How to Use the Co-op Advertising Claim Packet Prompt to Get Dealer Claims Paid the First Time

Manufacturer co-op and market development funds are money a dealer has already earned, yet plenty of it is never collected. Claims bounce for small reasons: a tearsheet without a run date, a radio spot with no affidavit, a competitor product sitting in the same ad, or a claim filed after the window closed. The Co-op Advertising and MDF Claim Packet Builder for Dealers: Program Guide Eligibility, Accrual Balance Math, Prior Approval Check, Proof of Performance by Media Type, Brand Compliance Review, and a Claim Deadline Tracker prompt reads your program guide and your ads together, does the math, and builds a claim packet that matches what the administrator checks.

What the prompt produces

1. An eligibility check for each ad against the program rules, including prior approval.
2. Accrual math that shows earned funds, claims already paid, and the balance you can still claim.
3. Reimbursement math per activity, with excluded costs such as agency fees shown on their own line.
4. A proof of performance list by media type, using what your program guide asks for.
5. A gap table comparing required proof with what you have, and who to ask for each missing piece.
6. A brand compliance review for logo use, disclaimers, and competitor products.
7. Claim portal entries with clear file names in upload order.
8. A deadline tracker with a submit by date a week before each window closes.

How to fill the inputs

ProgramGuide should be copied from the actual guide: accrual rate, reimbursement share, eligible media, prior approval rules, claim window, and required documents. The prompt will not guess any of these. If a rule is missing, it tells you to confirm with the administrator.

AccrualData is your eligible purchase total for the period and the claims already paid. These two numbers set the ceiling for everything else.

Activities lists each ad with media type, dates, cost, vendor, and the products shown.

ProofOnHand is an honest list of what is in the folder today. Be specific: "invoice only" is more useful than "have paperwork."

BrandRules covers logo versions, required disclaimers, and competitor rules from the manufacturer.

ClaimPortal names the system and any upload rules, such as one claim per activity or PDF only.

Reading the example output

The example is an outdoor power equipment dealer with three May activities: a newspaper half page, a radio flight, and Facebook ads.

• The balance is calculated first. Earned funds minus claims already paid leave less than the total being requested, so the output shows the shortfall and suggests an order for filing.
• Agency fees are pulled out of the Facebook claim because they are not media cost.
• The radio approval is checked twice: once because radio needs approval, and again because the buy is over the single ad threshold.
• The gap table names people: the newspaper ad rep for a dated tearsheet, the station traffic department for an affidavit, and an Ads Manager export for dated digital proof.
• A competitor product in one carousel card is flagged before filing, since it could get the whole ad set rejected.
• Deadlines are calculated from run dates, with a reminder to confirm whether multi day flights count from the first or last day.

Tips for better results

• Request tearsheets and affidavits when you book the media, not after the ad runs.
• Use the same file naming pattern for every claim so the administrator can match documents quickly.
• Keep a running balance sheet so you do not overclaim and wait for a partial payment.
• Paste the exact disclaimer wording from the guide so the review can match it word for word.

Mistakes to avoid

• Do not count design or agency fees as media cost unless the guide allows it.
• Do not file screenshots without dates for digital ads.
• Do not let a competitor product share space in a co-op ad.
• Do not wait until the last day of the window. Portals go down and documents go missing.

Who it is for

Marketing managers at independent dealerships, office managers who handle co-op paperwork on top of other duties, agencies that run ads for dealers, and channel marketing teams that want to explain the process to new dealers.

Related PromptDig links

Open the Co-op Advertising and MDF Claim Packet Builder for Dealers: Program Guide Eligibility, Accrual Balance Math, Prior Approval Check, Proof of Performance by Media Type, Brand Compliance Review, and a Claim Deadline Tracker prompt and paste your program guide to build your next claim. For more marketing workflows, Browse more prompts. If you have a prompt that helps with dealer or channel marketing, Share a prompt.