---
title: "RRS — Receivables"
sidebarTitle: "RRS receivables"
description: "Accounts receivable, due from seller, intercompany tie-out, Coke and RSI rebates, employee receivables, paycards, and gift cards for Rackson Restaurants (E01)."
icon: "hand-holding-dollar"
---

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

Seven workpapers covering the RRS receivable accounts, including the intercompany tie-out that must net to zero before close.

<Info>
  **Source:** `Rackson_Workpaper_Instructions.docx` — Part I, Receivables.
</Info>

## 12000 — Accounts receivable

**Owner:** Betsy / Maureen

Schedules open items in acct 12000 — historically the DE Gross Receipts penalty/interest and a Loop overpayment pending refund.

<Steps>
  <Step title="Tie the GL to the schedule">
    Run the GL detail for acct 12000 from Intacct. Confirm the ending balance matches the workpaper total (illustrative: $7,607.34 as of the last update).
  </Step>
  <Step title="Review each open item">
    For the **DE Gross Receipts penalty**: check with Caitlin/legal for any response to the abatement letter and update the Comments column with current status.
  </Step>
  <Step title="Chase the Loop overpayment">
    Confirm with Caitlin whether a refund check or credit has been received for the Loop overpayment (illustrative: $6,696). If received, record DR Cash / CR 12000 and remove from the schedule.
  </Step>
  <Step title="Add new items and reconcile">
    Add any new AR items that arose during the period with date, store, description, and amount. **The total must agree to the Intacct GL balance** — any difference requires a JE or a correction to the workpaper.
  </Step>
</Steps>

## 12100 — Due from seller

**Owner:** Betsy

Tracks amounts owed by the FLAME sellers related to property tax adjustments. **Balance should be $0** — fully written off in P3 2026.

<Steps>
  <Step title="Confirm the zero balance">
    Confirm the GL balance for acct 12100 is $0 in Intacct (the $8,299 write-off was recorded in P3 per Mike's direction).
  </Step>
  <Step title="Handle any new amounts">
    If any new amounts arise (seller adjustments, additional credits), add a line to the schedule and **confirm with Mike before recording**.
  </Step>
  <Step title="Note the confirmation">
    If the balance remains $0, no update is required — note "Balance $0 — confirmed [Period]" in the Comments column.
  </Step>
</Steps>

## 12505 — Intercompany tie-out (RRS/RCY)

**Owner:** Betsy / Maureen

Confirms the intercompany balance between RRS and RCY nets to zero across both entities: RRS carries a debit balance in acct 12505, RCY carries an equal and opposite credit balance.

<Steps>
  <Step title="Run the tie-out report">
    In Intacct, run the **Intercompany Tie Out Report** for location group "RRS / RCY Entities" as of the period end date. Export to Excel.
  </Step>
  <Step title="Paste and update the as-of date">
    Paste the report output into the workpaper, replacing prior period data. Confirm the **As of Date** cell is updated.
  </Step>
  <Step title="Verify the net is zero">
    Verify acct 12505 for RRS and RCY net to zero (equal and opposite).
  </Step>
</Steps>

<Warning>
  Any imbalance **must be investigated and corrected with a JE before the books are closed.** Common sources: intercompany charges posted in one entity but not the other, and timing of allocation entries. Trace to the most recent intercompany activity and post offsetting entries.
</Warning>

See [Intercompany tie-out mechanics](/internal/customers/rackson/review-process/intercompany-tie-out) for why a one-sided result almost always means a location-coding error rather than a real imbalance.

## 12700 / 12730 — Rebates receivable (Coke and RSI)

**Owner:** Maureen

Tracks the Coca-Cola (acct **12700**, 80% accrual at **1.76%** of sales) and RSI (acct **12730**, 20% accrual at **0.44%** of sales) rebate receivables by period, netting accruals against cash payments received.

<Steps>
  <Step title="Confirm the beginning balances">
    Confirm whether any payment was received from Coke or RSI during the period. The BOP receivable carries forward from the prior period ending balance for both accounts — verify these match the prior period EOP balance.
  </Step>
  <Step title="Calculate the current period accrual">
    Pull total RRS net sales for the period from the sales journal or RTI. Multiply by **1.76%** for Coke (80% portion) and **0.44%** for RSI (20% portion). Enter as **negative** amounts — credit to income, debit to receivable, shown as negative per the workpaper convention.
  </Step>
  <Step title="Post the accrual">
    Use `IMPORT_P5_Rebate_Accrual.csv`: GJ to acct **49000** by store location. Confirm the total matches your calculation.
  </Step>
  <Step title="Record any payment received">
    If a payment is received during the period, enter it in the "Pmt Received" row and verify the EOP balance reduces accordingly.
  </Step>
  <Step title="Tie to the GL">
    Confirm the EOP balance for both accounts agrees to the Intacct GL dimension balance report.
  </Step>
</Steps>

**Files:** `IMPORT_P5_Rebate_Accrual.csv`

<Note>
  This is the **Coke/RSI store-level rebate accrual** — a different program from the preventive-maintenance (PTM) vendor rebate on the Rebates Receivable review schedule. Don't conflate the two. See [Rebates and small schedules](/internal/customers/rackson/review-process/other-assets).
</Note>

## 12800 — Due from employees

**Owner:** Betsy

Tracks employee receivables — advances and partial direct deposit returns.

