Description
Code 13s are filed when the supplier invoices for one item number but Walmart received a different item number. This will always be caught if the item billed on the invoice is at a higher cost than the merchandise received - Walmart will file a code 13 for the difference in cost.
Common Root Causes for Code 13s
Invoice issues:
Ensure that invoice fields are correctly filled. Incorrect use of item numbers or UPC fields can cause the system to misapply received items, leading to deductions.
Avoid generating the EDI invoice before the order has been completely filled. Premature invoices may have incorrect quantities or items.
Substitution or shipping errors:
Never substitute products to fill an order unless the PO is updated to reflect the actual items being shipped.
Rushed shipping can result in unapproved item substitutions as suppliers aim to meet timing metrics, leading to mismatches on the PO.
Receiving and handling mistakes:
Receivers may mistakenly apply the receipt of merchandise to the wrong PO number or misidentify items due to ambiguous packaging or labeling. Clear communication and labeling can help reduce these errors.
How to Prevent Valid Code 13s
Substitutions often occur due to invoicing errors or when merchandise is received under the wrong PO, so many recommended prevention techniques relate to ensuring that items are clearly identifiable within shipments.
Item Setup and Invoicing
Confirm your item setups
Transmit invoices with Walmart item numbers, not internal item numbers or UPCs
Match your invoice to the PO and don’t make adjustments on the invoice that don’t match the PO
Confirm that fulfillment information is correctly flowing to the warehouse (check your EDI)
Packaging and Labeling
Identify the PO number and Facility number on labels
Be sure labels are clearly applied, not damaged or obfuscated
Use color-coding/imagery to differentiate between products
Use slip sheets between POs if palletizing freight
Use color-coding/imagery to differentiate between orders
It is best to avoid co-mingling inventory for different Purchase Orders. Walmart expects one PO shipment per pallet or per box unless you have an agreement with the RM stating otherwise. If you do include multiple POs in a shipment you must clearly separate them, though it is still not recommended as this is one of the most common reasons for invalid shortage claims and substitutions.
Can it be Disputed?
Disputing Code 13s is extremely difficult, and it is rare to win a payback. Walmart says that they will not pay back for Code 13s, but you can technically dispute them in the Accounts Payable Disputes Portal in Retail Link. Walmart recommends against contacting your buyer for this claim code.
How to Dispute Invalid Code 13s
Supporting Documentation:
Bill of Lading showing correct items shipped (if the BOL shows individual product/UPC-level information)
A copy of the Invoice (EDI 810) to show what product was shipped
Proof of Delivery showing items received