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Deduction Decoder

Deduction Decoder is software. It is not a law firm and not a collection agency, gives no legal advice, does not contact buyers or file on your behalf. Not affiliated with or endorsed by UNFI, KeHE, Walmart or Amazon; names are used only to identify the documents the tool reads.

Deduction dispute deadlines by buyer (2026)

Short answer: UNFI 12 months (file within 60 days if you can), KeHE 180 days, Walmart up to 2 years (treat shortages as 12 months), Amazon Vendor 2 years for shortages and price claims, but only about 30 days for operational chargebacks. Miss the window and the money is gone, even when the deduction was wrong.

BuyerWindowCounted fromWhere to fileWatch out
UNFI Natural12 months (60 days suggested)Deduction dateDispute Center (myUNFI)One appeal, only with new info. Cash terms, short pays, SAS/PRGX audits go by email
UNFI Conventional12 months (60 days suggested)Deduction dateePASS on SV Harbor ("open a PASS")Backup files ≤ 5 MB
KeHE180 days, then waivedDate KeHE deductedK-Solve (KeHE CONNECT)Shortages: reply to the UDR within 48 h
Walmart (AP)2 years max; shortages 12 months (conservative)Claim / invoice dateAPDP in Retail LinkSome allowance codes only via Buyer Payback; AR items via HighRadius
Amazon Vendor2 years (shortage, price, co-op NA)Deduction dateVendor CentralShortages: wait out the 35-day matching period, then file within ~5 days. Chargebacks ≈ 30 days

Three habits that recover the most

  1. Work newest first, but rescue the almost-expired. Flag anything in its last 30 days.
  2. Put every deadline in a calendar the day the remittance arrives. Deduction Decoder exports an .ics file with one event per line and a reminder 14 days before.
  3. Don't dispute contractual items. Terms discounts, agreed allowances and listed fees are valid unless the rate is wrong. Disputing them burns goodwill.

Check your deadlines automatically

Drop a remittance or deduction export into Deduction Decoder. Each line gets its deadline, an urgent/expired flag and the right filing channel. Analysis runs entirely in your browser.

Sources: SPS Commerce (UNFI Dispute Center; UNFI Conventional; common grocery deductions); KeHE Supplier Policies & Procedures 1 Nov 2025 s.4.4; SupplyPike "What can I dispute in APDP?"; Glimpse Walmart APDP guide; SupplyPike "Amazon disputing best practices"; Overdeduct "Dispute deadlines". Deadlines change: your agreement and the buyer portal prevail. Not legal advice.