Fill Out Your Stihl Bid Assist Program Form

Completing the Stihl Bid Assist Program form can be straightforward, but several common mistakes can delay or even jeopardize claims. First, a frequent error is not using the most current version of the form. The Bid Assistance Claim Form was modified in December 2009, and using an outdated version can result in immediate rejection of the submission.

Another common mistake involves incomplete dealer information. Failing to fill in the Dealer Account Number and the Dealer Name leaves essential fields blank. This information is crucial for tracking and processing the claim, and omitting it can cause significant delays.

People often forget to include the Agency Tax ID number. This is a critical piece of information needed to confirm the legitimacy of the purchasing agency. Without it, the submission may not comply with Stihl Southeast’s verification requirements.

Additionally, some claimants mistakenly believe that all models and serial numbers are optional. Every entry in the Model Serial No. field must be filled in to ensure proper identification of the units involved in the claim. Missing this information can halt the processing of the claim.

Another common oversight is regarding the Agency Invoice Amount. Neglecting to accurately enter this amount can lead to discrepancies in what was billed versus what is being claimed, which may result in rejection of the claim.

Some dealers misinterpret the discount requirements outlined in the policy. It is crucial to offer a minimum discount of 15% off the sale price; failure to do so means the submission will not qualify for the Bid Assistance Rebate. Confusing this with the suggested list price can result in a costly mistake.

A copy of the sales invoice must accompany the claim. Forgetting to provide this document is a serious misstep. The invoice must clearly show the required discount being applied, and without it, substantiating the claim becomes impossible.

Warranties are also a frequent area of confusion. Not submitting a complete warranty registration, including all serial numbers, can disqualify the claim. If the warranty was registered online, a copy of the online registration form is necessary. Omitting this document can result in unexpected claim denials.

Some dealers underestimate the importance of the agency’s purchase order or contract. Failing to attach this document leads to problems, as it serves as vital proof of the transaction. It's crucial to ensure that this requirement is met.

Lastly, not adhering to Stihl’s delivery policies can jeopardize future business. Shipping or delivering a powerhead in its box to a customer violates stated policies. Awareness and compliance with these policies are essential to maintaining a good dealership status and ensuring smooth claim processing.

The Stihl Bid Assist Program form is a pivotal document for dealers looking to receive assistance with bids on Stihl products. To ensure that the application process is smooth and compliant with all requirements, several additional forms and documents are often necessary. Below is a list of these documents, which are essential in supporting the primary claim form.

• Sales Invoice: This document details the transaction between the dealer and the purchasing agency. It must demonstrate a minimum discount of 15% off the suggested list price, confirming eligibility for the Bid Assistance Rebate.
• Warranty Registration: This form is crucial as it records the warranty for the sold equipment. It must include serial numbers, be fully completed, and signed by both parties to guarantee coverage.
• Agency Purchase Order or Contract: A copy of the purchase order or contract is necessary for validating the sale. This should outline the details of the transaction between the dealer and the purchasing agency.
• Product Liability Documentation: This document ensures that safety guidelines are followed when delivering powerhead products. It is critical to adhere to the liability guidelines set forth by Stihl to avoid any legal repercussions.
• Delivery Receipt: This form acts as proof that the products have been delivered to the purchasing agency. It should be signed by both the dealer and the agency representative to confirm receipt of goods.
• Discount Calculation Worksheet: This worksheet helps dealers calculate and document the discounts applied to the sale. It serves as an internal tool to verify compliance with the discount requirements of the Bid Assistance Program.
• Policies and Procedures Guide: This guide provides dealers with comprehensive information on Stihl’s policies regarding the Bid Assistance Program. It contains important details about eligibility, rebates, and prohibited actions.

Gathering and submitting these additional documents alongside the Stihl Bid Assist Program form is vital for ensuring a complete and accurate claim. Doing so will help streamline the approval process and enhance compliance with Stihl’s requirements.

