Invoicing explained
You will know which of the three invoice screens to use, how an invoice gets its lines and its number, and how its Payment Status and Age Days move as money comes in or goes out.
The Invoices menu has three screens: Customer Invoice, Supplier Invoice and Purchase Invoice. Each one is a different document with its own numbering and its own ledger side. Customer invoices are money you will receive; supplier and purchase invoices are money you will pay.
Invoices in NShine ERP are built from the work already recorded in the app. A customer invoice picks up bookings and bills them; a supplier invoice picks up the bookings a market vehicle or contractor did for you; a purchase invoice lists products you bought for stock.
The three invoice types
Screen | Who it is for | Lines come from | Default prefix |
|---|---|---|---|
Customer Invoice | A customer you carried goods for | Bookings, with Amount (Excluding Tax) per booking | inv |
Supplier Invoice | A truck owner, contractor or service supplier billing you | Bookings the supplier worked on | BILL |
Purchase Invoice | A parts or goods supplier, into a warehouse | Product lines (Code, Product, Qty, Rate, Tax) | PINV |
Bookings versus product lines
Customer and supplier invoices do not have free-text lines. You add bookings, and each booking becomes one line with its amount excluding tax. This is why a booking carries its own freight and adjustments under Add Amounts: the invoice only collects them. A booking that is billed moves from Pending Invoice to Invoice Created on the bookings list.
Purchase invoices are the inventory document. Lines are products with quantity, unit, rate, discount and tax, and the invoice names a Warehouse so stock can be posted. Use them for spare parts, tyres and consumables, not for transport charges.
Payment Status and Age Days
- Unpaid: nothing received yet. Balance Due equals the invoice amount.
- Partial: at least one payment is allocated but Balance Due is still above zero.
- Paid: Received Amount equals Amount to Receive and Balance Due is zero.
- Age Days counts the days since the invoice date and keeps counting until the invoice is paid. It feeds the Customer Invoice Aging Report and the Supplier Invoice Aging Report.
- The list KPIs Total Invoices and Amount to Receive add up the invoices in the current date range; the dashboard shows the same totals for the financial year.
Numbering
Every invoice number is built from Settings › Invoice Settings. Each Voucher Type has a Start Index, a Prefix and a Suffix. The defaults are inv for Invoice, BILL for Supplier Invoice and PINV for Purchase Invoice, and you can change them before you raise the first document of a financial year. Receipts against invoices use PAY, and credit notes use CN.
Change the prefix only at the start of a numbering series. Changing it midway leaves two series in the same financial year, which is awkward for tax filing.
Where invoices go next
- A customer invoice raises the customer’s Current Balance and the Account Receivables ledger; a supplier or purchase invoice raises the supplier’s balance and Account Payable.
- Payments are recorded on the Payments screens, not on the invoice. The invoice’s Received Amount and Payment Status update from the allocation.
- Tax on each invoice comes from the Tax Rate you choose and the Apply RCM switch; see the tax page in this section.
- Statements and ageing live under Reports: Single Customer Statement, Customers Balance Statement and the two aging reports.
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.