Locate the deduction
Start from the remittance or K-Solve line. Preserve the original amount, date, prefix code, and reference fields before anything changes. KeHE uses 111 distinct prefix codes — each one indicates a different type of charge.
Gold-standard field guide · KeHE disputes
How to dispute a KeHE deduction
For CPG operations teams managing KeHE deductions — whether you are filing your first dispute or systematizing a process your team already runs.
Match the line to its purchase order. Confirm the charge is not contractual. Assemble evidence that speaks to the specific cause. File through K-Solve inside the 180-day window. Track the dispute to resolution.
The dispute path
Seven steps from deduction line to resolution.
Match it to the PO
Connect the line to the retailer-issued purchase order, invoice, shipment, and receiving event. An unmatched line is not ready to dispute — the PO is the anchor for every piece of evidence downstream.
Confirm it is disputable
Check the charge against your agreements and current KeHE policy. Contractual passthroughs should be verified, not disputed. In one audit, 88% of deduction dollars were contractual — disputing those wastes time and credibility.
Assemble the evidence packet
Gather the BOL, POD, packing list, ASN timing, appointment records, photos, and correspondence that speak to the specific cause. The packet must be specific to the PO and deduction date, not a general document.
File through K-Solve
Submit the dispute through the K-Solve portal with the strongest evidence attached, inside the 180-day dispute window. K-Solve is the only accepted dispute channel — email submissions are no longer accepted.
Track to resolution
Record the outcome, the owner, and the reason. Standard response SLA is approximately 3 weeks. An unanswered dispute is an unfinished dispute.
Feed back the root cause
If the cause was operational — recurring shortages at a specific DC, timing violations, labeling issues — route it into fulfillment, routing, or documentation changes so the same deduction stops recurring.
Evidence by cause
The packet depends on why the money was taken.
Different deduction types require different evidence. Each row below shows the cause, the documents that matter, and the governing KeHE policy section.
01Shortage (IA or KC)
Signed BOL, packing list, pick confirmation, proof of delivery, and any warehouse count records. If an IA was already taken on the same PO and a KC arrives later, flag it as a potential double-deduction — near-100% win rate.
Source: P&P §6.7 — DC case count governs; §4.4 — 180-day window
02Late or missed appointment (FF)
Appointment history from C3 Reservations, carrier tracking events, and the communication showing who moved the date. Check whether the fee is appointment-class (applies to both delivery methods) or lumping-class (Supplier Delivered only).
Source: IBR Fee Schedule p.2; P&P §6.3
03ASN or EDI compliance
Transmission timestamps and acknowledgement records for the 855, 753, and 856. The 855 must be sent within 24 hours of the PO — this is the deadline suppliers most often discover after missing it.
Source: IBR Guide; SPS Commerce records
04Damage or spoils (G)
Photos, POD notations, temperature logs, and the condition record at handoff to the carrier. Distinguish from CS (fixed-rate allowance) and Q (date-code failure).
Source: P&P §9.2, §9.3; IBR Guide §5-§7
05Pricing or allowance (IA, MCB)
The governing agreement, the PO, the invoice, and prior deductions taken under the same term. For MCB disputes, verify AAP enrollment status — AAP-enrolled suppliers are exempt from the MCB processing fee.
Source: P&P §4, §7.4; Fee Schedule
Current KeHE source documents, agreements, and portal instructions govern deadlines, channels, and requirements.
Worked example
A $1,240 shortage dispute from start to resolution.
An IA (Invoice Adjustment) posts for $1,240 on PO-88214 citing a 12-case product short. Here is how the dispute unfolds.
1
Locate
K-Solve shows IA, $1,240, PO-88214. The backup PDF has a "Product Variances" section — INVOICE QTY 48, RECEIVE QTY 36, QTY VARIANCE 12.
2
Match
PO-88214: 48 cases ordered, $25.83/case. Ship date June 28. DC 41 Chino. 12 × $25.83 = $1,240 — the math confirms the shortage claim.
3
Confirm disputable
This is IA sub-type "Product Short" (UDR-driven quantity discrepancy). Not contractual. But the 3PL pick confirmation, carrier BOL, and POD all show 48 cases. The shortage is at the DC, not the shipment.
4
Assemble packet
Pick confirmation (48 cases pulled), signed BOL (48 loaded), signed POD (48 delivered to dock), Slack message from DC receiving noting "pallet was pinwheeled — recount required."
5
File
Dispute submitted through K-Solve on July 5 (7 days after posting, within 180-day window). Dispute type: Product Short. Description references the BOL, POD, and DC recount anomaly. All four documents attached.
6
Resolution
KeHE Vendor Connections team responds July 22 (17 days). Credit issued for $1,240. Root cause logged: DC 41 recount error. Pattern note: third recount anomaly at DC 41 this quarter — escalate to Supplier Manager.
Quick reference
Before you file: three questions.
Is it matched?
Can you connect this deduction to a specific PO, invoice, and shipment? If not, it needs investigation, not a dispute.
Is it contractual?
88% of deduction dollars in a typical audit are contractual passthroughs. Verify the rate and calculation match your agreements. If they do, log it — don’t dispute it.
Is the evidence ready?
A dispute without the right evidence is worse than no dispute. Check the evidence-by-cause table above. Missing a document? Request it first.
Frequently asked
How long do I have to dispute a KeHE deduction?+
KeHE requires disputes to be filed through K-Solve within 180 days of the deduction date. K-Solve quick search covers roughly the last 90 days; advanced search reaches back 2 years. Current KeHE documents and portal instructions govern the actual deadlines.
Should I dispute every deduction?+
No. In one audit, 88% of deduction dollars were contractual passthrough — charges that follow agreed terms and should be verified, not disputed. Lines without a PO match or supporting evidence need investigation first. Disputing everything weakens credibility and wastes capacity.
What makes a dispute strong?+
A clear cause, a matched PO, evidence that speaks to that specific cause, and filing inside the window. A complete evidence packet beats a fast packet filed twice. For shortages, a signed BOL or proof of delivery is decisive. For pricing disputes, the PO and signed deal sheet.
What is a double-deduction and why does it matter?+
When KeHE takes an IA (at receiving) and then a KC (from a post-receipt audit) on the same PO for the same shortage, that is a double-deduction. These have a near-100% win rate because KeHE's own records show the same charge was taken twice. Always check whether a prior IA exists before disputing a KC.
Where does EasyOps fit?+
The free audit separates disputable items from contractual passthrough and ranks them by win probability and dollar value. The Intelligent PO™ workspace keeps evidence attached to the order, so the packet already exists when the deduction lands. In one audit, the tool identified $10,757 in disputable deductions from $151,671 total, with an estimated $5,940 recoverable.
What is the difference between IA and KC?+
Both are invoice adjustments, but they differ by timing and origin. IA posts at or near receiving (DC count, missed allowance, price mismatch). KC posts 30-90+ days later from KeHE's internal audit team. KC disputes are harder because the time gap erodes the evidence trail, so prioritize them aggressively.
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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