Raw

We can approve Big Chief’s monthly electronic settlement request provided they supply the required data, generate and deliver the file and payment, and allow our system to reconcile and bill. 

Big Chief, a major multi-outlet customer, has requested to replace individual ticket settlements with a monthly electronic file and a single prepaid payment. Because our national-accounts cash-receipt system requires specific data identifiers and a zero-net balance between the electronic file and the physical cheque to process payments accurately, we must define the implementation steps before proceeding. To ensure accurate reconciliation and billing, the process must follow this sequence:

1. Data Preparation
   - The 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 identifiers, we will supply them from the customer master file for inclusion in later submissions.

2. File Generation and Payment Delivery
   - Big Chief will build an extraction program for its accounts-payable file, formatted to match our national-accounts cash-receipt system.
   - Big Chief will send the resulting file to Data Processing and deliver the cheque, along with a detailed listing, to the lockbox.
   - We will balance the file under the prescribed procedure, ensuring the cheque total and file detail net to zero.

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