---
title: "Delivery service reconciliation — full walkthrough"
sidebarTitle: "Delivery reconciliation"
description: "The structure and reconciliation logic of the delivery service file, and the recurring unresolved POS sales variance."
icon: "truck"
---

> **For AI agents:** the complete documentation index is at [llms.txt](/llms.txt). Append `.md` to any page URL for its markdown version.

This file reconciles POS/GL delivery-service sales and receivables to the deposit-in-transit expected per Loop, and generates the Intacct journal entries recording delivery-service revenue, fees, commissions, marketing costs, and sales-variance adjustments.

<Info>
  **Source:** `Rackson_RRS_RCY_Review_Process.docx` section 11. **Prepared by:** Maureen, with Jessie cross-trained as backup.
</Info>

It is one of the more involved files in the close and is **worth understanding in full**, because it drives several P&L accounts — sales tax, marketing fees, commissions — as well as the balance sheet DIT.

## File structure

<AccordionGroup>
  <Accordion title="Raw Data tab — pasted in each period">
    Three sources:
    - The **sales journal export from R365** showing tenders by delivery service.
    - The **Loop payout/transaction report** — a mass download of all transactions for the period.
    - The **journal entries exported from Loop**.
  </Accordion>
  <Accordion title="Inputs tab — the only thing you manually update">
    The preparer enters the period-end date, the current GL balances by store, and the expected sales-entry tenders by store for each delivery service.

    **These inputs drive every downstream formula in the file** — nothing else needs manual updating once the Inputs tab is correct.
  </Accordion>
  <Accordion title="Individual delivery-service tabs (DoorDash, Uber Eats, …)">
    Identically formatted: stores down the rows, sales/fees/adjustments across the columns. Each tab calculates:

    1. **The expected DIT** based on the Loop payout data — the net payout for any transaction dated on or after period end, or not yet paid out as of the data pull.
    2. **The reconciling items** — commissions, marketing fees, sales-tax adjustments, customer disputes/chargebacks — needed to bridge the current GL balance to that expected DIT.
  </Accordion>
  <Accordion title="Import Templates tab — fully formulaic">
    Once the individual tabs are complete, this tab **automatically generates the journal entry** ready for import into Intacct.

    <Note>
      **Why this tab exists:** Loop's native Intacct integration posts **one entry per delivery service per store**. At roughly 95 stores and 3 delivery services that is far too granular to review efficiently, so the import template consolidates everything into a manageable, reviewable entry.
    </Note>
  </Accordion>
</AccordionGroup>

<Frame caption="Delivery service reconciliation file, showing the store-by-store tab structure">
  <img src="/images/customers/rackson/review-process/image4.jpg" alt="Rackson delivery service reconciliation file with store rows and fee columns" />
</Frame>

## Reconciliation logic

<Steps>
  <Step title="Start from the current GL balance">
    For the delivery-service receivable — i.e. after deposits and the sales entry have already posted.
  </Step>
  <Step title="Add or subtract the reconciling items">
    Commissions, marketing fees, and any customer disputes/chargebacks per the Loop data.
  </Step>
  <Step title="The result should equal the expected DIT">
    As calculated from the Loop payout data.
  </Step>
  <Step title="Allocate any remaining variance">
    Across the applicable stores as an adjusting entry.
  </Step>
  <Step title="Confirm the roll-forward after posting">
    Confirm the resulting GL balance for each delivery service ties to the calculated DIT. **This is effectively a mini roll-forward of the receivable.**
  </Step>
</Steps>

<Warning>
  **Special case — Cinnabon.** A handful of Cinnabon-branded add-on locations are **not captured in the standard Loop feed.** Their DIT must be identified and added to the reconciliation **manually** rather than assumed to be included.
</Warning>

## Column mapping reference

| Column | Source |
|---|---|
| **POS** | Pulled directly from the Intacct balance, which itself comes from the sales entry and payments. |
| **Sales entry** | Sourced from R365 (should match the POS/Q column), net of payments already made and net of marketplace-facilitator adjustments. |
| **Delivery-service sales** | Summed from the Loop data for that specific platform. |
| **Marketplace facilitator tax adjustment** | Calculated separately. **This is the first place to look when the sales-tax-related columns don't tie.** |

## The recurring POS sales variance — known issue, not yet resolved

A persistent variance exists between sales recorded by the POS/R365 sales entry and sales reported by the delivery platform, with **POS sales consistently reading lower** than what the platform reports.

<Note>
  **Working theory.** Delivery platforms frequently **mark up the menu price** charged to the end customer relative to in-store POS pricing. The platform's reported "sales" figure reflects that marked-up price, while the POS captures only the in-store price. The markup difference functions as a covered cost that the platform effectively returns to the operator **embedded within fees**, rather than as a distinct, separately reported line.
</Note>

<Warning>
  **This is a visibility issue, not an accuracy issue.** Because the variance nets out through fees and reconciles at the total-company level, it does **not** create a P&L or balance sheet misstatement — it is an unexplained "black hole" in how the numbers are labelled rather than a cash or accuracy problem.
</Warning>

This has been **raised with the client** as worth investigating directly with the delivery platforms, and Rackson has been made aware, but it has **not been resolved** and the client has not yet spent the time to dig into it.

### How to investigate a specific period's variance

<Steps>
  <Step title="Start on the individual delivery-service tab">
    Not the summary.
  </Step>
  <Step title="Identify the three sales figures">
    - The **POS sales** column
    - The **sales-entry** column (R365 sales, less payments, less marketplace-facilitator adjustments)
    - The **platform's reported sales**
  </Step>
  <Step title="Check the marketplace-facilitator tax adjustment first">
    It is **the most common driver**.
  </Step>
</Steps>

<Note>
  **Illustrative example.** A roughly **$5,000 variance on DoorDash** was flagged as material enough to look into individually rather than simply allocate and move on. After investigation it was treated similarly to the broader markup/covered-cost pattern described above.
</Note>

## Completion

<Steps>
  <Step title="Import as one entry per delivery service">
    Once all tabs are finalized, the preparer imports the resulting entries into Intacct as a **single journal entry per delivery service — not per store** — covering all stores.
  </Step>
  <Step title="Confirm the post-import balance">
    Confirm the GL balance for each delivery service reconciles to the calculated DIT before marking the item complete on the checklist.
  </Step>
</Steps>

<Frame caption="Delivery service reconciliation file for RCY (Dave's) — the same tab structure applied to the second concept">
  <img src="/images/customers/rackson/review-process/image5.jpg" alt="RCY delivery service reconciliation file showing the same structure as RRS" />
</Frame>

<Note>
  On the close checklist, **Delivery Service Reconciliation** and **Delivery Service Fees** are both **WD4** tasks.
</Note>

## Related

- [RRS delivery, maintenance and reporting workpapers](/internal/customers/rackson/workpapers/rrs-delivery-maintenance-reporting) — the RRS preparer steps and the import files
- [RCY system and source data](/internal/customers/rackson/workpapers/rcy-system-and-source-data) — the RCY Loop reconciliation including EZCater and the store 1354 Grubhub supplement
- [Sales tax review](/internal/customers/rackson/review-process/sales-tax) — the marketplace-facilitator adjustment
- [Troubleshooting](/internal/customers/rackson/review-process/troubleshooting) — "the delivery service numbers don't match the platform's own reporting"