Raw

**To:** Robert Salton  
**From:** John Jackson  
**Subject:** Big Chief account 8306 — monthly computer-file settlement  

Big Chief account 8306 has asked to replace individual delivery-ticket settlements with a monthly computer file and one prepaid payment. The question is what must happen before that file can enter our settlement process. Our review shows the proposal can be processed under the existing national-accounts procedure if three stages are completed, in the order the file moves:

1. **Prepare a valid 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 or outlet number, we can supply them from the customer master file for inclusion in later submissions.  
   - Big Chief will build an extraction program for its accounts-payable file, producing a file in the format accepted by our national-accounts cash-receipt system.  

2. **Submit and balance the payment.**  
   - 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. **Run the file through national accounts.**  
   - Once balanced, the monthly file will run through the national-accounts system, match ticket numbers against statement history, and produce the relevant billing records.