The retailer has the evidence, agreement basis, and calculation trail.
Supplier Claims Guide
Retailer deductions: the supplier's guide
Bring one deduction back to the evidence before it becomes just another short-pay in the remittance file.
The claim may be valid, but the line is missing the proof needed to accept it.
The documents show a mismatch, duplicate, timing issue, or basis problem.
The claim depends on a Code-covered rule or precondition, not just arithmetic.
Start with the claim type, then ask for the proof.
These are the deduction types worth checking. Start with the type, then pull the evidence. A triage guide, not a recovery promise.
- DIFOT penaltyA penalty for an order the retailer says was not delivered in full, on time, or both.Evidence to pull: PO, ASN, booked window, POD, dock timestamp, retailer scorecard.
- OTIF penaltyA penalty for an order the retailer says missed its on time in full target.Evidence to pull: PO, ASN, booked window, POD, dock timestamp, retailer scorecard.
- Shortfall / short-deliveryA claim that fewer units arrived than the supplier invoiced or shipped.Evidence to pull: POD, delivery docket, ASN, retailer received quantity, claim date.
- Damaged goodsA claim that goods arrived damaged, or were treated as damaged after delivery.Evidence to pull: POD condition notes, photos, carrier report, warehouse notes, claim date.
- Promo scan / rebateA deduction tied to promotional sales volume, usually calculated from scan or sell-through data.Evidence to pull: Promo agreement, SKU scope, store/banner scope, scan report, rate, period.
- ShrinkageA charge for stock the retailer says went missing after it entered their network or store.Evidence to pull: Claim reason, possession point, supply agreement clause, retailer basis.
- WastageA charge for product the retailer says became unsaleable or had to be written off.Evidence to pull: Wastage clause, calculation method, actual cost basis, mitigation evidence.
- Set-offAn amount the retailer deducts from money owed to you against another claim.Evidence to pull: Written consent or set-off clause, amount basis, debit note.
- Duplicate / already creditedA line that may repeat a deduction, credit, or claim already processed.Evidence to pull: Prior remittance, debit note, credit note, claim ID, invoice history.
- Overpricing / price discrepancyA price claim where the retailer says the invoice used the wrong agreed price.Evidence to pull: PO, agreed price list, invoice, effective-date evidence.
- Listing / ranging feeA fee for listing, ranging, shelf space, or product positioning.Evidence to pull: Trading terms, listing or ranging agreement, SKU evidence, claim note.
- Retail media / activity chargeA charge for retail media, display, campaign, or activity the supplier was expected to fund.Evidence to pull: Booking confirmation, activity proof, agreement, invoice or debit note.
- Pallet / packaging chargeA charge for pallet, packaging, or handling costs tied to delivery movement.Evidence to pull: Pallet transfer records, CHEP or Loscam statements, agreement, delivery docket.
- Freight / transport deductionA transport deduction tied to who should pay freight or how a shipment was moved.Evidence to pull: Freight terms, carrier invoice, PO, delivery evidence.
- ASN / EDI / barcode compliance chargeA compliance charge for an ASN, EDI, barcode, label, or similar delivery-data error.Evidence to pull: ASN log, EDI acknowledgement, label proof, warehouse receipt.
- Post-audit claimA historic deduction raised after the original invoice, promo, or price period has passed.Evidence to pull: Original PO, invoice, price list, promo agreement, prior remittance.
Use the page that matches the line in front of you.
Sample evidence-pack teardown
See how one DIFOT line, one promo scan line, and one shrinkage line get brought back to the evidence.
DIFOT penalty checker
Use a short supplier-side checker to identify the evidence gap behind one DIFOT deduction.
20 supermarket claim types
Use the public checklist when triaging a remittance, debit note, portal claim, or batch of short-paid invoices.
Remittance advice guide
Start with the generic accounting term, then pivot to supermarket deductions and worksheet triage.
DIFOT guide
Plain-English meaning, formula, calculation basis, and the evidence that decides a penalty line.
Food and Grocery Code explainer
Supplier-side summary of where Code facts can make a deduction challengeable.
Send one redacted remittance.
Claims Desk marks each line as supportable, missing proof, worth challenging, or Code risk. Evidence review only. Not legal advice.