In this article, learn about:
What K-Solve is and how to access it
Searching, sorting, and exporting K-Solve data
K-Solve action icons
Common KeHE deduction categories
How to build a successful dispute submission in K-Solve
For suppliers selling through distributors like KeHE, managing trade spend and deductions is critical. A clear and efficient process for reviewing and disputing deductions ensures financial health and fosters a stronger partnership with your distributor. For KeHE CONNECT™ Suppliers, that process is centered entirely within a dedicated financial account tool: K-Solve.
K-Solve contains records for supplier payments and deductions, but it is also a gateway to financial reconciliation, a platform designed to help suppliers recover revenue. Here, we'll be unpacking how to access K-Solve, what it includes, and, most importantly, how to win money back through the portal.
What is K-Solve, and How Do I Access It?
K-Solve is an integrated component of the KeHE CONNECT Supplier portal, the primary online hub for all business interactions with KeHE. To locate the tool, a CONNECT user with the appropriate permissions simply needs to follow this straightforward navigational path:
Sales Orders > Credits > K-Solve
This location emphasizes K-Solve’s role as the central repository for all credit and debit activities tied to sales orders and subsequent payments. The system is designed to provide robust historical data, a feature invaluable for root cause analysis and trend identification.
Upon entry, you will find that K-Solve retains and displays up to two years of historical transaction detail. This extensive lookback period allows your finance team to conduct thorough audits and reconcile long-term financial discrepancies without needing to rely on external archiving methods up to the two-year window.
When a deduction code frequently reappears, being able to trace its history over 12 or 24 months allows a supplier to move beyond merely disputing individual line items. Instead, it enables a sophisticated root cause analysis, answering questions like: Is the issue a persistent receiving error, a misunderstanding of a new policy, or an invoicing issue?
The system organizes every transaction by:
Date
Amount
Deduction Type
Associated Documentation
How to Search, Sort, and Export in K-Solve
The heart of K-Solve is the transaction grid—a multi-column display listing every deduction and payment event. Effective deduction management begins with mastering the grid’s functionality for swift navigation and data retrieval.
Quick Search and Targeted Retrieval
For immediate research on recent activity, the Quick Search bar is your most efficient tool. This search mechanism is optimized to retrieve data from the last 90 days and allows filtering by several key fields. Utilizing the Quick Search functionality enables rapid verification when communicating with internal or external partners. The primary search fields include:
Invoice Number: Used for tracing a deduction back to a specific bill.
PO Number: Essential for linking the deduction to the original purchase order.
Vendor Name: Critical for organizations managing multiple vendor names.
ESN (Electronic Sequence Number): The unique transaction identifier used within the financial system.
Check Number: Used to verify which payment remittance the deduction was applied against.
Special Payee: Necessary for non-standard payment arrangements.
Advanced Search: The Funnel Icon (Filters)
When you need to look beyond the 90-day window or isolate transactions based on complex criteria, the Advanced Search feature is necessary. This is accessed by clicking the Funnel icon (Filters) located near the search bar. This pop-up menu provides extensive filtering capabilities, allowing you to fine-tune your results based on criteria such as deduction status, amount range, or deduction type code.
Crucially, the Advanced Search is where you adjust the “From” date to view records older than 90 days, enabling you to access the full two years of historical data K-Solve provides.
Dynamic Sorting and Grouping
To organize the grid and conduct bulk analysis, K-Solve offers sorting mechanisms:
Standard Column Sort: Clicking the top of a column header sorts the data either alphabetically or chronologically.
Advanced Grouping: For more complex analysis, you can drag column headers (e.g., “Deduction Code” or “DC Name”) into the gray bar directly above the transaction grid. This action groups all similar transactions together, providing a consolidated view. For instance, dragging the "Deduction Code" header into the bar will group all deductions of the same type, instantly revealing the volume and value of specific issues, such as “In-Full Delivery” or “Damages.” This grouping capability is vital for identifying and prioritizing high-impact deduction trends.
Data Export: Analysis Beyond the Portal
Finally, for reconciliation, reporting, and internal data sharing, the Export button allows you to download the currently filtered and sorted Transaction Grid into an Excel spreadsheet.
Exporting the data is essential for merging KeHE’s information with your internal accounting system, creating pivot tables for deduction analysis, and generating reports for supply chain or operations teams tasked with fixing the root cause of non-compliance. Always export with your filters and sorting applied to ensure the Excel file contains only the relevant data set you need to analyze.
