments against the Employee Payment related to it.
- A fuel fill recorded as Paid By Employee when the company card paid it inflates what you owe. Edit the fuel entry.
- Customer cash collected by the driver must be recorded as a Customer Payment, not as a driver entry, or the driver’s balance and the customer’s balance will both be wrong.
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.