Expense and Voucher Management for Transport Businesses
Every toll, repair and office bill lands on the right booking, the right vehicle and the right ledger with NShine ERP Expenses and Vouchers.
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What Are Expenses, Vouchers and the Chart of Accounts?
An expense is money spent that is not a supplier bill or a salary: tolls, parking, loading, repairs paid in cash, office costs. A journal voucher is a manual accounting entry with credit and debit lines. The chart of accounts is the list of ledgers and account groups all of this posts to.
In NShine ERP the three sit together under Books, and the chart of accounts grows on its own as you add customers, suppliers and bank accounts.
Everything You Can Do Using NShine ERP Expenses & Vouchers
Record an expense with several lines, each against an expense account with its own tax rate
Pay it from cash or any bank account through a payment type
Link an expense to a booking or a vehicle so it shows in their profit
Attach the bill or receipt image to the expense
Import approved expenses from Excel with AI Data Import
Post journal vouchers with credit and debit lines and a narration
Save a journal voucher as Draft or approve it
Keep ledgers under account groups with a nature and a parent
Let customer, supplier and bank ledgers create themselves
Number every voucher type with your own prefix and start index
Attach files to any voucher
Read the result in the Day Book, Ledger Report and Trial Balance
Watch the product in action
A walkthrough of the transport management software, in your preferred language.
Three Screens Under Books
Expenses, Voucher and Chart Of Accounts work as one.
Expense Entry
Multi-line expenses paid from cash or bank, linked to a booking or vehicle.
Journal Voucher
Credit and debit lines with a narration; Draft or approved.
Chart of Accounts
Ledgers under account groups with a nature and a parent.
Numbering and Attachments
Your own prefix per voucher type; files on every voucher.
Expenses & Vouchers Capabilities
Expense Entry
Pick the Date, the Payment Type and the account it is Paid from. Add lines: Expense Accounts, Description, Amount, Tax Rate. Set Related To a booking or a vehicle. Attach the receipt under Expenses Files.
The total posts to the account, the booking’s expense total and the vehicle’s Profit and Loss in one save. The expense list shows the reference number, what it relates to, the expense names, date and total.
Journal Voucher
For adjustments, opening entries and anything the operational screens do not cover: choose accounts for the credit and debit sides, enter Cr Amount and Dr Amount with a Narration, and NShine ERP shows the Difference until it is zero.
Save As Draft to review later, or Save to approve. The list shows each voucher as Approved or Draft. Files can be attached under Journal Files.
Chart of Accounts
Two tabs: the Account List of ledgers with their account group, and the Account Group list with a Nature and the group it sits Under. Every customer you add becomes a receivable ledger, every supplier a payable ledger, every bank account a bank ledger, without a second step.
Numbering and Attachments
Each voucher type has its own number series in Invoice Settings, with a prefix, suffix and start index you set:
Voucher type | Default prefix | Where it is created |
|---|---|---|
Expenses Voucher | EXP | Books → Expenses |
Journal Voucher | JV | Books → Voucher |
Receipt Voucher | PAY | Payments → Customer Payments |
Payment Voucher | PAY | Payments → Supplier Payments |
Bank Transaction | TRNS | Books → Bank Transaction |
Opening Balance | OB | Opening entries |
How It Works in NShine ERP
- Define expense accounts and groups once, or accept the defaults.
- Record expenses as they happen, linked to the booking or vehicle, with the receipt attached; or import a month’s approved expenses from Excel.
- Use journal vouchers for adjustments and opening entries.
- See the result in the booking’s profit, the vehicle’s Profit and Loss, the Day Book and the Ledger Report.
Benefits of Expenses & Vouchers in NShine ERP
- Expenses land where they belong. A toll on a trip reduces that trip’s profit, not a general bucket.
- The accountant sees a proper ledger. Groups, natures and auto-created ledgers mean a Trial Balance that balances.
- Nothing is typed twice. The receipt is attached once; the voucher is the record.
- Month-end imports. Approved expenses kept in Excel come in through AI Data Import, one line per voucher.
Expenses in a Notebook vs Expenses in the ERP
Challenges Without It
How expense and journal entries usually go when operations and accounts are separate.
- Expenses in a notebook, allocated to vehicles at month end from memory
- Journal entries made in a separate accounting package that never matches operations
- Ledgers created by hand for every new customer
- Receipts in a drawer, not on the entry
How NShine ERP Helps
What changes when Books sits next to Bookings.
- Multi-line expenses linked to bookings and vehicles
- Journal vouchers with Draft and approve
- A chart of accounts that builds itself from your customers, suppliers and banks
- Receipt and bill images attached to the voucher
See expenses and vouchers on your own trips
Book a demo, record a toll against a booking and watch it appear in the trip profit and the Day Book.
Built for Every Market
Expense lines take the tax rates you define, so GST, VAT or no tax work the same way. The company currency applies to the books, and more than 200 businesses use NShine ERP across India, the GCC, Africa and Australia.
Frequently asked questions
Books is included in every NShine ERP plan
Plans are priced by bookings per month and own vehicles, with every module included. See the plans or book a demo first.