To: Robert Salton From: John Jackson Subject: Big Chief monthly electronic settlement process Big Chief has requested replacing individual ticket settlements with a monthly electronic file and single payment. Finance reviewed the proposal and defined the operating requirements to implement this change. Big Chief's monthly electronic settlement proceeds through three sequential stages: supplying complete data, transmitting the file with payment, and reconciling the transaction to generate bill...
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To: Robert Salton
From: John Jackson
Subject: Big Chief monthly electronic settlement process
Big Chief has requested replacing individual ticket settlements with a monthly electronic file and single payment. Finance reviewed the proposal and defined the operating requirements to implement this change.
Big Chief's monthly electronic settlement proceeds through three sequential stages: supplying complete data, transmitting the file with payment, and reconciling the transaction to generate billing records.
**1. Data Specifications**
* 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, we will supply these identifiers from the customer master file for inclusion in later submissions.
**2. Transmission Routine**
* Big Chief will build an extraction program for its accounts-payable file using the format accepted by our national-accounts cash-receipt system.
* Big Chief must send the file to Data Processing and submit the cheque with a detailed listing to the lockbox.
**3. Reconciliation and Billing**
* We will balance the file under the prescribed procedure, ensuring the cheque total and file detail net to zero.
* Once balanced, the file runs through the national-accounts system to match ticket numbers against statement history and produce the relevant billing records.
