Policy reference: The November 2025 KeHE Supplier Policies & Procedures distinguishes the written UDR response in section 6.6 from the deduction repayment request in section 4.4. Check the current edition and notice in your supplier account. Initial response is not the same as final repayment eligibility.
KeHE issues a UDR, an Unloading Discrepancy Report, at the dock whenever receiving finds a variance between what arrived and what the purchase order said. You have a time-sensitive written response to make. Check the notice and current policy. The result depends on the specific discrepancy and the evidence available.
The initial response is time-sensitive. Assign an owner as soon as the notice arrives and check the current policy and disposition instructions.
The two clocks
KeHE runs two separate deadlines and brands routinely confuse them, which is expensive.
48 hours: the UDR
Check the notification and disposition request. Respond in writing with the relevant receiving evidence.
Repayment request: K-Solve
KeHE's dispute portal inside KeHE Connect. A repayment request concerns an already-booked deduction; verify the current policy and due date.
Separate response and repayment requirements
A later repayment request does not extend the initial response requirement. Keep the written response and its evidence with any subsequent deduction review.
How to read a UDR
A UDR is a receiving document, not an invoice. It arrives keyed to a PO number and lists the discrepancy per item. These are the fields and what each is for:
| Field | What it tells you |
|---|---|
| Issue | Short or Overage. This decides everything downstream, including whether the line is a deduction at all. |
| Cases | The discrepancy quantity, in cases. Your multiplier. |
| UPC and item number | Which product. The UPC is how you look up your own case price. |
| Case pack | Units per case. Needed when the packing list is in units and the UDR is in cases. |
| Description | The item name, often prefixed with KeHE's own reason for the discrepancy. |
| PO number | In the filename and the header. Your key back to the BOL, the POD, and the ASN. |
Notice what is missing: there is no dollar amount anywhere on a UDR. That is not an omission, it is what the document is. Receiving counts cases; it does not price them.
How to value a UDR
Value each chargeable line as cases times your KeHE case price for that UPC. Short, damaged, and expired lines are all chargeable and all price the same way.
If you cannot price a line, leave the whole UDR as amount pending rather than reporting a number you know is low. A UDR that is 80% priced reads as a small deduction and gets deprioritized, which is exactly backwards.
An overage is not a deduction
KeHE may elect to receive over-shipped or wrong items into inventory. Check the disposition notice and applicable agreed pricing before invoicing. An overage line may carry no case price or amount, so the UDR alone does not establish what you should bill.
What the discrepancy reason tells you
The UDR usually states why receiving flagged the line, and the phrase changes what a good response looks like.
| Reason | What it means | How to respond |
|---|---|---|
| Does not match BOL | Receiving counted something different from what your bill of lading states. | The strongest dispute on the list. Attach the BOL and the signed POD. If your paperwork is right, the count is theirs to explain. |
| Case pack status | The cases received did not match the expected case pack configuration. | Often a data problem, not a shipping one. Check the case pack KeHE has on file for that item against what you actually ship. |
| Received into inventory | KeHE took the product into stock despite the discrepancy. | On an overage line this is the cue to invoice rather than dispute. They have your product and have said so in writing. |
| Needs disposition | The product is held at the DC pending instructions. | Time-critical beyond the 48 hours. Give disposition instructions or it becomes a destroy-and-charge. |
When the UDR is a scanned packet
Not every UDR arrives as a clean table. Some come as a multi-page receiving packet: a PO header, a packing list, and a receiving report with ordered-versus-received quantities written in by hand. Those cannot be valued from the document, because the received column is handwritten and frequently illegible.
Respond inside the 48 hours anyway, with the BOL and POD attached, and pick up the dollar figure when the Invoice Adjustment posts. A response that says "here is what we shipped, per these documents" is substantive even when you cannot yet state the amount in dispute. Waiting until you can price it is how the window closes.
What a winning response contains
A clear response includes all four elements below. Complete evidence supports a review but does not guarantee reversal.
Bill of lading
What you shipped, in cases, dated. The document the discrepancy is measured against.
Signed proof of delivery
Receipt at the DC. Ideally with case counts, which is what contradicts a short claim.
Line-level match
Answer the specific UPC and case count KeHE flagged, not the shipment in general.
Filed inside 48 hours
The condition the other three depend on. Late and complete still loses.
Building a process that catches them
The operational problem is not disputing well, it is noticing in time. A UDR arrives by email, keyed to a PO, at whatever address KeHE has on file, and it is open for 48 hours. Three things make the difference:
Route UDR notifications to a shared inbox, not one person's, so a vacation is not a write-off. Keep BOLs and PODs retrievable by PO number in minutes, because the UDR gives you the PO and nothing else to search on. And check daily, not weekly, since a weekly cadence misses the window by construction.
Frequently asked questions
What does UDR stand for?
Unloading Discrepancy Report.
How long do you have to respond to a KeHE UDR?
The November 2025 policy specifies a written response within 48 hours of the notification and disposition request. Check the current notice and policy; a later repayment request is a separate step.
What happens if you miss the 48-hour UDR window?
The November 2025 policy allows a repayment request within 180 days of the deduction. Confirm the current terms in your account. That later request is a separate process and does not extend the initial UDR response requirement.
What is K-Solve?
K-Solve is KeHE's dispute portal inside KeHE Connect. The November 2025 policy specifies a repayment request within 180 days of the deduction and a separate 48-hour initial UDR response. Confirm the current requirements before filing.
Why does a KeHE UDR have no dollar amount?
A UDR is a receiving document, not an invoice. It lists the issue, cases, UPC, item number, and case pack per line. You value it yourself: cases times your KeHE case price for that UPC.
What issue types appear on a UDR?
Two: Short and Overage. Short covers cases KeHE says it did not receive, including damaged and expired product pulled at the dock. Overage is product received beyond the order.
Is a UDR overage a deduction?
An overage identifies product received beyond the order. If KeHE elects to receive it into inventory, check the disposition notice and agreed pricing before invoicing. Do not assume that every overage creates either a deduction or a payable invoice.
What is the win rate on KeHE UDR disputes?
No universal win rate is established here. Match the response to the specific discrepancy and measure outcomes from your own resolved cases.
Where UDRs fit
A UDR is one of several KeHE deduction families, and the only one on a 48-hour clock. For how it sits alongside merchandising chargebacks, spoils, and the UNFI equivalents, see the UNFI and KeHE survival guide. For the UNFI promotional equivalent, see What is a UNFI MCB?. For the document set behind any shortage dispute, see shortage dispute documentation.
Keep receiving evidence and payment outcomes together
KeHE deduction management in Revya connects the UDR and supporting records. Payment matching then helps confirm whether a later credit actually settled the charge.