• Purchase Order Form: Similar to the Stihl Bid Assist Program form, a purchase order form outlines the details of a purchase agreement. Both documents serve as formal requests and require essential information such as the dealer's name, invoice amount, and model numbers. Each highlights the need for clarity in the transaction to ensure that all parties meet their obligations.
• Invoice: An invoice and the Stihl Bid Assist Program form both include critical details about a sale, including item descriptions and pricing information. They function as essential records for tracking sales and payments. These documents ensure that there is a clear understanding of the agreed-upon terms and any discounts applied.
• Warranty Registration Form: Like the Bid Assist Program form, this document requires specific information about the product and its owner. Both forms emphasize the importance of proper documentation. The warranty registration confirms that the buyer is aware of the product's coverage and supports the dealer’s efforts in marketing and customer assurance.
• Claim Form: A claim form, which is often used for various rebate programs, shares similarities with the Stihl Bid Assist Program form in that it requires detailed information for processing reimbursements. Both documents necessitate the submission of supporting documents, such as invoices and purchase orders, ensuring that proper verification occurs before the claim or rebate is approved.

When filling out the Stihl Bid Assist Program form, there are several important do's and don'ts to keep in mind to ensure a smooth process. Here’s a helpful list:

• Do use the most current Bid Claim Form.
• Do ensure all units are set up and delivered with appropriate operating and safety instructions.
• Do confirm that your bid meets the minimum and maximum discount criteria.
• Do include a copy of the sales invoice showing the correct discount.
• Do provide a completed and signed warranty registration.

• Don't exceed the maximum discount amount, or you will not receive the rebate.
• Don't ship or deliver a powerhead in the box to a customer.
• Don't forget to include the agency's purchase order or contract.
• Don't use forms that are not the latest version.
• Don't bypass the required signatures on the proof of delivery.

Following these guidelines will help you navigate the Bid Assist Program successfully.

Misconceptions about the Stihl Bid Assist Program can lead to confusion and potential issues for dealers. Here are some common misunderstandings to clarify:

• The Bid Assist Program is open to any dealer. Many believe that all dealers automatically qualify for this program. In reality, only dealers following the guidelines and procedures set forth by Stihl Southeast are eligible.
• Discounts can be applied to any sales price. Some dealers think they can apply the minimum required discounts to any price. However, discounts must be based on the suggested list price unless the item is on sale.
• The maximum discount can be exceeded. There’s a notion that dealers can exceed the maximum discount of 21% and still receive rebates. This is incorrect; exceeding the maximum discount disqualifies any rebate.
• Proof of delivery is optional. Some believe they can forgo providing proof of delivery. This is a misunderstanding; proper documentation, including proof of delivery, is necessary and part of the requirements to complete the claim.
• All items can be shipped directly in the box. A common misconception is that items can be delivered in their original packaging. This is a direct violation of Stihl’s policies, and breaching this guideline could lead to termination of the dealership.
• Filing for the Bid Assist Program is a simple process. While the application might seem straightforward, gathering the required documents, such as invoices, warranty registrations, and purchase orders, takes careful attention to detail.
• The program applies retroactively to past bids. Many dealers think they can apply the Bid Assist Program to sales that occurred before filing. However, the program applies only to current bids and sales made after enrolling.
• Failure to adhere to policies has no consequences. Some may believe that small infractions won’t matter. In reality, even minor violations of the policies can have serious repercussions, including disqualification from the program.

Understanding these misconceptions helps ensure that dealers can successfully participate in the Stihl Bid Assist Program and reap its benefits while adhering to the guidelines provided.

Filling out and utilizing the Stihl Bid Assist Program form requires attention to detail and adherence to specific guidelines. Here are key takeaways to consider:

1. Use the latest form: Always use the most current Bid Assistance Claim Form, last modified in December 2009.
2. Provide accurate dealer information: Ensure that the Dealer Account Number and Claim Number are filled out correctly at the top of the form.
3. Include agency details: Enter the agency name and Tax ID number. Only one agency should be submitted per form.
4. Verify the invoice amount: Clearly state the Agency Invoice Amount and ensure it meets the required discount criteria.
5. Understand the discount limits: The dealer must bid at least 15% off the sale price, with a maximum discount of 21% for eligibility to receive the Bid Assistance Rebate.
6. Gather required documents: Attach a sales invoice, warranty registration, and the agency's purchase order or contract.
7. Handle sales invoices correctly: The discount must be calculated from the sale price if the item is on sale, rather than the suggested list price.
8. Complete warranty registration: Ensure all relevant details, including serial numbers, are included and signed by both parties on the warranty registration.
9. Avoid violations: Do not ship or deliver powerheads in their boxes, as this breaches Stihl Southeast’s Policies and Procedures.
10. Ensure delivery signatures: Obtain signatures for both Proof of Delivery and the Delivering Dealer to validate the transaction.

Following these guidelines will help ensure proper processing of the Bid Assistance Claim and compliance with Stihl Southeast’s policies.