Raw

**To:** Robert Salton
**From:** John Jackson
**Subject:** We can accept Big Chief's electronic-settlement request using our existing procedures

You asked us to review Big Chief account 8306's request to replace per-ticket settlement with a monthly electronic file and one prepaid payment. The request is workable: the file Big Chief proposes can be processed through our national-accounts system without any change to our procedures, provided it meets three conditions.

**1. Every ticket on the file must be fully identified.**
Each record must carry the parent number, outlet number, ticket number, ticket amount, and delivery date. If Big Chief cannot supply the parent and outlet numbers, we can provide them from the customer master file for inclusion in later submissions.

**2. Big Chief must submit the file pre-balanced, with matching payment.**
Big Chief will build an extraction program from its accounts-payable file in the format our national-accounts cash-receipt system accepts. The file goes to Data Processing; the cheque, with a detailed listing, goes to the lockbox. We balance the file under the prescribed procedure, and the cheque total and file detail must net to zero.

**3. Once balanced, the file runs through our standard system unchanged.**
It is processed by the national-accounts system, which matches ticket numbers against statement history and produces the relevant billing records — exactly as it does today.

In short: Big Chief does the conversion and balancing; our systems and procedures stay as they are.