---
title: "RCY — System and source data"
sidebarTitle: "RCY system and source data"
description: "The R365 sales verification and DSS export, the Loop delivery platform reconciliation, and the standalone Grubhub supplement for store 1354."
icon: "database"
---

> **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 establishing the source data for every downstream RCY accrual.

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

## 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.

<Steps>
  <Step title="Pull the period-to-date DSS">
    In R365, pull the DSS for all dates from the day after the last period ended through the current period end.

    <Warning>
      **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.
    </Warning>

    Download to Excel and copy all columns into the **DSS Sales** worksheet.
  </Step>
  <Step title="Export the GL account detail">
    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.

    <Warning>
      **Do not copy over highlighted columns** — those contain formulas.
    </Warning>
  </Step>
  <Step title="Pull the OLO report">
    In R365, go to **Analytics → Reports → Payouts**. Pull from the beginning of the period to the current day. This feeds the OLO fee reconciliation.
  </Step>
</Steps>

**Files:** `RCY_Sales_and_Verification_using_R365_P5_2026.xlsx`

<Note>
  **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.
</Note>

<Note>
  For login credentials, see the `RCY Online Logins.xlsx` file in the **permanent file** — credentials are not recorded in this knowledge base.
</Note>

## 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.

<Steps>
  <Step title="Load the transactions">
    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`.
  </Step>
  <Step title="Set the Inputs tab">
    | 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 |
  </Step>
  <Step title="Review each platform tab (DD, UE, GH, EZ)">
    - 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.
  </Step>
  <Step title="Confirm the GL reconciliation">
    Each platform tab should show a **$0 variance (OK flag)**.

    <Warning>
      **Any CHECK flag must be resolved before posting.**
    </Warning>
  </Step>
  <Step title="Build and post the import">
    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.
  </Step>
  <Step title="Confirm the ending balances">
    After import, confirm all platform GL account balances agree to the workpaper ending balance.
  </Step>
</Steps>

**Files:** `P5_Loop_Delivery_Export.xlsx` · `Grubhub_1354.xlsx` · `IMPORT_RCY_P3_Loop.xlsx` · `IMPORT_RCY_P3_Loop.csv`

<Note>
  For **Grubhub store 1354**, use `Grubhub_1354.xlsx` as a supplemental reconciliation — that store's Grubhub activity is tracked separately. See below.
</Note>

## 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.

<Steps>
  <Step title="Read the layout">
    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.
  </Step>
  <Step title="Sum the net payout for the period">
    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.**
  </Step>
  <Step title="Compare to the main Loop export">
    If there is a difference, identify whether it is **timing** (payout date outside the period) or a **data discrepancy**.
  </Step>
  <Step title="Fold into the overall Grubhub reconciliation">
    Include the store 1354 data on the **GH** tab of the Loop delivery export.

    <Warning>
      **Ensure it is not double-counted** if Loop also contains store 1354 Grubhub data.
    </Warning>
  </Step>
  <Step title="Feed the import">
    The commission, delivery commission, and processing fee columns feed the Intacct import (accts **75450**, **48010**) for store **2001354**.
  </Step>
</Steps>

**Files:** `Grubhub_1354.xlsx`

<Warning>
  **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](/internal/customers/rackson/workpapers/rcy-preopen-and-closed-store). Verify that all Grubhub activity posted to location **2001354**, not a pooled admin location.
</Warning>

## Related

- [RCY sales and revenue](/internal/customers/rackson/workpapers/rcy-sales-and-revenue) — what this source data feeds
- [Delivery service reconciliation review](/internal/customers/rackson/review-process/delivery-service-reconciliation) — the full file walkthrough and the POS variance issue
- [RRS delivery, maintenance and reporting](/internal/customers/rackson/workpapers/rrs-delivery-maintenance-reporting) — the RRS-side equivalent