Step 0 field guide · KeHE remittance
For CPG operations teams working with KeHE deductions — the document you need to understand before you can audit anything.
The remittance is where every KeHE deduction audit begins. Before you open K-Solve, before you classify a prefix code, before you pull a BOL — you need to read the settlement record and know what each field is telling you.
Direct answer
It shows what KeHE paid you, minus every deduction applied to that payment cycle. Each line represents a charge that reduced your deposit — a compliance fine, a spoilage allowance, a promotional passthrough, a pricing adjustment, or something else entirely. The remittance does not explain why a deduction happened. It tells you that it happened, how much was taken, and gives you enough reference data to start the investigation.
If you are seeing a KeHE remittance for the first time, the density of codes and abbreviations can feel impenetrable. This guide walks through every field you will encounter, shows you what the most common prefix codes look like in context, and explains how to connect a remittance line to the PO it came from.
Anatomy of a remittance
Each remittance line contains these fields. Some are straightforward. Others require context from the PO, the fee schedule, or K-Solve to interpret correctly.
What it means
The KeHE-assigned invoice identifier for the original billing transaction. This is the anchor that ties a remittance line back to a specific shipment and receiving event.
Why it matters
Without the invoice number, you cannot trace a deduction to the PO it came from. Every audit starts here.
What it means
The retailer-issued purchase order number that originated the transaction. KeHE may abbreviate or reformat the PO number from its original form.
Why it matters
This is your connection point to the operational record — the shipment, the BOL, the receiving event, and the 3PL pick confirmation.
What it means
A 1-to-5-character code that identifies the type of charge. KeHE uses 111 distinct prefix codes. The prefix appears at the beginning of the deduction reference or description field.
Why it matters
The prefix tells you what kind of charge it is — compliance fine, spoilage allowance, promotional passthrough, or pricing adjustment. Classification starts here.
What it means
The dollar value deducted from your payment. Negative values represent charges against you. A positive value may indicate a credit or reversal.
Why it matters
Compare this to the original invoice total. If the deduction exceeds the invoice, that is a red flag worth investigating immediately.
What it means
The date the deduction was applied to the payment cycle. This is not the date of the original shipment or the date you shipped the order — it is the date KeHE processed the charge.
Why it matters
The 180-day dispute window starts from this date, not the ship date or the PO date. Track this field carefully.
What it means
Additional identifiers KeHE includes for cross-referencing. These may contain DC numbers, claim references, retailer program identifiers, or K-Solve case numbers.
Why it matters
When a line looks unfamiliar, the reference fields often contain the clue that connects it to a specific DC event or retailer program.
What it means
How KeHE settled the payment — typically ACH or check. The remittance groups all deductions applied within a single payment cycle.
Why it matters
One payment cycle can include deductions from dozens of POs across multiple DCs. The total deposited is the invoice total minus every deduction in that cycle.
Prefix codes in context
These five prefix codes appear frequently on KeHE remittances. Each example shows the code, the deduction amount, what it means, and what to do next. Codes marked “Potentially disputable” or “Investigate” deserve a closer look. See all 111 prefix codes.
A retailer-initiated charge routed through KeHE. This is not a compliance chargeback — KeHE is the billing intermediary. The dispute route is the retailer, not K-Solve.
Fill rate dropped below the 95% threshold, triggering a 3% fee on the shortage value. Check your BOL and POD — if they show full quantity shipped, the DC miscount is your evidence.
KeHE adjusted the invoice to match what was actually received or owed. Four sub-types: product short, missed allowance, supplier return, price discrepancy. Read the K-Solve backup sections independently.
The 8% processing fee on manufacturer chargebacks (promotional funding). AAP-enrolled suppliers are exempt from this fee. Verify your enrollment status and check the fee math against the Fee Schedule.
A proactive spoilage deposit taken automatically on every PO. This is not event-driven — it is a fixed-rate allowance. Verify the rate matches your P&P Terms Form. If it does, it is contractual.
Matching process
Three steps. Each one narrows the field. If you cannot complete step one, the line needs investigation before it can be classified.
