If you're a supplier doing business with Walmart, you’ve likely encountered chargebacks—those pesky deductions that can quietly chip away at your profits. Whether due to shipment discrepancies, missing documentation, or timing issues, chargebacks are part of the cost of doing business with big-box retailers. But that doesn't mean you should accept them without a fight.
Here’s what you need to gather and the internal resources you’ll need to effectively fight chargebacks with Walmart:
1. Understand Walmart’s Compliance Standards
Before you can dispute a chargeback, you need to understand why it happened. Walmart issues chargebacks for violations of their compliance policies, which can range from incorrect EDI documents to late shipments.
Start by reviewing:
- Walmart’s Supplier Agreement
- Retail Link Documentation (especially the SQEP—Supplier Quality Excellence Program guidelines)
- Chargeback Reason Codes listed in the deduction documentation
2. Gather Essential EDI Documents
Walmart bases many chargebacks on EDI-related issues. You’ll need to pull the following:
- EDI 856 (Advance Ship Notice): Was it sent on time and with the correct format?
- EDI 810 (Invoice): Does it match the PO exactly?
- EDI 850 (Purchase Order) and EDI 997 (Acknowledgment): Useful for showing intent and timing.
Make sure timestamps and control numbers align.
3. Shipping and Delivery Records
Chargebacks due to delivery or labeling issues require:
- Proof of Delivery (POD)
- Carrier tracking details
- BOL (Bill of Lading)
- Shipping labels (Walmart is strict on GS1 and SSCC standards)
Photos of pallets, cartons, and labels can also support your case.
4. Internal Communication Logs
If there were system outages, holiday schedules, or supply chain issues that caused the error, internal documentation can help explain the issue. Collect:
- Email chains
- Help desk tickets
- Warehouse reports
This supports mitigation or exception requests.
5. Use Retail Link to Dispute
All chargeback disputes must be submitted through Retail Link’s Accounts Payable Disputes Portal (APDP). You'll need:
- Deduction ID
- Reason for dispute
- Supporting documentation (PDF format preferred)
Time is limited—disputes must usually be submitted within 90 days of the deduction.
6. Work with Your EDI/Integration Partner
Often, the issue is technical—wrong mapping, late transmission, or unacknowledged messages. Your integration partner (like Crackerjack-IT) should be looped in early to:
- Audit transaction logs
- Identify mapping or communication failures
- Automate report generation for faster dispute submissions
Final Thoughts
Fighting chargebacks with Walmart isn’t about luck—it’s about preparation, documentation, and responsiveness. Set up clear internal workflows, keep a chargeback checklist on hand, and maintain a strong relationship with your EDI provider. With the right resources and tools, you can recover thousands in disputed deductions—and stop unnecessary losses before they start.