but I do believe that something somewhere went wrong, perhaps its just me being stubborn, but I just don't see why I cant settle out of court given that I've stated ill pay all costs necessary!
The way I see it, where it all went wrong is when you asked for a ticket from Cheltenham to Bristol. That combined with a Leeds to Sheffield ticket and unusually falling asleep for such a long journey (even if just between Sheffield and Birmingham) makes the whole thing scream of "doughnutting". Therefore I am not surprised at the slightest that they are reluctant to settle.
The way I read it, the guard did not charge you, nor did he propose to charge you, for the journey to Cheltenham. Generally in these situations, a passenger who is genuinely innocently overcarried would seek advice on how to get back, and would most likely then to have the ticket endorsed to travel back on the next service. In my experience, even without an endorsement, the guard on the next service back would be able to put two and two together, when presented with your ticket, and most likely allowed travel back to the intended destination for free. I have done this numerous times and this has always been my experience. Did you seek advice on what happens with the fare for the return journey when he gave you the times for the journey back?
The moment you asked for a Cheltenham to Bristol ticket, you suddenly fit the profile of a fare-dodger perfectly, so the fare for your full journey was requested, and an MG11 made out subsequently when you refused to pay. If you were simply allowed to purchase the Cheltenham to Bristol fare, how would you have proposed to pay the fare from Sheffield to Cheltenham, seeing that you claimed you could not afford the fare for the full journey at the time?
When an MG11 was submitted, there is no obligation on the train company to let you have your say, if they consider that they had sufficient evidence to prosecute. They could proceed directly to court. They do not have to allow you to pay your fare retrospectively as this is now a potential criminal matter.
All this seems rather unfortunate if it were not your intention to fare-evade, but sometimes in life luck is not on our side.
edit: if I can just tell them this, and that they can see I'm not a dishonest person, could they not then decide on a settlement without any convictions or records?
A settlement is always a possibility, even, as someone mentioned above, right to the minute before the hearing, so don't give up.
That said, you may have to be prepared for the eventuality of having this case heard in court as, it would seem from what you described, XC are intent on going through with this. I can only echo the advice that you seek professional help if you intend to plead "not guilty", but as with others, I am not confident on your prospect of success down that avenue.
edit: and ask for anything to be looked at where something might not have been sent out to me/ definitely not received, or a procedure going wrong somewhere.
Possibly, although unless you are truly desperate, I would advise against pinning much hope on it. I cannot see anything obviously wrong in your case from what you described.