The supplier’s bill covers trips for several of my customers. Is that fine?

Yes. Supplier invoice lines are bookings regardless of which customer they were for; add all of them to the one bill.

Where does a booking’s Supplier Pay amount come from?

From Add Amounts on the booking. If the line shows zero, open the booking and enter the supplier amount there first.

Docs · Invoices · How-to

Create a supplier invoice

You will have the supplier’s bill recorded against the bookings they worked, numbered in your BILL series, showing on the supplier’s balance and ready for payment.

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Invoices › Supplier Invoice records a bill from a supplier who did transport work for you: a market truck owner, a contractor or a hire company. Lines are the bookings they worked, so the cost lands on the right trips and the Vehicle Profit/Loss report sees it as supplier hire.

Record the bill when it arrives, even if you will pay it later. The list tracks Last Day of Payment so you can see what is due this week.

Before You Start

The supplier exists under People › Suppliers with the right Supplier Type, and RCM Applicable ticked if you pay the tax on their behalf.
The bookings were done with a market vehicle whose Supplier is this supplier, or otherwise relate to them.
The BILL series is set under Settings › Invoice Settings for the Supplier Invoice voucher type.

Steps

Open Invoices › Supplier Invoice and click Add.
Pick the Supplier Name. The Invoice No. fills in from your BILL series. This is your internal number, not the supplier’s.
Enter the Invoice Date and the Due Date. Use the date on the supplier’s bill as the Invoice Date so ageing matches their statement.
Type the supplier’s own number in Supplier Bill No and any Reference no. The Supplier Bill No is what you quote back to them when paying.
Choose the Tax Rate and tick Apply RCM if you, not the supplier, pay the tax to the authority.
Set Last Day of Payment. This is the date the list sorts and filters on when you plan payments.
Add the bookings as line items and check each amount against the bill.
Click Save & Add Payment to pay now, or Save & Create New to carry on with the next bill. Save & Add Payment opens a supplier payment already linked to this invoice.

Fields On This Screen

Field	What to enter	Required
Supplier Name	The supplier who billed you	Yes
Invoice No.	Your internal number from the BILL series	Yes
Invoice Date	Date on the supplier’s bill	Yes
Due Date	When the bill falls due	No
Supplier Bill No	The number printed on the supplier’s own bill	Recommended
Reference no	Your PO, contract or trip reference	No
Tax Rate	A rate from Settings › Tax Rates	Yes
Apply RCM	Tick when you pay the tax under reverse charge	No
Last Day of Payment	Latest date you intend to pay; shown on the list	No
Notes	Internal remarks	No
Line items	One booking per line with its supplier amount	At least one

What This Changes

The supplier’s Current Balance and Amount to Pay go up; the Account Payable ledger gets the entry.
Each booking’s profit panel shows the amount under Supplier Pay, and the Vehicle Profit/Loss report adds it to Total Supplier Hire.
The invoice is listed as Unpaid with Last Day of Payment and Related To, and appears in the Supplier Invoice Aging Report.
The dashboard’s Total Supplier Invoices Amount and Pending Payments: To Pay include it.

Tips

Enter the bill in the supplier’s own words: their bill number, their date. It makes the Single Supplier Statement match theirs at reconciliation.
For a fuel station, a workshop or a parts supplier, the bill usually comes from Fuel Tracking, Vehicle Maintenance or a Purchase Invoice instead, so you do not record it twice here.
Use Save & Add Payment when you pay the owner on the spot; the payment is allocated to the bill in one go.

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.