How to pull your complete KeHE deduction data

Where KeHE keeps your deduction data

KeHE runs everything for suppliers through the KeHE CONNECT Supplier Portal (connectsupplier.kehe.com). Deductions live in K-Solve, KeHE's deduction and dispute app inside the portal, under Sales Orders → Credits → K-Solve. It's also the only place KeHE accepts disputes, which it calls repayment requests.

That makes KeHE simpler than most distributors. One K-Solve export gives you both the deductions and the payments, with the check each deduction was taken on. Every deduction's backup is one click away on the same screen.

What “complete” means: four layers

Before you start

• A KeHE CONNECT login with K-Solve access. If your broker manages KeHE for you, they may already have one and can pull these files.
• Access to the inbox that receives your KeHE purchase orders. That's where UDRs go, and it's often a warehouse or customer-service inbox.

File 1: the K-Solve export (deductions and payments)

1. Log in at connectsupplier.kehe.com.
2. Go to Sales Orders → Credits → K-Solve.
3. Open Filters (the funnel icon) and set From to six months ago. Don't skip this. Quick search shows only the last 90 days, and you have 180 days to dispute.
4. Leave Status on all statuses, so both Paid and In progress lines are included.
5. Click Export. K-Solve downloads an Excel file.

How to tell it's the right file: 13 columns: Invoice #, Date, Remarks, PO #, Invoice Amt, Status, DC Name, Check #, Check Date, Check Amt, Special Payee, ESN and Vendor Name.

Reading it:

• Positive amounts are invoices KeHE paid. Negative amounts are deductions.
• Deductions have no reason column. KeHE writes the type into the deduction number: MCBP… is a promotion chargeback, SPOIL… is spoils, and a number ending in IA is an invoice adjustment, usually the result of a UDR or a price or quantity difference. Decode the rest in the KeHE code library.
• In progress lines have no check yet. KeHE posts deductions in K-Solve before the payment that carries them, often weeks before. The 180-day clock is already running, so treat them like any other deduction.

After the first pull: export monthly, with From set to the first day of last month.

File 2: View Backup (why each deduction was taken)

1. In K-Solve, find the deduction by its Invoice #.
2. Click the document icon on that line (View Backup) and download the file.
3. Keep it exactly as it downloads.

How to tell it's the right file: an Excel file named after the deduction number, with two tabs, Supplier Details and Product Details. It names the program and lists the store-level lines KeHE billed, ending in Sub Total, EP Fee and Invoice Total.

Look at the EP fee. It's KeHE's processing fee, added on top of the program's lines, so check it against your fee schedule along with the lines themselves.

You don't need backup for every deduction up front. Start with the largest deductions and the ones you don't recognize.

File 3: UDRs (the 48-hour one)

When KeHE's dock counts your delivery short, damaged, expired or over, it sends an Unloading Discrepancy Report (UDR). Three things make UDRs different from everything else on this page:

• They don't live in K-Solve. KeHE emails or faxes them to the address that receives your KeHE purchase orders, often an inbox nobody watches for this.
• KeHE requires a written response within 48 hours.
• An unanswered UDR is hard to undo. KeHE's policies make its dock count govern, and a shortage backed by a UDR you didn't answer isn't repaid later. It turns into an IA deduction in K-Solve.

Make sure you see them. In the inbox that gets KeHE purchase orders, set up a rule that forwards emails from kehe.com mentioning “UDR” or “Unloading Discrepancy” to whoever handles deductions, and check it daily. If yours come by fax, scan each one the day it arrives.

When one arrives, open it in the KeHE UDR response tool. It values the lines at your PO prices, drafts your reply, and saves the case under UDRs in your workspace with its 48-hour clock.

File 4: retailer invoices (if you get them)

Some KeHE deductions are passed through from retailers. A retailer bills KeHE for a promotion or program, and KeHE deducts it from you. Some retailers send the supplier a copy, marked as something KeHE will deduct from your next payment. If you receive these, keep them with the matching deduction number. They're the backup behind KeHE's backup.

Your side: the proof each deduction needs

How far back to pull

• Six months. KeHE accepts repayment requests in K-Solve within 180 days of the deduction. After that, the objection is waived. See the KeHE dispute window.
• UDRs: the same day. 48 hours is the only window where a KeHE shortage is reliably won.

Common mistakes

• Using quick search, which stops at 90 days, instead of setting a From date.
• Filtering out Paid or In progress lines. You need both.
• Waiting for a check before looking at a deduction. KeHE posts it in K-Solve first.
• Letting UDRs sit in a purchase-order inbox nobody reads.
• Ignoring the EP fee on backup.
• Editing the export, renaming tabs or retyping numbers. Keep files exactly as KeHE produced them.

Where to upload your files in OverDeduct

Upload everything at once. OverDeduct works out what each file is.

1. Go to your workspace (overdeduct.com/workspace). No account is needed to start, and you can save your workspace to an account later.
2. Click Add several files at once. In a workspace you already have, it's the + Add files button.
3. Under Who took these deductions?, pick KeHE.
4. Drop in your files: the K-Solve export, View Backup downloads, retailer invoices and any proof you already have. CSV, Excel, PDF and photos all work, up to 25 files at a time. If you have more, add them in a second batch.
5. Click Add files. Each file is read on its own and you get a summary of what was added.

A few things worth knowing:

• Overlapping exports are fine. If two monthly exports share deductions, each one is counted once.
• View Backup files are recognized as backup and checked against the deduction they belong to, including the EP fee.
• UDRs go through the UDR response tool, so the 48-hour clock and your reply are saved under UDRs in your workspace.
• Proof documents can go in the same upload, or later through Evidence → + Add documents. Each one is matched to the deductions it could settle.
• Each month, add the new K-Solve export the same way. New deductions are added and existing ones are kept.

Prefer not to pull the files yourself? We can work from a KeHE CONNECT user of our own. Ask for one through done-for-you KeHE recovery.