Does one document answer every deduction type?

No. A bill of lading answers a shortage or a freight and routing dispute, but it doesn't answer an EDI compliance dispute (that turns on your own transmission log) or an allowance dispute (that turns on a signed agreement). Match your deduction type to its row in the table above before you start pulling documents.

What if my deduction doesn't match any of these seven types?

Look the code up in the deduction code library. It groups the retailer codes it covers into categories and names the core evidence for each.

Where do filing deadlines and dispute channels appear?

Not on this page. Deadlines and channels vary by retailer, and they're covered in the cross-retailer dispute process guide and in each retailer's own current vendor manual.

Deduction Documentation Checklist

Proof and Documentation Checklist by Deduction Type

Each deduction type has its own documents that answer it. Find your type below, pull what's listed, and follow the guide link for each retailer's conditions and deadlines.

Which documents answer each deduction type

Each deduction type has its own documents that answer it. Find your type below, pull what's listed, and follow the guide link for each retailer's conditions and deadlines.

Deduction type, documents that answer it, and guide.
Deduction type	Documents that answer it	Guide
Shortage (including concealed shortage)	Bill of lading, proof of delivery, invoice (EDI 810), ship notice (EDI 856), and warehouse shipping record (EDI 945). For a concealed shortage specifically: the bill of lading's carton count against the pallet's carton count.	Shortage deduction disputes
OTIF / on-time	The ship date record, the appointment confirmation, the proof of delivery or gate-in record, the ASN, and the bill of lading.	OTIF fines
Freight and routing	The purchase order's freight terms, the routing request and confirmation, the carrier or facility assignment, the appointment record, and the bill of lading.	Freight and routing deductions
Returns / RTV	Your received-quantity count, carrier tracking record, and return authorization. For a defective-merchandise charge specifically: your inspection and receiving records for those units.	Returns and RTV deductions
EDI compliance	Your own EDI transmission log, the 997 functional acknowledgment, and the ASN's carton contents against the shipping labels applied.	EDI compliance chargebacks
Allowance / markdown	The signed vendor agreement, purchase order, or promotion/ad-program terms that set the rate, item, and period.	Allowance and markdown deductions
Pricing	The purchase order's negotiated cost (EDI 850) against the invoiced cost (EDI 810).	Pricing and cost-difference deductions

Shortage (including concealed shortage): bill of lading, proof of delivery, invoice (EDI 810), ship notice (EDI 856), and warehouse shipping record (EDI 945). OTIF / on-time: the ship date record, the appointment confirmation, the proof of delivery or gate-in record, the ASN, and the bill of lading. Freight and routing: the purchase order's freight terms, the routing request and confirmation, the carrier or facility assignment, the appointment record, and the bill of lading. Returns / RTV: your received-quantity count, carrier tracking record, and return authorization. EDI compliance: your own EDI transmission log, the 997 functional acknowledgment, and the ASN's carton contents against the shipping labels applied. Allowance / markdown: the signed vendor agreement, purchase order, or promotion/ad-program terms that set the rate, item, and period. Pricing: the purchase order's negotiated cost (EDI 850) against the invoiced cost (EDI 810).

How to use this checklist before you file

A deduction is disputable when your own records contradict the retailer's claim, and valid when they confirm it. Identify the type in the table above, pull its documents, and compare them against what the retailer's notice claims before you file or accept.

The check runs in three steps:

Identify the deduction type
Pull its documents from the table above
Compare them against the retailer's claim

The check runs in three steps: identify the deduction type, pull its documents from the table above, and compare them against the retailer's claim.

See also how to dispute a retailer deduction and the glossary for bill of lading, proof of delivery, ASN, and EDI terms.

Roy matches each deduction to the documents that answer it and prepares the dispute for review. Want to know where your own deductions stand against this checklist? Get a free deduction assessment.

Questions

Frequently asked questions

Does one document answer every deduction type?: No. A bill of lading answers a shortage or a freight and routing dispute, but it doesn't answer an EDI compliance dispute (that turns on your own transmission log) or an allowance dispute (that turns on a signed agreement). Match your deduction type to its row in the table above before you start pulling documents.
What if my deduction doesn't match any of these seven types?: Look the code up in the deduction code library. It groups the retailer codes it covers into categories and names the core evidence for each.
Where do filing deadlines and dispute channels appear?: Not on this page. Deadlines and channels vary by retailer, and they're covered in the cross-retailer dispute process guide and in each retailer's own current vendor manual.

Not sure where your own deductions stand against this checklist?

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