<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=246018926052812&amp;ev=PageView&amp;noscript=1">
Skip to main content
Table of Contents

    Table of Contents

      Staples Deduction Codes: Detailed Guide

      21-4-25-03If you're a supplier to Staples, you've probably run into deductions—short-paid invoices that leave you wondering, “What went wrong?” But unlike Walmart or Target, Staples doesn’t use standard deduction codes to explain the reason for the deduction.

       

      Instead, Staples uses something different—and a little confusing at first: invoice naming conventions. That means they bake deduction reasons right into the invoice number itself, using prefixes like VA, RT, or CL. No codes. No categories. Just a string of letters and numbers.

       

      In this blog, we’ll break it all down in simple terms:

       

      • What these prefixes mean
      • How to read and understand Staples invoice naming conventions
      • Where to dispute these deductions
      • And finally, how you can save time and recover more money using automation.

      Let’s decode Staples’ deduction process together.


      Understanding Staples’ Invoice Naming Conventions

      Staples’ method is simple in theory but can feel tricky in practice. Here’s how it works:

       

      Whenever they deduct an amount from your invoice, they add a prefix like VA, RT, or CL to the invoice number. These letters tell you what the deduction is for.

       

      Let’s look at a few quick examples:

       

      • VA123456 – This is a Vendor Compliance deduction.
      • RT789101 – That’s for a Return.
      • GSM56789 – This one’s related to a Vendor Show Allowance.

      There’s a full table Staples provides that maps all these prefixes to their deduction types and also gives the contact person or team for each case. We’ll share that below so you can bookmark or save it.

       

      But before that, let’s break down a few more examples with pictures and context.

       

      Check out our blog, which goes through a step-by-step manual dispute process for Staples:

      Staples Dispute Process


      Staples Deduction Table

      Staples has provided a detailed list of invoice naming conventions, the type of deduction they relate to, and the contact email you should reach out to. Here's a summary from that list:

      Invoice Naming Convention Type of Deduction Who to Contact
      VA, VP or DS Vendor Compliance Back-up provided on Back-up provided on http://exchange.staples.com → Analysis → Vendor Compliance Inquiry or Dispute Vendor.Compliance@staples.com
      ARP, ARI, PMM, ARF, 04_ends with month or BAL Staples Program Rebates or Promo Contract.Accounting2@Staples.com
      SAR, SARAP Post Audit Cheryl.Hutchinson@Staples.com
      CCA Post Audit Darlene.Sauve@Staples.com
      QARP Quill Vendor Rebates vr@quill.com
      CL Cargo Loss Benjamin.Munroe@Staples.com
      GSM Vendor Show Allowance Vendorcustomerserv@Staples.com
      RT__ Return Vendorcustomerserv@Staples.com
      P__ Price Protection PriceProtection@Staples.com
      NL New Item Fee Itemfee@Staples.com
      SHRINKQHH OR COSHHHH Quarterly Consignment Shrinkage Back-up provided on http://exchange.staples.com on the "Consignment Sales - Inventory Rollforward Inquiry" link. ConsignmentRequests@Staples.com
      CSG Consignment ConsignmentRequests@Staples.com
      VCINCENTIVE Vendor Customer Incentive Payback Doug.Lee@Staples.com
      Q_DAMAGES Damage Allowance InventoryControlCorporate@Staples.com
      BID, DIV Merchbids@Staples.com
      QP, QL,QLP Quill Period vr@quill.com
      Staples Vendor Portal Website Supply.chaingroup@Staples.com
      📌 Note: Deductions that start with ARP (Staples Program Rebates or Promos) and returns marked with RT can be disputed directly on the Staples vendor portal. For everything else, Staples provides different points of contact, which we’ve included in the table below.

      But Keeping Track of All This Is Still a Headache…

      Even if you have the table, staying on top of dozens—or hundreds—of deductions every month is a lot of work. You have to:

       

      • Scan each invoice
      • Decode the prefix
      • Find the right contact or portal
      • Gather proof documents
      • Submit and follow up

      That’s where automation can make a real difference.

      New call-to-action


      How iNymbus Makes Staples Deductions Easy

      At iNymbus, we help suppliers like you automate the entire dispute process. Here’s what that looks like when it comes to Staples:

       

      • Detects new deductions automatically.
      • Fetches backup documentation from various sources.
      • Submits disputes to the correct contact or portal (email or vendor portal).
      • Tracks responses and helps manage follow-ups.

      Instead of manually opening every invoice and hunting down who to email, iNymbus handles it for you.

       

      This saves hours every week, prevents missed disputes, and helps recover money faster.


      Final Thoughts + Next Steps

      Understanding Staples deductions doesn’t have to be a guessing game. Once you know how to read the invoice naming conventions and who to contact, it gets easier. But if you’re dealing with hundreds of invoices every month, automation is the real game-changer.

       

      Ready to see how it works?
      New call-to-action

      Related Post