Field guide · KeHE evidence
What to collect for each deduction type, organized by cause — not by document type, not by prefix code.
Different deductions require different evidence. A signed BOL wins a shortage dispute but means nothing for a pricing dispute. This checklist maps each cause to the specific documents KeHE expects.
Direct answer
KeHE uses 111 prefix codes, but evidence requirements group into seven cause categories. A shortage dispute needs proof of what shipped and what arrived. A pricing dispute needs the governing agreement and the PO. An EDI compliance charge needs transmission timestamps. Collecting the right evidence for the wrong cause wastes time and weakens the dispute.
Each section below shows one cause, the prefix codes it covers, and the specific documents to collect. Check the source reference for the governing KeHE policy section.
Evidence by cause
Each card below shows the deduction cause, the prefix codes it covers, and the specific documents to collect. The checklist items are ordered by importance.
01Shortage / quantity variance
IA, KC
DC case count governs. If the BOL, pick confirmation, and POD all agree and KeHE’s count differs, the evidence packet is strong.
Source: P&P §6.7 — DC case count governs
02Late delivery / appointment
FF
Late fees vary by delivery method. Appointment-class fees apply to both KeHE Delivered and Supplier Delivered. Lumping fees apply only to Supplier Delivered.
Source: IBR Fee Schedule p.2; P&P §6.3
03Fill rate / service level
SLF
KeHE assesses 3% of the shortage value when fill rate drops below 95%. If your records show full shipment, the DC miscount is your evidence.
Source: P&P §6.5 — 95% threshold, 3% fee
04Damage / spoils
G, Q
Physical damage (G) requires evidence at the carrier handoff. Date-code failure (Q) is about shelf life at receipt. CS is a proactive deposit — not event-driven — and is typically contractual.
Source: P&P §9.2, §9.3; IBR Guide §5–§7
05Pricing / allowance
IA, MCB
Pricing disputes require the written agreement as the anchor. If the PO price, invoice, and deal sheet all agree and the deduction differs, the packet is strong. MCB disputes should check AAP status first.
Source: P&P §4, §7.4; Fee Schedule
06EDI / ASN compliance
EDI-related codes
The 855 deadline is the one suppliers most often discover after missing it. Transmission timestamps from your EDI provider are the primary evidence.
Source: IBR Guide
07Retailer-specific pass-through
CN, SF, GP, etc.
Pass-throughs are charges KeHE forwards from the end retailer. Most are contractual, but anomalous spikes should be verified against actual shipping activity.
Source: P&P §8
Current KeHE source documents, agreements, and portal instructions govern deadlines, channels, and requirements.
When to collect
Evidence collection happens in two modes. Proactive collection builds the packet before a deduction ever posts. Reactive collection assembles it after the charge appears. Proactive is faster, more complete, and wins more disputes.
The 180-day clock
The 180-day dispute window is a deadline, not a target. Every day between the event and the dispute makes evidence harder to collect. Carrier records age out. Warehouse staff rotate. Photos get deleted. Communication threads get buried.
All evidence is fresh. BOLs are signed, PODs are filed, carrier tracking is live, photos are on the driver’s phone, and warehouse staff remember the shipment. This is when proactive collection captures everything.
Carrier tracking events start archiving. 3PL systems rotate logs. Communication threads move off the first page. Still recoverable, but requires deliberate requests.
Warehouse staff may not remember the specific shipment. Temperature logs may have been overwritten. Photos from the loading dock are harder to locate. Reactive collection takes significantly more effort.
You are now in the back half of the dispute window. Evidence gaps are difficult to close. If the BOL or POD was not captured at the event, it may be unrecoverable. The dispute must be filed before day 180 regardless.
Collect at the event, not at the dispute. The strongest evidence packets are assembled before the deduction posts.
Frequently asked
Because different deduction types require different evidence. A signed BOL is decisive for a shortage dispute but irrelevant for a pricing dispute. Organizing by cause ensures you collect exactly what KeHE expects for that specific charge — nothing missing, nothing wasted.
The signed BOL, because it proves what left the dock. When the BOL, pick confirmation, and POD all agree on the same quantity and KeHE’s DC count differs, the evidence packet is strong. If a prior IA already exists on the same PO, flag it as a double-deduction — near-100% win rate.
Disputes must be filed through K-Solve within 180 days of the deduction date. But evidence becomes harder to find as time passes — carrier records age out, warehouse staff rotate, photos get deleted. The strongest packets are assembled at the event, not after the deduction posts.
Do not file without it. A dispute with incomplete evidence is weaker than a dispute filed a few days later with the right documents. Request the missing piece from your 3PL, carrier, or EDI provider, then file with a complete packet.
The Intelligent PO™ workspace attaches evidence to the order as it happens — BOL at shipment, POD at delivery, ASN timestamps at transmission. When a deduction posts, the packet already exists. The free compliance audit identifies which deductions are disputable and what evidence you need for each.
Evidence boundary: This guide is an operating framework, not a substitute for current KeHE documents or a determination that any specific deduction is recoverable. Always verify current terms, evidence, and deadlines.
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