Labor reclass — G&A labor allocation import
How the Labor Reclass Template generates the Sage Intacct journal import that moves labor cost between Rackson entities, locations, and projects.
This workbook generates Sage Intacct journal entry import files for labor reclassification between Rackson Restaurants (E01) and Cayenne (E04). It takes employee-level allocation data and produces formatted debit/credit lines ready for import.
Source: Rackson_Workpaper_Instructions.docx — Part I, Payroll & Accruals (Labor Reclass). Owner: Maureen (transitioned from Jeff).
| File naming | Labor Reclass Template RRS P[#] [YYYY].xlsx — e.g. Labor Reclass Template RRS P4 2026.xlsx |
| Journal type | GJ · description auto-generates as [Period] G&A Labor Allocations |
| Source entity | E01 (RRS) by default; the SOURCEENTITY column splits E01 / E04 |
Never type values directly into the IMPORT sheet. All values flow from formulas on the Inputs and Data from Rackson sheets. Pasting values over formulas means the sheet will no longer auto-update when inputs change.
The three sheets
All blue-font cells are editable; everything else is auto-calculated.
| Cell | Field | Notes |
|---|---|---|
| B4 | Period Number | Current period (e.g. P4). Drives all description auto-generation on the IMPORT sheet. |
| B5 | Year | Fiscal year. Update when the calendar year rolls over. |
| B6 | Journal Date | Period-end date for the entry. All IMPORT rows pull from this cell. If dates display as serial numbers, format as mm/dd/yyyy. |
| B7 | Source Entity | Entity code (currently E01). Change only if the entity changes. |
| B15:B18 | G&A GL accounts | PR Tax, Insurance, Auto Allowance, Cell Allowance for the G&A section. |
| B21:B24 | Store Level GL accounts | Same cost categories for Store Level employees. |
| B27:B30 | Project GL accounts | Same cost categories for Project Allocation employees. |
Provided by the Rackson team each period, in three colour-coded sections:
| Colour | Section | Who |
|---|---|---|
| Green | G&A (rows 6+) | Salaried employees moving between corporate locations |
| Orange | Store Level (rows 16+) | Hourly/store employees moving between store locations (e.g. NRO team) |
| Blue | Project Allocations (rows 32+) | Employees with time split across multiple project locations by percentage (column O). Each employee may span multiple rows. |
Each row contains: Employee Name · From GL Account (C) / To GL Account (D) · From Location (E) / To Location (F) · Earnings (H), ER Tax (I), Insurance (J), Auto Allowance (K), Cell Allowance (L) · Allocation % for Project rows (O) · Comments (N).
Gray-shaded rows indicate employees with special notes — e.g. "Hold for next period" entries. Review these each period before posting.
15 columns:
| Column | Field | Description |
|---|---|---|
| A | DONOTIMPORT | Placeholder — never include column A in the import file. |
| B | JOURNAL_TYPE | Journal type code (e.g. GJ). |
| C | DATE | Pulls from Inputs!B6. |
| D | JOURNAL_NO | Journal reference number. |
| E | DESCRIPTION | Auto-generated from period. Pulls from Inputs!B10/B11/B12. |
| F | ACCOUNT_NO (legacy) | Legacy column; may be blank. |
| G | LINE_NO | Sequential from 1. Must have no gaps or duplicates. |
| H | ACCT_NO | Debit lines use the "To" GL; credit lines use the "From" GL or the Inputs GL accounts. |
| I | LOCATION_ID | Debit = To location; Credit = From location. |
| J–K | (reserved) | Additional dimension columns if required. |
| L | MEMO | Employee comment from Data from Rackson column N. |
| M | DEBIT | Sum of all cost categories for that employee. |
| N | CREDIT | Individual cost category per line. |
| O | SOURCEENTITY | Pulls from Inputs!B7. |
Rename the tab each period to match the period number (e.g. "IMPORT P4 Labor Allocations"). Cosmetic, but it prevents confusion when reviewing prior-period files.
