Older claims can be harder to resolve because evidence is missing, people change roles and policy deadlines pass. But age alone does not establish a recovery probability. This guide does not present a universal decay curve.
Record the deadline that applies to this claim
For every charge, save the distributor or retailer policy, version date, claim type, triggering event and required submission channel. Specify whether the clock uses calendar days or business days. Do not assume a general supplier dispute window covers every receiving notice or compliance program.
Separate the clocks
- Initial response: a receiving or disposition notice may require action before a deduction reaches the remittance.
- Repayment dispute: an already-booked deduction may have a separate submission period.
- Follow-up or appeal: a response may request additional evidence by a new date.
- Settlement: approval still needs to be matched to an actual credit or payment.
For example, the November 2025 edition of KeHE's Supplier Policies & Procedures distinguishes a 48-hour written UDR response in section 6.6 from a 180-day deduction repayment request in section 4.4. Confirm the current edition and your notice in the supplier portal before relying on those periods.
Build a practical aging queue
Sort open work by the next due date, not only by the deduction date. Show claim value, evidence status, owner and next action. A recent charge with an immediate response requirement can be more urgent than an older charge with a longer filing period.
- Review new notices and extract the deadline immediately.
- Request missing backup while the delivery or promotion is still recent.
- Submit through the required channel and retain the confirmation.
- Follow up on unanswered cases and record each response.
- Reconcile approved credits before closing the case.
What to do when a deadline appears to have passed
Check the triggering date, policy version and any written extensions before writing off the claim. A missed initial receiving response and a missed repayment deadline are different events. Ask the relevant contact what process remains available, retain the response and avoid promising recovery when eligibility is uncertain.
Use your own cohort data
Compare claims submitted at different ages only when their reason codes, evidence coverage and resolution status are comparable. Report open claims separately. Do not project a percentage recovery from an unrelated retailer or a different program.
Revya's recovery workflow brings the charge, evidence and follow-up together. Cash matching then confirms whether an approved recovery has actually reached the account.