---
title: "In-house maintenance expense allocation"
sidebarTitle: "In-house maintenance"
description: "Step-by-step mechanics for spreading pooled in-house maintenance cost (GL 80500) from regional and corporate locations out to individual stores."
icon: "screwdriver-wrench"
---

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

In-house maintenance labor and related costs post to account **80500** (In-House Maintenance Expense), coded primarily at the **regional level** rather than to individual stores. This entry **reallocates that regional/corporate cost out to the individual store level.**

<Info>
  **Source:** `Rackson_RRS_RCY_Review_Process.docx` section 44. In Intacct's journal transaction list this appears under the description **"Reclass Ops Maintenance payroll costs."**
</Info>

## The method changed recently

| Period | Method |
|---|---|
| **Prior method** (most of the year) | Allocated regional subtotals down to the stores **within that specific region**. |
| **Current method** (as of two periods before the review) | **All in-house maintenance is allocated evenly across all stores**, rather than being kept region-specific. |

<Note>
  The client made this decision to simplify the process, and it materially simplifies the work going forward. **Confirm this is still the standing decision before reverting to the old region-by-region method.**
</Note>

## Step-by-step

<Steps>
  <Step title="Wait for the trigger event">
    Run the Dimension Balance Report **immediately after AMEX expenses and payroll have posted** for the period. This is the trigger, since in-house maintenance costs largely flow in through **AMEX charges and payroll-related labor postings**.
  </Step>
  <Step title="Run the report">
    Pull account **80500** on the Dimension Balance Report.

    You should see costs sitting at the **regional/corporate location level** (location IDs in the `9102x` / `999` family) with **little to no cost sitting directly at individual store level** — that's expected and correct going in.
  </Step>
  <Step title="Capture the totals">
    Download the report and save the regional/corporate-level totals — these are the balances you're about to key into the allocation.
  </Step>
  <Step title="Key only the pooled balances">
    <Warning>
      **Only key in the corporate and regional-level locations for allocation.** Do **not** manually key individual stores that already have a direct-expense amount sitting there — those get left alone. Only the pooled corporate/regional balances get spread.
    </Warning>
  </Step>
  <Step title="Run the debit allocation">
    Use the appropriate allocation group for the entity. The [location group reference](/internal/customers/rackson/review-process/intacct-reporting) lists the relevant groups — "BK Stores and Corp" (all BK open stores and corp), the RCY-side equivalents, plus several older/legacy groupings.

    <Warning>
      Legacy groupings such as **"Odyssey"** and **"FLAME Stores"** are tied to prior acquisitions and are generally **no longer the ones to use.** Use the currently active group for the concept in question — don't assume an older grouping name is still correct.
    </Warning>
  </Step>
  <Step title="Reclass out of the pooled accounts">
    After the allocation posts, **rerun the Dimension Balance Report** on account 80500. Corporate/regional locations should now be at (or near) **zero**, with the cost spread across individual stores.
  </Step>
  <Step title="Run the final check late in the close">
    Rerun the Dimension Balance Report once more toward the end of the close, **after Caitlin's GL adjustments have posted** — these sometimes land later in the week and can add new balances to the pooled accounts.

    Confirm via the **side-by-side report**, where the in-house maintenance line should show cleanly at store level with **nothing left sitting at the regional/corporate rollup.**
  </Step>
</Steps>

<Note>
  Per the close checklist, **In-House Maintenance is a WD5 task.**
</Note>

<Frame caption="GL detail pulled into a pivot-style view by location — illustrative of the Dimension Balance Report output for this reclass">
  <img src="/images/customers/rackson/review-process/image22.jpg" alt="GL detail by location in a pivot view for the in-house maintenance reclass" />
</Frame>

## Watch-outs

<AccordionGroup>
  <Accordion title="Timing risk — Caitlin's GL adjustments land late">
    Her adjustments can land **after this allocation has already run**, re-populating a balance in the pooled account.

    Anyone booking an entry to the corporate/regional accounts after the allocation has run should search for and flag this — or simply **plan to rerun the allocation report a second time before final close.**
  </Accordion>
  <Accordion title="Known issue — the timing was too aggressive">
    The team discussed **pushing this step later in the close calendar** because they had gotten a little aggressive running it too early relative to when Caitlin's adjustments land. **Confirm the current target day** in the close calendar rather than assuming Tuesday morning is still the target.
  </Accordion>
  <Accordion title="What normal looks like">
    This account only **occasionally** receives a direct store-level expense from an invoice. The vast majority of the balance is **labor and AMEX-driven** and lands at the pooled level.
  </Accordion>
</AccordionGroup>

## Related

- [Closed store reclass](/internal/customers/rackson/review-process/closed-store-reclass) — the other reclass with the same late-adjustment timing risk
- [RRS delivery, maintenance and reporting workpapers](/internal/customers/rackson/workpapers/rrs-delivery-maintenance-reporting) — the 80500 preparer steps and its predecessors
- [RCY payroll and maintenance workpapers](/internal/customers/rackson/workpapers/rcy-payroll-and-maintenance) — the RCY side, posted to a single admin location
- [Intacct reporting infrastructure](/internal/customers/rackson/review-process/intacct-reporting) — the location groups used for allocation