Dispute evidence
The backup documentation that wins deduction disputes
Disputes are won on paperwork, not argument. Here's the type-by-type evidence each deduction needs — assemble it before you file, or a valid claim gets denied.
OverDeduct Deduction Recovery Team · Deduction recovery specialists working with emerging & mid-market CPG brands
Last reviewed: August 4, 2026
Educational content — not legal, tax, or accounting advice. Verify deadlines and fee details against your current distributor agreement before disputing.
Every distributor adjudicates a dispute on the backup you attach to the case, not on your explanation. Matching the evidence to the deduction type is the difference between a claim that gets paid and one that bounces.
Backup by deduction type
| Deduction type | Decisive evidence | Strengthens the case |
|---|---|---|
| Shortage / OS&D | Signed BOL or POD showing full quantity received | Packing list, pick ticket, timestamped ASN (EDI 856) |
| Pricing / deal | PO and cost sheet showing the agreed price | Signed deal or allowance authorization |
| MCB | Signed deal sheet authorizing the promotion | Promotion dates and SKU list, chargeback records |
| Spoilage / unsaleables | Code-date and shelf-life records | Photos, receiving records, disposition documentation |
| Fill-rate penalty | Original and amended PO showing ordered quantity | Shipment confirmation, EDI 856 |
| Co-op | Signed promotion authorization + proof the ad ran | Air checks, tearsheets, matching invoices |
| Duplicate | Proof the same charge was already taken | Original deduction line, credit memo, invoice match |
The documents, explained
- BOL (bill of lading) — the shipping document that itemizes what was loaded and, when signed, what was received.
- POD (proof of delivery) — the signed confirmation of delivery; the single most decisive doc for a shortage.
- ASN / EDI 856 — the advance ship notice; a timestamped record that what you say you shipped actually went out.
- PO (purchase order) — the buyer's order; the anchor for pricing and fill-rate disputes.
- Cost sheet / deal sheet — the agreed price or promotion terms; decisive for pricing, MCB and co-op.
- Credit memo — the record of an already-issued credit; how you catch duplicates and double-counted returns.
Two habits that save disputes
- Archive as you go. Deal sheets, POs, signed promotions and PODs are hard to reconstruct months later. File them so a post-audit claim or a 12-month window doesn't catch you empty-handed.
- Match evidence to the case before filing. One clean, type-appropriate evidence package per deduction beats a pile of unrelated files. See the analyst workflow for how disputes actually get filed in K-Solve and the UNFI Dispute Center.
Recover what's yours
Know which deductions are worth gathering backup for
Analyze a remittance and we'll flag the disputable lines and what each one needs to win — so you spend your time assembling evidence that pays.
See which deductions need backup →Frequently asked questions
What documentation do I need to dispute a deduction?
It depends on the type: a signed BOL or proof of delivery for shortages, the PO and cost sheet for pricing disputes, a signed deal sheet for MCBs, and code-date/shelf-life records for spoilage. Disputes are won on this paperwork, not on argument.
What is the most important backup document?
For shortages — the most common recoverable type — a signed proof of delivery (POD) or bill of lading (BOL) showing the full quantity was received is usually decisive. Timestamped ASN (EDI 856) records and packing lists strengthen it.
Can I dispute a deduction without backup documentation?
You can file, but you're unlikely to win. Distributors adjudicate on the evidence attached to the case, and a claim without the matching backup is typically denied or bounces. Assemble the paperwork before you file.
How long should I keep backup documentation?
Longer than you'd expect. Post-audit deductions can surface months or over a year after a transaction, and dispute windows at some distributors run up to 12 months. Archive deal sheets, POs and signed promotions so they're retrievable when a claim appears.