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Upload the Unloading Discrepancy Report KeHE emailed you, or a photo of it. We list each line, value it at your PO case price, start the 48-hour clock, tell you what to attach, and draft the written response line by line.
Already deducted? Check it in the KeHE KSolve analyzer.
Drop the UDR here, or take a photo of it
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When a delivery reaches a KeHE distribution center, KeHE counts it. If the count doesn't match the purchase order, KeHE sends an Unloading Discrepancy Report (UDR) to the address that receives your POs, listing the products, the quantities and the reason. KeHE's Supplier Policies & Procedures (November 1, 2025) make that count the basis for payment and say the UDR shall govern (§6.6). They also require your written response within 48 hours.
| Field | What it's for |
|---|---|
| PO # | Your key to the BOL, the proof of delivery and the ASN. Often the only search key the UDR gives you. |
| Issue | Short or Overage. KeHE files damaged and expired product pulled at the dock under Short, with the detail in the reason. |
| Cases | The discrepancy, in cases: the number you multiply by the case price. |
| UPC, item # | Which product. The UPC is how you find your PO case price. |
| Case pack | Units per case. Matters when your packing list counts units, or when KeHE's item data has the wrong pack. |
| Reason / description | KeHE's words: does not match BOL, crushed, insufficient date code, received into inventory, needs disposition. |
| UDR coordinator | Who to answer. The contact is printed on the UDR. |
There's no dollar amount. Receiving counts cases; it doesn't price them.
KeHE deducts a short “at the PO price per Product” (§6.7). So each chargeable line is worth its cases times the case price on KeHE's PO. Short, damaged and date-code lines all price the same way. If even one line can't be priced, call the whole UDR amount pending. A UDR that's 80% priced reads as a small one and gets put off, which is exactly backwards with a 48-hour clock.
Answer the specific UPC and case count KeHE flagged, not the shipment in general. Who delivered decides which signature counts:
| Line | Attach | Why |
|---|---|---|
| Short, you delivered | Proof of delivery signed by a KeHE employee, with the case count (§4.4); BOL and packing list | The POD signed at KeHE's dock is what can overturn its count. |
| Short, KeHE picked up | BOL signed by KeHE's driver; pick and load records, pallet photos, seal number | Title passed at pickup (§11.1), but KeHE isn't bound by origin documents (§6.7), so add proof of the count loaded. |
| Damaged, you delivered | POD signed without damage noted; ask for KeHE's photos | Usually yours to bear (§6.6). Contest only clean PODs or unloading damage; claim against your carrier. |
| Damaged, KeHE picked up | BOL signed clean at pickup; load photos | Risk passed to KeHE at your dock (§11.1). |
| Insufficient date code | Production or lot record with the code date; ask for KeHE's photos | You guarantee shelf life at receipt (§2.2). Misread codes are common. |
| Case pack status | Item spec or case label | Usually KeHE's item data, not your shipment. Fix it with vendor support. |
| Overage | Disposition instructions; the invoice for cases KeHE keeps | Not a deduction. KeHE pays at your Fee Schedule discount if it keeps them (§6.8). |
If you shipped more than the PO, KeHE asks for disposition (§6.8). If it keeps the cases, it pays for them at the discount in your Fee Schedule, so bill them against the same PO. If not, arrange pickup. Product that wasn't on the PO, or wasn't invoiced under the right PO number, isn't paid at all. Lines marked needs disposition are product held at the DC: give instructions in the same reply.
Some UDRs arrive as a multi-page packet: the PO, the packing list and a receiving report with the received counts written in by hand. Upload a photo of each page and we'll read what's legible. Where a count is unreadable, answer anyway within the 48 hours with your BOL and proof of delivery, and pick up the dollar figure when the invoice adjustment posts.
Most missed UDRs are never seen: they go to whoever receives KeHE POs. Route them to a shared inbox, keep BOLs and PODs findable by PO number, and check daily. Or hand KeHE deductions to us: we answer UDRs inside the window and follow each deduction in K-Solve until it's repaid. See also how to dispute a KeHE deduction.
An Unloading Discrepancy Report. When KeHE's distribution center counts a delivery and it doesn't match the purchase order, KeHE sends the supplier a UDR listing the products, quantities and the reason. KeHE's Supplier Policies (§6.6) say its DC case count is the basis for payment and that the UDR governs.
48 hours. KeHE's Supplier Policies & Procedures (November 2025, §6.6) require a written response within 48 hours of the notification and disposition request, for overage, insufficient date code, damage and other discrepancies. The 180-day K-Solve window for repayment requests (§4.4) is separate and doesn't extend the 48 hours.
Because receiving counts cases, it doesn't price them. KeHE deducts a short at the PO price per product (§6.7), so the value of each line is the cases times the case price on KeHE's PO. The tool does that for you, and treats the UDR as amount pending until every chargeable line has a price, so it never looks smaller than it is.
KeHE deducts the shortage from a payment, usually as an invoice adjustment (an invoice number ending in IA). KeHE's policy says it won't repay a shortage a UDR supports (§6.7). In practice KeHE does repay some when the documents show its count was wrong, but it's much harder months later in K-Solve than inside the 48 hours.
No. If you shipped more than the PO, KeHE asks what to do with the extra cases. If it keeps them, it pays at the discount in your Fee Schedule (§6.8); otherwise you arrange pickup. Items that weren't on the PO, or weren't invoiced under the right PO, aren't paid at all. Answer an overage line with disposition instructions, not a dispute.
Not on its own. KeHE's policy says it isn't bound by documents signed at the point of origin, including the BOL (§6.6–6.7). If you delivered, the document that counts is a proof of delivery signed by a KeHE employee at the DC (§4.4). If KeHE's own carrier picked up, title passed to KeHE at pickup (§11.1), so send the BOL its driver signed plus your load records.
It depends on who delivered. KeHE's policy puts breakage and damage on the supplier when the supplier delivers or ships FOB destination (§6.6). When KeHE's carrier picks up, risk passes to KeHE at your dock (§11.1), and transit damage is between KeHE and its carrier. Either way, ask KeHE for its photos of the damage.
Yes. Upload it or a photo of each page; we read what's legible and flag handwritten counts for you to check. If a count is unreadable, leave it blank: the UDR shows as amount pending, and you should still answer it inside the 48 hours with your BOL and proof of delivery.
No. The file is read in memory to list its lines and then discarded. If you ask for the drafted response, we keep your email address and a one-line summary (PO, line count, value) so we can follow up.