System Changes After Adding a Payment

🔄 What Happens the Moment You Save a Payment?

Saving a payment in DaaiSuite is not just a record-keeping step — it triggers a coordinated chain of updates across the invoice, billed items, statements, and (when relevant) your expense books. This article explains every change that occurs automatically, so you know exactly what to expect and what to verify afterwards.

📍 Screen: Billing → Payments → click Add → fill in the form → click Save. All changes described below happen immediately on Save.

🧾 1. Invoice Summary Update

The invoice you selected is updated the instant a payment is saved. The following fields recalculate automatically.

📊 Payment Status Values

⚠️ OVERPAID applies to cash only. Applying a Credit Note to an invoice does not trigger OVERPAID — only actual money received in payments can reach that status.

💡 Partial payments are fully supported. You can record as many payments as needed against a single invoice. Each time, the Paid/Unpaid amounts and status recalculate from scratch based on the cumulative total — not just the latest payment.

📦 2. Billed Items Summary Update

Each line item on the invoice is updated to reflect the payment received.

You can see, per line item, how much has been collected and how much remains. These figures appear in the Project Statement’s item view as well.

📋 3. Project Statement Update

The project linked to the invoice receives an updated financial picture immediately. If the invoice is a Client Invoice (not linked to a specific project), this update goes to the client-level statement instead — see section 4.

The following change in the Project Statement after every payment:

• A new payment record is appended in chronological order, showing: Invoice Number, Received Date, Payment Mode, Payment Reference Number, and Amount Received.
• Total Invoiced — the cumulative total of all invoice amounts raised under this project (unchanged by the payment itself).
• Total Received — the cumulative sum of all payments made under this project (increases by this payment).
• Outstanding Amount — Total Invoiced minus Total Received (decreases accordingly).
• Project payment status — updated to Fully Paid, Partially Paid, or Unpaid based on the new totals.

📍 Screen: Go to Billing → Clients → open the client → click the Statement tab, then filter by project to view the updated Project Statement.

👤 4. Client Statement Update

Similar to the Project Statement, but the Client Statement shows the consolidated picture across all projects and invoices for that client — including direct Client Invoices not linked to any project.

• All payment record details from the Project Statement are included here.
• Combined Invoice Total — total of all invoices ever raised against this client.
• Total Received Payments — total of all payments ever received from this client.
• Outstanding Dues — the client-level outstanding balance after this payment.
• The payment record appears under its corresponding invoice row in the statement history.

📍 Screen: Billing → Clients → open the client → click the Statement tab to view the full client statement.

💵 5. Petty Cash Statement Update (Cash Payments Only)

If the Payment Mode you selected is Cash, an entry is automatically created in the Petty Cash (Cash Wallet) statement.

• A debit entry equal to the payment amount is recorded in the Cash Wallet.
• The running Petty Cash balance displayed in the Cash Wallet view decreases accordingly.
• The Cash Wallet is sorted by date-time descending — your new entry appears at the top.

📍 Screen: Billing → Cash Wallet to verify the updated Petty Cash balance and entry.

💡 Tip: This only applies when the Payment Mode is Cash. Bank transfers, UPI, cheques, and other modes do not affect the Petty Cash statement.

🏦 6. Bank Charges Expense Auto-Creation

Two separate types of bank-related charges can generate automatic expense entries depending on what you fill in the payment form.

6a. Transaction Fees — “Borne by We”

If you select We (Company) in the Transaction Fees Borne by? field and a transaction fee amount is entered, the system automatically creates an expense entry in Billing → Expenses for that fee amount.

💡 Example

• Invoice outstanding: ₹10,000. Current Payment: ₹10,000. Transaction Fee: ₹200.
• Client bears fee: ₹9,800 is credited to the invoice. ₹200 remains outstanding.
• We bear fee: ₹10,000 is credited (invoice fully settled). A Bank Charges expense of ₹200 is auto-created in your books.

6b. Receiving Bank Charges + GST

If you enter a non-zero amount in Receiving Bank Charges or Receiving Bank GST (the charges levied by your receiving bank, separate from the transaction fee), the system auto-creates a Bank Charges expense entry for these amounts as well. This entry is created once on save and is not re-created if you later edit the payment.

⚠️ Note on Deletion: If a Bank Charges expense was auto-created when a payment was saved (either from Transaction Fees or Receiving Bank Charges), that expense entry remains in your books even after the payment is deleted. Remove it separately from Billing → Expenses if needed.

🌐 7. Foreign Currency — INR Conversion and Forex Gain/Loss

For invoices raised in a foreign currency (for example, USD or EUR), two additional effects occur when you save a payment.

INR Credit is Frozen at Save Time

The INR equivalent of the payment is calculated at the Rate In INR you entered and stored permanently on the payment record.

📌 Important: The INR amount is frozen at the time of saving. Reports never re-convert historical payments at a later exchange rate. This is required for compliance with Indian accounting standards (Ind AS 21 / AS-11).

Forex Gain / Loss

If there is a difference between the exchange rate on the invoice and the rate on the payment date, a Forex Gain or Forex Loss is recorded automatically and appears on the PnL Report.

💡 Tip: Always use the official CBIC exchange rate portal to look up the applicable rate before entering it in the Rate In INR field.

📌 Key Points to Remember

📌 Key Points

• Everything recalculates from all payments, not just the latest one. Paid/Unpaid amounts on the invoice and items are always the cumulative total across every payment recorded for that invoice.
• OVERPAID is triggered only by real cash received. Applying a Credit Note’s balance to an invoice does not push the invoice into OVERPAID status — only physical money received in payments can do that.
• Transaction Fees and “Borne by” are both mandatory — enter 0 for fees if no fee was charged. This field cannot be left blank.
• Auto-created Bank Charges expenses survive payment deletion. If a payment is deleted after a Bank Charges expense was auto-created, that expense must be removed manually from Billing → Expenses.
• INR figures are frozen at save time for foreign-currency payments — they will not change if exchange rates move later.
• Forex Gain/Loss is realized immediately when the payment is saved and appears on your PnL Report under the income or expense side respectively.
• For partial payments, repeat the Add Payment process each time a new installment arrives — the system accumulates totals correctly across multiple payments.

💡 Tips

• After saving a payment, open the invoice from Billing → Invoices to confirm the payment status has updated as expected.
• Check the Client Statement tab on the client record to verify the outstanding dues figure reflects the new payment.
• For foreign-currency invoices, verify the Forex Gain/Loss entry by checking the PnL Report under Reporting → Reports.
• For the full invoice life-cycle, see the Invoice Guide.
• To issue a credit adjustment instead of recording a cash payment, see the Credit Note Guide.