1. Gather Your Deduction Details – Before logging a dispute, collect all the info about the deduction in question. From KeHE Connect, note the deduction code, reference number (if any), invoice number, date, and amount. Also identify the reason given (e.g. “Shortage – 10 units” or “Late delivery fee”). You’ll need to reference these details in your K-Solve claim form. It helps to have the original invoice and PO number on hand as well, since the dispute form might ask for those. Essentially, get your paperwork ducks in a row: know exactly what you’re disputing and why.

2. Log in to KeHE Connect and Access K-Solve – Go to the KeHE Connect Supplier portal and find the K-Solve section. Typically, there may be a menu item or button labeled “Deductions” or “K-Solve Disputes”. (If you have trouble finding it, check KeHE’s training resources or ask your KeHE account rep for guidance – the K-Solve portal is meant for suppliers to resolve deductions, so it’s there!). Click into K-Solve; this should open the interface where you can create a new dispute case. It might look like a form or a support ticket system.

3. Start a New Dispute Case – In K-Solve, locate the option to “Create New Dispute” or “New Case.” This will bring up a form to fill out. Enter the key details for the deduction you’re disputing. This usually includes fields like:

• Invoice Number / Check Number: Tie the dispute to the payment or invoice where the deduction occurred.

• Deduction Code / Type: Select the code or category (e.g. Shortage, Pricing, Compliance, etc.) – using the correct category helps route your claim to the right team.

• Amount Disputed: The dollar amount you believe should be reimbursed.

• Reason/Explanation: Here’s where you write your case. Be clear and factual about why the deduction is not valid. Include reference numbers – for example: “Disputing shortage deduction for Invoice #12345. Proof of Delivery shows 50 cases signed by KeHE receiver, but KeHE only credited 48. Requesting reimbursement for 2 cases short-paid.” The K-Solve guidelines suggest filling out the form with as much detail as possible to make review easy.

• Supporting Documents: (We’ll cover this next, but you may have an attachment section now or after submitting the form.)

4. Attach Supporting Documentation – This is a critical step. Strong evidence will make or break your dispute. K-Solve allows (and encourages) you to upload files to support your claim. Attach all relevant documents, such as:

• Proof of Delivery (POD) or Bill of Lading: For shortage or damage disputes, a signed POD/BOL showing the correct quantity delivered, or notes that no damage was observed at delivery. This is your primary evidence to counter a UDR claim.

• Invoice and Purchase Order: For pricing discrepancies, include the original PO (showing the expected price) and your invoice (showing what you billed). Highlight the pricing difference and any communications about price updates.

• Promotional Agreement or Email Approvals: If disputing a promo deduction, attach the promo plan or email from KeHE confirming the terms (dates, discount rate, etc.). This proves what was agreed versus what was deducted.

• Compliance Proof: For compliance chargebacks, attach whatever is relevant – e.g. ASN submission confirmations (with timestamps) if they claimed you didn’t send an ASN, photos of the shipment labels if they claimed non-compliant labeling, email correspondence about a delivery delay if you had informed them ahead of time, etc.

• Any Other Backup: If it’s an unknown deduction, perhaps attach your contract or terms to show it wasn’t included, or a prior credit memo showing this fee was already resolved earlier (if it’s a duplicate charge).

Essentially, think like an auditor: provide evidence that clearly supports your argument that “this deduction was improper and should be credited back.” K-Solve lets you upload multiple files, so combine everything into a concise set of attachments. It can be helpful to include a summary document listing what each attachment is, especially if the dispute is complex.

5. Submit the Dispute – Double-check all the information you entered (accuracy is important – a wrong invoice number or missing form field can delay the process). When ready, submit the dispute. The system will generate a case number or ticket number – take note of this! You might get an on-screen confirmation and/or an email confirmation that your K-Solve case was created. The case number is what you’ll reference in any follow-ups.

After submission, your case will be assigned to the appropriate KeHE team member internally. For example, a pricing dispute might go to the accounting team, a shortage dispute to the warehouse claims team, etc.

6. Allow 21 Days for Resolution (and Follow Up) – KeHE’s standard timeline for resolving disputes through K-Solve is about 21 days. In many cases you might hear back sooner, but don’t panic if it takes a few weeks. You should, however, track the status. Log back into K-Solve periodically to see if the case is marked as open, under review, resolved, or if there are any comments from KeHE. Sometimes KeHE will respond asking for additional information – if so, provide it promptly via the portal.

If 21 days pass with no response, it’s wise to follow up. You can reply in the K-Solve case if that’s enabled, or reach out to Vendor Support quoting your case number, politely asking for an update. Persistence can pay off here; you want to ensure your claim isn’t forgotten. Remember, this is your money on the line.

7. Resolution – Credit or Rejection: If your dispute is accepted, KeHE will issue a credit memo or include the reimbursed amount on a future payment. They might update the case status to “Approved” or “Resolved – Credit issued”. Verify later that the credit actually shows up in your remittance. If the dispute is rejected, KeHE should provide a reason (e.g. “POD not sufficient, our count confirmed shortage” or “chargeback valid per terms”). At that point, you have to decide if it’s worth pursuing further. You could escalate to your KeHE account manager or provide additional evidence and reopen the case, but success may be limited if they firmly believe the deduction was valid. At the very least, learn from the experience – if they denied a compliance dispute, it likely means the error was on your side and you’ll need to prevent that issue in the future.

Best Practices for K-Solve Disputes: Always be professional and factual in your communications. Stick to the evidence and avoid emotional pleas. Do not shotgun-blast disputes for every tiny deduction – focus on those that have significant dollar value or clear justification. That said, don’t shy away from disputing something that truly seems wrong; KeHE processes thousands of transactions and mistakes can happen, which they will correct if you present a solid case. Keep a log of all your K-Solve disputes (case numbers, dates, outcomes) to track your recovery rate and follow up on any aging items.

Lastly, consider leveraging technology to ease this process. Platforms like Intercept can drastically reduce the manual effort involved in disputes. Intercept’s AI not only flags invalid deductions but can also auto-generate dispute claim documents and even submit them on your behalf, populating K-Solve with the necessary info and attachments. Essentially, what used to take a team of people pouring over deduction paperwork can now be handled by one person with AI assistance. This means faster dispute filings and higher recovery of deduction dollars with far less labor.