# UNFI deductions, explained

ShelfKit guide · compiled August 24, 2026 · every claim below is sourced — see the confidence labels

UNFI takes money off your remittance and calls it MCB, a reason code, or a string like
`(invoice#)29CM` — and UNFI's own code key is locked behind a supplier-portal Zendesk that the
public web can't read. This guide tells you what's actually confirmed from UNFI itself, what's
reported by deduction-recovery vendors who disagree with each other, and exactly how to pull your
own key so you're not guessing either.

## How to read this page

Two confidence labels appear throughout:

- **UNFI-documented** — read directly from UNFI's own text (current live pages, or an archived
  snapshot when UNFI's site blocked automated access).
- **Industry-reported** — described by a deduction-recovery vendor or EDI/SPS partner, not read
  directly from UNFI's own code key. These vendors compete with each other and describe UNFI's
  system in visibly different ways (see "the code schemes you'll actually see" below) — so treat
  any single specific code as probably-real-but-unconfirmed-in-detail, not gospel.

UNFI's actual Supplier Deduction Key is a spreadsheet (`Supplier Deduction Key 01.14.2025.xlsx`)
living behind UNFI's supplier-portal-gated Zendesk help center. It exists and UNFI describes it as
covering "hundreds of unique deductions" — but it isn't publicly downloadable, no web archive
holds a copy of the file itself, and nobody outside UNFI's supplier portal can read it directly.
Every code string on this page is therefore a third party's account of that key, never our own
reading of it.

## What a UNFI deduction is

When UNFI ships your product to a retailer, it sometimes pays for something on your behalf first —
a discount, a promotion, a return, a fine for a shipping error — and then takes that money back out
of your next remittance. The line item on your check or ACH statement is the deduction. It's
normal; it's also frequently wrong, undocumented by default, or simply opaque until you ask for the
backup.

**MCB — Manufacturer Charge Back.** *UNFI-documented.* This is UNFI's own umbrella term, in UNFI's
own words: "UNFI uses several different processes to calculate and provide information to
suppliers on charges taken against their accounts for customer discounts and returns, collectively
known as Manufacturer Charge Backs (MCBs)." In practice, MCB covers retailer-facing discounts and
returns that UNFI funds and then bills back to you — and per deduction-recovery vendors, it's
disputable when unauthorized, duplicated, or misapplied.

Source: UNFI Zendesk, "Deductions Overview" (Wayback snapshot, 2019-11-21:
https://web.archive.org/web/20191121113104/https://unfinc.zendesk.com/hc/en-us/articles/231454207-Deductions-Overview)

## The code schemes you'll actually see

We found **four different naming schemes** across independent sources, plus a fifth list of named
fee programs that aren't "codes" in the strict sense. We could not confirm whether these are the
same underlying system described four different ways, genuinely separate systems (natural vs.
conventional vs. legacy vs. current), or individual vendors' own simplifications of UNFI's key.
Present them to yourself the same way we present them here: as separate, sourced tables — never as
one merged list.

1. MCB single-letter codes (East / West)
2. Numeric reason codes
3. Alphanumeric string codes
4. Three-letter conventional-side codes
5. Named fee & deduction programs

### 1. MCB single-letter codes — East and West regions

*Industry-reported.* UNFI splits MCB sub-codes into East and West regional schemes, and **the same
letter means something different in each region** — treat these as two separate tables, never
merge them.

#### East region

| Code | Category | Definition (as quoted) |
|---|---|---|
| `A` | Arranged by Vendor | "Ongoing deals, EDLPs, CLPs, etc. sent to UNFI by the broker or vendor" |
| `C` | Case Stack | "Any case stack deals sent to UNFI by the vendor and/or broker" |
| `D` | Demo | "Product used at store demos or samplings" |
| `M` | Miscellaneous | Miscellaneous charges |
| `N` | Mass Market Opening Order/Placement | "For supermarket accounts for new store openings and first time placement" |
| `O` | Opening Order | "For new store openings for retail accounts. These deals are sent to UNFI by the broker" |
| `P` | Promos | "Monthly promotions for a store or chain of stores sent to UNFI by the broker or vendor" |
| `T` | Broker/Vendor Turnovers | "Turnover order discounts written by the broker on behalf of the manufacturer" |
| `U` | Show Order | "Any show discounts authorized by the vendor or broker. Typically includes 2 national shows" |
| `Z` | Salesman Samples | "Samples pulled from inventory and billed back to the vendor to support sales" |

