Raw

To: Robert Salton  
From: John Jackson  
Subject: Big Chief account 8306 — monthly settlement can be handled with a complete, balanced file and one prepaid payment  

Big Chief has asked to replace individual ticket settlement for account 8306 with one monthly computer file and one prepaid payment. The proposed arrangement can be handled within the existing national-accounts settlement process, subject to the file and payment controls below.

1. Require a complete monthly file.  
   - Any external account file must contain the parent number, outlet number, ticket number, ticket amount, and delivery date.  
   - If Big Chief cannot provide the parent and outlet numbers, we can supply them from the customer master file for inclusion in later submissions.

2. Have Big Chief extract, send, and pay in one monthly cycle.  
   - Big Chief will build an extraction program for its accounts-payable file.  
   - The resulting file will use the format accepted by our national-accounts cash-receipt system.  
   - Big Chief will send the file to Data Processing and send its cheque, with a detailed listing, to the lockbox.  
   - We will balance the file under the prescribed procedure; the cheque total and file detail must net to zero.

3. Process the balanced file through national accounts.  
   - Once balanced, the monthly file will run through the national-accounts system.  
   - It will match ticket numbers against statement history and produce the relevant billing records.