RRS — AP and credit cards
AP aging, the AmEx summary and liability reclass, and the TD corporate card for Rackson Restaurants (E01).
Three workpapers. Caitlin (Rackson) provides the coding for both card workpapers; PBI reviews, imports, and reconciles to the GL.
Source: Rackson_Workpaper_Instructions.docx — Part I, AP & Credit Cards.
20000 — AP aging
Owner: AP Team / Caitlin (approvals)
The Intacct vendor aging report as of period end for entity RRS. Documents all open AP at close and confirms nothing improper is aged beyond 60 days.
The workpaper contains the Intacct Vendor Aging Report exported as of period end. It is the Intacct-generated report — leave it as exported.
Review the 61-90 and 91-120+ columns for any vendors with aged balances. Investigate each: is the invoice disputed, on hold, or an input error?
For any invoice aged over 60 days, document the reason in a separate notes tab or comment. Obtain approval from Caitlin or Mike before holding past due.
Confirm the AP subledger total from the aging report agrees to the Intacct balance for acct 20000. Any difference indicates a timing issue or unposted transactions.
This report is the sign-off that the AP ledger has been reviewed prior to closing. File alongside the period close checklist.
Certain vendors are subject to ongoing payment negotiations that Caleb (client) monitors closely. Know which vendors fall into this category so their aging isn't mistaken for a processing error on PBI's side.
At year end, revisit aging items that were left as timing throughout the year to confirm they actually cleared rather than continuing to roll forward indefinitely.
20600 — AmEx summary and liability reclass
Owner: Caitlin (Rackson) / Jeff & Jonah (PBI)
Two linked workbooks:
RRS_AmEx_Summary— the master coding workbook for all AmEx charges across cards x61007 (Christopher Johnson) and x61008 (Rackson entity).Amex_Liability_Reclass— the GL detail for acct 20600, used to identify misposted or misallocated Fyle charges needing reclassification.
Caitlin provides the AmEx charge detail coded by GL account and location. The 20600 Summary tab lists every charge with AmEx account #, card member, date, merchant, amount, GL account, location, and entity (RRS versus RCY).
| Colour | Meaning |
|---|---|
| Green | Already captured in Fyle and auto-synced |
| Yellow | Not in Fyle — must be uploaded manually to Intacct |
| Orange | Charge dated after the statement cutoff, did not post to this statement — rolls to the next period |
Sum the coded charges excluding orange and confirm they match each card's statement total.
The Amex_Liability_Reclass_P5 file contains the full GL detail for acct 20600 from period start to period end. Charges coded to the wrong location or entity via Fyle's automatic sync appear here. Identify any flagged items in the RCY Flag column — these need a reclassification JE from RRS to RCY or vice versa.
Use IMPORT_Amex_Liability_Reclass_P5.csv. Verify the import totals before posting.
For yellow-highlighted charges, prepare individual JEs or build a new import following the prior period's IMPORT_Amex_Manual_Uploads template format.
After all entries are posted, confirm acct 20600 ending balance equals the statement balance for each card.
Files: RRS_AmEx_Summary_P5_2026.xlsx · Amex_Liability_Reclass_P5.xlsx · IMPORT_Amex_Liability_Reclass_P5.csv · AmEx_x61007_2026-05-22.pdf · AmEx_x61008_2026-05-22.pdf
The cross-entity AmEx liability account should always net to zero. Any nonzero balance signals a transaction coded to the wrong entity. See Credit card review.
20603 — TD card
Owner: Caitlin (Rackson) / Jeff (PBI)
The TD corporate credit card (Caitlin Aleman, primary cardholder) transaction export. Charges must be coded to GL account and location before importing to acct 20603.
RRS_TD_Card_Summary_2026 contains the full transaction export from TD Bank — Posted Date, Occurred Date, Billing Amount, Merchant, Account Name, Receipt Attached.
Caitlin reviews all transactions and adds GL account and location coding in the columns to the right of the export. Charges without receipts (marked "No" in Receipt Attached) must have explanations documented.
The negative large amount labelled "AUTO PAYMENT DEDUCTION" represents the prior-period statement payment. Do not code this as an expense — it clears acct 20603 against the bank.
Once fully coded, use IMPORT_TD_CC_Charges_P5.csv. Verify the import total matches the statement charges for the period, excluding the auto-payment row.
After import, confirm acct 20603 ending balance equals the outstanding TD Card statement balance.
Files: RRS_TD_Card_Summary_2026_-_Updated_P5.xlsx · IMPORT_TD_CC_Charges_P5.csv
TD does not come through an automated file feed at all — all TD activity is coded manually from the statement. This is a heavier lift than the AmEx process but has historically been consistent and easy to work with. Whether the card can be automated through Sage is a standing open item.
Related
- Credit card liabilities review — the two-layer reconciliation and the green/blue coding
- AP aging and payroll review — the reviewer's aging checklist
- Weekly ACH bank file upload — how AP payments actually reach the bank