Maintenance in NShine ERP
You will understand the four pieces of the maintenance module (history, reminders, service plans and service tasks), how a workshop is paid, and where the costs show up afterwards.
Vehicles › Vehicle Maintenance records what was done to each vehicle and what is due next. A service is one visit to a workshop or your own garage, with the tasks done, labour and parts costs and the odometer at the time. A reminder is a promise to do a task again after a time or a distance. Service plans and tasks in Settings are the templates both of them draw on.
The four pieces
Piece | Where | What it holds |
|---|---|---|
Maintenance History | Vehicles › Vehicle Maintenance | Services done: Service No (prefix VS), Vehicle, Service Date, Service, Service Tasks, Odometer Reading, Service Provider, Net Total |
Maintenance Reminders | Vehicles › Vehicle Maintenance › Maintenance Reminders | Vehicle, Service Task, Next Due (date or km), Frequency, Status, Vehicle Service |
Vehicle Services (plans) | Settings › Vehicle Services | Named plans with Time Frequency, Odometer Frequency and the Service Tasks they include |
Service Tasks | Settings › Service Tasks | The master list of tasks: Name, Code, Is Default, Is Active |
How they fit together
- You define tasks once (oil change, brake pads, wheel alignment) under Service Tasks.
- You group tasks into plans with a frequency under Vehicle Services: for example a plan due every 3 months or every 10,000 km.
- You record a service on a vehicle, choosing the plan and ticking the tasks done with their labour and parts cost.
- Reminders for the next due date or km are set for the vehicle, either by hand or from the plan’s frequency.
- When the reminder comes due, you build a service from it; the reminder is closed and the cycle repeats.
Workshops and how they are paid
The Service Provider on a service is a supplier of type workshop from People › Suppliers. Your own garage can be a supplier too, so that in-house work is costed the same way. The Payment Type on the service says how the bill was settled: a cash or bank payment type from Settings › Payment Type moves the money at once, while an unpaid type leaves the amount on the workshop’s balance until a supplier payment is recorded.
- Parts bought separately from a parts shop are purchase invoices, not service lines; put only the parts the workshop billed in the Parts column.
- Tax on the workshop bill is handled by the Tax Rate on the service.
Where maintenance shows up afterwards
- The vehicle profile: the Maintenance History and Maintenance Reminder tabs, each with Excel export.
- The dashboard: Vehicles Services with Upcoming, Due Soon, Overdue and Completed counts.
- Reports: the Vehicle Maintenance Statement per vehicle and period.
- Suppliers: the workshop’s Current Balance and the Single Supplier Statement when the service was not paid at once.
- The odometer: the Odometer Reading on a service updates the vehicle’s current reading and resets km-based reminders.
When to use it
- Record every workshop visit, including breakdowns, so the maintenance statement tells the true cost per vehicle.
- Set reminders for the items that fail expensively if missed: oil, brakes, tyres, fitness inspection.
- Use the dashboard buckets each Monday to plan the week’s workshop slots.
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.