UNFI ePASS: How to File a Deduction Dispute (PASS# Step-by-Step)
A practical guide for emerging CPG brands on using UNFI's ePASS portal on SVHarbor to open a PASS#, what MCB detail files are and how to get them, dispute deadlines, required documentation, and the most common deduction codes you'll encounter.
If you sell through UNFI and your remittance statements show lines you don't recognize — or lines you know are wrong — this guide is for you. UNFI has a formal dispute portal for conventional/natural-channel suppliers called ePASS (Partner Accounting Self-Service), accessible through SVHarbor. When you dispute a deduction inside ePASS, UNFI calls it "opening a pass." The reference number that gets issued is your PASS#.
The catch: a large category of UNFI chargebacks — the MCB (Manufacturer ChargeBack) lines — arrives on your remittance as a single lump sum with no itemization, unless you have proactively opted in to receive MCB detail files. If you haven't done that yet, most of your MCB chargebacks are effectively undisputable. The fix takes one email (see the callout box below).
This guide covers the full process from first login to resolution tracking. It is written for founders and part-time controllers at brands in the $1.5M–$5M revenue range — the companies most likely to be eating deductions they should be disputing.
What You're Actually Looking At: The UNFI Deduction Landscape
Distributor deductions across the natural and specialty channel typically represent 2–5% of gross sales. For a $3M brand, that's $60,000–$150,000 per year flowing out in deductions — a portion of which is legitimately disputable. UNFI ($30.98B in annual revenue, per SEC filings) is the largest distributor in natural grocery, and its deduction system is correspondingly complex.
UNFI separates its supplier base into two groups, each with a different dispute path:
- Natural channel suppliers (brands primarily distributed through natural/specialty retail): dispute via a separate email-based form process using
[email protected]. - Conventional channel suppliers (brands distributed through conventional grocery): dispute self-service through ePASS inside SVHarbor.
Many emerging brands fall into the natural channel bucket. The steps below cover the ePASS/SVHarbor workflow used by conventional channel suppliers, followed by a section on what natural-channel brands need to know. Both paths converge on the same core documentation requirements and share the MCB opt-in problem.
The Single Email That Makes Your MCB Chargebacks Disputable
Critical action — do this before reading the rest of this guide.
UNFI's MCB (Manufacturer ChargeBack) deductions cover a wide category of distributor-to-retailer deal costs that UNFI passes through to your brand: promotional allowances, retailer-specific discounts, new-store opening allowances, EDLP pricing deals, and more (see the deduction code section below for the full breakdown).
By default, UNFI sends MCB charges as a single lump-sum line on your remittance. There is no itemization, no PO reference, no retailer name — just a dollar amount you cannot validate or dispute.
To receive MCB detail files, you must explicitly opt in by sending an email to:
Once enrolled, you receive weekly backup files that break down every MCB line by retailer, deal type, and amount. Without this file, you have no basis to dispute any MCB line — valid or not.
Important: UNFI reportedly limits enrollment to one contact per supplier. Choose the person most likely to act on the data (your controller or deductions lead) as the designated recipient. If you need to change that contact later, you'll need to email the same address.
Verify: Confirm with UNFI that the address
[email protected]is still current and that the one-contact-per-supplier limit is still enforced. Policies change without public notice.
Understanding the PASS# System
In standard accounting language, a "dispute" is something you open against an invalid charge. UNFI uses different terminology: when you challenge a deduction through ePASS, you are opening a pass, and the tracking identifier issued is your PASS#.
Think of a PASS# as a case number. It:
- Ties a specific deduction line to your challenge
- Tracks the status of UNFI's review (Received → In Process → Repayment Pending / Denied)
- Serves as your reference in follow-up communications
You can open a PASS# two ways:
- Find the deduction via Document Search in ePASS and open a pass directly against it.
- Create a PASS# manually using the "Create PASS#" function, which is useful when a deduction doesn't appear yet in the Document Search results or when you receive a charge outside the normal remittance cycle.
Step-by-Step: Opening a PASS# in ePASS (Conventional Channel)
Step 1: Log In to SVHarbor and Navigate to ePASS
Go to svharbor.com and log in with your supplier credentials. ePASS is accessible at epass.svharbor.com. Verify: Confirm the direct URL path within SVHarbor to reach ePASS has not changed.
