Grant received to pay the office rent

Welcome aboard, @Miguel78.

Based on your statement above, we can manually enter the expense transaction into your QuickBooks Desktop (QBDT) company.

Since the funds never went through to your account, you can enter it as an expense and post it to the clearing account.

A clearing account is used in QuickBooks to transfer money from one account to another without moving it directly. This account acts as a holding account for your money until you're ready to move it. 

It's also known as a Barter or Wash Account because we always take out the same amount we put in. You won't have to reconcile this account because it doesn't store any funds. 

Follow the steps outlined below to learn how a clearing account works:

1. Go to the Lists menu, and select the Chart of Accounts.
2. Click anywhere within, then select New.
3. Select the Bank radio button, from the Add New Account window.
4. Select Continue.
5. Enter Clearing Account, Barter Account, or Wash Account in the Account Name field.
6. Do NOT enter an opening balance.
7. Select Save & Close.

I also included this article for detailed information on when to use a clearing account: Set up a clearing account

When done setting up, you can manually enter expenses in QuickBooks Desktop. Please make sure to select the clearing account as a posting account.

I also recommend you consult your accountant for experts’ advice and to ensure your books are accurate.

Moreover, I added this article for your reference when customizing reports: Customize reports in QuickBooks Desktop

Feel free to comment if you need further assistance with expense transactions. I’ll be around to lend a hand for help. Stay safe!