<Steps>
  <Step title="Tie the balance">
    Confirm the GL balance for acct 12800 equals the workpaper total (illustrative: $100 from a DD partial return).
  </Step>
  <Step title="Clear collected items">
    For an open DD partial return, confirm with payroll (Jessie) whether the employee has repaid or been deducted. If collected, record DR Cash (or PR deduction) / CR 12800 and clear the line.
  </Step>
  <Step title="Add new receivables">
    Add any new employee receivables (payroll advances, overpayments) with date, store, description, amount, and repayment plan.
  </Step>
</Steps>

<Warning>
  Balances outstanding **more than 90 days require manager approval and documentation.**
</Warning>

## 12850 — Paycards (NetSpend / Skylight)

**Owner:** Jessie

Reconciles the paycard liability balance in acct 12850 against the Skylight Reconciliation Report and produces the Intacct import for the paycard JE.

<Steps>
  <Step title="Pull the Skyposit Reconciliation Report">
    Log in to Skylight.net (NetSpend portal) and navigate to **Tools → Reports → Skyposit Reconciliation Report**. Pull for the full period — this exports a CSV with settlement date, employee name, account number, and amount.
  </Step>
  <Step title="Paste into the workpaper">
    Paste the Skylight CSV data into the **Skyposit_Reconciliation_Report** tab, below any prior period rows.
  </Step>
  <Step title="Sum the period credits">
    Sum the total credits (positive amounts = credits loaded to employee cards) for the period. **This is the paycard expense for the period.**
  </Step>
  <Step title="Confirm the reference sequence">
    In ProWork, determine the reference number sequence used for paycard "checks" — a separate sequence from regular payroll checks. Confirm with Jessie.
  </Step>
  <Step title="Verify and import">
    `IMPORT_12850_Paycard_P5_2026.csv` is pre-built: PYRJ journal type, DR/CR to acct 12850 by entity (**E01** for RRS, **RCY** for Cayenne). Verify the amounts match the Skylight total before importing.
  </Step>
  <Step title="Confirm the account clears">
    After import, confirm acct 12850 GL balance is cleared, or reflects only amounts loaded but not yet redeemed.
  </Step>
</Steps>

**Files:** `IMPORT_12850_Paycard_P5_2026.csv`

<Note>
  The **payroll card liability should net to zero across all locations in aggregate.** RRS has historically shown more location-level variances here than other account types — the standard practice is to true individual locations out against each other rather than leaving offsetting location-level balances unresolved.
</Note>

## 12900 — Gift cards

**Owner:** Maureen / Jeff

Reconciles gift card liability (redemptions versus issuances) by store using Business Track data, and identifies variances that feed over/short or other adjustments.

<Steps>
  <Step title="Log in to Business Track">
    Use the Gift Card login in the **permanent file**. Navigate to **Prepaid Business Center → Reporting**.
  </Step>
  <Step title="Run both reports for all six reporting groups">
    There are **6 reporting groups**. For each: select the group, click Go, select **Date Range Downloads**, then run two reports —

    - **Details** for the period → paste into the **GC1** tab
    - **Fee Invoice Summary Report** for the month → save in the bank docs folder for the next period
  </Step>
  <Step title="Refresh and flatten the pivot">
    After all 6 groups are done, go to the **GC Sum By Store** tab and **refresh the pivot table**. Copy the pivot and paste as **values** into columns K–Q of the same tab.
  </Step>
  <Step title="Update the sales journal tab">
    Update the **GC Account Entry from SJ** tab by pasting in gift card data from the sales journal.
  </Step>
  <Step title="Code the variances">
    Review column AA on the GC Sum by Store tab and compare variances to sales journal over/short variances:

    | Variance type | Coding |
    |---|---|
    | Matches an SJ over/short variance | acct **75200** (cash O/S) |
    | Most other variances | acct **75400** |
  </Step>
  <Step title="Confirm before posting">
    Before posting any adjusting JE, review the **GC Recon** tab — confirm no other variances remain and that the GL will tie out after adjustments.
  </Step>
</Steps>

## Related

- [Intercompany tie-out](/internal/customers/rackson/review-process/intercompany-tie-out) — the detailed mechanics behind 12505
- [Rebates and small schedules](/internal/customers/rackson/review-process/other-assets) — how the reviewer treats rebates and the PTM exposure
- [RCY sales and revenue](/internal/customers/rackson/workpapers/rcy-sales-and-revenue) — the RCY Coke rebate and gift card equivalents