Quick answer: A routing guide is a retailer's rulebook for how suppliers ship, and chargebacks are the deductions retailers take when suppliers break those rules. Common triggers include late or early deliveries, missing or inaccurate advance ship notices (ASNs), wrong labels, incorrect case packs and mismatched invoices. Avoid them by turning each routing guide into a checklist, testing EDI before going live and auditing your first shipments.
Key takeaways
- Routing guides cover shipping, labels, pallets, documents and EDI.
- The ASN is a frequent chargeback trigger. It must match what's on the truck.
- Every retailer is different. Never assume one guide fits all.
- Audit early shipments; small errors repeat across every order.
What's in a routing guide
| Section | Typical requirements |
|---|---|
| Carriers and appointments | Approved carriers, how to book delivery appointments |
| Delivery windows | Arrive within a specified window, not early or late |
| Case packs | Exact units per case as listed on the PO |
| Labeling | Item UPCs, case labels, SSCC shipping labels, label placement |
| Pallets | Size, height, weight, stacking, shrink-wrap |
| Documents | Bill of lading, packing list |
| EDI | 850, 855, 856 and 810 timing and accuracy |
The most common chargeback triggers
- ASN problems. The 856 advance ship notice tells the retailer what's coming; receiving systems check it against what arrives at the dock, so missing, late or mismatched ASNs often trigger deductions.
- Labeling errors. Missing, unreadable or misplaced labels slow receiving.
- Barcode issues. Item UPCs must be built on a GS1 Company Prefix licensed to your company. Retailers often validate barcodes against the GS1 registry, and some major retailers reject reseller barcodes.
- Delivery window misses. Early can be as bad as late.
- Case pack mismatches. Shipping 12 per case when the PO says 6.
- Short or over shipments. Quantities that don't match the PO.
- Invoice mismatches. Prices or quantities on the 810 that don't match the PO.
A compliance checklist
- ☐ Routing guide read in full; checklist created and assigned to an owner
- ☐ Item UPCs verified and scannable
- ☐ Case and pallet labels printed to spec and placed correctly
- ☐ Case packs match each item's setup
- ☐ EDI 855 sent within the required window
- ☐ ASN (856) sent before the truck arrives, matching cartons and SSCCs
- ☐ Delivery appointment booked and confirmed
- ☐ Invoice (810) matches PO prices and quantities
- ☐ Photos of pallets kept for dispute evidence
Build compliance into your operation
Chargebacks are rarely one big mistake. They're small process gaps repeated on every order. A few habits make the difference:
- One owner per retailer. Someone who knows that retailer's routing guide inside out and signs off on every shipment.
- A pre-ship checklist printed and initialed for each order, covering labels, case counts, pallet height and ASN status.
- A label station with the right printer, label stock and templates for each retailer, so nobody improvises.
- EDI testing with the retailer before your first live order, and again when your systems change.
- A first-shipment audit. Walk the first pallet yourself, photograph it, and compare it line by line with the ASN.
- A monthly chargeback review sorted by cause, so you fix root problems instead of paying the same penalty twice.
If you use a third-party warehouse or fulfillment partner, give them the routing guide too, and make compliance part of your agreement with them.
Disputing chargebacks
Retailers usually have a dispute process with deadlines. Keep records: bills of lading, delivery confirmations, ASN transmission logs and pallet photos. Track chargebacks by cause so you can fix the root problem.
The bigger picture
Chargebacks are one cost of retail. Factor them into pricing along with retailer margin and freight. See our guide to selling to big box retailers and our EDI explainer.
Partnering with Affogato Bean
Affogato Bean supplies branded drinkware and coffee accessories and is building toward retail and institutional programs. Buyers can talk to us.
General information; always follow each retailer's supplier agreement and routing guide.
Frequently asked questions
What is a retailer chargeback?
A chargeback is a deduction a retailer takes from a supplier's payment when the supplier doesn't follow the retailer's requirements, such as shipping late, mislabeling cartons, sending an inaccurate advance ship notice or using the wrong case pack.
What is a routing guide?
A routing guide is a retailer's rulebook for how suppliers must ship: carriers, appointment scheduling, delivery windows, labeling, pallet configuration, documents and EDI requirements.
How can suppliers avoid chargebacks?
Read each retailer's routing guide closely, build a checklist from it, test EDI documents before going live, label cartons exactly to spec, send accurate ASNs on time, and audit early shipments.
Sources
- CData, “EDI for Manufacturers: X12 850, 856, and 810.”
- Bar Code Graphics, “UPC Barcode — Basic Overview.”
- Montana Department of Agriculture, “UPC Barcode Basics (Selling to Retail).”
Sources checked October 2026. Statistics are reported as published by each source.