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You can review your current open payables balance with UNFI using the Open Payables dashboard, so you can confirm it matches your organization’s expectations and investigate any negative balances. Open payables consist of all items posted to your account but not yet paid. If your balance is positive, you can expect a payment to be issued based on discount and due dates. If your balance is negative, the deductions amount exceeds the amount for invoices UNFI has posted. Contact your Supplier Relationship Manager (SRM) to initiate a reconciliation to resolve the negative balance. UNFI can help answer questions, provide support, and arrange payment to resolve the matter. This dashboard updates daily and is available to Natural and Conventional suppliers. You can see the current total payable amount and dig into open payables by DC and invoice number to take a deeper look at unexpected amounts or deductions. For detailed descriptions of columns and filters, see UNFI Insights glossary. To review your open payables:
  1. From the side menu, select Analytics > Open Payables.
  2. Review the following Overview tiles and compare the amounts to your internal accounts payable records to confirm they align with your organization’s expectations. These tiles update based on any filters you’ve selected. Note: The UNFI Naturals version of this dashboard breaks these metrics out by distribution center region (East and West) because balances and payments for each region are managed separately. If both are positive, you’ll receive two separate checks. If one region is positive and one is negative, you can reach out to your SRM to inquire about a balance transfer between the two regions, but it won’t happen automatically.
    • Total Invoice Amount: The total dollar value of the invoices and deductions currently posted on the account that are unpaid.
    • Total Term Discount Amount: The total terms discount dollars that will be subtracted if paid within the agreed-upon terms. For specific cash terms details, review your Supplier Agreement.
    • Total Net Payables: The total invoice amount minus the total terms discount. If this amount is positive, you can expect payment to be issued based on discount and due dates. If negative, contact your SRM to initiate a reconciliation.
  3. If the net payables amount doesn’t match your records or you want to review open payables at a more granular level, use the filters at the top of the screen to narrow down the dashboard by invoice date, due date, DC, and more. Note: Filters vary depending on whether you’re viewing the Natural or Conventional dashboard.
  4. Check the Open Payables by DC table to see if any particular distribution centers are driving unexpected amounts. This table updates based on the filters you’ve selected.
  5. If you want to see the specific invoices associated with the open payables amounts, review the Open Payables Details table. This table updates based on the filters you’ve selected. Hint: To dig into what caused a deduction, the Invoice Number column provides the keys UNFI uses to identify the deduction. To download a list with descriptions of the deduction keys, see UNFI supplier support site > Supplier Deduction Key.
  6. If you want to export a list of invoices for further investigation or to share with others, select the three-dot menu at the top right of the table, then select Download data.

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Open payables FAQs

What if I don’t see an invoice on this list and it hasn’t been paid either? UNFI may not have a copy of the invoice. To check:
  • For Conventional suppliers: Access ePASS via SVHarbor to research invoice status. If you’re still unable to locate the invoice, you can submit a pass to inquire for more details.
  • For Natural suppliers: Contact your direct AP rep to inquire about invoice status.
Can I export the Open Payables Details section? Yes. Select the three-dot menu at the top right of the table, then select Download data. You can download in various file formats, including PDF and Excel. How often is the dashboard updated? Daily. Is deduction backup available online?
  • For Conventional suppliers: ePASS allows self-service backup requests so you can review the specifics of each charge. Access ePASS via SVHarbor, then select Document Search once in ePASS to review backup. If you’re unable to find what you’re looking for, you can submit a PASS to request the information. For more information, see Conventional ePASS FAQs.
  • For Natural suppliers: Most backups are emailed with your check remittance. If you still need missing backup files, send requests to DeductionsBackup@unfi.com with the subject line BACKUP REQUEST. Include the following in the body of the email:
    • Natural remit number
    • Exact deduction invoice number
    • Check number the deduction was taken on (if applicable)
  • For additional information and guidance, see Where can I get deduction backup?
Why didn’t I receive backup for some deductions? Certain reports — such as Weekly MCB, Quality MCB, Reclamation, and Whole Foods Third Party — are automatically emailed when generated. For email updates, contact APVendorMaster@unfi.com. Where can I see invoices that have already been paid? The Open Payables dashboard only includes invoices and deductions posted to your account that aren’t yet paid; once an invoice is paid, it no longer appears within UNFI Insights.
  • For Conventional suppliers, ePASS contains remittance details.
  • Natural suppliers can refer to the Dispute Center, an online portal for Natural suppliers to access remittance information, review deductions, submit disputes, and track resolution progress. For more information on the Dispute Center, see Natural Deduction Disputes FAQ.
Can I use the funds from a positive region to cover the negative balance in the other region? Yes. For Natural suppliers, a balance transfer can be performed between East and West regions as long as the account is positive overall. Contact your Supplier Relationship Manager for more details. If you have any questions or experience issues, please reach out to UNFIinsights@unfi.com.