RCY — Sales and revenue
RCY sales verification with the royalty and ad fund accrual, the Coca-Cola rebate, gift card reconciliation, and the OLO monthly fees import.
Four workpapers producing the RCY sales journal and every revenue-driven accrual.
Source: Rackson_Workpaper_Instructions.docx — Part II, Sales & Revenue.
Sales / 22400 / 22600 — RCY sales verification + royalty and ad fund accrual
Owner: Cade Kohlmeier / Betsy
Verifies period sales by store against the R365 DSS and produces the royalty (5%, acct 22400) and advertising fund (3%, acct 22600) accruals.
Confirm Rackson ops has approved the R365 sales export for the period (BM approval on the close checklist). Without approval, do not post sales.
Using the DSS export pasted into the workbook, confirm gross food sales (acct 41100) for each store agree to the Coca-Cola Rebate / Side-by-Side report.
Illustrative P5 store totals: DHC-01124 $290,134 · 01129 $195,103 · 01142 $183,017 · 01169 $149,442 · 01196 $172,836 · 01210 $163,754 · 01232 $224,312 · 01256 $271,624 · 01332 $150,987 · 01339 $169,897 · 01418 $135,953. DHC-01354 is a new store — refer to the current period DSS.
Post as SJ type using the DSS export as the source.
Net sales = gross sales − chargebacks (48000) − discounts (48010)| Accrual | Rate | Account |
|---|---|---|
| Royalty | net sales × 5% | 22400 |
| Advertising fund | net sales × 3% | 22600 |
Post as GJ by store — DR expense / CR payable.
The rates are shown in the workbook's Directions tab: 22400 = 0.05, 22600 = 0.03. Confirm these haven't changed with Mike if a new franchise agreement or rate update is in effect.
Files: RCY_Sales_and_Verification_using_R365_P5_2026.xlsx · P5_Coca_Cola_Rebate_Accrual.xlsx
The RCY advertising rate (3%) differs from the RRS rate (4%). A handful of DHC stores — three or four — also run at a different royalty percentage than standard, some roughly half a percent higher. See Royalty and advertising review.
12700 — Coca-Cola rebate accrual
Owner: Betsy
Tracks the Coca-Cola beverage rebate receivable for RCY.
The Side By Side - Detail - Period tab shows current period food sales by DHC location for entity E04. Confirm the total gross revenue agrees to the sales verification workbook.
RCY net beverage sales × the applicable rebate rate. Confirm the current rate with Mike — typically a percentage of fountain beverage sales. Negative amounts = credit to income, receivable increases.
DR acct 12700 (Rebates Receivable) / CR acct 49000 (Rebate Income), by applicable RCY store location.
When Coca-Cola issues a payment, record DR Cash / CR 12700. Confirm the EOP balance agrees to the Intacct GL for entity E04.
Files: P5_Coca_Cola_Rebate_Accrual.xlsx
12900 — Gift card reconciliation
Owner: Betsy
Reconciles gift card activity — activations, redemptions, adjustments — for all DHC/RCY stores via the Business Track portal.
Log in using the Gift Card login in the permanent file. Pull gift card activity for all DHC/RCY reporting groups for the period.
The workbook maps outlet ID → store name → Intacct location ID:
| Outlet ID | Store | Intacct location |
|---|---|---|
| 199844 | DHC01142 | 2001142 |
| 199843 | DHC01124 | 2001124 |
| 199846 | DHC01210 | 2001210 |
| 199845 | DHC01169 | 2001169 |
| 200367 | DHC01418 | 2001418 |
| 195557 | DHC01332 | 2001332 |
| 196624 | DHC01339 | 2001339 |
| 192952 | DHC01256 | 2001256 |
| 202569 | DHC01232 | 2001232 |
Some stores show #N/A — these are unmapped or new stores (1129, 1196, 1354). Investigate and confirm with Mike whether store 1354 and others should be assigned outlet IDs in Business Track.
Paste into the 12900 tab alongside the cross-reference. Columns: outlet_id, store_name, act_qty/amount (activations), red_qty/amount (redemptions), inc_qty/amount (increments), adj_qty/amount (adjustments), total_qty/total_amount.
total_amount is the net gift card liability change:
| Sign | Meaning |
|---|---|
| Negative | More redemptions than activations — liability decreases |
| Positive | More activations — liability increases |
DR 12900 (Gift Card Liability) / CR Sales for redemptions, or DR Cash / CR 12900 for activations, by location. Confirm net activity agrees to the GL for acct 12900.
Files: 12900_Gift_Card_Reconciliation_P5.xlsx
10980 — OLO monthly fees import
Owner: Betsy
Records the monthly OLO (online ordering platform) fee charges to each DHC store location, credited to acct 10980 from the RCY admin entity (2091002).
From the OLO portal — via R365 Analytics → Reports → Payouts, or direct OLO billing. Confirm the per-store fee amounts for the current period.
IMPORT_RCY_OLO_Fees_P5.csv is a GJ import with one line per store, crediting acct 10980 at the RCY admin location (2091002). Illustrative P5 amounts: store 1124 $934.55 · 1129 $732.51 · 1142 $627.23 · 1169 $573.18, continuing for all active stores.
Verify the fee amounts match the OLO invoice for the month. Update any changed amounts in the CSV before importing.
Standard GJ import. Date: current period end date. Description: "OLO Monthly Fees."
After import, confirm acct 10980 balance agrees to the total OLO fees outstanding for the period.
Files: IMPORT_RCY_OLO_Fees_P5.csv
Related
- RCY system and source data — the R365 exports feeding these accruals
- RRS receivables — the RRS Coke/RSI rebate and gift card equivalents
- Royalty and advertising review