If you do not have a login, contact [email protected] to request access. Include your brand name, vendor number, and the name and email of the person who will manage the account. New supplier onboarding typically takes a few business days.
SVHarbor Terms of Service note: SVHarbor's terms prohibit third-party credential access to the portal. Only your own team members should log in with your supplier account credentials. Do not share credentials with consultants or tools that would access the portal on your behalf using your login.
Step 2: Locate the Deduction
Once inside ePASS, use the Document Search feature to find the specific deduction you want to dispute. You can search by:
- Document number (from your remittance)
- Date range
- Deduction code
Pull up your remittance statement before this step so you have the exact document numbers ready. UNFI remittances typically arrive as PDFs or EDI 820 files and list each deduction line with a document number, deduction code, and dollar amount.
If the deduction does not appear in Document Search — which can happen with newly posted charges or certain MCB lines — proceed directly to Step 4 to create a PASS# manually.
Step 3: Review the Deduction Code
Before opening a pass, confirm what the deduction code means. UNFI maintains an official Supplier Deduction Key inside the portal that catalogs hundreds of codes. Common codes you will encounter (see the full code table in the next section) include promotional allowances, freight chargebacks, compliance penalties, and MCB categories.
Ask yourself:
- Did I authorize this promotion or deal?
- Is the amount consistent with what was agreed?
- Do I have a signed promotional agreement or email confirmation?
- Is this an MCB charge I haven't received detail files for?
If the deduction is valid, close out and move on. Only open a pass on lines you have documentation to support.
Step 4: Open a Pass (or Create PASS# Manually)
If the deduction appeared in Document Search: Select it and choose the option to open a pass. Verify: Exact button label or menu path within ePASS — UI language may have changed.
If you are creating manually: Select "Create PASS#" from the ePASS navigation menu and enter the deduction document number, amount, and code by hand.
In either case, you will need to complete the pass form with:
- A clear written explanation of why the deduction is invalid. Be specific: reference your signed promotional agreement, the purchase order number, or the price confirmation email. Vague explanations slow resolution.
- Supporting documentation uploaded as attachments. The attachment limit is 5MB per upload. Verify: Confirm 5MB limit is still current.
Step 5: Upload Your Documentation
The quality of your documentation is the single biggest factor in pass outcomes. Organize the following before you start:
| Document Type | When Required |
|---|---|
| Original purchase order | Any pricing or quantity dispute |
| Signed promotional agreement | Any promo allowance dispute |
| Bill of lading (BOL) | Freight or delivery chargebacks |
| Proof of delivery (POD) | Shortage or receiving disputes |
| Pricing confirmation email | Price discrepancy disputes |
| MCB detail file line item | MCB disputes (requires opt-in) |
Compress files before uploading if you are near the size limit. PDF format is preferred for legibility.
Step 6: Submit and Record Your PASS#
After submission, ePASS will issue a PASS# for the case. Write this number down immediately and log it in your deductions tracking system — a spreadsheet at minimum, or your accounting software if it has a notes field. Include:
- PASS#
- Original deduction document number and code
- Dollar amount
- Date submitted
- Expected resolution window
Step 7: Track Status and Follow Up
UNFI updates dispute statuses on a regular cycle. Status stages you'll see in ePASS include:
- Received — your pass is logged in their system
- In Process — under review
- Repayment Pending — approved; credit or repayment forthcoming
- New Invoice Requested — UNFI needs additional documentation from you
- Denied — challenge was not upheld
- UNPAID on Account — resolution applied against an open balance
Most passes resolve in 30–45 days. If a pass reaches 45 days with no status movement, it is appropriate to follow up via UNFI's supplier support portal at unfinc.zendesk.com.
Dispute Process for Natural Channel Suppliers
If your brand sells into the natural channel (Whole Foods, co-ops, independent natural retailers), you are likely classified as a natural channel supplier with a different dispute path:
- Download the UNFI Natural Supplier Dispute Form (the current version is the
.xlsbExcel file dated 01/01/2024 — Verify: confirm UNFI has not issued a newer form version). - Complete every field in the form. Partial submissions are returned.
