Add a vehicle
You will have a vehicle record that bookings, fuel, maintenance, documents and tyres can post to, with the expected mileage and odometer set so efficiency and service reminders work from day one.
One form adds both your own vehicles and the market vehicles you hire. Fill the identity block carefully: the Vehicle number is how the vehicle is matched in every import and report, and Expected Mileage and Current Odometer Reading are what fuel efficiency and odometer-based reminders start from.
Before You Start
- For a market vehicle, the owner exists under People › Suppliers with Supplier Type Truck Owner.
- The Vehicle Type you need exists under Settings › Dropdown Values (the defaults cover trucks, tankers, trailers, tippers and containers).
- The current odometer reading, the registration expiry date and, if you track tyres, which axle layout fits.
Steps
- Open Vehicles and click Add.
- Enter the Vehicle number exactly as on the registration plate. Required and unique; imports match on it.
- Choose the Vehicle Type and the Ownership Type: Own or Market. For Market, pick the owner in Supplier.
- Fill the identity fields: Year, Vehicle Make, Model, Color, Horse Power, Fuel Type and VIN.
- Enter the Expected Mileage in km per litre. Fuel entries are compared with this to put the vehicle in Below Expected or Meets-Exceeds Expected.
- Enter the Registration Expiry Date, Purchase Date and Current Odometer Reading. The odometer is the starting point for Distance Driven and for reminders set in km.
- Tick Trailer if the record is a trailer rather than a powered unit, fill any custom fields your company has added, and leave Is Active on.
- Under Other layouts, pick the tyre and axle layout if you will track tyres, add Notes, and click Save.
Fields On This Screen
Field | What to enter | Required |
|---|---|---|
Vehicle number | Registration number, unique | Yes |
Vehicle Type | Mini Truck/LCV, Tanker, Trailer, Tipper, Closed Container, Other or custom | Recommended |
Ownership Type | Own or Market | Recommended |
Supplier | Owner of a market vehicle (Truck Owner supplier) | For Market |
Year, Vehicle Make, Model, Color | Identity details printed on documents | No |
Horse Power | Engine rating | No |
Fuel Type | Diesel, petrol, CNG, electric | No |
Expected Mileage | Target km per litre for efficiency buckets | Recommended |
VIN | Chassis number | No |
Registration Expiry Date | When the registration lapses | No |
Trailer | Tick for a trailer unit | No |
Is Active | Offered on bookings and counted as active | Yes |
Current Odometer Reading | Reading today, in km | Recommended |
Purchase Date | When the vehicle was bought | No |
Notes | Anything else | No |
Custom fields | Any fields your company added, for example body type or permit class | As set |
Other layouts | Tyre and axle layout for Tyre/Asset Tracking | No |
What This Changes
- The vehicle appears on the Vehicles list and in the Vehicle pick list on bookings, fuel entries, maintenance and reminders; Active Vehicles goes up by one.
- Its profile opens with the seven tabs empty and ready: Bookings, Maintenance Reminder, Maintenance History, Document Tracking, Fuel Tracking, Tyre/Asset Tracking, Profit and Loss.
- Document types mapped to vehicles (permits, insurance, fitness, pollution, road tax) appear under Document Tracking › Vehicle for it with status Unknown.
- With a layout chosen, the Tyre/Asset Tracking tab shows the tyre positions ready for fitting.
- For a market vehicle, the Supplier is carried onto every booking that uses it.
Tips
- Set Expected Mileage from the manufacturer figure or your own best month; a blank value puts the vehicle in Missing Expected on the dashboard chart.
- Add the trailer and the tractor as two records when they are registered separately; bookings pick the powered unit.
- Many vehicles? Use AI › AI Data Import › Vehicles; rows are matched by registration number.
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.