The part was bought for one vehicle and fitted immediately. Purchase invoice or service record?

Both, if you want stock history: receive it on a purchase invoice, then issue it on the vehicle’s service task. If you do not track that part in stock, record the cost directly on the service record with the supplier as Service Provider.

What is the difference between Supplier Invoice and Purchase Invoice?

Supplier Invoice is for bills by booking, such as market vehicle hire. Purchase Invoice is for products and services by line, and is the only one that moves stock.

Docs · Inventory · How-to

Purchase stock from a supplier

You will have the supplier’s bill recorded as a purchase invoice, the quantities added to the warehouse, the cost on the supplier’s ledger and the bill waiting under Amount to Pay until you pay it.

Open NShine ERP All docs

A Purchase Invoice is how stock enters NShine ERP. It records the supplier’s bill for parts, tyres, oil or services, line by line, and puts the quantities into a warehouse. It is different from a Supplier Invoice, which is for hire and other non-stock bills by booking.

The list under Invoices › Purchase Invoice shows Supplier Name, Bill No, Reference no, Date, Amount to Pay, Paid Amount, Balance Due, Warehouse, Payment Status and Status. Each invoice is numbered with the prefix PINV.

Before You Start

The supplier exists under People › Suppliers, with its TRN if it is tax registered.
The products on the bill exist under Inventory › Products, or you are ready to add them.
A warehouse exists to receive into.
You have the supplier’s bill in hand for the bill number, date and line prices.

Steps

Open Invoices › Purchase Invoice and click Add.
Pick the Supplier Name. The Place of supply, TRN and Billing Address fill from the supplier record; adjust them if this bill is from a different branch.
Enter the Bill No, Invoice Date, Due Date, Supplier Bill No and Reference no. Bill No is your PINV number; Supplier Bill No is the number printed on the supplier’s paper, which is what you will quote when paying.
In Related To, pick a vehicle or booking if the whole bill belongs to one. Leave it blank for stock bought for the store; the cost reaches the vehicle later when the part is used.
Add the product lines: scan each item’s barcode into the scan box, or search by name. Each line shows Code, Product Name and current Stock, whether it is a Product or Service, Batch No if the product has Enable Batch, Qty, Unit, Rate, Discount %, Gross, Tax and Total. Rate and tax are suggested from the product’s Purchase Info.
Check the line totals against the bill, then add Notes and save. If the total differs by a few units of currency, it is usually a rounding or an inclusive-versus-exclusive tax setting on one product.
Pay the bill when due through Payments › Supplier Payments, allocating the payment Against Voucher to this invoice.

Fields On This Screen

Field	What to enter	Required
Supplier Name	The supplier the bill is from	Yes
Place of supply	Where the goods were supplied to, for tax	For tax
TRN	Supplier’s tax registration number, from the record	For tax
Billing Address	Supplier address on the bill	No
Bill No	Your PINV number, assigned on save	Auto
Invoice Date	Date on the supplier’s bill	Yes
Due Date	When payment is due	Recommended
Supplier Bill No	The number printed on the supplier’s bill	Recommended
Reference no	Your PO or delivery note number	No
Related To / Select Entity	Vehicle or booking the whole bill belongs to	No
Barcode / QR scan box	Scan to add a product line	No
Code / Product Name / Stock	The product and its current quantity	Per line
Product/Service	Whether the line is stock or a service	Per line
Batch No	Lot number, for products with Enable Batch	If batch enabled
Qty / Unit / Rate	Quantity, unit and price per unit	Per line
Discount %	Line discount	No
Gross / Tax / Total	Calculated from qty, rate, discount and tax	Calculated
Notes	Free text	No

What This Changes

Each product line with Enable Stock Posting adds its Qty to the chosen warehouse; the Stock Report and the Stock figure on later invoice lines rise.
A product with Track as serialized asset creates one asset record per unit under Vehicles › Tyre/Asset Tracking, with the cost from the line.
The invoice total credits the supplier’s Account Payable ledger; the supplier’s Current Balance and the Amount to Pay KPI rise, and the dashboard tile Total Supplier Invoices Amount includes it.
The tax on each line feeds the Supplier TAX Report as input tax.
The invoice shows Payment Status Unpaid until a supplier payment is allocated to it; then Paid Amount and Balance Due update.

Tips

Receive the whole delivery on one invoice even if it is paid in parts; payments can be allocated more than once.
For a bill of one product, AI › AI Data Import › Purchase Invoice takes one product line per invoice from a spreadsheet, useful for tyre or oil purchases in bulk.
Scan the barcode rather than typing the name; it avoids picking the wrong size of a similar part.

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.