Raw

**To:** Robert Salton  
**From:** John Jackson  
**Subject:** Big Chief monthly settlement: Acceptance subject to data and balancing requirements  

Big Chief, a major multi-outlet customer, has requested to replace individual ticket settlements with a monthly computer file and single payment. Finance has reviewed the proposal and determined the request can be accepted provided the following conditions are met.

● **Require complete data fields in the monthly file.**
*   The 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, Finance will supply these identifiers from the customer master file for inclusion in subsequent submissions.

● **Standardize the extraction program and file format.**
*   Big Chief must develop an extraction program for its accounts-payable file.
*   The resulting file must conform to the format accepted by our national-accounts cash-receipt system.
*   Big Chief must transmit the file to Data Processing and submit the cheque with a detailed listing to the lockbox.

● **Ensure the file balances to zero prior to processing.**
*   Finance will balance the file according to the prescribed procedure.
*   The cheque total and file detail must net to zero.
*   Once balanced, the file will run through the national-accounts system to match ticket numbers against statement history and generate the relevant billing records.