Can I update existing vehicles with the import?

Rows that match an existing registration number are recognised. Check in the review grid whether the row is shown as an update or flagged; confirm only when it reads as you expect.

Where do documents and tyres go?

Not in this import. Upload documents from each profile’s Document Tracking tab and add tyres under Vehicles › Tyre/Asset Tracking.

Docs · Vehicles · How-to

Import vehicles from Excel

You will have every own and market vehicle in NShine ERP from one spreadsheet, matched by registration number, with type, ownership, supplier, expected mileage and odometer filled.

Open NShine ERP All docs

The Vehicles import type under AI › AI Data Import creates vehicle records from an Excel file and matches rows by registration number, so a vehicle that already exists is recognised rather than duplicated. Columns are mapped to the Add form’s fields, rows are reviewed, and nothing is saved until Confirm.

Before You Start

One row per vehicle with a header row and the Vehicle number in its own column, written the way you will use it in the app.
For market vehicles, a Supplier column whose names already exist under People › Suppliers as Truck Owner suppliers.
Vehicle Type values that exist under Settings › Dropdown Values.
Expected Mileage and the current odometer reading per vehicle if you have them.

Steps

Open AI › AI Data Import and choose Vehicles.
Upload the .xlsx or .xls file.
Check the column mapping: Vehicle number, Vehicle Type, Ownership Type, Supplier, Year, Vehicle Make, Model, Color, Fuel Type, Expected Mileage, VIN, Registration Expiry Date, Current Odometer Reading, Purchase Date, Notes. Custom fields your company added can be mapped too.
Review the rows: ready, needs review or invalid. A registration number that already exists is shown as a match; a Supplier or Vehicle Type that does not exist is flagged.
Fix the sheet and upload again, or correct rows in the grid where allowed.
Click Confirm.
Open Vehicles, check Active Vehicles against your row count, and open two or three profiles to confirm the header fields.

Columns the import reads

Column	What to put in it	Required
Vehicle number	Registration number, unique; the matching key	Yes
Vehicle Type	An existing dropdown value	Recommended
Ownership Type	Own or Market	Recommended
Supplier	Existing Truck Owner supplier name (market only)	For Market
Year, Vehicle Make, Model, Color, Horse Power	Identity details	No
Fuel Type	Diesel, petrol, CNG, electric	No
Expected Mileage	Target km per litre	Recommended
VIN	Chassis number	No
Registration Expiry Date, Purchase Date	Dates stored as dates in Excel	No
Current Odometer Reading	Reading in km	Recommended
Is Active	Yes/No	No

What This Changes

Records appear on the Vehicles list and in every Vehicle pick list; Active Vehicles on the dashboard updates.
Each vehicle’s profile opens with its header filled and its seven tabs ready.
Document types mapped to vehicles appear under Document Tracking › Vehicle for each imported vehicle as Unknown until uploaded.
Tyre layouts are not part of the import; set Other layouts on each vehicle afterwards if you track tyres.

Tips

Import vehicles before bookings and fuel. Both of those imports match the Vehicle column to the registration number.
Keep one spelling of each registration number across all your sheets; a space or hyphen difference creates a second vehicle.
Market vehicles you hired only once can be left out; add them when they come back.

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.