Understanding the Key K-Solve Action Icons
The far-right column of the K-Solve transaction grid is the most important, as it contains the key icons that provide visibility and enable action. Mastery of these three icons is crucial to an effective deduction management process.
The Document Icon (View Backup)
Represented by a file folder icon, the Document icon indicates that supporting documents are attached to the transaction. These documents are typically the Proof of Delivery (POD), Bill of Lading (BOL), invoice copies, or other forms of internal or external documentation KeHE used to justify the deduction.
Function: Clicking this icon opens a viewer where you can examine and download the attached files.
Importance: Before disputing any deduction, KeHE requires that you click this icon and review the backup provided. The documents are the foundation of the deduction and reviewing them is the first step in building your counter-argument. If the deduction backup provided by KeHE is insufficient, illegible, or contradicts your own records, this information becomes a central element of your dispute.
The Notes Icon (Add/View Notes)
Represented by a note icon with a pencil, the Notes icon is always present, regardless of the transaction's status.
Function: This icon serves two purposes:
Adding Internal Notes: Suppliers can use this feature to add internal comments (up to 250 characters) to track the status of a dispute, assign follow-up tasks, or record external communication history. These notes are visible only to your company.
Viewing Dispute Comments: Crucially, any comments or communication generated during the formal dispute resolution process are automatically appended here by the system.
Best Practice: Use the Notes icon diligently to maintain a clear audit trail. Consistent documentation is essential for multi-stage disputes that may take several weeks or months to resolve.
The Dispute Icon (Submit a Dispute)
This is the most actionable icon and the gateway to initiating a formal revenue recovery process.
Initial State: When a transaction is eligible for dispute, the icon appears as a distinct blue icon (typically a shape representing a ticket or a document with an arrow).
Function: Clicking the blue icon opens the “Create Dispute” pop-up window, which guides you through the submission process.
Post-Submission State: Once a dispute has been successfully submitted, the icon immediately changes to red (or another distinct color, such as orange, depending on system updates) to indicate that the transaction is now under review and actively tied to a formal dispute ticket. This visual change ensures your team does not inadvertently submit a duplicate claim.
Deciphering Common KeHE Deduction Categories
Understanding the category and underlying reason for a deduction is the foundational step in building an effective dispute. KeHE deductions can be broadly categorized into four main areas, each requiring a different approach to reconciliation and dispute.
KeHE Internal Fees
These are deductions originating from KeHE’s own policies and contractual terms with the supplier. They are often compliance- or service-related.
Payment Terms: Deductions for early payment discounts or discrepancies in agreed-upon payment terms.
Promotional Processing Fees (MCB/EP): Fees associated with managing and administering Manufacturer Chargeback (MCB) or Extra Performance (EP) promotional programs. Disputes here often revolve around whether the program terms were correctly applied or calculated.
Non-Compliance Fines: Fines levied for failing to meet specific requirements outlined in the KeHE Supplier Policies & Procedures (P&P), such as incorrect pallet height, labeling errors, or scheduling issues. These are the most direct targets for root cause analysis, as they signal a breakdown in the supplier's logistics or fulfillment process.
Unsaleables
These deductions are tied to products that are not received in a sellable condition.
Warehouse Spoils: Product deemed unsellable while in KeHE’s distribution center, often due to damage from poor handling, expired shelf life upon receipt, or environmental factors.
Retailer Store Spoils: Product that spoils or becomes unsellable after being delivered to the retailer.
Supplier Returns: Deductions related to product returned from the retailer to KeHE.
For disputing unsaleables, the key is the Proof of Delivery (POD) and any associated documentation regarding the product’s condition at the time of transfer of custody. If the product was received in good condition, the liability may shift to KeHE's handling.
Invoice Adjustments
Invoice adjustments represent transactional discrepancies between what the supplier billed and what KeHE’s system recorded.
Missed Allowances: Deductions taken because a negotiated allowance, discount, or deal price was not reflected on the original supplier invoice.
Price/Quantity Discrepancies: The most common form, where the price or quantity invoiced does not match the price or quantity on the original Purchase Order (PO).
Disputing invoice adjustments centers on providing a clear comparison between the KeHE Purchase Order and the Supplier Invoice. The supplier must demonstrate that their invoice accurately reflects the agreed-upon terms, price, and quantity.
Retailer Pass-Through Deductions
These deductions are unique because KeHE acts primarily as a processing agent, passing the chargeback from the retailer to the supplier.
