---
title: "RRS — Delivery, maintenance and reporting"
sidebarTitle: "RRS delivery and maintenance"
description: "Delivery service reconciliation, in-house maintenance JE, closed store expense reclass, the rent schedule, and the BK Prime Costs master file for Rackson Restaurants (E01)."
icon: "truck"
---

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

Six workpapers — the delivery platform reconciliation, two reclass entries, the master rent schedule, and the weekly prime cost file.

<Info>
  **Source:** `Rackson_Workpaper_Instructions.docx` — Part I, Delivery, Maintenance & Reporting.
</Info>

## 10965 / 10970 / 10975 — Delivery service reconciliation

**Owner:** Jonah / Maureen

Reconciles delivery platform revenue between the POS/GL and Loop platform data. Produces journal entry imports for **DoorDash (10965)**, **UberEats (10970)**, and **Grubhub (10975)**, plus variance and POS difference adjustments.

<Steps>
  <Step title="Refresh the Loop export">
    Run the **Loop Transaction by Date** export for the period, refreshed through period end — typically available by **Wednesday of the first week of close**. Confirm it has been refreshed on the **Loop Export** tab.

    <Note>
      This tab contains **175K+ rows** of transaction-level data and is the source for all SUMIFS in the workbook.
    </Note>
  </Step>
  <Step title="Update the Inputs tab">
    Enter the current Period End Date and current GL balances for accts 10965, 10970, and 10975 from Intacct. Also enter any **Cinnabon** or manual adjustments in the blue cells.
  </Step>
  <Step title="Review each platform tab">
    On the DD, UE, and GH tabs, the SUMIFS pull from the Loop Export and calculate total net payout by store. The summary section compares Loop total versus GL balance and calculates any **DIT (deposits in transit)** and variance.
  </Step>
  <Step title="Review the POS Sales VAR tab">
    This compares POS sales per RTI versus Loop sales by store. Any variance indicates a sales discrepancy needing investigation or a posting adjustment.
  </Step>
  <Step title="Import the platform settlements">
    `IMPORT_P5_Loop_DD.csv` (10965), `IMPORT_P5_Loop_UE.csv` (10970), and `IMPORT_P5_Loop_GH.csv` (Grubhub).
  </Step>
  <Step title="Post any POS variances">
    Use `IMPORT_P5_Loop_POS_Variances.csv` to record POS-versus-Loop sales variances that need posting to the GL.
  </Step>
  <Step title="Confirm the ending balances">
    After all imports, confirm accts 10965, 10970, and 10975 GL balances agree to the workpaper's expected ending balance.
  </Step>
</Steps>

**Files:** `Loop_Export_through_5-23.xlsx` · `IMPORT_P5_Loop_DD.csv` · `IMPORT_P5_Loop_UE.csv` · `IMPORT_P5_Loop_GH.csv` · `IMPORT_P5_Loop_POS_Variances.csv`

<Warning>
  A handful of **Cinnabon-branded add-on locations are not captured in the standard Loop feed.** Their DIT must be identified and added manually rather than assumed to be included.
</Warning>

<Note>
  The full walkthrough of this file — its structure, the reconciliation logic, the column mapping, and the **recurring unresolved POS sales variance** — is on [Delivery service reconciliation](/internal/customers/rackson/review-process/delivery-service-reconciliation).
</Note>

## 80500 — In-house maintenance JE

**Owner:** Jeff

The Intacct dimension balances report for acct 80500 (In-House Maintenance) shows the period's total activity across the DHC maintenance locations. A recurring JE is duplicated and reposted each period to allocate these costs.

<Steps>
  <Step title="Open the dimension balances report">
    The **Dimension balances report** tab shows period activity for acct 80500 by location. Illustrative P5 figures: 91006 $257.56 · 91021 $9,668.12 · 91022 $3,539.87 · 91023 $13,765.45 · 91024 $6,243.06 · 99999 $51,746.01.
  </Step>
  <Step title="Compare to the prior period JE">
    If amounts are consistent with prior periods (this is a duplicate-and-repost pattern), confirm with Jeff that the correct base JE is being reposted.
  </Step>
  <Step title="Trace material changes">
    If the total has changed materially, trace the variance to specific bills or charges in the AP detail and confirm the correct location coding.
  </Step>
  <Step title="Respect the predecessors">
    The maintenance JE must be posted **after**: (a) Fyle exception reports are finalized, (b) the PR JE is posted, and (c) the AP subledger is closed for the period.
  </Step>
  <Step title="Save the updated report">
    After posting, run the updated dimension balance report and save it over this workpaper to reflect current period actuals.
  </Step>
</Steps>

**Files:** `P5_Prime_Roofing_Snow_Plow_invoice_reclass.xlsx`

<Note>
  In Intacct this entry appears as **"Reclass Ops Maintenance payroll costs."** The allocation method **changed recently** — all in-house maintenance is now allocated **evenly across all stores** rather than region-by-region. Full step-by-step mechanics and the timing risk are on [In-house maintenance allocation](/internal/customers/rackson/review-process/in-house-maintenance).
</Note>

## 88250 — Closed store expense reclass

**Owner:** Jeff

Reclassifies expenses that posted to closed BK stores (**BK #1046, #13430, #4348**) from their operating expense accounts to acct **88250** (Closed Store Expenses).

<Steps>
  <Step title="Review the dimension balances report">
    The report tab shows period expense activity at the closed-store locations across multiple accounts (48000, 60100, 60500, 60900, and others).

