The window closes first
Each retailer sets its own deadline for a dispute. A deduction that waits behind month-end close can expire before anyone opens it.
Deduction dispute software that matches the paperwork before you file.
A deduction posts in a moment. Disputing it means pulling the invoice, the ASN, the proof of delivery and the retailer’s receipt from four places before the window closes. For CPG suppliers across Northwest Arkansas, we build custom software that matches those records to each deduction and prepares the packet for your approval. Software you own.
EXPLORE A SAMPLE WORKSPACE
One shortage deduction, matched.
The invoice, ASN, proof of delivery and retailer receipt side by side, the gap between them, and a dispute packet waiting for approval.
Open deductions31Resolution still pending
Deduction balance$42.6kOpen deductions
Review packets ready23Supporting documents assembled
Shortage deduction · D-1048
Retailer A · PO-8392Invoice INV-8392Page 1 · Billed quantity
480casesASN ASN-8392Line 4 · Shipped quantity
480casesSigned POD POD-8392Page 2 · Item-level delivery
480casesRetailer receipt RC-8392Line 4 · Received quantity
432casesDeduction validity pending review.
Sample data · Interactive demoChanges stay in this preview.
This is sample data. Yours would run on the systems you already have.
Talk through your businessWhy deductions
go undisputed.
The evidence is in four places
The invoice is in your ERP, the ASN with your EDI provider, the proof of delivery with the carrier and the receipt in the retailer’s portal. Every dispute starts with a search.
Small deductions get written off
When the packet costs more to assemble than the deduction is worth, nobody assembles it. Valid or not, it gets written off.
The same cause keeps repeating
A shortage at the same distribution center or a late delivery by the same carrier arrives as separate deductions, so the pattern stays hidden.
From the remittance
to the dispute packet.
- A deduction queue sorted by type, amount and dispute deadline, so the ones about to expire are worked first.
- Document matching that ties each deduction to its invoice, ASN, proof of delivery and receipt, and shows the page and line each number came from.
- A dispute packet for each deduction worth disputing, assembled the way the retailer asks for it and held for your team’s approval.
- A record of every deduction and how it ended, grouped by retailer, distribution center, carrier and item, so repeat causes show.
NWAAI / Your operation
How AI is usedYour team approves the next step.
AI reads the documents, matches them to the deduction and drafts the packet, with each number tied to the page it came from. It also flags when the documents support the retailer. Your team approves every packet, and nothing goes to a retailer without that approval.
Review → Approve → Record
What a deduction
dispute needs.
You already hold most of these. They sit in different systems, and some exist only as a PDF.
Records
- The deduction itself: claim number, reason code, amount, and the purchase order or invoice it cites.
- The invoice and the purchase order it was billed against.
- The advance ship notice (ASN) and the bill of lading.
- The carrier’s signed proof of delivery or, on collect freight, the bill of lading signed at pickup.
- The retailer’s receiving record for that delivery.
- For pricing and promotional deductions, the price file or the promotion agreement.
Systems it connects to
- Your ERP or accounting system, for invoices, open receivables and remittances.
- Your EDI provider, for purchase orders, ASNs, invoices and remittance advice.
- The retailer’s supplier portal, through the reports, exports and APIs your account makes available, as its terms allow.
- Your carriers, 3PL or TMS, for bills of lading and proofs of delivery.
- The inboxes and shared folders where those PDFs land today.
A FIRST PROJECTStart with one retailer
Start with one retailer
and one type of deduction.
Shortages at one retailer are a good place to start, because the proof is in documents you already hold. A first project connects those records, builds the queue and the matching, and puts dispute packets in front of your team for approval. Late-delivery fines, pricing differences and promotional allowances use different evidence. They come next, once the first type works the way your team wants.
Deductions are one part of the CPG supplier software we build, alongside item setup, replenishment and OTIF.
LET’S MAKE IT PRACTICALBuilt on what
Built on what
you already run.
Bring one deduction you wrote off and whatever paperwork you could find for it. We’ll trace where each document lives and what it would take to match them every time.
Talk through your businessWhat evidence does each kind of deduction need?
A shortage needs shipping and receiving records: the invoice, the ASN, the signed proof of delivery and the retailer’s receipt. A late-delivery fine needs the appointment and the delivery record. A pricing or promotional deduction needs the price file or the agreement. Each type gets its own matching rules, and we add them one at a time.
Does it file the dispute for us?
It prepares the packet the way the retailer asks for it, and your team files it. Where your retailer account offers a supported way to submit electronically, and its terms allow it, we can connect that behind your approval step. Nothing goes to a retailer on its own.
How is this different from packaged deduction software?
Packaged tools fit when your process matches theirs. We build when the evidence sits in systems a packaged tool doesn’t read, when the rules are specific to your business, or when you want to own the code. If a packaged tool is the better answer, we’ll say so.
What will our business own?
Once a project is paid in full, the custom code, configuration and documentation we create for you are yours, handed over in accounts you control. Third-party software, hosting and AI services keep their own licenses and costs.