Vehicles in NShine ERP
You will know what a vehicle record is for, how own and market (hired) vehicles are told apart, what each list column means and what the seven tabs on a vehicle profile hold.
Every truck, trailer, tanker or van that carries a booking has a record under Vehicles. The record is where fuel, maintenance, documents, tyres and bookings meet, so each vehicle has its own profit and loss, its own mileage and its own reminders.
Hired vehicles belong here too. A market vehicle gets a record with its owner as the supplier, so hire charges, fuel and documents for that trip are recorded exactly as for your own fleet.
The Vehicles list
- The list has pagination, Excel export, AI Data Import and Add.
- The dashboard tile Active Vehicles is the count of records with Is Active on.
Column | What it shows |
|---|---|
Image | Photo of the vehicle, if uploaded |
Vehicle number | Registration number; the identity used everywhere else in the app |
Vehicle Type | Mini Truck/LCV, Tanker, Trailer, Tipper, Closed Container, Other, or your own types |
Ownership Type | Own or Market |
Supplier | For a market vehicle, the owner (a supplier of type Truck Owner) |
Year, Vehicle Make | Model year and manufacturer |
Is Active | Whether the vehicle is offered on bookings and counted in Active Vehicles |
Own and market vehicles
- Own: your fleet. Costs (fuel, service, tyres, documents, loans) and revenue post to the vehicle, and the Profit and Loss tab shows the margin.
- Market: a hired vehicle. The Supplier field is required and names the owner. On a booking, picking a market vehicle brings the supplier with it, and the hire charge becomes a supplier bill. The vehicle’s profit is revenue minus that hire charge and whatever else you paid.
- Add a market vehicle once and reuse it; you do not need a new record for every trip.
Is Active
Switch Is Active off when a vehicle is sold, returned to its owner or parked for the season. It disappears from the Vehicle pick list on bookings and fuel, stops counting in Active Vehicles, and its reminders stop nagging, while every past booking, service and report keeps it. Do not delete a vehicle that has history.
The vehicle profile
Click a vehicle number to open its profile. The header repeats the record: type, ownership, supplier, make, year, colour, model, horse power, fuel type, expected mileage, VIN, registration expiry and current odometer. Below are seven tabs, each with its own Excel export.
Tab | What it lists |
|---|---|
Bookings | Every booking run on the vehicle |
Maintenance Reminder | Services due by date or km |
Maintenance History | Services done, with provider, tasks and cost |
Document Tracking | Permits, insurance, fitness and other documents with status |
Fuel Tracking | Fills, mileage and fuel cost per km |
Tyre/Asset Tracking | Tyres and batteries fitted, by position |
Profit and Loss | Revenue minus hire, driver pay, fuel and expenses |
When to add what
- Before the first booking: the vehicle record with number, type, ownership and Expected Mileage.
- Same week: documents with expiry dates, the odometer reading, and a tyre layout if you track tyres.
- When history exists elsewhere: import vehicles first, then fuel and bookings, which match on the vehicle number.
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.