What should I set up first in NShine ERP?

Settings › Company, then a Financial Year with Set Active, then Tax Rates, Payment Type and Invoice Settings. Then add users, customers, suppliers, vehicles and drivers.

Why are my new bookings not showing in the list?

The active Financial Year does not cover today. Add the year under Settings › Financial Year and click Set Active, then widen the date range and status filter on the list.

Why is tax shown on the invoice but not added to the total?

Apply RCM is ticked, so the tax is payable by the receiver. Untick it if reverse charge does not apply.

What is the difference between Against Voucher and Advance Payment?

Against Voucher allocates a receipt to named invoices. Advance Payment holds the money on the customer and is auto-adjusted against future bills.

Why is Avg Fuel Efficiency blank on a fuel entry?

Efficiency needs two full-tank fills with odometer readings. Tick Is Full Tank and enter the odometer on each fill.

How do drivers log in to the mobile app?

With a one-time code sent on WhatsApp. Switch OTP via WhatsApp on under Settings › Notification Settings and tick Enable Mobile App on the driver.

Why is a payroll row Blocked?

The reason is shown: Net is 0.00, NegativeNetPay or an inactive employee with no Last working date. Fix the record and click Recalculate unposted.

Is anything saved during an AI Data Import before I confirm?

No. Rows are shown as ready, needs review or invalid, and nothing is saved until you click Confirm. Invalid rows are never saved.

Frequently asked questions | NShine ERP Docs

Each answer below is short on purpose. Follow the section link at the end of the page when you need the steps.

Getting Started And Settings

What should I set up first? Settings › Company (name, Currency, Round off, No. of Decimal, Date Format), then Financial Year with Set Active, then Tax Rates, Payment Type and Invoice Settings. After that add Users, Customers, Suppliers, Vehicles and Drivers.
Can I change the company currency later? You can, but existing amounts are not converted. Set it before the first booking.
How do I reset a user’s password? An administrator opens Users and uses the key action on the row.
How do I remove a user who left? Edit the user and switch Is Active off. Their name stays on the records they created.
Why are my new bookings and invoices not showing? The active Financial Year does not cover today. Add the year under Settings › Financial Year and Set Active.
Can I renumber invoices? Change Start Index, Prefix and Suffix under Settings › Invoice Settings before documents are saved; numbers already given do not change.
Where is my plan shown? Settings › Subscription Details shows the current plan and billing cycle, with View plans & subscribe.

Bookings

What is the LR NO.? The lorry receipt number given to each booking from the Lorry Receipt series under Invoice Settings.
What is the difference between Status and Booking Status? Booking Status is the trip (Booked, In Progress, Delivered and so on). Status is the money: Pending Invoice, Invoice Created, Partial Payment, Payment Received.
How do I use a hired truck? Set Ownership Type to Market on the vehicle, with its Supplier; on the booking the supplier hire appears as Supplier Pay in the profit panel.
Where do I add toll or halting charges? Add Amounts › Customer Billing, as an Adjustment from the list under Settings › Adjustments.
Where is the trip profit? The profit panel on Add Amounts: Revenue minus Supplier Pay, Expenses, Fuel Expenses and Driver Payments. The Vehicle Profit/Loss report totals it per vehicle.
How does the POD get onto the booking? Upload it under POD Challan on the booking, or let the driver send it on WhatsApp to the AI Inbox and approve it there.

Invoices And Payments

Why is tax shown but not added to the total? Apply RCM is ticked, so the receiver pays the tax to the authority.
Can one invoice cover several bookings? Yes. Customer Invoice lines are bookings; tick each one to add it.
What is the difference between Against Voucher and Advance Payment? Against Voucher allocates the receipt to named invoices. Advance Payment holds it on the customer and is auto-adjusted against future bills.
Why did the bank balance not move? The Payment Type is mapped to another account under Settings › Payment Type, or a different Received Account was picked.
How do I see what a customer owes? The Current Balance on Customers, the Balance Due on each invoice, and the Single Customer Statement report.
What is Age Days? Days since the invoice date, shown on the Customer Invoice list and in the aging reports.

Fleet: Vehicles, Fuel, Maintenance, Documents, Tyres

Why is Avg Fuel Efficiency blank? It needs two full-tank fills with odometer readings. Tick Is Full Tank on each fill.
The driver paid for fuel. How do I record it? Payment Status Paid By Employee, with the driver in Filled By. It shows on the driver balance.
How do service reminders work? Vehicle Services define a plan with Time Frequency and Odometer Frequency; Maintenance Reminders show Next Due by date or km and let you build the service from the reminder.
Why is a document Unknown? It has no expiry date, or no document of that mapped type has been uploaded on the profile.
How do I track a tyre? Add it under Tyre/Asset Tracking with a Serial Number and fit it to a position on the vehicle’s layout; its Status moves from In Store to Installed.
Where do I add a vehicle type? Settings › Dropdown Values, under the Dropdown Type for vehicle types.

Drivers, Employee Payments And Payroll

What does Current Balance on a driver mean? Dr means the driver owes the company (advances); Cr means the company owes the driver (fuel paid, trip pay due).
How is trip-based pay handled? Set Trip Based Salary Type and Amount on the driver; payroll shows Trip based salary already paid in the Transactions column and nets it.
Why is a payroll row Blocked? Net is 0.00, NegativeNetPay, or an inactive employee without a Last working date. Fix the record and click Recalculate unposted.
What is LOP? Loss of pay: unpaid days from Attendance that reduce the month’s gross.
How do I pay salaries from the bank? Approve the run, then use Payroll › Salary payments to mark paid and export the register with account, bank code and IBAN.

Books, Reports And Imports

Where do I record an expense on a trip? Books › Expenses, with Related To set to the booking, so it counts in the trip profit.
How do I move money between cash and bank? Books › Bank Transaction, From Account to To Account.
Can I post a journal as a draft? Yes. Save As Draft on a Journal Voucher; the list shows Draft until it is saved as Approved.
Which report shows my VAT return figures? UAE VAT 201 for the UAE; the Customer TAX Report and Supplier TAX Report give invoice-level detail everywhere.
Can I build my own report? Yes. Reports › custom report builder: pick a data source, choose columns, add filters, preview and save.
Is anything saved during an import before I confirm? No. AI Data Import saves nothing until you click Confirm, and invalid rows are never saved.

Mobile App And Live Tracking

How do drivers log in? With an OTP sent on WhatsApp; OTP via WhatsApp must be on under Settings › Notification Settings, and Enable Mobile App ticked on the driver.
Why does the driver not see the trip? The Driver field on the booking is empty or points to another driver record.
Do I need GPS devices for Live Tracking? No. Drivers can share location from the app; a GPS vendor account under Settings › Telematics adds devices.
Are WhatsApp messages included in the plan? Some are; the Notification Settings screen notes that WhatsApp notifications are billable beyond the plan.