--- title: "Record Invoice Payments" description: "Updated recently" url: https://help.juan.ac/en/articles/9062327-record-invoice-payments collection: "Invoice Payments" updated: 2026-10-09 language: en --- # Record Invoice Payments Updated recently ## Q1. How can I add a new payment method type? - You cannot add a new payment method type for payments. ## Q2. Can I download a payment receipt? - Yes, you can download the payment advice. Refer to [Invoice Downloads](https://help.juan.ac/en/articles/9062708-invoice-downloads.md) for more information. ## Q3. How do I record a payment for an invoice? - To record an invoice payment, there are a few ways you can do so: 1. During invoice creation - The price must be filled in for at least one line item for this option to be available. - If the invoice was saved as a draft, any associated payments will also be in a draft status. - After saving the invoice , the payment will be active, and show up in the **Sales > Payments > Active** tab. 2. After invoice creation - You can create an invoice payment after invoice creation from the invoice details. ![](https://staticfiles.gleap.io/ghelparticle/oj2FmPvL4CryA48p5UsYLazUmS89qpOzF3q7BHGsr0n79FDKItwNywZDCHmpjfgSTtNsah7hJx9.png) ![](https://staticfiles.gleap.io/ghelparticle/NH5fwkC3Rzpe27jYK3fPWrmAAW5XUM7lfW7thZapbERnRWgSFIJjwbD8pbVOCBsQcYQj7cMbVCk.png) ## Q4. Can I record a partial payment for an invoice? - Yes, you can. When recording a payment for an invoice, if the **Invoice Payment Amount** is less than the invoice transaction amount, the invoice would be considered to be partially paid. ## Q5. What happens if I receive a payment in a different currency than the invoice? - If there is a difference between the transaction amount converted to base currency and the payment amount converted to base currency, realized gain-loss will take place. This is further explained in **Q7. When does realized gain-loss (RGL) happen, and how is it calculated?** ## Q6. Where is the payment rate fetched from if the currencies don't match? Can I edit it? - If the payment currency does not match the invoice currency, there is a possibility of a realized gain/loss due to the fluctuations in the exchange rates. - Juan fetches a custom rate if available on the date of the payment. If not, the rate is fetched from 3rd party services. - You can also adjust the payment rate if the one fetched by Juan is not the rate you want to use for the payment. ![](https://staticfiles.gleap.io/ghelparticle/XJU08c5rrl5Ew53acfrzGPsOwTLPkNUd1VCkXuhpWDnVsyy3TgAYo0UrF1swSaXJB7At2iBpLyA.png) ## Q7. When does realized FX gain-loss (RGL) happen, and how is it calculated? - RGL happens when the following conditions are fulfilled: 1. There is a difference between the invoice payment amount converted to the organization's base currency and the cash received converted to the organization's base currency. 2. The following invoice payment/cash received currency combinations take place: ![](https://staticfiles.gleap.io/ghelparticle/3PUKsnYaD59bepxqHL9n0VpW7eZMdVZJA28wXSDAXzK8TK05t4or1qcIIctZuxZWVSsOl06JiiQ.png) - RGL is calculated this way for an invoice payment: - **Realized FX (Gain)/Loss = (Invoice payment Amount / Transaction Rate) - (Cash received / Payment Rate)** - Where: - Invoice payment amount: The amount recorded as paid for on an invoice - This amount may be the entire invoice amount, or a partial payment for the invoice. - Transaction rate: The exchange rate on the invoice (1.00 if the invoice is in the base currency) - Cash received: The amount received (cash received) for the recorded invoice payment - The invoice payment amount will be equal to the cash received amount if the invoice and payment account are in the same currency. - Payment rate: The exchange rate for the payment (1.00 if the payment is in the base currency) - FX gains are recorded as **negative expenses**, while losses are recorded as **positive expenses** to the **FX Realized (Gains)/Loss** account. - In other words, - **FX gains** are recorded if the invoice payment amount in base currency is **less than** the cash received in base currency at the exchange rate on payment date. - **FX losses** are recorded if the invoice payment amount in base currency is **greater than** the cash received in base currency at the exchange rate on payment