How to pull your UNFI Conventional deduction data

First, check you're on UNFI Conventional

UNFI runs two separate deduction systems. If you look up deductions in ePASS on SV Harbor, you're on UNFI Conventional and this guide is for you. If your myUNFI dashboard has a Go To Dispute Center button, you're on UNFI Natural: see how to pull your UNFI Natural deduction data instead. Many brands sell through both. More in UNFI Conventional vs Natural.

How Conventional is different

On the Natural side you can download a year of deductions in one CSV. Conventional doesn't work that way. Each deduction is an invoice adjustment (a debit memo), a document of its own in ePASS, SV Harbor's Partner Accounting Self Service. So the work has two steps:

1. Use your payment statements to list every deduction and its document number.
2. Fetch the document for each deduction worth a look from ePASS.

Before you start

• An SV Harbor login with ePASS. Every company on SV Harbor has one SV Harbor Administrator, who grants access to applications like ePASS. If you don't have access, ask your Administrator. If you don't know who that is, email UNFI's portal support for vendors and brokers at [email protected].
• Your 7-digit UNFI vendor number. It's on your payment statements and on every deduction document.

File 1: payment statements (which deductions exist)

UNFI Conventional sends a statement for each payment, often headed as a SUPERVALU pay group statement. Collect every statement from the last 12 months. For each payment it lists:

• Each invoice paid: the scheduled amount, any early-pay discount, and the net.
• Each deduction: the invoice it was taken against with an adjustment suffix (such as -950) and a negative net, for example 27985 -950 … 2,838.76-.
• A printed PAYMENT TOTAL.

What it won't tell you: why anything was withheld. The statement has no reason. That's what the deduction document is for. The invoice number on the deduction line is the document number you'll look up in ePASS.

File 2: deduction documents from ePASS (why each one was taken)

1. Log in at svharbor.com and open ePASS.
2. Use the deduction lookup or Document Search with your 7-digit vendor number and the document number from the statement.
3. Open the invoice adjustment (debit memo) and save it as a PDF. Save it rather than printing and scanning it, so the text stays readable.
4. Repeat for each deduction you want to check.

How to tell it's the right document: it shows your vendor number, the UNFI region (such as “UNFI – Eastern Region”), an invoice adjustment number against a PO, item lines with quantity × cost = amount, a reason such as PROD NOT RECVD, and a closing line like AMOUNT DEDUCTED UNFI – EASTERN REGION.

Reading it:

• Description and UPC: the item, with UNFI's internal item code and pack size.
• Reason: why UNFI took it back, in UNFI's words. PROD NOT RECVD is a shortage.
• Quantity × price = amount: cases deducted at the invoice cost. Check the quantity against your proof of delivery and the price against your invoice.
• Recon: UNFI's internal reconciliation code. Its meanings aren't published.

Which to fetch first: you don't need every document on day one. Start with the largest deductions, any shortages, and anything you don't recognize. If your ePASS screens let you export or print a list of deductions, save that too: it saves looking them up one by one.

UNFI Conventional also uses three-letter deduction codes, such as CCS, DIV and PMD. Decode them in the UNFI code library.

Your side: the proof each deduction needs

How far back to pull

• 12 months of statements. UNFI asks Conventional suppliers to open a pass (its word for a dispute) within 60 days of a deduction, and allows up to 12 months.
• Never past 18 months. SV Harbor's terms say items older than that won't be researched.
• Older claims are harder to win, so fetch documents for the newest large deductions first.

Common mistakes

• Sending only payment statements. They show what was withheld, never why.
• Looking for Conventional deductions in the Natural Dispute Center, or the other way round.
• Printing and scanning ePASS documents instead of saving them as PDF.
• Editing or retyping documents. Keep them exactly as UNFI produced them.
• Opening a pass for a post-audit claim. Those go to the audit firm.

Where to upload your files in OverDeduct

Upload statements and deduction documents together. 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 UNFI Conventional.
4. Drop in your payment statements, the ePASS deduction documents and any proof you already have. PDF, Excel, CSV 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:

• Statements and documents fit together. The statement lists each deduction and the payment it was taken from; the document adds its reason and items.
• Proof documents can go in the same upload, or later through Evidence → + Add documents. Each one is matched to the deductions it could settle.
• Just want a quick read of one document? The UNFI ePASS deduction analyzer reads a single document or statement without setting anything up.
• Selling through UNFI Natural too? Add those files in the same workspace and pick UNFI Natural for that batch.

Prefer not to pull the files yourself? Your SV Harbor Administrator can give us an ePASS user of our own. Ask through done-for-you UNFI recovery.