RCY — GL adjustments and balance sheet reconciliation
The client's GL Adjustment Workbook and its Recon gate, the balance sheet reconciliation master checklist, and the RRS/RCY intercompany tie-out.
Three workpapers: the client-submitted GL corrections, the master close checklist and sign-off, and the intercompany tie-out that must balance before close.
Source: Rackson_Workpaper_Instructions.docx — Part II, GL Adjustments & BS Reconciliation.
Various — GL Adjustment Workbook (Caitlin)
Owner: Caitlin (Rackson) / Betsy
Caitlin submits coding corrections and non-AP adjustments each period. The workbook accumulates all periods from P13 2025 forward and includes franchise fee capitalizations, utility credit reclasses, and McLamore accruals.
| Purpose | Collects GL coding corrections submitted by Rackson, expands them into Sage Intacct journal import format, and validates them through a built-in Recon sheet before posting. |
| Who provides data | Caitlin (Rackson) enters coding corrections on the period tab. PBI reviews, sets the INPUTS block, and manages the IMPORT and Recon sheets. |
| When to use | Each close period, after Caitlin submits her adjustments. Must be fully reconciled (all Match on Recon) before importing to Intacct. |
The four components
One tab per period. Caitlin enters each coding correction as a pair of lines — one DR and one matching CR. Each row contains: Account · Store · Amount · Bill/Description · Period Requested · Reverse Date (optional — only if the entry should auto-reverse next period).
Colour conventions:
- Yellow highlight on Reverse Date — marks the current period's reversing request.
- Red text — marks a reversing entry that will post in a later period (the reversal itself).
INPUTS block (B1:C4):
| Cell | Field | Notes |
|---|---|---|
| C2 | Current Period | The period being closed. Drives description auto-generation. |
| C3 | Next Period | Used for reversing entries that auto-post the following period. |
| C4 | Posting Date | All DATE values on the IMPORT rows pull from this one cell — change it here, not in individual rows. |
Import data (row 6 headers onward) — one row per GL line:
| Column | Field | Notes |
|---|---|---|
| B6 | DONOTIMPORT | Header/setup marker. Only rows below row 6 are part of the import — do not include this row in the export. |
| JOURNAL | Journal type | Use GJ for all GL adjustment entries. |
| DATE | Posting date | References C4. Do not edit individual cells. |
| DESCRIPTION | Entry description | Auto-generates from the INPUTS block. |
| ACCT_NO | GL account | Intacct account number for this line. |
| LOCATION_ID | Location / store | Intacct location ID for this line. |
| MEMO | Memo | Bill number, invoice reference, or description from Caitlin's entry. |
| LINE_NO | Line number | Sequential within each entry. Restart at 1 for each new journal entry. |
| DEBIT (N) | Debit amount | Leave CREDIT blank. |
| CREDIT (O) | Credit amount | Leave DEBIT blank. |
For every entry/account/location key it calculates debits, credits, and line counts on both sides using SUMIFS/COUNTIFS, then flags:
| Status | Meaning |
|---|---|
| Match | The period tab and IMPORT sheet agree on amounts and line counts. Safe to proceed. |
| MISMATCH | Amounts or counts differ. Do not post — fix the discrepancy first. |
| Missing in [Period] | A line exists on IMPORT with no matching source entry on the period tab. Investigate before posting. |
| Missing in IMPORT | A line exists on the period tab but hasn't been added to IMPORT yet. |
Treat Recon as the gate. If every row does not read Match, the import file is wrong. Re-run Recon after any change to a period tab or to the IMPORT sheet.
Staging and summary areas (pivot summaries, description lists). Not part of the import. Safe to ignore or clear between periods — do not rely on these sheets for final figures.
Monthly workflow
Open or create the tab for the current period. For each correction Caitlin submits, enter a DR line and a matching CR line. Required fields: Account, Store, Amount, Bill/Description, Period Requested.
Add a Reverse Date only if the entry should auto-reverse next period. Apply the colour conventions — yellow on Reverse Date cells for current-period requests, red text for reversals posting later.
