---
title: "Labor reclass — G&A labor allocation import"
sidebarTitle: "Labor reclass import"
description: "How the Labor Reclass Template generates the Sage Intacct journal import that moves labor cost between Rackson entities, locations, and projects."
icon: "file-import"
---
> **For AI agents:** the complete documentation index is at [llms.txt](/llms.txt). Append `.md` to any page URL for its markdown version.
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:B30` still contain the correct accounts.
- Click into the errored cell, check the formula bar, and update the row/column reference.
- Confirm `Inputs!B4` has been updated to the new period number.
- Check that `Inputs!B10`, `B11`, `B12` contain 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](/internal/customers/rackson/review-process/labor-reclass-and-bonus) — the reviewer's checks, the GL accounts actually seen, and the **format-drift watch-out**
- [RCY payroll and maintenance](/internal/customers/rackson/workpapers/rcy-payroll-and-maintenance) — the RCY side of this same import
- [RRS payroll and accruals](/internal/customers/rackson/workpapers/rrs-payroll-and-accruals)