- Email to:
[email protected] - Subject line format:
Dispute: [Brand Name], [Check #], [Deduction Invoice #], [Dispute Amount] - UNFI sends a tracking number within two business days.
- Resolution typically takes 30–45 days from receipt.
Natural channel suppliers share the same MCB opt-in issue as conventional suppliers. If you are receiving MCB lump-sum charges and haven't enrolled at [email protected], do that before submitting any MCB disputes — you need the detail file to populate your dispute form accurately.
UNFI Deduction Code Reference
UNFI's full Supplier Deduction Key runs to hundreds of codes. Below are the categories and specific codes most commonly encountered by emerging CPG brands, organized by type.
MCB (Manufacturer ChargeBack) — Retailer Deal Pass-Throughs
MCB codes cover deals UNFI arranged with retailers on your product's behalf. The specific sub-code (a single letter suffix) indicates the deal type. These vary by UNFI region (East vs. West):
East MCB Sub-codes:
| Code | Description |
|---|---|
| MCB-A | Arranged by Vendor — ongoing deals, EDLP, CLP pricing |
| MCB-C | Case Stack deals submitted to UNFI |
| MCB-D | Demo products used at store samplings |
| MCB-M | Miscellaneous charges |
| MCB-O | Opening Order for new retail store locations |
| MCB-P | Monthly promotions for a store or chain |
| MCB-T | Broker or vendor turnover order discounts |
| MCB-U | Show Order — show discounts authorized by vendor or broker |
| MCB-Z | Salesman Samples pulled from inventory |
West MCB Sub-codes:
| Code | Description |
|---|---|
| MCB-A | Ad Deal — retailer-submitted customer-specific discounts |
| MCB-C | Customer-specific Published Deal through UNFI programs |
| MCB-E | EDLP — supplier/broker-submitted customer-specific discounts |
| MCB-F | Flyer — UNFI Circular program discounts |
| MCB-M | New Additions or truckload deal programs |
| MCB-O | New Store Opening special discounts |
| MCB-P | Publications — UNFI monthly specials |
| MCB-S | Shelf Sales — supplier/broker-submitted discounts |
| MCB-T | Turnovers — one-time deals, trade show, or sample orders |
MCB disputes require the detail file (opt-in via [email protected]). Without it, you cannot identify which retailer or deal a specific MCB line refers to.
Compliance and Operational Codes
These codes relate to supply-chain compliance penalties. Many are valid charges for genuine non-compliance, but incorrect dates or misidentified POs create disputable lines.
| Code | Description |
|---|---|
| AVL(PO#) | Late Delivery — typically $250+ per occurrence |
| AVNCNS(PO#) | No-Show Delivery — $300–$500 per occurrence |
| LCPV(PO#) | Pallet Construction Violation |
Promotional and Pricing Codes (Conventional Suppliers)
| Code | Description |
|---|---|
| BB6 | Billback — Shoppers promotion |
| BBT | Billback — Cub Foods |
| CCS | Chargeback (general) |
| CPI / CPN | Coupon redemptions passed through |
| DIR | Independent retailer deal |
| PMD / DEX / SBT | Promotional deductions |
Damage, Returns, and Spoilage
| Code | Description |
|---|---|
| DIV | Damage or return deduction |
| 29CM / PCM / FNCM | Recall disposal fees |
Freight and Cost of Goods
| Code | Description |
|---|---|
| FBB | Freight billback |
| HCG | Cost of goods adjustment |
| SWL | Swell allowance |
Early Payment Discounts
| Code | Description |
|---|---|
| (no standard code — appears as a percentage line) | Early payment discount taken against invoice |
Verify: Deduction code tables above are compiled from multiple secondary sources (Crisp docs, SPS Commerce/SupplierWiki, Confido). Cross-reference against your current UNFI Supplier Deduction Key, which is maintained inside the portal and updated without public notice. Regional code variants exist and UNFI may have introduced new codes since these sources were published.
