The truck owner wants cash now and the bill later. How?

Record an Advance Payment to the supplier today. When you enter the supplier invoice, the advance is adjusted against it.

Where do I see what I still owe this supplier?

On People › Suppliers the Current Balance column, or Reports › Single Supplier Statement for the full history.

Docs · Payments · How-to

Record a supplier payment

You will have the payment recorded from the right cash or bank account, allocated to the supplier’s bills so they show Partial or Paid, and the supplier’s balance reduced.

Open NShine ERP All docs

Payments › Supplier Payments records money going out to any supplier: a market truck owner, a fuel station, a workshop, a parts dealer. The form mirrors the customer payment form; the party is Paid To and the account is Paid from.

Whatever created the bill, it is paid here. Supplier invoices, purchase invoices and fuel or maintenance entries marked Not Paid all appear as open items for the supplier.

Before You Start

The supplier exists under People › Suppliers and has open bills, or you are paying an advance.
A Payment Type exists under Settings › Payment Type and the paying account exists under Books › Bank & Cash.
For a bank transfer, you have the supplier’s account details on their record under Bank Info.

Steps

Open Payments › Supplier Payments and click Add. Or click Save & Add Payment on a new supplier invoice to arrive here with the bill already selected.
Pick Paid To. The supplier’s open bills load into the allocation table.
Choose the Payment Type and Paid from. Paid from is the cash box or bank account the money left.
Set the Date of the payment.
Keep Against Voucher and type a Paying Amount against each bill you are settling. Pay a bill in part by entering less than its Balance Amount.
Choose Advance Payment instead for a deposit or an on-account transfer before the bill arrives.
Set Related To when the payment belongs to one record, such as a booking. The amount then shows on that booking’s profit panel under Supplier Pay.
Enter the Reference no, any Notes and the Payment Files, then Save.

Fields On This Screen

Field	What to enter	Required
Paid To	The supplier being paid	Yes
Payment No	Auto from the PAY series (Payment Voucher)	Yes
Payment Type	Cash, bank transfer, card, cheque, as set up in Settings	Yes
Paid from	The cash or bank account the money left	Yes
Date	Date paid	Yes
Mode	Against Voucher or Advance Payment	Yes
Allocation table	Open bills with Balance Amount and Paying Amount	For Against Voucher
Related To / Select Entity	A booking or other record this payment belongs to	No
Total	Amount paid on this voucher	Yes
Reference no	Bank reference or cheque number	Recommended
Notes, Payment Files	Remarks and the transfer advice	No

What This Changes

Each allocated bill’s Paid Amount rises and its Payment Status becomes Partial or Paid; a Paid bill leaves the Supplier Invoice Aging Report.
The supplier’s Current Balance and the Suppliers list KPI Amount to Pay go down.
The Paid from account balance goes down; the entry shows in the Cash Book or Bank Book and the Day Book.
A fuel or maintenance entry that was Not Paid shows as settled once its bill is paid in full.
The dashboard’s Total Supplier Payments and Supplier Payments: Paid vs Not Paid update; a Related To booking shows the amount under Supplier Pay.

Tips

Pay a truck owner from the booking: open the supplier invoice, use Save & Add Payment, and the allocation is already done.
For a fuel station paid weekly, make one payment and spread it across the week’s Not Paid fuel entries.
Record the payment on the date the bank debited you, not the date you approved it, so the Bank Book matches the statement.

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.