Raw

**Subject:** Approval of Big Chief’s monthly electronic settlement request  

**Situation:** Finance currently settles each Big Chief delivery ticket individually.  

**Complication:** Big Chief wants to replace individual ticket settlement with a single monthly electronic file and one prepaid payment, altering our standard workflow.  

**Question:** Should we accept this new settlement method?  

**Answer:** Yes – we can support the monthly electronic settlement provided the file meets our data requirements and the balancing steps are followed.  

**Key requirements and process**  

1. **File content** – The external file must contain the parent number, outlet number, ticket number, ticket amount, and delivery date. If Big Chief cannot supply the parent or outlet numbers, Finance will add them from the customer master file.  

2. **Responsibilities** – Big Chief will build an extraction program to generate the accounts‑payable file, send the file to Data Processing, and forward the prepaid cheque (with a detailed listing) to the lockbox. Finance will balance the file, ensuring the cheque total and file detail net to zero.  

3. **Settlement execution** – After balancing, the monthly file will run through the national‑accounts system, match ticket numbers against statement history, and produce the appropriate billing records.  

**Next step:** Proceed with implementation under the conditions above.