--- title: "Record Bill Payments" description: "" url: https://help.juan.ac/en/articles/9104257-record-bill-payments collection: "Bill Payments" updated: 2026-10-09 language: en --- # Record Bill Payments ## Q1. How do I record a payment for a bill? - To record a bill payment, there are a few ways you can do so: 1. During bill creation a. Price must be filled in for at least one line item for this option to be available. b. If the bill was saved as a draft, any associated payments will also be in a draft status. c. After saving the bill, the payment will be active, and show up in the **Purchases > Payments > Active** tab. 2. After bill creation a. You can choose to create a partial/full payment for a bill by changing the bill payment amount. 3. Depending on whether the payment is partial/full the bill status will be updated. ![](https://staticfiles.gleap.io/gattachments/IFpHggce74mcEKUKAol2J0GcmsWFRBNw4dtBoAT42LRl2mKZTcHsdBuDLuZJketZC75c0wv5FPt.png) ![](https://staticfiles.gleap.io/gattachments/szr5zEUS3wUpfwdpOcyx0L1hiXrlbXMLSL9IgBx3DYfZQLgXZH3Z57Vz5xQdcMooFFKFRCpeyRr.png) ## Q2. Can I record a partial payment for a bill? - Yes, you can. When recording a payment for a bill, if the **Bill Payment Amount** is less than the bill transaction amount, then the bill would be considered to be partially paid. ## Q3. Can I download the payment advice? - Yes, you can download the payment advice. Refer to [Bill Downloads](https://help.juan.ac/en/articles/9104237-bill-downloads.md) for more information. ## Q4. How can I add a new payment method type? - You cannot add a new payment method type for payments. ## Q5. What happens if I pay in a different currency than the bill? - If there is a difference between the bill payment amount converted to the organization's base currency and the cash spent amount converted to the organization's base currency, realized gain-loss will take place. This is further explained in **When does realized FX gain-loss (RGL) happen, and how is it calculated?** ## Q6. Where is the payment rate fetched from if the currencies don't match? - If the payment currency does not match the bill 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/gattachments/VrYrkpWZcdns0NR3pCxjQoOBwGUUnuaW2XIdYxAKZwRqAlEv7oc8wNLOaKloY0qXfuZJChKHgbL.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 bill payment amount converted to the organization's base currency, and the cash spent converted to the organization's base currency. 2. The following bill payment/cash spent currency combinations take place: ![](https://staticfiles.gleap.io/ghelparticle/zL9lrJfxnGD2e9a4eehYFLG6QGIzhFhzTrPogWNtEdgrxIjZaJt58Z36rMXEX9VHVUYhiXk2Ga6.png) - RGL is calculated this way for bills: - **Realized FX (Gain)/Loss = (Cash spent / Payment rate) - (Bill payment amount / Transaction rate)** - Where: - Cash spent: The amount spent (paid out) for the recorded bill payment - The bill payment amount will be equal to the cash spent amount, if the bill and payment account are in the same currency. - Payment rate: The exchange rate for the bill payment (cash spent) (1.00 if the cash spent is in the organization's base currency) - Bill payment amount: The amount recorded as paid for on a bill - This amount may be the entire bill amount, or a partial payment for the bill. - Transaction rate: The exchange rate on the bill (1.00 if the bill 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 bill payment amount in base currency is **greater than** the cash spent in base currency at the exchange rate on payment date. - **FX losses** are recorded if the bill payment amount in base currency is **less than** the cash spent in base currency at the exchange rate on payment date. - Example 1 - The bill payment is recorded in EUR, cash spent in USD and the organization's base currency is in SGD: - Cash spent: 65.00 USD - Payment rate: 1.00 SGD = 0.74338000 USD - Bill payment amount: 55.00 EUR - Transaction rate: 1.00 SGD = 0.68413000 EUR - Hence, in this case: - **Realized Loss** \- **7.04 SGD** **\= (65.00 / 0.74338000) - (55.00 / 0.68413000)** - Example 2 - The bill payment is recorded in USD, cash spent in SGD and the organization's base currency is in SGD: - Cash spent: 70 SGD - Payment rate: 1.00 SGD = 1.00 SGD (Since SGD is the base currency) - Bill payment amount: 55.00 USD - Transaction Rate: 1.00 SGD = 0.74338000 USD - Hence, in this case: - **Realized Gain - (3.99 SGD) = (70.00 / 1.00) - (55.00 / 0.74338000)** ## Q8. 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 a bill. - This refers to the tax that needs to be withheld and paid to the government. - For bills, payments made via this payment method will always be credited to the **Withholding Tax Payable** payment account. ## Q9. How will deleting a tax profile impact my payment records? - Deleting a tax profile will not have impacts 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 bill creation, which may have effects on pre and post tax calculations. ## Q10. How will making an account inactive impact my payment records? - Making an account inactive will not have impacts 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. ## Q11. I just made a payment for an active bill, but I don't see the transaction in my Accounts Payable. What happened? - If a payment has been recorded as paid for the bill on the same date as the bill date (i.e. payment date = bill date), the transaction will be recorded on the ledger as a cash transaction. - The transaction will be recorded as a **debit** from the **Cash on Hand** account, and a **credit** to the account used on the bill.