---
title: "RCY — Inventory and cash"
sidebarTitle: "RCY inventory and cash"
description: "DHC ending inventory from R365 Stock Count Detail, and the deposit verification and safe count including store 1418."
icon: "boxes-stacked"
---

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

Two workpapers — the DHC period-end inventory valuation and the RCY cash deposit verification.

<Info>
  **Source:** `Rackson_Workpaper_Instructions.docx` — Part II, Inventory & COGS and Cash & Bank.
</Info>

## 50100–50500 — DHC ending inventory

**Owner:** Cade Kohlmeier / Betsy

Period-end inventory count and valuation for all active DHC/RCY stores, sourced from **R365 Inventory Stock Count Detail**. The import applies a **reversing IJ (Inventory Journal) entry** dated to the first day of the next period.

<Steps>
  <Step title="Roll the prior period data">
    Copy the data in columns E onward on the **Period Ending Inventory** tab to the **Prior PD Ending Inventory** columns. Copy/paste values from columns A–L on the **Ending Inventory RCY** tab to **EI Prior Pd**.
  </Step>
  <Step title="Update the period end date">
    Change cell **C2** on the Ending Inventory RCY tab to the period end date.
  </Step>
  <Step title="Run the R365 report">
    Run **Inventory Stock Count Detail** with:

    | Setting | Value |
    |---|---|
    | View | DHC Inventory |
    | Stock Count Date | Period end |
    | Stock Count Type | Weekly |

    Export to Excel, **unmerge all cells**, and paste into columns **E through Q** on the Period Ending Inventory tab.
  </Step>
  <Step title="Confirm client approval">
    <Warning>
      Confirm Rackson ops (BM) has **approved the inventory export** before posting. This is a prerequisite on the close checklist.
    </Warning>
  </Step>
  <Step title="Review current versus prior">
    The Ending Inventory RCY tab compares current versus prior EI values by store and item. **Flag any unusual swing — over 20% change at store level — for ops to explain.**
  </Step>
  <Step title="Import the reversing entry">
    `IMPORT_DHC-EndingInventory-P05_2026.csv` posts **IJ** entries to accts **50100** (Food), **50300**, **50400** (Paper), and **50500** by store location.

    <Note>
      These entries are **reversing** — the prior period's inventory entry reverses automatically and the new one records the current count.
    </Note>
  </Step>
  <Step title="Sanity-check the values">
    Verify total inventory dollar values by store are reasonable compared to prior periods.
  </Step>
</Steps>

**Files:** `DHC-EndingInventory-P05_2026.xlsx` · `IMPORT_DHC-EndingInventory-P05_2026.csv`

<Warning>
  The workbook has **three count categories**: Weekly/Period Counts (24 items), Annual Paper Counts (25 items), and One-Time Counts (22 items). **Confirm all 71 countable items are included in the R365 export before importing.**
</Warning>

<Note>
  Only **counted** items flow through the monthly inventory journal entry. Items intentionally excluded from the physical count are carried at a **static perpetual value** maintained directly in the workbook. The client's COO wants to expand which items are counted — see [Inventory review](/internal/customers/rackson/review-process/inventory) for the transition work and the unit-of-measure risk.
</Note>

<Note>
  The **COS % Audit Report** must be run only after this workpaper is posted — the report's current period COS % will not be accurate until the inventory adjustment is in the GL.
</Note>

## Cash — deposit verification and safe count (incl. store 1418)

**Owner:** Jessie Rivera / Betsy

Reconciles daily cash deposits per the R365 DSS against actual bank credits from the **ICL/Loomis** armored service. Store **1418 (Hamden CT)** has a standalone safe count email confirmation.

<Steps>
  <Step title="Open the verification workbook">
    The tab shows daily POS cash, ICL deposit, ICL over/short, and ICL fee by store and date.
  </Step>
  <Step title="Confirm each deposit against the bank">
    Download bank deposit detail for each RCY bank account. For each date, confirm the ICL deposit matches the bank credit.

    <Note>
      Non-zero ICL over/short values are **timing differences** — e.g. a store where the POS deposit and the bank credit differ because the prior day's deposit arrived late.
    </Note>
  </Step>
  <Step title="Verify the store 1418 safe count">
    `FW_Safe_count_1418.msg` is an email confirmation of the physical safe count for store 1418. Open it, confirm the safe count amount, and ensure it agrees to the ICL balance in the verification workbook.

    <Warning>
      **Any difference must be investigated with the store manager before posting over/short.**
    </Warning>
  </Step>
  <Step title="Post the over/short">
    Use `IMPORT_Safe_Over_and_Short_P5.csv` for all RCY stores after verification is complete. **Confirm total debits = total credits before importing.**
  </Step>
  <Step title="Confirm the bank rec sign-off">
    After import, Jessie reconciles the RCY bank accounts. **Confirm the bank reconciliation is signed off before submitting finals.**
  </Step>
</Steps>

**Files:** `RCY_Cash_Deposit_Verification_P5_Updated.xlsx` · `FW_Safe_count_1418.msg` · `IMPORT_Safe_Over_and_Short_P5.csv`

<Note>
  The client's bookkeeper (Karen) performs the **weekly deposit verification** mid-week. Getting that done before period-end close begins is what allows the close timeline to be accelerated. The shared workbook **requires macro content enabled on open**, or the formulas driving the reconciliation will not calculate. See [Cash and DIT review](/internal/customers/rackson/review-process/cash-and-dit).
</Note>

## Related

- [Inventory review](/internal/customers/rackson/review-process/inventory) — counted versus perpetual items
- [Cash and DIT review](/internal/customers/rackson/review-process/cash-and-dit) — the reviewer's checklist
- [RRS cash and bank](/internal/customers/rackson/workpapers/rrs-cash-and-bank) — the RRS deposit verification equivalent