#### West region

Note the letters that repeat from East above — with different meanings.

| Code | Category | Definition (as quoted) |
|---|---|---|
| `A` | Ad Deal | "Customer-specific discounts submitted in spreadsheet format by retailer. They run for about a month" |
| `C` | Customer-specific Published Deal | "Special discount published through UNFI. Customers must sign up for the specific limited-time program" |
| `E` | EDLP | "Customer-specific discounts submitted directly to UNFI by the supplier/broker. All entered as MCB" |
| `F` | Flyer | "UNFI Circular program discounts" |
| `M` | New Additions | "UNFI new additions or truckload deal program discounts" |
| `O` | New Store Opening | "Special discounts given on the first case purchased as part of a new store set" |
| `P` | Publications | "UNFI monthly specials program discounts" |
| `S` | Shelf Sales | "Customer-specific discounts submitted directly to UNFI by the supplier/broker. They run for about a month" |
| `T` | Turnovers | "One-time deal for a store or group of stores, submitted by the supplier/broker" |

Source: Crisp Docs, a deduction-analytics vendor's help documentation —
https://docs.gocrisp.com/docs/support/articles-UNFI-chargeback-codes . We could not independently
confirm these against UNFI's own key; the East/West split does match UNFI's own documented
regional structure.

### 2. Numeric reason codes

*Industry-reported.* A different vendor describes UNFI deductions as numbered reason codes rather
than letters. This is a **different naming scheme** than the letter codes above — we could not
determine whether it's the natural-side codes, a newer unified scheme, or this vendor's own
simplification.

| Code | Meaning (as reported) | Disputable? |
|---|---|---|
| `Reason Code 01` — Shortages | "UNFI claims it received fewer cases than invoiced under this code" | Yes — "among the most frequently invalid charges UNFI issues" |
| `Reason Code 02` — Pricing Discrepancies | "Code 02 triggers when UNFI's system price doesn't match your invoice price" | Yes, "typically straightforward to resolve" |
| `Reason Code 05` — Unsaleables & Damages | "This code applies to product returned or destroyed at the warehouse level" | Yes, with proof of disposal or return authorization |
| `Codes 10, 11, 12` — Advertising & Promotional | Cover MCB, off-invoice promotions, ad support | Valid if tied to a signed agreement; disputable if unauthorized |
| `Codes 30+` — Compliance & Logistics Fees | "cover late shipments, labeling errors, and pallet violations" | Disputable when errors can be shown |

Source: Glimpse — https://www.tryglimpse.com/post/unfi-kehe-supplier-deductions

### 3. Alphanumeric string codes

*Industry-reported.* A third naming scheme: string-based codes tied to invoice numbers or program
names, published by OverDeduct (a paid deduction-management vendor) as a "UNFI code library." We
read their free reference pages, not their gated tool.

#### Compliance & weights-and-measures fines

| Code | Meaning | Disputable |
|---|---|---|
| `W&M FINE` | "Weights-and-measures fine for a shipment failing a measurable conformance check" | Yes, with conformance documentation |
| `ASN COMPLIANCE` | ASN/EDI accuracy fine for missing/inaccurate advance ship notice | Yes, with ASN/EDI records |
| `ROUTING FINE` | "Routing-compliance fine for shipping outside UNFI's routing requirements" | Yes, with routing confirmation |
| `LABEL FINE` | "Labeling-compliance fine for pallet or case labeling that fails requirements" | Yes, with photo/spec evidence |

