Keys to Disputing
Send in your dispute request 1 to 2 weeks prior to the OTIF fines being invoiced for each month
Send a short, clear request to reverse upcoming OTIF charges via email to your Walmart Buyer or Replenishment Manager with the reason they should be waived
Include OTIF PO data plus any other data that backs up your reason to request the fine being waived
Watch your inbox and respond to any requests for additional info
If approved, monitor the fines when issued and ensure that the charges were waived
Process for Disputing
There is no official process to dispute US Stores OTIF fines. It is technically possible to dispute OTIF fines in High Radius, a Walmart application outside of Retail Link, after fines are posted. However, this is NOT a suggested dispute process to take by Walmart for OTIF fines, and is very likely to fail based on the experience of many suppliers.
Without an official process and based on working with many small to large suppliers, the best method to dispute OTIF fines involves emailing your buyer and requesting for upcoming OTIF fines to be waived for a specific reason you supply. If your buyer is not responsive to these requests, then a Replenishment Manager or Supplier Solutions Manager is another resource you can reach out to.
Reasons to Dispute
Because this is not a formal process, your reasons for disputing are unlimited, but whatever reason you supply, it will need to be accepted by your Buyer and/or other Walmart resources to justify waiving the fine.
SupplyPike has identified several potential invalid fine scenarios automatically in OTIF Radar, but you may have your own additional reasons to dispute.
Possible reasons to dispute could include:
Supply Chain constraints out of your control
Incorrect or unexpected Walmart orders
Walmart resources or processes that impacted your ability to remain compliant
Weather/natural disasters
And more…
What to Include with your Dispute
Your request to waive OTIF fines should be brief and clear so that your Walmart resources can quickly assess your request.
Here’s a start at what to consider including in your dispute email:
Month and OTIF fine amount you are requested to be waived (all or partial)
Reason for the waiver request (1-2 sentence summary)
OTIF PO data in Excel (especially the POs you are disputing)
Any backup evidence you can supply to support your reason
What changes you have made to resolve this going forward (if possible)
Data that could help make your case for the dispute could include ASNs, Transportation Portal Tickets, Callback Requests, shipping documents, past email chains, or links to weather/natural disaster impacts.
When to Dispute
Walmart will typically issue OTIF fines around four weeks AFTER the end of each month for that prior month. You should request for fines to be waived BEFORE the invoice comes out. Generally, 1 to 2 weeks PRIOR TO the invoice date is the best time period to request reversal. Anything later, and it may be too late to waive the fine.
You can refer to the Dashboard page in OTIF Radar to see the estimated invoicing dates for the selected time period.
These are the best steps to try and dispute OTIF fines with Walmart.
Remember, it’s always best to prevent OTIF issues before they occur so that you can avoid the disputing process altogether.