Deduction Codes & Dispute Guide
UNFI uses 15 deduction reason codes across 6 categories. Of these, 10 are typically disputable with proper documentation. The standard dispute window is 60 days from the deduction date.
Natural suppliers: use UNFI Natural Supplier Dispute Form (Excel, not PDF). Conventional suppliers: use ePASS self-service platform. Email supplierdeductiondisputemgmt@unfi.com. Sign up for weekly MCB documents for deduction backup. Credits appear with 'PB' (payback) suffix.
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All known UNFI deduction reason codes with dispute guidance.
| Code | Name | Category | Disputable | Recovery | Tips |
|---|---|---|---|---|---|
| CD | Cash Discount 2% discount if paid within 10 days. Standard terms. | pricing | No | low | Rarely disputable. Verify discount terms match your agreement. |
| SH | Shortage Missing or short-shipped product. Billed at UNFI list price. If during deal period, also billed for discount on unshipped goods. | logistics | Yes | high | Use Natural Supplier Dispute Form (Excel). Provide BOL, packing list, and weight tickets. |
| SP | Spoilage / Unsaleables Goods spoiled or insufficient shelf life. Part of Fairshare allowance (~1% recommended budget). | quality | Yes | medium | Request spoilage documentation. Verify shelf life at time of shipment. |
| RT | Returns Product returns from retailers. Part of Fairshare allowance. | returns | Yes | medium | Request return detail. Verify returns were from authorized products. |
| DA | Damage Product damaged in transit or at UNFI distribution center. | quality | Yes | medium | Request damage photos. File carrier claim if transit-related. |
| FA | Freight Allowance Cost for UNFI-arranged pickup. Varies by brand and distance. Also charged for underutilized truck space. | logistics | No | low | Generally not disputable. Negotiate rates at onboarding. |
| LF | Late/No-Show Fee Sliding scale penalty for delivery non-compliance. | compliance | Yes | medium | Provide carrier tracking showing on-time arrival. Challenge appointment discrepancies. |
| CF | Compliance Fee Label, documentation, or other policy violation charges. | compliance | Yes | medium | Request specific violation details. Show compliance documentation. |
| NI | New Item Setup Fee Slotting equivalent. Fee per warehouse for new item activation. | trade | No | low | Generally not disputable. Budget for this at product launch. |
| OI | Off-Invoice Discount Agreed promotional off-invoice discount. | trade | No | low | Verify discount matches signed deal. Check dates and items. |
| BB | Billback Retailer promotional billback passed through by UNFI. Added fee/upcharge from distributor. | trade | Yes | medium | Request billback detail from UNFI. Verify retailer promo was authorized. |
| MCB | Manufacturer Chargeback Retailer discount pass-through. MCB documents sent weekly. | trade | Yes | medium | Review weekly MCB documents. Verify each chargeback against authorized promotions. |
| SL | Service Level Fine Penalty for fill rate below 98% threshold. | compliance | Yes | medium | Verify fill rate calculation. Provide evidence of inventory availability. |
| SSA | Simplified Supplier Approach 2.5% flat fee (effective May 2024) for sell-through data access. | trade | No | low | Not disputable. Negotiate at contract renewal. |
| OS | Overship Charge 35% off-invoice discount on overshipments. | logistics | Yes | high | Verify PO quantities. Show shipment matched PO. |
Proactive steps to reduce deductions and improve compliance.
Natural and conventional suppliers use DIFFERENT dispute processes -- know which you are
Sign up for weekly MCB documents immediately -- this is your deduction backup data
Credits appear with 'PB' suffix -- match these to your disputed deductions
Fairshare allowances (spoilage, returns, merchandising) budget ~1% each
SSA fee (2.5%) is non-negotiable but gives you sell-through data access
Fill rate below 98% triggers Service Level fines -- maintain safety stock
Use ePASS for faster resolution on conventional side
Stop spending hours on manual deduction research. AisleCore automatically matches deductions to promotions, flags invalid charges, and generates dispute documentation.