#### MCB & free-fill

| Code | Meaning | Disputable |
|---|---|---|
| `(invoice#)29CM` | "Manufacturer chargeback (MCB) pass-through tied to an invoice — a promotion or program billed back to you" | Yes, if unauthorized/duplicated/out-of-terms |
| `MCB Free Fill` | "Free-goods (free-fill) requirement billed back as a manufacturer chargeback, commonly at item launch" | Yes, if billed twice/wrong dates/wrong SKU |
| `ACPTO` | Accepted-promotion chargeback passed through on remittance | Yes, same conditions as other MCB codes |
| `(invoice#)SCAN` | "Scan-based promotional deduction billed back against the referenced invoice" | Yes, if unauthorized/misapplied |

#### 3rd-party billing / pass-through

Retailer-originated charges UNFI forwards onto your remittance — dispute with the end retailer if
the charge is wrong at source, escalate through UNFI for pass-through or documentation errors.

| Code | Meaning |
|---|---|
| `(invoice#)AHOLD` | "Ahold-originated charge passed through on your UNFI remittance; authorization lives in Ahold's program" |
| `(invoice#)FOODLION` | "Food Lion-originated charge passed through by UNFI" |
| `(invoice#)BIGY` | "Big Y-originated charge passed through by UNFI" |
| `(invoice#)DEMOULAS` | "Demoulas (Market Basket)-originated charge passed through by UNFI" |
| `(invoice#)HAGGEN` | "Haggen-originated charge passed through by UNFI" |

#### Recall & withdrawal

| Code | Meaning | Disputable |
|---|---|---|
| `RECALL` | "Recall cost charged back for pulling affected product from UNFI's network, plus handling" | Often — dispute quantities/SKUs/dates outside the recall notice |
| `WITHDRAWAL` | "Market-withdrawal charge for removing product from distribution outside a formal recall" | Same as RECALL |

#### Advertising & ad-billing

| Code | Meaning | Disputable |
|---|---|---|
| `AAA DUES` | "Annual Advertising Agreement (AAA) dues billed periodically to enrolled suppliers" | Yes, if wrong tier/terms |
| `AD BILLING` | "Feature or ad-program charge for promotional placement" | Yes, if unauthorized/duplicated/wrong rate |

#### Categories with no specific code string published

- **Pricing / cost-discrepancy** — "Short-pays where UNFI paid a different cost than you invoiced,
  or applied a deal you didn't agree to." Called "among the most recoverable UNFI deduction types."
- **Shortage & misshipment** — "money UNFI withholds because its warehouse recorded receiving fewer
  units than you invoiced, or logged product against the wrong purchase order." "Highly
  disputable."
- **Freight allowance** — "a discount UNFI takes to cover freight when it handles transportation of
  your product — typically a fixed percentage or per-pallet amount." "Often disputable" if the rate
  is wrong, you arranged your own freight, or the shipment was prepaid.

Source: OverDeduct's UNFI code library — https://www.overdeduct.com/deductions/unfi/codes and its
category sub-pages

### 4. Three-letter conventional-side codes

*Industry-reported.* A fourth, different scheme — reportedly specific to UNFI **conventional**
suppliers (as opposed to natural), filed via UNFI's ePASS/SV Harbor portal rather than the natural
Dispute Center.

| Code | Meaning (as reported) |
|---|---|
| `BB6` | Billback Shoppers |
| `BBT` | Billback Cub |
| `CCS` | Chargeback |
| `PMD` / `DEX` / `SBT` | Promotions (three separate promotion-related codes) |

Also reported on the natural side, same article family: Barcode Non-Compliance Fee, Pallet
Labeling Non-Compliance, Late Delivery Penalty, No-Show Delivery Fee, Quality-Based Manufacturer
Chargeback, Quantity or Pricing Discrepancy.

Source: SPS Commerce / SupplierWiki —
https://www.spscommerce.com/community/articles/how-conventional-suppliers-dispute-unfi-deductions
and
https://www.spscommerce.com/community/articles/how-natural-suppliers-dispute-unfi-deductions

### 5. Named fee & deduction programs

*Industry-reported.* Not "codes" in the strict sense — named charges UNFI applies that suppliers
and vendors describe by name rather than by code string. Figures marked single-source below are
exactly that: reported once, not corroborated elsewhere, and should be treated as illustrative
rather than authoritative.