Key Deadlines: Don't Let the Clock Run Out
UNFI's dispute windows are more forgiving than KeHE's, but they are finite:
- Submit within 60 days of the original deduction for the fastest resolution path. UNFI prioritizes recent passes, and early submission typically shortens the 30–45 day resolution window.
- Hard cutoff: 12 months from the deduction date. After 12 months, the pass window closes and the deduction is no longer disputable through ePASS.
Verify: The 12-month hard cutoff and 60-day best-practice window are from multiple secondary sources. Confirm against your current UNFI vendor agreement — contractual terms can supersede portal defaults, and policies may have changed.
Practical implication: if you have backlogged deductions from the past six to eleven months that you haven't reviewed, run that audit now. The 12-month window is long enough that brands forget about it — and then it's gone.
Building a Simple Deductions Tracking System
You do not need software to manage UNFI disputes effectively at the $1.5M–$5M scale. A well-structured spreadsheet can handle the job. Minimum columns:
| Column | What to Track |
|---|---|
| PASS# | Issued by ePASS at submission |
| Deduction Document # | From your remittance |
| Deduction Code | MCB-P, BB6, AVL, etc. |
| Amount | Dollar value of the disputed charge |
| Date Deducted | From remittance |
| Date PASS# Opened | Your submission date |
| 60-Day Flag | Auto-calculated: Date Deducted + 60 |
| 12-Month Deadline | Auto-calculated: Date Deducted + 365 |
| Status | From ePASS — updated as it changes |
| Outcome | Won / Denied / Partial |
| Recovery Amount | Credit or repayment received |
Review this tracker weekly. When a PASS# hits 45 days with no update, follow up. When a line approaches the 12-month deadline, escalate immediately.
FAQ
Q: What is the difference between ePASS and SVHarbor?
SVHarbor is UNFI's supplier web portal — the broader platform that houses multiple tools and information resources for vendors. ePASS (Partner Accounting Self-Service) is the specific module within SVHarbor where conventional channel suppliers manage deductions and open disputes (PASS#s). Think of SVHarbor as the building and ePASS as one of the offices inside it.
Q: I'm a natural channel supplier. Do I use ePASS?
Natural channel suppliers typically use a separate email-based process (submitting the UNFI Natural Supplier Dispute Form to [email protected]) rather than ePASS directly. However, both supplier types face the MCB opt-in issue. If you're unsure which category applies to your brand, check with your UNFI sales contact or email UNFI Supplier Support at unfinc.zendesk.com.
Q: How do I get MCB detail files?
Email [email protected] and request enrollment. Once enrolled, you receive weekly files breaking down each MCB charge by retailer and deal type. This is a free supplier service — UNFI provides it to help vendors validate chargebacks — but it requires that opt-in email. Without the detail files, MCB lines on your remittance are a black box.
Q: What happens if my PASS# is denied?
A denial means UNFI reviewed your documentation and found the deduction valid, or your supporting evidence was insufficient. You can respond with additional documentation if you have it. Verify: Confirm whether UNFI's ePASS system has a formal appeal or re-submission path after a denial, or whether re-submission must go through a direct contact at UNFI. If the amount is significant, it may be worth requesting a call with your UNFI category manager or deductions contact.
Q: What is the most commonly overlooked source of disputable deductions?
For most emerging brands: MCB lines they never opted in to receive detail for. The second most common: compliance chargebacks (late delivery, pallet construction violations) where the PO number on the charge doesn't match any open order — often the result of a UNFI data entry error rather than a genuine supplier violation. Always cross-reference the PO number on any AVL or LCPV charge against your actual shipping records before accepting it.
Before You Start: Your Pre-Dispute Checklist
- Enrolled in MCB detail files at
[email protected] - Have SVHarbor / ePASS login credentials (or requested them from
[email protected]) - Downloaded your most recent UNFI remittance statement
- Identified all deduction lines and their codes
- Cross-referenced each code against your promotional agreements and POs
- Flagged lines older than 300 days (approaching 12-month cutoff) for immediate priority
- Set up a tracking spreadsheet with 60-day and 12-month deadline columns
- Located supporting documentation for each line you plan to dispute
This guide is part of a free deduction-defense resource series for emerging CPG brands.