Thank you for explaining, EMAN_E,

I'll tell you our method of maintaining Petty Cash.

1. Pay to Employee (Petty Cash Holder) Amount as Advance (keep it as Treasure)

2. the Employee must submit the invoice to verify to reimburse the amount used.

3. pay the invoice back to petty Cash holder.

so, we need to have the balance report showing how much he owe to company and how much he used.

for example:

$1,000 pay to employee (we'll have ledger AC for this as bank type - Named : Petty Cash IT Dept.)

(will be like Banking > Transfer Fund)

the employee will use the petty cash as per the stuff he must buy.

entry as per the accountant will be Banking > Write Check > Pay to Vendors name

Account will be from Petty Cash IT Dept.

what if there are 3 employee use the same petty cash how we could show their names?

or

is there any better way to handle this in other way? how to process it?

1. advance to head of department  Petty Cash IT Dept.

2. pay by employee X name

3. reimbursement to the same account ledger

appreciate your endless help

Hassan,