my staff member takke advance for project activity implementation 133000 when he retun to office he report tottal expensse 135900 so how i record

Hi ibrahim Galgalo, welcome to the QuickBooks Community!

Great news! This is totally manageable in QBO. Let me walk you through it.

Step 1 — Create an "Employee Advances" account (one-time setup)

Go to Settings ⚙ → Chart of Accounts → New

• Account Type: Other Current Assets
• Detail Type: Employee Cash Advances
• Name it: Employee Advances
• Save and Close

Step 2 — Record the advance you originally paid

Go to + New → Expense

• Payee: your staff member's name
• Payment Account: your bank account
• Category: Employee Advances
• Amount: 133,000
• Save and Close

Step 3 — Record the full actual expenses

Go to + New → Expense

• Payee: your staff member's name
• Category: the appropriate expense accounts (travel, project costs, etc.)
• Amount: 135,900
• Save and Close

Step 4 — Create a Journal Entry to reconcile

Go to + New → Journal Entry

Step 5 — Pay the remaining 2,900 to your employee

Go to + New → Expense or Cheque

• Payee: your staff member
• Category: Accounts Payable
• Amount: 2,900
• Save and Close

This clears the advance, records all the real expenses, and settles what's still owed to your employee. Clean books all around!

I do recommend checking with your accountant before posting journal entries, just to make sure the expense categories match your chart of accounts correctly.

Let us know if you have any follow-up questions! See you around.