RCY — System and source data
The R365 sales verification and DSS export, the Loop delivery platform reconciliation, and the standalone Grubhub supplement for store 1354.
Three workpapers establishing the source data for every downstream RCY accrual.
Source: Rackson_Workpaper_Instructions.docx — Part II, System & Source Data.
R365 — sales verification and DSS export
Owner: Betsy
R365 is the primary source system for all RCY sales, inventory, and GL data. The DSS (Daily Sales Summary) and GL Account Detail exports feed the sales verification workbook and every downstream accrual.
In R365, pull the DSS for all dates from the day after the last period ended through the current period end.
Verify all dates are approved. Unapproved DSS rows flag in the verification workbook — notify Dana Noto (dnoto@racksonrestaurants.com) if any remain unapproved at close.
Download to Excel and copy all columns into the DSS Sales worksheet.
In R365, go to Reports → My Reports → Financial → GL Account Detail. Customize and run — do not just export, since the run generates the CSV. Download to CSV.
Copy columns B through AB into the GL Account Export tab.
Do not copy over highlighted columns — those contain formulas.
In R365, go to Analytics → Reports → Payouts. Pull from the beginning of the period to the current day. This feeds the OLO fee reconciliation.
Files: RCY_Sales_and_Verification_using_R365_P5_2026.xlsx
Update this weekly so credit card and cash verification stays current throughout the period, not just at close. Verify all DSS dates fall inside the period before finalizing.
For login credentials, see the RCY Online Logins.xlsx file in the permanent file — credentials are not recorded in this knowledge base.
10965 / 10970 / 10975 / 10980 — Loop delivery export and platform reconciliation
Owner: Betsy / Jonah
Reconciles DoorDash (10965), UberEats (10970), Grubhub (10975), and EZCater (10980) payouts against the RCY GL for all DHC stores.
Export transactions from Loop for the period and paste into the Transactions sheet. Ensure headers are in row 1 and convert to an Excel Table named Transactions.
| Cells | What to enter |
|---|---|
| C2 | Period End Date |
| C6:F16 | POS sales register totals by store and platform, from R365 |
| C20:C23 | Beginning-of-period GL balances for 10965, 10970, 10975, 10980 |
| C40:C43 | Total bank deposits received per platform |
| B47:F51 | Review prior-period adjustments and update carryforward items |
- Review Section 1 SUMIFS totals against the Loop export totals.
- Review POS versus Delivery Sales Variances — investigate any variance exceeding $500 before closing.
- Review Deposits in Transit — DIT = payout date after period end, or a blank payout date.
Each platform tab should show a $0 variance (OK flag).
Any CHECK flag must be resolved before posting.
Build the Intacct import using the prior period's Loop import as a format template. The import uses GJ journal type with lines for:
| Line | Account | Side |
|---|---|---|
| ar_adjustment / net_payout | 10965 / 10970 / 10975 | CR |
| chargebacks | 48000 | DR |
| commission | 75450 | DR |
| marketing_promo | 48010 | DR |
| reversals | 48000 | CR |
All coded by DHC location ID.
After import, confirm all platform GL account balances agree to the workpaper ending balance.
Files: P5_Loop_Delivery_Export.xlsx · Grubhub_1354.xlsx · IMPORT_RCY_P3_Loop.xlsx · IMPORT_RCY_P3_Loop.csv
For Grubhub store 1354, use Grubhub_1354.xlsx as a supplemental reconciliation — that store's Grubhub activity is tracked separately. See below.
10975 — Grubhub, store 1354 supplement
Owner: Betsy
Store DHC-01354 (Brookfield, CT — new opening) has standalone Grubhub payout data supplementing the main Loop export. This workbook breaks Grubhub activity down by payout date and transaction date for store 1354 only.
Data is organized by payout date (rows) with daily transaction breakdowns: subtotal, tax, commission, delivery commission, GH+ commission, processing fee, withheld tax, and merchant net total.
Sum merchant_net_total for all payout dates falling within the current period date range. This is the net cash received from Grubhub for store 1354.
If there is a difference, identify whether it is timing (payout date outside the period) or a data discrepancy.
Include the store 1354 data on the GH tab of the Loop delivery export.
Ensure it is not double-counted if Loop also contains store 1354 Grubhub data.
The commission, delivery commission, and processing fee columns feed the Intacct import (accts 75450, 48010) for store 2001354.
Files: Grubhub_1354.xlsx
New store. DHC-01354 (128 Federal Rd, Brookfield CT) is a new opening. Pre-open expenses are tracked separately — see RCY pre-open and closed store. Verify that all Grubhub activity posted to location 2001354, not a pooled admin location.
Related
- RCY sales and revenue — what this source data feeds
- Delivery service reconciliation review — the full file walkthrough and the POS variance issue
- RRS delivery, maintenance and reporting — the RRS-side equivalent