The journal entry pattern
Each employee generates one debit line plus one credit line per cost category. G&A and Project employees produce 6 lines per employee (or per location row for Projects). Store Level employees typically produce 2 lines.
| Line | DR / CR | ACCT_NO (H) | LOCATION_ID (I) | Amount |
|---|---|---|---|---|
| 1 | DEBIT | D col ("To" GL) | F col ("To" location) | SUM(H+I+J+K+L) |
| 2 | CREDIT | C col ("From" GL) | E col ("From" location) | H col — Earnings only |
| 3 | CREDIT | Inputs!B15/B21/B27 | E col ("From" location) | I col — ER Tax only |
| 4 | CREDIT | Inputs!B16/B22/B28 | E col ("From" location) | J col — Insurance only |
| 5 | CREDIT | Inputs!B17/B23/B29 | E col ("From" location) | K col — Auto Allowance only |
| 6 | CREDIT | Inputs!B18/B24/B30 | E col ("From" location) | L col — Cell Allowance only |
Store Level employees follow the same pattern but typically only have Earnings and ER Tax, producing 2 lines (1 debit + 1 credit each). If additional cost categories exist, additional credit lines follow the same pattern.
Updating for a new period
Save As Labor Reclass Template RRS P[#] [YYYY].xlsx with the updated period in the filename. Keep the prior period file as a backup — do not overwrite it.
Update B4 (period), B5 (year if changed), B6 (journal date), B7 (confirm entity still correct), and review B15:B18 / B21:B24 / B27:B30 in case any GL accounts changed.
Work through each section — G&A (rows 6+), Store Level (rows 16+, column P tracks allocation % for NRO entries, typically 100%), and Project Allocations (rows 32+, one row per project location, column O holds the percentage).
Project percentages must sum to the correct total — e.g. 75% or 80% depending on how much stays in Admin. Check the Comments column (N) to confirm what percentage stays in Admin for that employee.
If the number of employees or allocation rows changed from the prior period, you must also adjust the IMPORT sheet (Step 4) before the formulas will calculate correctly.
Skip to Step 5 if headcount is identical to the prior period.
- Rename the tab to match the new period.
- Adding a G&A employee — generates 6 import lines (1 debit + 5 credits). Copy an existing 6-line block, paste below, and update all cell references to the new row in Data from Rackson.
- Adding a Store Level employee — 2–6 lines depending on cost categories present.
- Adding a Project employee — 6 lines per location row (1 debit to project location + 5 credits from Admin). Copy a block for each new location row.
- Removing an employee — delete the entire block of journal lines. Identify the block by column L (MEMO) — all lines for the same employee share the same memo.
- Renumber LINE_NO (column G) sequentially from 1. Gaps or duplicates will cause import rejection.
| Check | How to verify |
|---|---|
| Total debits = total credits | =SUM(M:M)-SUM(N:N) in a temp cell — must equal 0 |
| No blank rows | Every row from 2 to the last must have data |
| Dates consistent | All of column C shows the same date from Inputs!B6 |
| Descriptions correct | Column E shows period-specific descriptions |
| LINE_NO sequential | Column G runs 1, 2, 3… with no gaps or duplicates |
| Source entity consistent | Column O all reads the same entity code |
Copy columns B through O only — do not include column A (DONOTIMPORT). Paste into the system import template or save as CSV, then import to Sage Intacct using the standard GJ import process.
