Fuel tracking explained
You will understand what one fuel entry carries, where its amount goes depending on who paid, and how the entries turn into mileage and cost-per-km figures.
Vehicles › Fuel Tracking is the record of every fill for every vehicle. Each entry is one fill: a vehicle, a date, an odometer reading, a quantity, a rate and a payment status. From those entries NShine ERP works out distance driven between fills, average fuel efficiency, fuel cost per km and the fuel share of each booking’s profit.
Entries can come from the office form, from the AI Data Import of an Excel sheet, or from receipts a driver sends through the mobile app or WhatsApp that are reviewed in the AI Inbox.
What One Entry Holds
- A Transaction No with the prefix FT (set under Settings › Invoice Settings).
- The Vehicle, with its Ownership Type (Own or Market) shown alongside.
- Odometer Reading, Date and whether the fill was a full tank.
- Quantity, Rate Per Unit, Gross Amount, Tax Rate, Tax Amount and Total.
- The Fuel Station (a supplier) and Filled By (a driver or employee).
- A Payment Status: Paid, Not Paid or Paid By Employee.
The Fuel Station Is A Supplier
Fuel stations are not a separate master. You add each one under People › Suppliers with a Supplier Type such as fuel station. That is what lets a credit fill become a supplier bill, lets the station appear on a supplier statement, and lets the Fuel Tracking list be filtered or exported station by station.
Payment Status: Three Cases
Status | When to use it | Where the money shows |
|---|---|---|
Paid | The company paid at the pump by cash, card or bank transfer. | Leaves the cash or bank account chosen on the entry; appears in the Cash Book or Bank Book. |
Not Paid | The fill is on credit with the station. | A pending bill against the fuel station; its Current Balance and Amount to Pay rise until a supplier payment is recorded. |
Paid By Employee | The driver paid from their own pocket. | Added to the driver or employee’s Current Balance as money the company owes them; settled through Employee Payments or payroll. |
Efficiency Buckets
Each vehicle has an Expected Mileage on its record. Fuel Tracking compares the average efficiency from full-tank fills against it and puts the vehicle in one of four buckets, shown as the Vehicles Fuel Efficiency block on the Fuel Tracking screen and on the dashboard:
- Below Expected: actual km per unit is under the expected figure.
- Meets-Exceeds Expected: actual is at or above expected.
- Missing Expected: fills exist but the vehicle has no Expected Mileage.
- No Data: not enough full-tank fills with odometer readings to calculate anything.
Fuel On The Booking Profit Panel
When you open Add Amounts on a booking, the profit panel reads Revenue minus Supplier Pay minus Expenses minus Fuel Expenses minus Driver Payments. Fuel Expenses is filled from the fuel entries that belong to that booking’s vehicle and trip, so a fill recorded against the right vehicle on the right date lowers that booking’s profit without any extra typing. The same figure appears as Fuel Expenses Total in booking reports and as Total Fuel Cost on the Vehicle Profit/Loss report.
List Columns At A Glance
The Fuel Tracking list shows Date, Transaction No, Vehicle, Ownership Type, Filled By, Fuel Station, Fuel Type, Quantity, Rate Per Unit, Gross Amount, Tax Amount, Odometer Reading, Distance Driven, Total Amount, Avg Fuel Efficiency, Expected Mileage, Fuel Cost per km, Total Fuel Quantity and Total Spent. It filters by date range and vehicle, and exports to Excel or print. The columns are explained one by one on the reports page.
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.