Tobacco Documents Online

II. UPDATING VENDOR FILE Flow Chart Ref. A) CRT Operator will access redeemer data base (i.e. ~,~ vendor file) using the invoice Zip Code and/or the Ua Redeemer account number. The following information will appear on the CRT screen: 1. Vendor account code (redeemer number) 2. Name and address of Vendor 3. Possible suspect code (See II D) If further information is needed, the CRT Operator can request vendor activity (i.e., last vendor activity date). ~-/ 9 /~~ V B) If the vendor is not listed on the data base, the . invoice and coupons are given to the Information and Review Department for further handling. A questionnaire is sent to the retailer requesting detailed business information. If no answer is received from the retailer in 30 days, a follow-up questionnaire is sent. If, after the second 30 days no answer is received, the invoice is marked as "suspect" and not paid. The invoice and coupons are stored for t.\ approximately two years. C) If the retailer returns the completed questionnaire, the information is reviewed by the appropriate management personnel, the vendor is entered into the data base, and the invoice is processed for payment. D) If the CRT highlights a vendor as "suspect", the invoice and coupons are sent to the "on-line edit coordinator", who will Qjirk the invoice and the computer record as an "exception". The vendor will ' then appear on an "Exception Report". The invoice and F~'-!7 coupons are sent to storage and the vendor is not contacted. If the vendor does question Donnelley, further information will be requested from the vendor. C