Weekly reporting services

Outside the monthly close, PBI runs a set of recurring weekly and period services for Rackson that were transitioned from a Rackson employee (Alisa). These are not GL workpapers, but several feed the same source systems, and two of them — inventory and prime cost — intersect directly with the close.

Source: Rackson Exec Summary.docx section 5. Total estimated weekly effort across all services has run 10–14 hours.

These services feed bonus calculations, executive dashboards, and coaching decisions. Output formatting is load-bearing — see the warnings on each service below before changing a layout.

Inventory management (BK and DHC)

BK: export and reconcile period-ending inventory from RTI. Maintain the consolidation table distinguishing counted versus non-counted items, including roughly 100 legacy items frozen at end-of-2023 values. The "Hartford store method" governs which stores get fresh counted values versus carried-forward historical values.
Transfers: export transfer data from RTI, validate cost account mapping, and generate the related journal entries.
Paper inventory: run mid-day Monday. Review high-count exceptions over $1,000, flag to area coaches, and correct in RTI if unresolved. Coordinate count-frequency questions with Edwin and Dana.
DHC: export Stock Count Detail from R365; compare current versus prior period at account and item level.
Timing: paper inventory by Monday midday; final inventory run Tuesday, after the AvT review.

The client's COO wants to expand which items are physically counted, raised first on the DHC side. See Inventory review for the transition work this requires, including the unit-of-measure cleanup risk.

Attainment reporting (weekly and QTD)

FSS scoring: pull the Team Performance & Restaurants export from BK Assistant for the correct month and paste into the FSS Qtr Month tab.
REVamp: BK-system store quality scores (e.g. "85% and 4 stars") currently arrive via an email forward from Mike Mikos's account — a standing access dependency, not a one-time setup.
Time punches: RGMs are required to clock in and are paid for 50 hours regardless of actual punches; actual hours come from a ProWork report.
Ideal hours come from the RTI Labor Variance Report. Actual and theoretical food cost come from the RTI Food Variance Report (Inventory Type: Weekly, Variance Type: Food).
At the start of each quarter: update the Week, Week Beginning Date, and Week Ending Date fields, then run a full data refresh (QTD Attainment — Data Refresh All).
Output is organized by area coach and pod — area coaches and regional directors are bonused on their pod's period performance, which is why the file is structured the way it is.

Final output feeds directly into the bonus calculator used by Mike and Camila. Do not change its format without checking with them.

Prime cost reporting

Weekly file combining Hot Items and Purchases (for non-counted items) into a single prime cost view, feeding the executive dashboard, coaching views, and trailing trend reports.
Rolls forward on a copy-paste trailing 4-week history basis.
The BK Prime Costs Master File is the underlying weekly-updated workbook. The current (_NEW) version is period-to-date food-cost only, with the old labor tabs removed, tabs renamed (Food Variance RTI-PTD, not RTI-Wk), automatic period detection pulled from the Purchases tab, and a different pivot structure (PivotTable10 / ActConsolFCOSPTD).

Confirm the preparer is working from the current _NEW version, not a legacy copy.

The weekly update mechanics are documented as a workpaper — see RRS delivery, maintenance and reporting.

DHC weekly reporting

Pulls from R365, RTI, RAD, and Loop to produce the Dave's Weekly report, which feeds DHC bonus calculations.

Confirm whether this is explicitly in John's scope going forward. If so, document the current report format and recipient list — it was not fully written down anywhere else and currently exists only as tribal knowledge.

Vena administration

Ongoing modeler maintenance and rollup restructuring.
Budget and reporting buildout done jointly with Citrin (Vena's implementation partner). As of the last strategy meeting, roughly 4 hours of post-implementation Citrin time was outstanding to be paid — confirm status and whether a block-hours arrangement was adopted.
Alisa recorded a modeler relaunch walkthrough video — confirm John has received and reviewed it.
Vena versus Intacct reporting comparisons are a recurring agenda item in PBI/Rackson meetings. Confirm John understands both and can speak to variances between them.

Permit and compliance management (Permit HQ)

PBI built and maintains a license/permit tracking tool ("Permit HQ") for Rackson covering all locations across brands and states, including an in-app feature to generate a request email to a GM, Ops contact, owner, or admin asking them to upload specific documentation for a given permit.
Confirm the update cadence and who at Rackson feeds new permit information (renewals, new locations, new liquor/health/building permits).

Standing access blockers

Two long-running access gaps add avoidable manual work every week. Neither is fatal, but both remain open:

Blocker	Impact
No direct BK Assistant / FSS access for PBI	Requires manual forwarding for attainment reporting
No auto-forward of REVamp scores from Mike Mikos's account	Standing dependency on one person's mailbox

Also pending: weekly reporting automation via the RTI API is outstanding on Rackson's side. Once available, several manual weekly reports can be automated. If it is already active, confirm whether it needs ongoing monitoring on PBI's side.

Open items and risks — where these access blockers and scope confirmations are tracked
Inventory review — the counted-versus-perpetual item split
Store and corp labor reports — the ProWork labor export process