Pay a driver advance
You will have the advance recorded against the driver and the booking, the cash or bank account reduced, and the amount ready to be deducted in the month’s payroll.
Before a trip, a driver usually gets cash for fuel, tolls, loading and food. In NShine ERP that is an Employee Payment of the advance type, linked to the booking with Related To. The amount sits on the driver’s balance as owed to the company until it is spent on recorded expenses, handed back or deducted from salary.
Before You Start
- The driver exists under Drivers and is Is Active.
- The booking exists, so you can link the advance to it.
- A cash or bank Payment Type exists under Settings › Payment Type and the account exists under Books › Bank & Cash.
Steps
- Open Payments › Employee Payments and click Add. The Transaction No fills in from the ET series.
- Pick the Employee.
- Set the Date the cash was handed over.
- Choose the Transaction Type your company uses for advances and the matching Transaction Nature. The nature is what tells payroll to deduct it.
- Enter the Amount and the Payment Type. Cash from the office box, or a bank transfer to the driver’s account.
- Set Related To to Booking and select the LR. This puts the advance on the booking’s profit panel under Driver Payments.
- Type the purpose in Notes, attach the signed voucher under Payment Files, then Save.
Fields On This Screen
Field | What to enter | Required |
|---|---|---|
Transaction No | Auto from the ET series | Yes |
Date | Date paid | Yes |
Employee | The driver | Yes |
Transaction Type | The advance type from your list | Yes |
Transaction Nature | Owed by the employee (deducted in payroll) | Yes |
Amount | Cash or transfer given | Yes |
Payment Type | Cash or bank method | Yes |
Related To / Select Entity | Booking the advance is for | Recommended |
Notes | Purpose, for example trip advance for the LR | Recommended |
Payment Files | Signed voucher or transfer advice | No |
What This Changes
- The driver’s Current Balance on the Drivers list shows the advance as owed by the driver; the Drivers KPI Amount to Pay falls by the same amount if the driver was owed money.
- The cash or bank account goes down and the entry appears in the Cash Book or Bank Book and the Day Book.
- The booking’s profit panel adds the amount to Driver Payments, reducing Profit for that trip; the Vehicle Profit/Loss report counts it under Total Employee Payments.
- In Payroll › Payroll for the month, the driver’s Transactions column shows Advance paid and the amount is deducted from Net unless it has been given back.
- The Driver Statement and Single Employee Statement list the transaction.
Tips
- Give one advance per trip and link it to the booking; the trip P&L and the driver’s settlement both read better than one lump sum for the week.
- Expenses the driver pays out of the advance are recorded as Expenses or fuel entries, not as a smaller advance; the balance works itself out.
- If the driver is on a trip-based salary, keep advances and trip pay as separate transactions so payroll can show both lines.
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.