Establish applicability first
UNFI's public supplier terms were updated July 30, 2026 and checked September 7, 2026. They say a mutually executed supplier agreement prevails where it conflicts with those terms, and refer to separate supplier policies. Obtain the versions applicable to your products and orders.
Record supplier and UNFI entities, product/order, agreement and policy versions, effective dates and transaction date. Ask the responsible customer reviewer to resolve missing or conflicting versions. Public terms do not establish whether an individual deduction is valid.
Gather the minimum records
Keep the transaction and its applicable instructions together.
- PO, dated invoice, invoice reference and receipt evidence where available.
- Pricing, promotion or allowance agreement and relevant supplier-policy section.
- Remittance/payment, original deduction reference and description; request detail if only a net amount appears.
- Shipment/receiving records for a delivery or quantity issue.
- Credit memos, prior adjustments and previous responses to avoid preparing an item twice.
Separate invoice and settlement questions
First match invoices to remittance allocations; then match the payment to its bank settlement using reference and period, not amount alone. Classify the supported difference as a deduction, adjustment, settlement difference or unresolved.
Use the downloadable evidence register with invoice/payment/deduction IDs, stated basis, applicable document, amount, linked credits, missing evidence and customer decision. These are proposed working columns, not a UNFI-mandated format.
Worked example: a USD 20 settlement difference
Invented records, not UNFI data. Invoices for USD 460 and USD 540 match a USD 1,000 remittance. A fictional bank entry with the same verified payment reference shows USD 980.
Invoice-to-remittance difference: USD 0. Remittance-to-bank difference: USD 20. Request settlement detail. Do not invent a bank fee or assign the USD 20 to either invoice as a deduction. No recoverability conclusion follows.
Stop before assuming a dispute route
Check current applicable supplier instructions for the response route and deadline. This guide is not a portal tutorial and does not verify account access. Do not substitute customer purchase terms for supplier terms or convert a payment provision into a deduction-dispute deadline. LogLyn does not represent UNFI.
A useful assessment returns matched records, supported explanations and explicit gaps. If gaps prevent an estimate, request records first. The customer verifies facts and controls communications. Describe the mismatch without sensitive details and agree a secure transfer route, subject to your authority to share.