---
title: "RCY — GL adjustments and balance sheet reconciliation"
sidebarTitle: "RCY GL adjustments"
description: "The client's GL Adjustment Workbook and its Recon gate, the balance sheet reconciliation master checklist, and the RRS/RCY intercompany tie-out."
icon: "file-pen"
---

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

Three workpapers: the client-submitted GL corrections, the master close checklist and sign-off, and the intercompany tie-out that must balance before close.

<Info>
  **Source:** `Rackson_Workpaper_Instructions.docx` — Part II, GL Adjustments & BS Reconciliation.
</Info>

## 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

<AccordionGroup>
  <Accordion title="Period tabs (e.g. P5) — where corrections are entered">
    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).
  </Accordion>

  <Accordion title="IMPORT sheet — the INPUTS block and import rows">
    **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. |
  </Accordion>

  <Accordion title="Recon sheet — the validation gate">
    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. |

    <Warning>
      **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.
    </Warning>
  </Accordion>

  <Accordion title="Sheet2 / Sheet4 — scratch">
    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.
  </Accordion>
</AccordionGroup>

### Monthly workflow

<Steps>
  <Step title="Enter corrections on the period tab">
    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.
  </Step>
  <Step title="Set the INPUTS block">
    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.**
  </Step>
  <Step title="Lay out the import lines">
    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.
  </Step>
  <Step title="Verify Recon">
    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.

    <Warning>
      **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.
    </Warning>
  </Step>
  <Step title="Export and import to Intacct">
    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.
  </Step>
  <Step title="Confirm and mark complete">
    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.**
  </Step>
</Steps>

**Files:** `1_-_2026_GL_Adjustments_RCY_Updated_P5.xlsx`

<Warning>
  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.**
</Warning>

<Warning>
  **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](/internal/customers/rackson/review-process/in-house-maintenance) and [Closed store reclass](/internal/customers/rackson/review-process/closed-store-reclass).
</Warning>

## 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.**

<Steps>
  <Step title="Work the Close Checklist tab">
    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 |
  </Step>
  <Step title="Run the trial balance and tie every account">
    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.
  </Step>
</Steps>

**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.**

<Steps>
  <Step title="Run the tie-out report">
    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.
  </Step>
  <Step title="Confirm the net is zero">
    Confirm acct 12505 for RRS is a positive (debit) balance and for RCY an equal negative (credit) balance, netting to **$0**.
  </Step>
  <Step title="Trace any imbalance">
    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.
  </Step>
  <Step title="Post offsetting entries">
    <Warning>
      **Do not close the period with an imbalanced intercompany account.** Post offsetting JEs to balance the tie-out before submitting finals.
    </Warning>
  </Step>
</Steps>

**Files:** `12505_RRS-RCY_Intercompany_Tie_Out.xlsx`

<Note>
  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](/internal/customers/rackson/review-process/intercompany-tie-out).
</Note>

## Related

- [Intercompany tie-out](/internal/customers/rackson/review-process/intercompany-tie-out) — the detailed mechanics
- [Accrued expenses review](/internal/customers/rackson/review-process/accrued-expenses) — how Caitlin's GL adjustments are reviewed
- [RRS receivables](/internal/customers/rackson/workpapers/rrs-receivables) — the RRS side of the 12505 tie-out