    <Note>
      Any location that is **in pre-open, temporarily closed, or permanently closed** needs its costs moved from the home GL accounts to the respective pre-open or closed GL account.
    </Note>
  </Step>
  <Step title="Use the Import Template tab">
    It contains the pre-built GJ import entries. Each pair of lines: DR **88250** / CR [original expense account] by location.

    <Warning>
      **The memo on each line should include the source GL account**, so a GL report can show where the closed-store costs originally came from. The client periodically asks what type of expense made up a given closed-store balance.
    </Warning>
  </Step>
  <Step title="Update for the current period">
    Confirm any new expenses that hit closed store locations during the period are captured. Run an Intacct GL detail for locations 1046, 13430, and 4348 for the current period.
  </Step>
  <Step title="Import and verify">
    Import `IMPORT_P5_Closed_Store_Expenses.csv`. After import, confirm the operating expense accounts for closed stores have **zero balances** — all moved to 88250.
  </Step>
</Steps>

**Files:** `IMPORT_P5_Closed_Store_Expenses.csv`

<Warning>
  This entry is a **predecessor to the balance sheet reconciliations** — complete it before submitting finals. It is a **WD7** task on the close checklist.
</Warning>

<Note>
  Full mechanics, including the Store Status tab and the re-run risk from late GL adjustments, are on [Closed store reclass](/internal/customers/rackson/review-process/closed-store-reclass).
</Note>

## Rent schedule — 2026 rent schedule

**Owner:** Maureen / Jeff

The master rent schedule tracks base rent, percentage rent calculations, and landlord reporting requirements for every Rackson BK store. Updated monthly using RTI sales ledgers.

<Steps>
  <Step title="Enter net sales per store">
    For each store tab, enter the current month's net sales from the **Monthly Sales Ledger** saved from RTI.

    <Warning>
      Use the **already-adjusted saved ledgers** — do not use un-adjusted figures.
    </Warning>
  </Step>
  <Step title="Calculate percentage rent if due">
    Determined by comparing cumulative sales to the breakpoint. Enter the percentage rent amount in the Rent tab for that store. **Follow the per-store directions in the NOTES tab** regarding whether to include or exclude the calculation for the landlord.
  </Step>
  <Step title="Send the landlord sales report">
    For most stores: select the current quarter or year, print to PDF ("Print Selection"), and send to the landlord. **Store 1503 uses a separate monthly sales report format** documented in that store's tab.
  </Step>
  <Step title="Cross-reference prepaid rent">
    Cross-reference base rent amounts against the [14500 Prepaid Rent](/internal/customers/rackson/workpapers/rrs-inventory-and-prepaids) workpaper — **any rent change in the lease must be updated in both.**
  </Step>
</Steps>

<Note>
  Percentage rent (GL **24500**) has **two schedules, one per concept**. Caitlin maintains it on the client side and sends it over with adjustments already identified — PBI books what she sends and reconciles to the GL rather than building the calculation independently. There have been instances where PBI's own tracking was off from Caitlin's and required follow-up with Mike.
</Note>

## Prime costs — BK Prime Costs master file

**Owner:** Jeff / Jonah

Trailing 4-week prime cost (food + labor) reporting for all BK stores. Used to check the preliminary financials against GP report data and identify store-level cost outliers before finals are sent.

<Steps>
  <Step title="Roll the trailing 4 weeks">
    Copy data from Week 03 → Week 04; Week 02 → Week 03; Week 01 → Week 02. Enter the new current week in the **Week 01** column.
  </Step>
  <Step title="Update actual labor hours">
    Run the **RTI Time Punches** export for all stores for the prior week; paste/append below existing data on the **RTI TimePunches** tab.

    Run the **ProWork GL Detail Payroll Hours for Weekly GP** report, export to CSV with Header/Footer, paste into column H on the **ProWork GL Detail Hrs** tab. Refresh the pivot on **Consol Actual Hours**.
  </Step>
  <Step title="Update ideal labor hours">
    Run the **RTI Labor Variance** export for all stores. Paste/append onto the **Labor Variance RTI-PTD** tab.
  </Step>
  <Step title="Update food variance">
    Run the **RTI Food Variance** export (Inventory Type: **Weekly**, Variance Type: **Food**) for all stores. Paste into the **Food Variance RTI-Wk** tab, replacing prior data.
  </Step>
  <Step title="Check for new inventory items">
    Export RTI Inventory Items for all stores with date range **1/1/2023 to current**. Paste into columns D onward on the **InvItems Check** tab. Filter column C for errors and add any new items to the bottom of the tables on **Actual FCOS Consol-Wk** and **Actual FCOS Consol-PTD**.
  </Step>
  <Step title="Check the prelims at period close">
    Total food cost % and labor % by store should align with the GP report.

    <Warning>
      **Flag any store with prime cost over 65%** or unusual week-over-week variance to Jeff **before finals are sent.**
    </Warning>
  </Step>
</Steps>

<Warning>
  Confirm you are working from the current `_NEW` version of this file, **not a legacy copy**. The current version is period-to-date food-cost only, with old labor tabs removed, tabs renamed (`Food Variance RTI-PTD`, not `RTI-Wk`), automatic period detection from the Purchases tab, and a different pivot structure.
</Warning>

## Related

- [Delivery service reconciliation review](/internal/customers/rackson/review-process/delivery-service-reconciliation) — the full file walkthrough
- [In-house maintenance](/internal/customers/rackson/review-process/in-house-maintenance) and [Closed store reclass](/internal/customers/rackson/review-process/closed-store-reclass)
- [Weekly reporting services](/internal/customers/rackson/weekly-reporting) — where the prime cost file feeds
- [RRS prelims](/internal/customers/rackson/workpapers/rrs-prelims) — the reviews this file supports