Vehicle types, ownership types and codes
You will know which Vehicle Type and Ownership Type to pick, how to add types for your fleet, and which identifiers (vehicle number, VIN) the app uses to match a vehicle.
Two dropdowns classify every vehicle. Vehicle Type describes the body; Ownership Type says whether it is yours or hired. Both are read by filters, reports and layouts, so pick them consistently.
Vehicle Type
- Add your own types (bus, car, ambulance, crane, bulker) under Settings › Dropdown Values: pick the vehicle type dropdown, add a Name, set Is Active and optionally Is Default.
- Vehicle Type is a column on the Vehicles list and a filter on several reports; it does not change any calculation.
Type | Use it for | Typical layout |
|---|---|---|
Mini Truck/LCV | Light commercial vehicles and small trucks | 4-Tyre Light Truck |
Tanker | Fuel, water, chemical and milk tankers | 6-Tyre Truck or 10-Tyre Heavy |
Trailer | Flatbed, skeletal and low-bed trailers (tick Trailer on the record) | 8-, 12- or 16-Tyre Trailer by axles |
Tipper | Dump bodies for aggregate, coal and ore | 10-Tyre Heavy or 12-Tyre Truck |
Closed Container | Box bodies and reefers | 6-Tyre Truck |
Other | Anything that does not fit, until you add a type | Custom / Blank |
Ownership Type
The booking form reads Ownership Type when you pick a vehicle: a market vehicle fills the Supplier field and expects a supplier invoice later. The Vehicle Profit/Loss report shows Total Supplier Hire as a cost line for market vehicles.
Value | Meaning | What it requires | Effect |
|---|---|---|---|
Own | Your fleet | Nothing extra | All costs and revenue post to the vehicle; appears in Vehicle Profit/Loss |
Market | Hired from another owner | Supplier (type Truck Owner) | Supplier is carried onto bookings; hire charge becomes a supplier bill; Fuel Tracking shows Ownership Type per fill |
Codes that identify a vehicle
- Prefixes are set under Settings › Invoice Settings per voucher type.
- Write the vehicle number the same way everywhere (spaces or no spaces) so Excel imports and the global search find it.
Code | Where | Used for |
|---|---|---|
Vehicle number | Vehicle record, every list and pick list | The primary identity; imports match on it; printed on LRs and invoices |
VIN | Vehicle record header | Chassis identity for insurance and documents; not used for matching |
Document Number | Document Tracking rows | Permit, insurance or fitness certificate numbers |
Asset codes (prefix AST or TYR) | Tyre/Asset Tracking | Tyres and batteries fitted to the vehicle |
Service No (prefix VS) | Maintenance History | Each service done on the vehicle |
Transaction No (prefix FT) | Fuel Tracking | Each fuel fill |
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.