Collect a customer payment in the field
A payment the driver collects at delivery will be on the customer’s account as a receipt, on the driver’s balance as cash held, and settled when the driver hands it in.
Some customers pay the driver at the drop. NShine ERP treats that as two things: a customer payment, which reduces what the customer owes, and cash in the driver’s hands, which the company must collect from the driver. The payroll screen shows this as a Customer Payment paid transaction against the driver, so it is netted when the driver is paid or settled when the cash is handed in.
Where your plan includes payment collection in the app, the driver records the amount on the phone at the drop; otherwise the office records it from the driver’s call or receipt book. Either way the posting is the same.
Before You Start
- The customer exists and has an invoice, or will be invoiced for this booking.
- A Payment Type for driver-collected cash exists under Settings › Payment Type, mapped to a cash account.
- The driver is on the booking so the collection can be tied to them.
Steps
- At the drop, the driver collects the amount and issues the customer a receipt. Where your plan includes it, the driver records the amount against the trip in the app.
- The driver tells the office the amount, customer and LR, or the app does.
- In the office, open Payments › Customer Payments and click Add.
- Set Received From to the customer, Payment Type to the driver-cash type and Received Account to the cash account. Enter the Date and the Amount.
- Choose Against Voucher and allocate to the invoice, or Advance Payment if the invoice is not raised yet. An advance is adjusted automatically against the customer’s future bills.
- Record the cash as held by the driver. Add an employee transaction under Payments › Employee Payments for the amount, Related To the booking, so the driver’s Current Balance shows the cash owed to the company.
- When the driver hands the cash in, settle the employee transaction, or leave it to be netted in Payroll, where it shows as Customer Payment paid.
Fields on the Customer Payments form
Field | What to enter | Required |
|---|---|---|
Received From | The customer who paid | Yes |
Payment Type | The driver-cash type | Yes |
Received Account | The cash account | Yes |
Date / Amount | When and how much | Yes |
Against Voucher / Advance Payment | Allocate to an invoice, or hold as advance | Yes |
Reference no / Notes | Driver’s receipt number and LR | Recommended |
Payment Files | Photo of the receipt | No |
What This Changes
- The customer’s Current Balance and the invoice’s Balance Due fall; the invoice Payment Status moves to Partial or Paid.
- The cash account rises; the dashboard’s Total Payments Received and Customer Payments Received vs Pending update.
- The driver’s Current Balance shows cash held, and Payroll lists a Customer Payment paid transaction until it is settled.
- The booking shows the receipt in its Receipt list.
Tips
- Give drivers a numbered receipt book and put the receipt number in Reference no; disputes are then quick to settle.
- Settle driver cash weekly rather than letting it run to payroll, so the Cash In Hand tile stays honest.
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.