Formula reference
| IMPORT column | Source | Notes |
|---|---|---|
| C (DATE) | =Inputs!B6 | Journal date — all rows use the same date |
| E (DESCRIPTION) — G&A | =Inputs!B10 | [Period] G&A Labor Allocations |
| E (DESCRIPTION) — Store Level | =Inputs!B11 | [Period] Store Level Labor Allocations |
| E (DESCRIPTION) — Project | =Inputs!B12 | [Period] Project Labor Allocations |
| H (ACCT_NO) — G&A credits | =Inputs!B15:B18 | PR Tax, Insurance, Auto, Cell |
| H (ACCT_NO) — Store credits | =Inputs!B21:B24 | Same categories, Store Level |
| H (ACCT_NO) — Project credits | =Inputs!B27:B30 | Same categories, Projects |
| O (SOURCEENTITY) | =Inputs!B7 | Entity code |
| IMPORT column | Source | Notes |
|---|---|---|
| H (ACCT_NO) — debit line | 'Data from Rackson'!D[row] | "To" GL account |
| H (ACCT_NO) — earnings credit | 'Data from Rackson'!C[row] | "From" GL account |
| I (LOCATION_ID) — debit | 'Data from Rackson'!F[row] | "To" location |
| I (LOCATION_ID) — credits | 'Data from Rackson'!E[row] | "From" location |
| L (MEMO) | 'Data from Rackson'!N[row] | Employee comments |
| M (DEBIT) | =SUM(H+I+J+K+L) from row | Sum of all five cost categories |
| N (CREDIT) — Earnings | H[row] | Earnings only |
| N (CREDIT) — ER Tax | I[row] | ER Tax only |
| N (CREDIT) — Insurance | J[row] | Insurance only |
| N (CREDIT) — Auto Allowance | K[row] | Auto Allowance only |
| N (CREDIT) — Cell Allowance | L[row] | Cell Allowance only |
Troubleshooting
- Check that every debit line sums all five cost categories (H+I+J+K+L) from the correct row.
- Check that every credit line references the correct individual column (H, I, J, K, or L) from the correct row.
- Verify no rows were accidentally deleted or duplicated, and that each employee block has exactly 1 debit line and all corresponding credits.
- Quick check:
=SUM(M:M)-SUM(N:N)must equal 0.
- Rows were deleted on Data from Rackson that IMPORT still references — re-map formulas to the correct rows.
- The Inputs sheet was restructured and GL account cells moved — verify
Inputs!B15:B18,B21:B24,B27:B30still contain the correct accounts. - Click into the errored cell, check the formula bar, and update the row/column reference.
- Confirm
Inputs!B4has been updated to the new period number. - Check that
Inputs!B10,B11,B12contain the formulas=B4&" G&A Labor Allocations",=B4&" Store Level Labor Allocations",=B4&" Project Labor Allocations". - If those formulas were overwritten with static text, re-enter them.
The cell is not formatted as a date. Right-click the column C cells → Format Cells → Date → mm/dd/yyyy. Verify Inputs!B6 also shows a date, not a serial number.
Normal when an employee has no amount for a cost category. For a clean import, delete those rows and renumber LINE_NO. Most systems accept $0 lines without issue.
- Column A (DONOTIMPORT) was included — export only B through O.
- Blank rows exist between journal lines — delete them.
- LINE_NO has gaps or duplicates — renumber column G.
- GL account or location ID is invalid — cross-check against the chart of accounts and location master.
- Journal is out of balance — debits must equal credits.
- Date format mismatch — confirm
mm/dd/yyyy.
Check the Comments column (N) for what percentage stays in Admin. Add a temporary =SUM() at the bottom of each employee's percentage block to verify, then adjust column O until it equals the correct total allocation out of Admin.
Key reminders
Back up before structural changes. Always save a backup copy before adding or removing employees. If formulas break, restore from the backup rather than rebuilding from scratch.
Keep prior period sheets. Prior-period worksheets may still exist in the file as historical references. Do not delete them unless confirmed no longer needed for audit or reconciliation — they do not affect the current period's IMPORT sheet.
Files: IMPORT_P5_Labor_Reclass.xlsx · IMPORT_P5_Labor_Reclass.csv
Related
- Labor reclass and bonus review — the reviewer's checks, the GL accounts actually seen, and the format-drift watch-out
- RCY payroll and maintenance — the RCY side of this same import
- RRS payroll and accruals