| Name | Meaning | Rate/detail |
|---|---|---|
| Cash Discount | Standard early-payment discount UNFI takes on every invoice | "2% discount off of each invoice" |
| Service Level Fine | Fine for missing fill-rate target on shorted goods | "3% service level fine on shorted goods when a brand fails to meet a 95% fill rate," triggered after two consecutive weeks of misses (single source) |
| Overship Charges | Deduction for shipping more than ordered | "35% off-invoice discount deduction" applied to the excess (single source, not corroborated elsewhere) |
| Late Fees | Fee for late delivery to the DC | "Sliding scale fee depending on how late goods arrived" |
| Pack Change Fees | Fee for packaging changes without enough advance notice | "Sliding scale fee depending on how much notice is given" |
| Recall Fees | Administrative fee for executing a recall | "$3,000 base fee" (single source, uncorroborated) |
| Fairshare Allowances | Percentage-based allowance for spoilage, returns, and merchandising, built into retailer agreements via UNFI | "Almost always non-negotiable" |
| SSA — Simplified Supplier Approach | Flat fee for supplier access to UNFI sell-through/inventory data | "2.5% of purchases," effective May 1, 2024 |
| SSA billing-format change | SSA moved from per-invoice deductions to one consolidated monthly deduction per region | Effective February 1, 2026; new line-item format `SSA0226ERemit` (East) / `SSA0226WRemit` (West); rate/calculation unchanged, presentation only; Natural suppliers enrolled in SSA only |

Sources: Confido Tech — https://www.confidotech.com/blogs/manage-deductions-and-disputes-for-unfi ;
SSA billing-format change per Promomash — https://www.promomash.com/blog/unfi-ssa-deduction-change-2026

## How to get your deduction key and backup

*Industry-reported*, corroborated across independent write-ups unless noted. UNFI's dispute
process differs by supplier type.

### Natural suppliers

- **Current process:** UNFI's Dispute Center, inside the myUNFI supplier portal. Log in, then
  click the "GO TO DISPUTE CENTER" button. A new version of the Dispute Center is reported to have
  launched February 2026.
- **Steps:** locate the payment/adjustment via Quick Search, Advanced Search, or My Docs → select
  it → click "Create Dispute" → enter the disputed amount and explanation, optionally attaching a
  PDF, TIFF, JPEG, XLSX, or CSV up to 20MB → submit and get an email plus inbox confirmation.
- **Status tracking:** Draft → Submitted → Research In Progress → Pending Approval →
  Approved/Denied.
- **Older/parallel process:** emailing `Deductions@unfi.com` a completed Excel "Dispute Form,"
  subject line formatted
  `Dispute: [Brand Name], [Check #], [Deduction Invoice #], [Dispute Amount]`.
  *Industry-reported* (SPS Commerce) for the address and subject-line format; what UNFI's own
  Zendesk stub confirms is only that a downloadable "Deductions Dispute Form" (.xlsb) exists and
  is required to dispute natural deductions "taken in error."

### Conventional suppliers

- File through UNFI's **ePASS** platform via the **SV Harbor** portal
  (`epass.svharbor.com/epass/home`). Access setup goes through
  `MerchandisingServices@unfi.com`.

### Non-portal exception channels

Certain deduction types reportedly go by email instead of through either portal: AP Cash Terms →
`UNFINaturalResearch@unfi.com`; SAS disputes → `UNFICorr@sasrecovery.com`; SASIF →
`UNFIFrt@sasrecovery.com`; PRGX-related → `UNFIAudit@prgx.com`. SAS Recovery Solutions and PRGX are
third-party audit/recovery firms UNFI appears to contract with for specific deduction categories.

### Filing window — sources disagree, and we won't pretend they don't

This is reported inconsistently across every source we checked: "typically 30-60 days from the
deduction date" in one framing, "within 60 days... up to 12 months is allowed" in another, and a
conventional-specific framing of "within 60 days... up to 12 months to dispute after issuance" in a
third. **Every source agrees disputes older than roughly 12 months are denied** — that's the one
number we're comfortable stating. One vendor states outright that "filing deadlines vary by
deduction type and by your UNFI agreement," and we found no single UNFI-attributed, unconditional
number on any UNFI-owned page we could access. Don't let anyone — including this page — tell you a
single fixed day count is UNFI's official policy.