Locate the PO number in the reference fields. KeHE may abbreviate it. If the PO reference is missing or unclear, use the invoice number to look up the transaction in K-Solve, then trace back to the PO from there.
Match the invoice number to your records. Pull the corresponding BOL, pick confirmation, and any ASN or EDI documentation. You need to know what was ordered, what was shipped, and what was invoiced.
Check: does the deduction amount make mathematical sense against the invoice? Does the quantity KeHE says they received match what your BOL says was shipped? Does the deduction date fall within the expected payment cycle? Discrepancies at any of these points warrant investigation.
Remittance to K-Solve
Think of the remittance as the bank statement and K-Solve as the transaction ledger. The remittance tells you the net amount deposited and lists every deduction applied. K-Solve gives you the case-level detail: the backup documentation KeHE used to justify the charge, the dispute submission form, and the resolution history.
To cross-reference: find the invoice number or deduction reference on your remittance, then search for that same identifier in K-Solve. The K-Solve record will show the prefix code, the deduction amount, the backup PDF (if available), and the dispute status. If a deduction appears on the remittance but not in K-Solve, contact your KeHE Supplier Manager — the charge may have been processed outside the standard workflow.
Warning signs
Not every deduction is worth investigating. But these three patterns almost always warrant a closer look.
Two or more deduction lines reference the same purchase order in a single payment cycle. This can indicate a legitimate multi-type charge (e.g., a shortage plus a compliance fine on the same order), but it can also signal a duplicate deduction or a cascading error. Pull both lines and verify each one independently against the PO.
What to do: Check whether the deductions are different types (SLF + IA is common and often legitimate) or whether the same charge appears twice. Duplicate deductions have a near-100% dispute win rate when documented.
A CN (Customer-Specific Weekly Pass-Through) line appears, but you cannot find a corresponding retailer agreement or program enrollment that explains it. CN charges are retailer-initiated — KeHE is only the billing intermediary. If you do not recognize the program, the charge may be applied to the wrong supplier or reference a program you did not agree to.
What to do: Pull your retailer agreements and compare. If the CN charge does not map to any active program, escalate to your broker or retailer buyer. Do not dispute through K-Solve — CN charges route through the retailer.
The deduction amount on a single line is larger than the original invoice for that PO. This should not happen under normal circumstances. It can result from a processing error, a fee calculated on an incorrect base amount, or a charge applied to the wrong invoice.
What to do: Compare the deduction amount to the original invoice total. If the deduction is larger, document the discrepancy and file through K-Solve with the original invoice as evidence. These cases are typically resolved quickly once the math is presented.
Frequently asked
The remittance is the settlement record — it shows what KeHE paid you after applying all deductions for a payment cycle. K-Solve is the detailed deduction portal where each charge has its own case, backup documentation, and dispute pathway. The remittance is the summary; K-Solve is where you investigate and act.
KeHE processes payments on a regular cycle, typically weekly. Each remittance covers all invoices and deductions settled in that cycle. A single remittance can include dozens of POs across multiple DCs and multiple deduction types.
No. The remittance tells you what was deducted, but disputes must be filed through the K-Solve portal. Use the remittance to identify which deductions need investigation, then open K-Solve to access the backup documentation, case details, and dispute submission form.
KeHE sometimes abbreviates or reformats PO numbers. Try searching by invoice number instead, or use a partial match on the PO digits. If neither works, the transaction may reference a different entity or a legacy order number from a DPI migration. Contact your KeHE Supplier Manager for clarification.
The 180-day dispute window runs from the deduction date shown on the remittance, not the date you received or reviewed the remittance. If you review remittances monthly instead of weekly, you may have already consumed weeks of your dispute window before you notice an issue.
Evidence boundary: This guide is based on KeHE remittance documents, K-Solve export structures, the P&P fee schedule, the IBR routing guide, and validated operational audit experience. It is not an official KeHE publication. Current KeHE documents and portal instructions govern. EasyOps does not guarantee that any specific deduction is recoverable.
Keep going
The remittance is Step 0. The guides below cover what comes next: auditing K-Solve, classifying prefix codes, assembling evidence, and filing disputes.
