When is a deduction ready to dispute?
When disputing a deduction, remember that you are essentially going to court to prove why the deduction was invalid and should be paid back. Just like in court, you need to present sufficient evidence to prove your case.
For any given deduction type (i.e. - Shortage, Pricing, Return, Compliance, etc.), there are certain types of documents that can help prove why you should be repaid. The Deductions app highlights the most common types of proof documentation required for each deduction type.
When viewing the documents attached to a deduction, certain document types are marked as recommended.
If a document that is recommended is not currently associated with the deduction, an alert will be displayed.
Quick Guide- Documents needed by Deduction Type:
Charge Type | Recommended Documents |
Shortage |
|
Allowance |
|
Pricing |
|
Compliance (Cost Recovery) |
|
Damage/ Defectives |
|
Post Audits |
|
Returns |
|
File Size and Type Restrictions:
Unlimited documents can be submitted with each dispute. The total size of the documents can not exceed 25MB in size but most file types are accepted (.xls, .xlsx, .doc, .docx, .pdf, .txt, .jpeg, .png, etc.). Filenames longer than 70 characters in length may be truncated.
Things to remember:
A deduction can still be disputed even if a recommended document is unavailable. SupplyPike's recommendations are based on the most commonly required documents for disputing a given deduction code. In some scenarios, you might not need everything that is recommended, and occasionally additional documentation may be needed.
Recommendations are based on the file type tag assigned to the document. This does not consider the content of the specific file itself. The content of the file must be sufficient to prove the deduction is invalid (i.e., if a document is tagged as a Proof of Delivery but is not stamped by the DC, it will still likely lead to a denied dispute).
Be sure that the checkbox beside each recommended document is checked in order for the document to be sent with the dispute.
More Information on Specific Deduction types
Shortages
When disputing shortage deductions at Walgreens, all discrepancies fall under a single broad category called "Quantity Debit Note." Walgreens does not differentiate between types of shortages, so all claims must be addressed within this general classification.
These deductions are disputed through DanvilleVendor.Relations@Walgreens.com
What's Required:
Walgreens only mentions needing a Proof of Delivery (POD) in official documentation.
While Walgreens officially requires a POD for such disputes, suppliers have found success by submitting a Bill of Lading (BOL) when a POD isn't available.
A copy of the original invoice and an Excel file of the deduction from the VAIS (3S) portal can strengthen your case.
For the most efficient review process, include the invoice number, PO number, deduction $ amount, and deduction type in the email body. Providing these details upfront helps Walgreens quickly assess and process the dispute.
Pricing
These deductions are disputed through DanvilleVendor.Relations@Walgreens.com
What's Required:
Walgreens only mentions needing a POD in official documentation.
Other files that help include a copy of the original Invoice, BOL, an excel file of the deduction from the VAIS (3S) portal, and any pricing agreements that may back up the price you are disputing.
For the most efficient review process, include the invoice number, PO number, deduction $ amount, and deduction type in the email body. Providing these details upfront helps Walgreens quickly assess and process the dispute.
Damages/ Defectives
These deductions are disputed through DanvilleVendor.Relations@Walgreens.com
What's Required:
No official documentation is required, but any relevant communication or agreements outlining the terms for damaged or defective items may help support the dispute.
For the best chance of resolution, include the invoice #, deduction $ amount, and deduction type, along with an explanation of why this deduction is incorrect.
Compliance (Cost Recovery)
These deductions are disputed through SupplyChain.Compliance@Walgreens.com
What's Required:
Walgreens requires a vendor_dispute_form.xlsx to be sent with the following:
Case ID, PO #, Reason for Dispute, and any supporting photos or documents attached in separate tabs.
Forward the original violation notification email from Walgreens as part of your dispute.
If you do not have access to these violation emails, you may need to work with your Walgreens admin to get included in these communications.
Walgreens considers these valid reasons for disputing compliance:
Shipped in Full/Delivery Misinformation: Provide a signed and stamped POD or appointment confirmation.
STIBO Issues/Discontinued Item: Provide email correspondence with Walgreens documenting the issue.
Post Audits
These deductions are disputed through DanvilleVendor.Relations@Walgreens.com. Alternatively, PostAudit@Walgreens.com is mentioned as an option on other documentation.
What's Required:
No official documentation is required, but any relevant communication or documents detailing the agreed terms for returns may help support the dispute.
For the best chance of resolution, include the invoice #, deduction $ amount, and deduction type, along with an explanation of why this deduction is incorrect.
Allowances
These deductions are disputed through DanvilleVendor.Relations@Walgreens.com.
What's Required:
Provide an explanation as to why this allowance is not agreed upon, or calculated incorrectly.
This can be proven through any formal allowance agreements.
In the email, it is best practice to include the invoice number, deduction $ amount, and deduction type, along with an explanation of why this deduction is incorrect.
Allowances also typically have a Deal Contents Report Number which is worth including.
Your Sales Contact will be able to help with further assistance if needed.
Returns
These deductions are disputed through VendorRelations.Returns@Walgreens.com.
What's Required:
No official documentation is required, but any relevant communication or documents detailing the agreed terms for returns may help support the dispute.
For the best chance of resolution, include the invoice #, deduction $ amount, and deduction type, along with an explanation of why this deduction is incorrect.