### Resolution timeline and acknowledgment

Two independent sources put resolution at roughly **30-45 days** ("35-45 days" per one, "typically
30-45 days" per the other). UNFI reportedly acknowledges a submitted dispute with a tracking number
within two business days. Only one appeal is allowed per dispute, and it must include new
information or additional supporting documents; if a partial repayment was made, the appeal covers
only the remaining unpaid amount.

### Backup documentation, by deduction type

| Deduction type | What to submit |
|---|---|
| Shortage | Signed BOL / proof of delivery |
| Pricing | PO + deal sheet / cost sheet |
| MCB | Signed deal sheet authorizing the promotion |
| Spoilage | Code-date / shelf-life records |
| Fill-rate | Original + amended PO |
| Co-op | Signed promo authorization + proof the ad ran |
| Duplicate | Proof the same charge was already taken |

### The Supplier Deduction Key itself

*UNFI-documented.* UNFI's own Zendesk confirms a downloadable spreadsheet named
`Supplier Deduction Key 01.14.2025.xlsx` exists, described as covering "hundreds of unique
deductions," with the article last touched 2025-04-25 by a named UNFI staffer. It lives inside the
supplier-portal-gated Zendesk help center — log in to myUNFI and search "Supplier Deduction Key"
from inside the portal to pull the current version yourself. We could not access the file's
contents from outside the portal, which is exactly why every code on this page carries an
industry-reported label instead of a UNFI-documented one.

## Common gotchas operators report

*Industry-reported*, each sourced individually.

- **MCB/promo billbacks fund things you agreed to, but the amount is opaque by default.** Multiple
  sources independently flag that MCB line items only become legible once a supplier proactively
  requests UNFI's backup detail file — without it, the remittance line just says "MCB" with a
  dollar figure.
- **Duplicate deductions.** A promo deduction applied twice, or coded under two different reasons,
  is called out as a recurring pattern worth auditing for.
- **Early-payment (cash) discount taken even when payment was late** — i.e., the ~2% discount
  taken regardless of whether the discount window was actually honored. Reported independently in
  two places.
- **Freight/handling deductions must match your actual agreement.** A common recoverable error is
  UNFI applying its standard freight allowance rate even when the supplier arranged or paid
  freight itself, or on a prepaid shipment.
- **Compliance fines stack from small, easy-to-miss operational misses** — a shipment missing a
  packing slip, or a missing/late ASN. Specific dollar figures for these come from a single
  uncorroborated source; treat them as illustrative, not authoritative.
- **Spoils/unsaleables allowances** are usually a standing percentage-based deduction
  (Fairshare-style), described by vendors as "almost always non-negotiable" — separate from
  one-off spoilage chargebacks tied to specific lots.
- **Compliance/logistics violations reported as common root causes:** delivery outside the
  scheduled appointment window, shipment routed through an unapproved carrier, pallets configured
  wrong for the receiving DC (mixed-SKU where single-SKU is required), and BOL/PO/case-count
  mismatches against the physical shipment.
- **UNFI's compliance-fine categories map onto the routing guide:** weights-and-measures, ASN/EDI
  accuracy, routing compliance, and label compliance are each their own fine family, each
  independently disputable with the matching evidence type.
- **Suppliers reportedly avoid disputing out of fear of being deprioritized or getting reduced
  orders** — several vendor write-ups cite this as a reason deductions go unchallenged and losses
  compound over time.

## What nobody outside UNFI can verify

This is the honest part. We tried to fetch UNFI's own pages directly wherever possible; here's
exactly where that failed and why.

