You can’t use Journals with Cash Accounts - read the link below. Also you shouldn’t be using journals to take up the expenses. Journals are generally used to make accounting adjustments. By using Spending Money you are doing both - taking up the expense and adjusting bank account in one entry - see example below
So if we use your fuel example , there are three choices.
- If the fuel is on an account, meaning that you pay for it later, then you would use the Supplier & Purchase Invoices tabs to take up the account and later Spend Money to pay the account
- If the fuel was paid for by Debit or Credit card, then you would use Cash Accounts - Spend Money and the Account would Fuel Expenses - the example below
- If the fuel was paid by cash, then you would use the Expense Claims tab and then either Spend Money to reimburse the payer or transfer out, the account would depend on your type of entity.
Cash Accounts - Spend Money
Can it be suggested that you have a read of the guides as they generally include examples.