Import fuel entries from Excel
You will have your fuel history loaded as proper entries, with each row posted to cash, bank, a fuel station bill or an employee balance, and mileage figures calculated from the first import.
AI › AI Data Import has a Fuel Tracking import type for exactly this: moving a fuel register kept in Excel into NShine ERP. You upload the sheet, the columns are matched to the fuel entry fields, each row is shown as ready, needs review or invalid, and nothing is saved until you press Confirm.
Use it for history when you start, or every month if a station sends you a statement as a spreadsheet.
Before You Start
- Every vehicle in the sheet exists under Vehicles with the same vehicle number as the sheet.
- Fuel stations you buy from on credit exist under People › Suppliers so Not Paid rows can become supplier bills.
- Drivers who paid from their pocket exist under Drivers so Paid By Employee rows can be matched.
- Payment types (cash, bank, card) exist under Settings › Payment Type for Paid rows.
- One row per fill in a .xlsx or .xls file, with a header row.
Steps
- Lay out the sheet with one fill per row. Columns that help: vehicle number, date, odometer reading, full tank (yes/no), quantity, rate per unit, tax rate, fuel station, filled by, and a payment scenario column holding Paid, Not Paid or Paid By Employee.
- Open AI › AI Data Import and choose Fuel Tracking.
- Upload the file. The columns are read and matched to the fuel entry fields; check each mapping and correct any the AI guessed wrong.
- Review the row statuses. Ready rows will import as they are. Needs review rows have a vehicle, station or driver that could not be matched, or a blank required value. Invalid rows will be skipped.
- Fix needs-review rows. Add the missing vehicle or supplier in the app, or correct the spelling in the sheet and upload again.
- Check the payment scenario on a few rows. Paid needs a payment type; Not Paid needs a fuel station; Paid By Employee needs a driver or employee.
- Click Confirm. The entries are created with FT numbers and appear under Vehicles › Fuel Tracking.
- Open Vehicles › Fuel Tracking, filter by one vehicle and check that Distance Driven and Avg Fuel Efficiency look right.
Columns the import expects
Column | What to put in it | Required |
|---|---|---|
Vehicle | The vehicle number exactly as in NShine ERP | Yes |
Date | Date of the fill | Yes |
Odometer Reading | Reading at the fill, in km | Recommended |
Is Full Tank | Yes or No | No |
Quantity | Units filled | Yes |
Rate Per Unit | Price per unit | Yes |
Tax Rate | Name of a tax rate from Settings, if tax applies | No |
Fuel Station | Supplier name as in NShine ERP | For Not Paid |
Filled By | Driver or employee name as in NShine ERP | For Paid By Employee |
Payment scenario | Paid, Not Paid or Paid By Employee | Yes |
Payment Type | Cash, bank or card type from Settings | For Paid |
What This Changes
- One fuel entry per confirmed row, visible on the Fuel Tracking list and on each vehicle’s Fuel Tracking tab.
- Paid rows reduce the chosen cash or bank account; Not Paid rows raise the fuel station’s balance; Paid By Employee rows raise the driver’s Current Balance.
- Distance Driven, Avg Fuel Efficiency and Fuel Cost per km are calculated across the imported fills, and the Vehicles Fuel Efficiency buckets update on the dashboard.
- Bookings for the same vehicle and dates pick up the fills as Fuel Expenses on the profit panel.
Tips
- Import in date order so odometer readings run upward and the distance between fills is calculated correctly.
- Do a small file of a few rows first, check the result, then import the rest.
- Keep the sheet; the FT number on each new entry is enough to trace a row back to it.
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.