date. - Example 1 - The invoice payment is recorded in EUR, payment received in USD and the organization’s base currency is in SGD: - Invoice payment amount: 55.00 EUR - Transaction Rate: 1.00 SGD = 0.68413 EUR - Cash received: 65.00 USD - Payment rate: 1.00 SGD = 0.74338 USD - Hence, in this case: - **Realized Gain** \- (**7.04 SGD)** **\= (55.00 / 0.68413) - (65.00 / 0.74338)** - Example 2 - The invoice payment is recorded in USD, payment received in SGD and the organization’s base currency is in SGD: - Invoice payment amount: 55.00 USD - Transaction Rate: 1.00 SGD = 0.74338 USD - Cash received: 70.00 SGD - Payment rate: 1.00 SGD = 1.00 SGD (Since SGD is the base currency) - Hence, in this case: - **Realized Loss - 3.99 SGD = (55.00 / 0.74338) - (70.00 / 1.00)** ## Q8. How can I send a payment receipt to my customer? - To send a payment receipt, make sure that your customer has a valid email set up in contact settings. - After doing so, click on the **mail icon** to send a payment receipt to your customer after saving the payment record. ## Q9. What is a Withholding Tax Certificate payment? How is it different from other payments? - The withholding tax Certificate payment method refers to a withholding tax payment recorded for an invoice. - This refers to the tax that needs to be withheld and paid to the government, rather than credited to your organization directly. - For invoices, payments made via this payment method will always be credited to the **Creditable Withholding Tax** payment account. ## Q10. How will deleting a tax profile impact my payment records? - Deleting a tax profile will not have an impact on any payments that have already been made and recorded. - However, you will not be able to select the deleted tax profile moving forward on invoice creation, which may have effects on pre and post-tax calculations. ## Q11. How will making an account inactive impact my payment records? - Making an account inactive will not have an impact on any payments that have already been made and recorded. - However, you will not be able to select the inactive account as a payment account (in the case of cash and bank accounts) moving forward, until the account is active again. ## Q12. I just received a payment for an active invoice, but I don't see it in my Accounts Receivable. What happened? - If a payment has been recorded as received for the invoice on the same date as the invoice date (i.e. payment date = invoice date), the transaction will be recorded on the ledger as a cash transaction. - The transaction will be recorded as a **credit** into the **Cash on Hand** account, and a **debit** from the account used on the invoice. ## **Q13. How do I apply a Creditable Withholding Tax Certificate (CWT) I received from a client?** - A CWT is a form of credits you can apply as payment to your invoice. **Choose the checkbox** of the invoice you wish to record CWT > click **Record Payment** \> this will open the Batch Payment function. - Note: you can apply this to multiple invoices. ![](https://staticfiles.gleap.io/gattachments/r8jm4uAMOCGNNbeP7ASeaK24oQwA6KuceIsDKLhjDOKUIiyuabI9pEwi3FcsKjuqTGyZcvh7231.png) ![](https://staticfiles.gleap.io/gattachments/iScDofWqkGcaGpgsKcR7rUjMOYEVJtwTUihHArM9UxHl2hzIp4pEoZP2RSvBjUOlIlhILJcovlN.png) - Click the **Cash Received amount** to edit it and **enter the amount withheld by your client**. For example, if the invoice is ₱2,000 and the client withheld ₱200 (10%), change the cash received amount from ₱2,000 to ₱200. ![](https://staticfiles.gleap.io/gattachments/XrhxR63fMRo7vZzjbI489kSydtoQDEhEMQepNzJ5Yx3LdkWVNetJckeaRac2pNy2CWbisZVQ0hw.png) - In **Payment Method** > **Choose Withholding Tax** > Click **Withholding Details >** Fill in all the **details from the CWT** > click **Save** - In the withholding breakdown, ensure that the invoice amount is entered in the **Amount** column, and the corresponding withholding value is placed in the **Withholding** column. - Also, verify that the selected period is accurate so these details are reflected correctly in the appropriate tax forms. ![](https://staticfiles.gleap.io/gattachments/jSXtRMhIKK1duX2eJF0qwNoc9KkHgZot5gEzh64sFe3mOmvHsrN789E11wLYtkHpk6QqfqpYD5f.png) ![](https://staticfiles.gleap.io/gattachments/VaxHfHWi74DDJvf58uIgcq3dFm38KzNZ8LqRIXmpH3X4a88fAXRLN5YDjYSsi9VqWAIj9FMmWy5.png)