---
title: "RRS — AP and credit cards"
sidebarTitle: "RRS AP and credit cards"
description: "AP aging, the AmEx summary and liability reclass, and the TD corporate card for Rackson Restaurants (E01)."
icon: "credit-card"
---

> **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. Caitlin (Rackson) provides the coding for both card workpapers; PBI reviews, imports, and reconciles to the GL.

<Info>
  **Source:** `Rackson_Workpaper_Instructions.docx` — Part I, AP & Credit Cards.
</Info>

## 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.

<Steps>
  <Step title="Do not edit the source data">
    The workpaper contains the Intacct Vendor Aging Report exported as of period end. **It is the Intacct-generated report** — leave it as exported.
  </Step>
  <Step title="Review the aged columns">
    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?
  </Step>
  <Step title="Document and approve anything over 60 days">
    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.**
  </Step>
  <Step title="Tie the subledger to the GL">
    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.
  </Step>
  <Step title="File as the sign-off">
    This report is the sign-off that the AP ledger has been reviewed prior to closing. File alongside the period close checklist.
  </Step>
</Steps>

<Warning>
  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.
</Warning>

<Note>
  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.
</Note>

## 20600 — AmEx summary and liability reclass

**Owner:** Caitlin (Rackson) / Jeff & Jonah (PBI)

Two linked workbooks:

1. **`RRS_AmEx_Summary`** — the master coding workbook for all AmEx charges across cards **x61007** (Christopher Johnson) and **x61008** (Rackson entity).
2. **`Amex_Liability_Reclass`** — the GL detail for acct 20600, used to identify misposted or misallocated Fyle charges needing reclassification.

<Steps>
  <Step title="Receive Caitlin's coding">
    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).
  </Step>
  <Step title="Read the colour coding">
    | 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** |
  </Step>
  <Step title="Reconcile to the statement balance">
    Sum the coded charges **excluding orange** and confirm they match each card's statement total.
  </Step>
  <Step title="Identify entity miscodings">
    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.
  </Step>
  <Step title="Import the reclass">
    Use `IMPORT_Amex_Liability_Reclass_P5.csv`. **Verify the import totals before posting.**
  </Step>
  <Step title="Handle the manual uploads">
    For yellow-highlighted charges, prepare individual JEs or build a new import following the prior period's `IMPORT_Amex_Manual_Uploads` template format.
  </Step>
  <Step title="Confirm the ending balance">
    After all entries are posted, confirm acct 20600 ending balance equals the statement balance for each card.
  </Step>
</Steps>

**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`

<Warning>
  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](/internal/customers/rackson/review-process/credit-cards).
</Warning>

## 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.

<Steps>
  <Step title="Start from the master coding workbook">
    `RRS_TD_Card_Summary_2026` contains the full transaction export from TD Bank — Posted Date, Occurred Date, Billing Amount, Merchant, Account Name, Receipt Attached.
  </Step>
  <Step title="Caitlin codes the transactions">
    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.
  </Step>
  <Step title="Exclude the auto-payment row">
    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.
  </Step>
  <Step title="Import the charges">
    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**.
  </Step>
  <Step title="Confirm the ending balance">
    After import, confirm acct 20603 ending balance equals the outstanding TD Card statement balance.
  </Step>
</Steps>

**Files:** `RRS_TD_Card_Summary_2026_-_Updated_P5.xlsx` · `IMPORT_TD_CC_Charges_P5.csv`

<Note>
  **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.
</Note>

## Related

- [Credit card liabilities review](/internal/customers/rackson/review-process/credit-cards) — the two-layer reconciliation and the green/blue coding
- [AP aging and payroll review](/internal/customers/rackson/review-process/ap-and-payroll) — the reviewer's aging checklist
- [Weekly ACH bank file upload](/internal/customers/rackson/processes/weekly-ach-upload) — how AP payments actually reach the bank