Thank you for providing on-point details about your concern and a screenshot above, @RitaSPL. These help me determine the root cause of this issue. Also, I'm here to help you handle with offsetting the negative value of your account used for travelling expenses.
The CLP currency account may have no opening balance when it was created. It may cause a negative amount when you record expenses of a trip. That's why the account's QuickBooks Balance is showing -102,251.
To help fix this, you can set up a clearing account to offset the negative value of the CLP account. Then, create a journal entry to transfer the value from the CLP account to the clearing account. Before that, I'd suggest consulting your accountant to determine the appropriate account and detail types for this. Also, they can help you assist with creating a journal entry. Once verified, proceed with the steps below.
- Go to Accounting from the left menu.
- Select Chart of Accounts.
- Click New.
- Select the appropriate Account Type.
- Choose the correct Detail Type.
- Enter the account name, such as Clearing or Barter Account.
- Click Save and Close.
Once done, you can now pay your employee who paid the travelling expenses through a cheque or an expense. Just make sure to choose the appropriate Bank Account.
After that, run and customize the Transaction Detail by Account report. This lets you review your employee reimbursements in the program. For more details, see the How to check your employee reimbursements section through this article: Reimburse An Employee.
Furthermore, it's a great business practice to avoid mixing business and personal expenses. But there may be times where it's necessary. With this, I recommend visiting this article: Mixing Business And Personal Funds. Just click the two links under the Mixing business and personal funds - owners or partners section.
I'm always here to lend you a helping hand if you need anything else. Have a great rest of your day, @RitaSPL.