- **The actual contents of UNFI's Supplier Deduction Key spreadsheet.** Confirmed to exist; never
  read. Every specific code string anywhere on the public web, including on this page, is a third
  party's transcription of that key — not a direct reading of it.
- **A single authoritative dispute filing window.** Covered above — sources give different numbers
  and agree only on a roughly 12-month outer limit.
- **Whether the four code-naming schemes are one system or several.** East/West MCB letters,
  numeric Reason Codes, alphanumeric strings, and three-letter conventional codes could be the same
  system described four ways, genuinely separate systems, or vendor-specific simplifications. This
  is a real, unresolved conflict across our sources.
- **Current, UNFI-sourced dollar and percentage figures** for the recall administrative fee,
  service level fine, overship charge, and per-incident compliance fines — each traces to exactly
  one source and none of them is UNFI itself.
- **Whether the East/West regional contact emails still work.** The only source we found for
  `deductions@unfi.com` and `wrap@unfi.com` as region-specific contacts is a 2019 UNFI Zendesk
  snapshot. We found no 2025/2026 confirmation, and the ecosystem has since moved toward the
  Dispute Center plus third-party-firm emails for specific categories — treat the 2019 routing as
  likely stale.
- **UNFI's own live "Deductions FAQ" page as it reads today.** The URL is currently linked from
  UNFI's own Deductions section index, but UNFI's Zendesk returns HTTP 403 to automated fetches,
  and no web archive holds a snapshot newer than 2019.
- **`unfi.com/supplier-terms.html`.** Protected by bot-mitigation on both the live site and
  Wayback's re-crawl attempt; we could not read anything from this page.
- **The SSA 2.5% rate as still current in 2026.** Dated to a May 1, 2024 introduction from one
  source; the 2026 update describes a billing-format change and states the rate is unchanged, but
  neither claim comes from a UNFI-owned document.

If you need a code to be authoritative — for a dispute packet, for your books, for anything that
matters — the only real answer is to pull UNFI's current Supplier Deduction Key from inside your
own myUNFI portal login. Nothing on the public web, including this page, is a substitute for that.

## Decode your own remittance

Paste your remittance into the free web decoder and get every line named and the disputable
total — no account needed. Or install the same tool as a Claude skill and it drafts the dispute for
you.

- Web: https://shelfkit.ai/tools/deduction-decoder
- Plain-text / agent-readable version of this guide: https://shelfkit.ai/guides/unfi-deduction-codes.md

Install commands:

```
/plugin marketplace add BorisGearKit/cpg-skills
/plugin install deduction-decoder@cpg-skills
```

Free to use for your business, including commercially, under the PolyForm Shield 1.0.0 license.

Comparing vendors beyond deductions? See our honest
[AI tools for CPG operations round-up](https://shelfkit.ai/guides/ai-tools-for-cpg-operations) —
organized by the job, including where ShelfKit is not the pick.

## Questions people ask

**What is an MCB on a UNFI deduction?**
UNFI's own umbrella term for retailer-facing discounts and returns that UNFI funds and then bills
back to you — "Manufacturer Charge Backs," in UNFI's own words. See "What a UNFI deduction is"
above.

**Are UNFI deductions disputable?**
Many are, per deduction-recovery vendors: shortages, pricing errors, unsaleables with proof,
unauthorized or duplicated MCB charges, and compliance fines with matching evidence are all
reported as commonly disputable through UNFI's Dispute Center or ePASS/SV Harbor.

**How do I get my UNFI deduction key and backup documentation?**
Log in to the myUNFI supplier portal and pull the current Supplier Deduction Key from the Zendesk
help center; request or enroll in UNFI's weekly/monthly MCB backup file for itemized detail on
bundled MCB charges.

**Where do I find my deduction key on the portal?**
Inside myUNFI's supplier portal Zendesk help center (search "Supplier Deduction Key"), separate
from the Dispute Center where you actually file and track disputes.

**How long do I have to dispute a UNFI deduction?**
Sources disagree — reported windows range from 30-60 days to up to 12 months depending on
deduction type and agreement. Every source agrees disputes past roughly 12 months are denied.

**Why do different sources describe UNFI's deduction codes differently?**
UNFI's actual Supplier Deduction Key is portal-gated, so every public code list — this page
included — is a third party's transcription of it. We found four different code-naming schemes
across independent vendors and could not determine whether they are one system described
differently or genuinely separate systems. That is why every table above carries a source and a
confidence label.

---

This guide reflects publicly available third-party sources as of August 24, 2026, cited inline.
It is not affiliated with, endorsed by, or sourced from UNFI's non-public systems. Codes, rates,
and processes change — verify anything dispute-critical against your own myUNFI portal.

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