Subject: Accept Big Chief Monthly Settlement Request Subject to Conditions Big Chief has requested to replace individual ticket settlements with a monthly electronic file and a single payment. Finance has reviewed the proposal and determined that implementation requires adherence to specific data standards, a defined submission workflow, and strict balancing controls. Accordingly, we can accept the request provided the following conditions are met. 1. Data Requirements - The external account ...
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Subject: Accept Big Chief Monthly Settlement Request Subject to Conditions
Big Chief has requested to replace individual ticket settlements with a monthly electronic file and a single payment. Finance has reviewed the proposal and determined that implementation requires adherence to specific data standards, a defined submission workflow, and strict balancing controls. Accordingly, we can accept the request provided the following conditions are met.
1. Data Requirements
- 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 or outlet numbers, we will supply these identifiers from the customer master file for inclusion in later submissions.
2. Submission and Balancing Procedures
- Big Chief must build an extraction program for its accounts-payable file.
- The resulting file must use the format accepted by our national-accounts cash-receipt system.
- Big Chief will send the file to Data Processing and deliver the cheque 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 Processing 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.
```mermaid
flowchart TD
A["Accept Big Chief Monthly Settlement\nSubject to Conditions"] --> B1["Data Requirements"]
A --> B2["Submission & Balancing"]
A --> B3["System Processing"]
B1 --> C11["Include parent, outlet, ticket,\namount, and date"]
B1 --> C12["Supply missing parent/outlet\nIDs from master file"]
B2 --> C21["Build extraction program\nfor AP file"]
B2 --> C22["Use format accepted by\ncash-receipt system"]
B2 --> C23["Send file to Data Processing;\nCheque + listing to lockbox"]
B2 --> C24["Balance file per procedure;\nTotal and detail net to zero"]
B3 --> C31["Run balanced file through\nnational-accounts system"]
B3 --> C32["Match ticket numbers against\nstatement history"]
B3 --> C33["Produce relevant billing records"]
```
