---
title: "RCY — Sales and revenue"
sidebarTitle: "RCY sales and revenue"
description: "RCY sales verification with the royalty and ad fund accrual, the Coca-Cola rebate, gift card reconciliation, and the OLO monthly fees import."
icon: "cash-register"
---

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

Four workpapers producing the RCY sales journal and every revenue-driven accrual.

<Info>
  **Source:** `Rackson_Workpaper_Instructions.docx` — Part II, Sales & Revenue.
</Info>

## 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.

<Steps>
  <Step title="Confirm client approval first">
    <Warning>
      Confirm Rackson ops has **approved the R365 sales export** for the period (BM approval on the close checklist). **Without approval, do not post sales.**
    </Warning>
  </Step>
  <Step title="Verify gross food sales by store">
    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.**
  </Step>
  <Step title="Post the sales journal entry">
    Post as **SJ** type using the DSS export as the source.

    ```text
    Net sales = gross sales − chargebacks (48000) − discounts (48010)
    ```
  </Step>
  <Step title="Calculate and post the accruals">
    | Accrual | Rate | Account |
    |---|---|---|
    | Royalty | net sales × **5%** | 22400 |
    | Advertising fund | net sales × **3%** | 22600 |

    Post as GJ by store — DR expense / CR payable.
  </Step>
  <Step title="Confirm the rates">
    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.
  </Step>
</Steps>

**Files:** `RCY_Sales_and_Verification_using_R365_P5_2026.xlsx` · `P5_Coca_Cola_Rebate_Accrual.xlsx`

<Note>
  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](/internal/customers/rackson/review-process/royalty-and-advertising).
</Note>

## 12700 — Coca-Cola rebate accrual

**Owner:** Betsy

Tracks the Coca-Cola beverage rebate receivable for RCY.

<Steps>
  <Step title="Open the Side By Side detail">
    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.
  </Step>
  <Step title="Calculate the accrual">
    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.
  </Step>
  <Step title="Post the accrual">
    DR acct **12700** (Rebates Receivable) / CR acct **49000** (Rebate Income), by applicable RCY store location.
  </Step>
  <Step title="Record payments and tie out">
    When Coca-Cola issues a payment, record DR Cash / CR 12700. Confirm the EOP balance agrees to the Intacct GL for entity E04.
  </Step>
</Steps>

**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.

<Steps>
  <Step title="Pull the Business Track activity">
    Log in using the Gift Card login in the **permanent file**. Pull gift card activity for all DHC/RCY reporting groups for the period.
  </Step>
  <Step title="Use the cross-reference mapping">
    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 |

    <Warning>
      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.
    </Warning>
  </Step>
  <Step title="Paste the data">
    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`.
  </Step>
  <Step title="Read the net liability change">
    `total_amount` is the net gift card liability change:

    | Sign | Meaning |
    |---|---|
    | **Negative** | More redemptions than activations — liability decreases |
    | **Positive** | More activations — liability increases |
  </Step>
  <Step title="Post the JE">
    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.
  </Step>
</Steps>

**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**).

<Steps>
  <Step title="Obtain the fee schedule">
    From the OLO portal — via **R365 Analytics → Reports → Payouts**, or direct OLO billing. Confirm the per-store fee amounts for the current period.
  </Step>
  <Step title="Review the import file">
    `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.
  </Step>
  <Step title="Verify against the invoice">
    Verify the fee amounts match the OLO invoice for the month. **Update any changed amounts in the CSV before importing.**
  </Step>
  <Step title="Import">
    Standard GJ import. Date: current period end date. Description: "OLO Monthly Fees."
  </Step>
  <Step title="Confirm the balance">
    After import, confirm acct 10980 balance agrees to the total OLO fees outstanding for the period.
  </Step>
</Steps>

**Files:** `IMPORT_RCY_OLO_Fees_P5.csv`

## Related

- [RCY system and source data](/internal/customers/rackson/workpapers/rcy-system-and-source-data) — the R365 exports feeding these accruals
- [RRS receivables](/internal/customers/rackson/workpapers/rrs-receivables) — the RRS Coke/RSI rebate and gift card equivalents
- [Royalty and advertising review](/internal/customers/rackson/review-process/royalty-and-advertising)