In this article, learn about the significant 2025 updates to:
KeHE Supplier Policies and Procedures
KeHE Inbound Routing Guide
KeHE Fee Schedule
As of November 1st, 2025, KeHE updated much of its supplier documentation, including its Supplier Policies and Procedures, Inbound Routing Guide, and Fee Schedule.
Rather than sift through every document to find the changes and updates, this article lays out the major changes to these important KeHE supplier documents.
While this article won’t go into the granular details of changes to wording and syntax, it is important to note that the overarching adjustments in these areas remove the softer language used in previous editions.
2025 Updates to KeHE’s Supplier Policies and Procedures
In addition to tightening up its language, some of the smaller adjustments to the policies and procedures are:
KeHE updated and clarified the contact information listed in the beginning of the document.
When submitting a product change form, suppliers must now include the date of the change and the “disposition arrangement” for any unused or spoiled inventory related to the change.
Suppliers are required to subscribe to data exchange solutions from KeHE’s third party data provider (SPS Commerce).
KeHE reserves the right to change a supplier’s delivery method at its discretion, with a 90-day notice to the supplier.
Suppliers are required to reimburse KeHE for discontinued products.
Suppliers may not refer to KeHE in any advertising, press releases, public statements, or marketing without prior written consent.
KeHE updated the dispute timeline process, requiring suppliers to dispute within 180 days. If the supplier fails to dispute within that timeframe, KeHE will waive the dispute.
KeHE has updated its technology requirements to support FSMA 204 traceability through EDI integration, deepening its alignment with industry regulations and food safety standards.
In addition to the updates above, the two largest updates to the policies and procedures manual are the removal of the DPI addendum and updates to KeHE’s overarching electronic data interchange (EDI) expectations.
KeHE Removes DPI Addendum in 2025 Update
The 2023 version of KeHE’s supplier policies and procedures included a DPI addendum in the beginning of the document. This addendum references KeHE’s acquisition of DPI Specialty Foods, which was still in process at the time of the last policies and procedures update.
By excluding this addendum in the 2025 update, KeHE has now fully integrated DPI into its processes, which means any “wiggle room” that was previously allowable for suppliers who had been working with both KeHE and DPI has now moved to a consistent process. Suppliers should consult with their contacts at KeHE should new processes with DPI be unclear.
2025 Update to KeHE's EDI Expectations for Suppliers
In the 2023 version of the supplier policies and procedures guide, KeHE outlined general EDI expectations and included language outlining allowable exceptions. In the 2025 update, KeHE added much stronger language stating that suppliers must use EDI and adhere to all EDI requirements without exception.
Should a supplier want to submit a purchase order (PO) through an alternative method, KeHE requires that this request be made in writing, and gives suppliers a strict timeline of 48 hours to confirm the PO.
In addition to EDI, KeHE significantly tightens its language regarding supplier technology expectations, expanding the necessity of using the KeHE CONNECT supplier portal, and K-Solve for all transactions, disputes, and documentation compliance. Before, KeHE allowed more margin for managing processes through email as well as through the supplier portal. By narrowing allowable processes to the portal only, KeHE will have more visibility into supplier transactions, and suppliers will have all their documentation and processes in one place.
Terminology Changes and Updates
2023 Term | 2025 Term | Definition |
Item Change Form | Product Change Form | Required by KeHE for suppliers needing to adjust the amount or type of products being shipped. |
Placement Allowances | Free Fills | Products provided to KeHE by the supplier for free to support store openings or new product distribution. |
N/A | Full Spoils | Retailer spoils + warehouse spoils |
Supplier Development Manager | Supplier Manager |
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2025 Updates to KeHE’s Inbound Routing Guide
Where the policies and procedures made several larger, tangible updates to its requirements, the inbound routing guide updates are primarily language and clarification updates. Specifically:
KeHE removed a short paragraph about assisting suppliers in finding/changing delivery methods as needed.
KeHE may no longer be requiring pallet placards, as it removed the details from the inbound routing guide.
In addition to chargebacks for non-compliance, KeHE may now also request reimbursement for costs associated with managing compliance infractions (e.g., shortages, overages, damaged goods).
KeHE added a notice to the “supplier delivered” section, encouraging suppliers to carefully vet carriers before using their services.
KeHE added some more detailed definitions to the inbound routing guide, specifically defining what a case is: “outer container or carton that holds a specific number of identical, individual units/items (or SKU) of the same product.”
An additional notice of fees suppliers may incur due to non-compliance in different areas (such as barcode compliance). These fees are detailed in the Fee Schedule.
KeHE removed the list section that outlines what must be included on BOLs, packing lists, and correct labels, and refers suppliers to later sections in the guide with image examples of compliant documentation.
2025 Updates to KeHE’s Fee Schedule
The shortest document KeHE updated was the fee schedule. The most significant updates are:
There is no longer a “$40/SKU product image” fee listed under new item setup fees.
KeHE removed the fee placement processing fee section.
Extra performance processing fee changed to an 8% fee with a $35 minimum and $700 maximum. Previously there was no minimum, and the maximum was $500.
The language has been updated under promotional listing fees: rather than stating “per brand” it is now per brand/per publication type.
MCB Fees section was updated to include more detail.
Conclusion
Overall, the primary changes KeHE made to its supplier documentation involved toughening language that was previously more nebulous. This means suppliers need to take the time to review these adjustments and then modify their processes accordingly to avoid compliance issues. The largest example of this is KeHE’s stricter adherence to EDI, which demonstrates increased accountability for suppliers and less flexibility around non-compliance.
How SPS Commerce Can Help
Not sure where to start when it comes to EDI? Let SPS handle document compliance and help you recover your revenue from invalid deductions.