On the IMPORT sheet, set C2 (Current Period), C3 (Next Period), and C4 (Posting Date). All DATE values pull from C4 — do not edit individual row dates.
Under the row-6 headers, add one row per GL line. Set JOURNAL = GJ for all lines. For each line enter ACCT_NO, LOCATION_ID, MEMO/DESCRIPTION, and the amount in either DEBIT (N) or CREDIT (O) — never both on the same row. Number each line in LINE_NO, restarting at 1 for each new journal entry. DATE auto-populates — do not overwrite it.
Confirm every row reads Match. For any MISMATCH, Missing in Period, or Missing in IMPORT, trace the discrepancy back and correct it. Re-check after every correction.
Do not proceed until Recon is all Match. A single MISMATCH means the import file does not agree with the source — posting it will create reconciling items.
Confirm total DEBIT equals total CREDIT for the full file. Export only the rows from the row-6 headers downward — do not include the INPUTS block (rows 1–5) or the DONOTIMPORT marker. Save as CSV or copy into the Intacct GJ import template, then import using the standard journal import process.
After posting, confirm the GL detail in Intacct agrees to the period tab entries, then update the workbook to mark entries as completed. Keep the full history — do not delete prior period rows.
Files: 1_-_2026_GL_Adjustments_RCY_Updated_P5.xlsx
Entries in this workbook affect the balance sheet — franchise fees, accrued utilities, misc payables. Confirm all adjustments here tie to the balance sheet reconciliation before submitting finals.
These adjustments frequently land late in the close, after the in-house maintenance allocation and the closed-store reclass have already run — re-populating balances in pooled accounts. Plan to re-run both of those reports a second time later in the close. See In-house maintenance and Closed store reclass.
All BS accounts — balance sheet reconciliation master
Owner: Betsy — reviewed by Jeff Timmermeyer
RCY_Balance_Sheet_Recon_P5.xlsx is the master period-end close checklist and balance sheet reconciliation sign-off for Rackson Cayenne. All individual workpapers roll up to this document.
Confirm each item is complete before marking the period closed:
| Owner | Item |
|---|---|
| (BM) | Client approval to export inventory from R365 |
| (BM) | Client approval to export sales from R365 |
| (JR) | Weekly payroll entries posted |
| (BM / Maureen) | Sales / royalty / advertising accrual posted |
| (BM / Maureen) | Ending inventory posted |
| (JR) | Bank accounts reconciled |
After all individual workpapers are complete, run a trial balance for entity E04 from Intacct and confirm each balance sheet account balance agrees to its corresponding workpaper.
Files: RCY_Balance_Sheet_Recon_P5.xlsx
12505 — Intercompany tie-out (RRS/RCY)
Owner: Betsy
Confirms the intercompany balance between RRS and RCY nets to zero. The RRS acct 12505 debit balance must equal the RCY acct 12505 credit balance.
In Intacct, run the Intercompany Tie Out report for location group "RRS / RCY Entities" as of the period end date. Export to Excel and paste into the workpaper, replacing prior period data.
Confirm acct 12505 for RRS is a positive (debit) balance and for RCY an equal negative (credit) balance, netting to $0.
Common RCY sources: labor allocations from the G&A reclass, shared service charges, or management fee accruals. Trace imbalances to the most recent G&A allocation or intercompany JE.
Do not close the period with an imbalanced intercompany account. Post offsetting JEs to balance the tie-out before submitting finals.
Files: 12505_RRS-RCY_Intercompany_Tie_Out.xlsx
A one-sided result almost always means an entry was posted to a location assigned to the wrong entity — not a genuine uncorrected imbalance, since Intacct enforces a due-to/due-from source across entities. The client's own period-end GL adjustment entries have historically been the source. Full mechanics and the client's $100,000 materiality threshold are on Intercompany tie-out.
Related
- Intercompany tie-out — the detailed mechanics
- Accrued expenses review — how Caitlin's GL adjustments are reviewed
- RRS receivables — the RRS side of the 12505 tie-out