Payments explained
You will know which payment screen to use, how a payment is tied to an invoice or kept as an advance, and where the money shows in cash, bank and balances.
The Payments menu has three screens: Customer Payments for money received, Supplier Payments for money paid to suppliers, and Employee Payments for money moving between the company and its drivers and staff. This section covers the first two; employee payments have their own section.
A payment is always two things at once: a movement of cash or bank money, and a change to someone’s balance. The form asks for both: which account the money went through, and which invoices (if any) it settles.
Customer payments and supplier payments
Customer Payments | Supplier Payments | |
|---|---|---|
Direction | Money in | Money out |
Party field | Received From | Paid To |
Account field | Received Account (cash or bank) | Paid from (cash or bank) |
Document number | Receipt No, prefix PAY | Payment No, prefix PAY |
Settles | Customer invoices | Supplier invoices, purchase invoices and fuel or service bills marked Not Paid |
Extra | Payment Files | Related To (a booking or other record) |
Against Voucher or Advance Payment
Every payment is in one of two modes. Against Voucher means you point the money at specific invoices: the form lists the open invoices with Invoice No, Date, Invoice Amount and Balance Amount, and you type a Paying Amount against each. Advance Payment means there is no invoice yet; the money sits on the party’s balance and is adjusted against future bills.
Choose Against Voucher whenever an invoice exists. It is what moves the invoice’s Payment Status to Partial or Paid and takes it out of the aging report. Choose Advance Payment for deposits, on-account transfers and money that arrived before you billed.
Payment Type and the account
- Payment Type is the method: cash, bank transfer, card, cheque, UPI and so on. The list is yours, under Settings › Payment Type, and each type is mapped to a cash or bank account.
- Received Account or Paid from is the ledger the money actually moved through, from Books › Bank & Cash. Picking the right one is what makes Cash In Hand, Bank Balance, the Cash Book and the Bank Book correct.
- A cheque that has not cleared is still a payment in the app; use a bank transaction to move it later if your accountant keeps a clearing account.
Receipts and printing
- Each customer payment gets a Receipt No from the PAY series in Settings › Invoice Settings (Receipt Voucher) and can be printed from the list as a receipt for the customer.
- The booking view lists the receipts that relate to its invoice, and the invoice’s payments action lists everything allocated to it.
- Payment Files hold the bank advice or a photo of the cheque.
Where payments show
- The invoice: Received Amount, Balance Due and Payment Status.
- The party: Current Balance on the Customers or Suppliers list, and the Single Customer or Single Supplier Statement.
- The books: Cash In Hand and Bank Accounts tiles, the Cash Book, Bank Book and Day Book.
- The dashboard: Total Payments Received, Total Supplier Payments, and the Received vs Pending and Paid vs Not Paid splits.
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.