The common types of retailer pass-through deductions at keHE are:
Placement/Slotting Fees
Advertising Fees
Coupon Redemptions
Scan Allowances
Store Credits (often for retailer spoils/returns)
It is important to remember that KeHE’s role here is administrative. For questions or disputes related to the validity or terms of the agreement for these deductions, the supplier must typically engage their KeHE Account team or the respective retailer directly, as the underlying business agreement rests outside of KeHE’s immediate financial processing control. K-Solve may show the deduction, but the resolution is often driven by the sales relationship, not the logistics or compliance teams.
Related Reading: KeHE Deductions and Invoice Prefixes
How to Build a Successful Dispute Submission
A successful dispute in K-Solve is not simply about clicking a button; it is a structured, evidence-based process. Following these six steps ensures your dispute is complete, clear, and provides KeHE’s resolution team with everything needed for a rapid and favorable review.
Step 1: Read and Reference the KeHE Policies & Procedures (P&P)
The foundation of any successful dispute is the KeHE Policies & Procedures (P&P) document. This comprehensive guide outlines the rules governing everything from logistics and pallet building to invoicing and compliance.
Action: Before submitting, find the specific section in the P&P that relates to the deduction code (e.g., In-Full Delivery or Labeling requirements). You must use the P&P to justify your claim.
Value: By referencing the P&P, you demonstrate not only that you understand the rules but that you have identified where KeHE’s deduction does not align with the established policy. This turns a simple disagreement into a documented claim against an established standard.
Step 2: Provide Detailed and Comprehensive Information
The “Create Dispute” pop-up will ask for a description of your issue. Use this space wisely.
Action: Do not use vague language. Provide specifics: reference the PO and Invoice numbers again, mention the specific date the goods were received, and cite the exact amount being disputed. Clearly state the deduction code and why it is incorrect.
Best Practice: Think like an auditor. The KeHE resolution team should be able to read your description and immediately understand the core of your claim without needing to open additional files.
Step 3: Attach All Relevant Proof Documents
This is the most critical step. Your dispute is only as strong as the evidence you provide.
Action: Attach all files that substantiate your claim. This commonly includes:
The clean, signed Bill of Lading (BOL).
The Proof of Delivery (POD).
A copy of your Invoice.
A copy of the KeHE Purchase Order (PO).
Time-stamped photographs (for damage/unsaleable claims).
Relevant email communication that confirms pricing or terms.
Clarity: Label each attached file clearly (e.g., "BOL-PO12345," "InvoiceCopy-Date"). Ensure the documents are high-resolution and legible.
Step 4: Clearly Identify the Gap
The "gap" is the core legal and financial reason the deduction should be reversed.
Action: Explicitly state where the evidence (your attached proof) contradicts the reason for the deduction. Examples:
“The deduction states the shipment was short, but the attached BOL, signed by a KeHE representative, confirms 100 cases were received, matching the PO quantity.”
“The deduction is for a violation of the Pallet Height Policy, but the attached photo and receiving log show the pallet height was compliant with Section 4.A of the P&P.”
Focus: The resolution team is looking for a clear path to reversal. Identifying the specific gap and supporting it with documentation gives them that path.
Step 5: Secure and Track Your Assigned Ticket Number
Once submitted, the K-Solve system will instantly generate a unique dispute ticket number.
Action: Record this ticket number immediately. This number is the single reference point for your dispute.
Follow-Up: If you need to contact KeHE’s Accounts Receivable team for an update, the ticket number must be in the subject line of your email. This ensures your communication is routed immediately to the correct internal personnel, preventing delays in resolution.
Step 6: Allow Adequate Time for Resolution
Financial audits and dispute resolutions require time for due diligence on KeHE's side.
Action: While every effort is made for a swift resolution, suppliers should allow up to three weeks for a formal response from KeHE.
Patience and Persistence: Avoid submitting duplicate disputes or sending follow-up emails before the three-week window expires, as this can slow down the overall process. Trust the system and the ticket number you have recorded.
Conclusion
K-Solve is a centralized tool designed to bring structure and accountability to the deduction management process. By diligently accessing the portal, leveraging its robust search and grouping capabilities, and—most importantly—adhering to the six-step best practice guide for dispute submission, KeHE CONNECT Suppliers can effectively reclaim revenue and gain valuable insights into their operational efficiency. Dedication to clear, evidence-based dispute management in K-Solve is not just a financial task; it is a critical investment in your partnership with KeHE and the long-term profitability of your business.
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