PLAN BOOK Troop COOKIE MANAGER. Service Unit: Name:

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1 2018 Troop COOKIE MANAGER PLAN BOOK Name: Service Unit: Girl Scouts of Virginia Skyline Council 3663 Peters Creek Road, NW, Roanoke, VA Phone: or Fax: gsvsc.org

2 Service Unit Cookie Manager Name: Address: Phone: (Home) (Cell) (Work) Cookie Cupboard Manager Name: Address: Phone: (Home) (Cell) (Work) Booth Sale Coordinator Name: Address: Phone: (Home) (Cell) Girl Scouts of Virginia Skyline Council 3663 Peters Creek Road, NW Roanoke, VA Phone: or Fax: (Work)

3 TABLE OF CONTENTS Letter From The Chair... 1 Cookie Information... 5 Dietary Exchanges... 7 Gluten-Free Trios Cookies... 8 Cookieshare... 9 Cookie Share GSVSC Councilwide Service Project Troop Profit And The Older Girl Troop Option Where Does The $4 Per Box Go? How To Estimate Your Troop s Initial Order Vehicle-Loading Suggestions Cookie Sale Chain Of Command Credit Cards? Girl Scout Product Activities Cookie Sale Dates Volunteer Quick Start Guide What To Do And When Volunteer Registration Initial Order For Individual Girl Within A Troop Virtual Cookie Shares Entering A Troop To Girl Transfer Order Planned Orders Girl Registration Girl Dashboard Consumer Relations Booth Sales Five-Box Customer Contest Product Sale Procedures For Individually Registered Girls Cookie Sale Procedures For Adventurers Troop Money- Handling Procedures Collecting Troop Money End Of Sale Reminders Troop Reports Smart Cookies Smart Cookies Mobile Smart Cookies Direct Ship... 79

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5 Letter from the Chair Dear Troop Cookie Manager, STAND UP. STAND OUT! The Girl Scout Cookie Sale theme helps to empower girls to accomplish great things, make lasting friendships and learn important entrepreneurial skills. Each girl is unique and we want each of them to proudly Stand Up for all their traits that make them Stand Out! S mores are back again this year! They were a great success last year and we are sure they will help your sale succeed again this year. Setting goals is a great way to encourage girls to sell. We all are willing to work if we know what goal we re working toward; setting a troop goal is a valuable part of having a successful sale! We would love to have 100% participation in all our service units! We all know that we sell cookies to raise money for troop and council activities and it is a major fund raiser. But girls can learn so much through the cookie sale. Through the sale, girls are learning the 5 Key Skills goal setting, decision making, money management, people skills, and business ethics. These are all skills they will use as they sell cookies and when they enter the world as an adult. Money earned is used for many troop activities, supplies, summer camp and troop trips. Portions of the council profit are used for scholarships for summer camps; Destinations; uniforms; handbooks; badge books; registration fees; and troop, service unit and area events as well as for camp maintenance, training, programs, recognitions and supplies. Again this year, we will be selling the gluten free Trios. The direct sale has been a huge success! Girls will be able to sell physical boxes of cookies door-to-door as they take orders. A direct sale makes it easier for customers, girls, parents and volunteers; it reduces order and delivery to one step. Our awards program has continued to grow and has become a huge success, too. Approximately half of our Older Girl Troops opted out of the cookie sale incentives to receive an additional 5 cents a box profit. We will offer this incentive again this year to our Older Girl Troops. The troop must be in total agreement to opt out of the incentives. You will find the complete awards program in the book with several changes. Our String of Pearls gets longer and longer; we have several girls who have earned more than one pearl and we add many new girls each year. We will continue to recognize troops that are highest sellers as well as the highest individual sellers in each community. ABC s website, has great resources for everyone, including the new and improved SNAP. Be sure to check out for lots of program ideas, marketing tips and web tools! Don t forget about the ABC YouTube channel with lots of helpful and informative videos. ABC Cookies is also on all your favorite social media sites! Welcome to each of you who are working with cookies for the first time. To those who have worked with cookies before, thank you we are glad you re back.! Thank you for your suggestions and ideas to help make the sale run smoothly. We do read your evaluations; we rely on your input! If you have any questions about the cookie sale, please contact your area representative for help. Let s all help the girls Stand Up and Stand Out! The cookie sale helps girls learn and grow as they try new things, have new experiences and meet new people. Thanks to each of you for your help in this by agreeing to be a community cookie manager; we could not do the sale without you. Every volunteer makes a difference! Sincerely, Rennie Bruno, Chair Council Product Sale Committee Troop Cookie Manager Plan Book 1

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9 COOKIE INFORMATION BAKERY: COST: TROOP PROFIT: RECOGNITION: ABC Bakers, Richmond, Virginia $4 per package. There are 12 packages per case. Troops order by full case only. Each troop receives 65 cents profit for each package sold Older girl OPTION 70 cents profit/no incentives All girls selling 50 or more packages are eligible for an earned segment bar. All girls selling 12 packages will receive a Theme patch. Online sales recognitions Adults may receive a cookie volunteer patch. NEW! Virginia Skyline will pay 50 percent of shipping costs for our online customers. All incentives are cumulative with additional choices at some levels. GOAL GETTER PATCH for meeting the troop special challenge. Troop manager s t-shirt when per-girl average is 175 packages. VARIETIES: Thanks-A-Lots Heart-warming shortbread cookies dipped in rich fudge and topped with an embossed Thank You message in one of five languages. GS S mores A crispy graham cookie double-dipped with a yummy crème icing and a scrumptious chocolaty coating so you get all the flavor of this fireside favorite without the sticky mess. Lemonades Savory slices of shortbread with a refreshingly tangy lemon icing. Shortbread Thin Mints Peanut Butter Patties Caramel delites This scrumptious shortbread is a traditional favorite with a buttery, light flavor that tastes great. Thin chocolate wafers dipped in a rich chocolaty coating with a burst of pure peppermint oil. Crispy vanilla cookie layered with homemade peanut butter and blanketed with a chocolaty coating. Delicate vanilla cookie drenched in caramel,sprinkled with toasted coconut and laced with cocoa stripes. Troop Cookie Manager Plan Book 5

10 Peanut Butter Sandwich Gluten-Free Chocolate Chip Peanut Butter Oatmeal Deliciously smooth peanut butter sandwiched between crunchy oatmeal cookies. Chocolate chips nestled in a glutenfree peanut butter oatmeal cookie. 6 Troop Cookie Manager Plan Book

11 DIETARY EXCHANGES The following dietary exchanges were created by a registered dietitian and certified diabetes educator on staff at the Diabetes Treatment Center of Chippenham Medical Center in Richmond, Virginia. Caramel delites Serving size: 2 cookies 1 starch or carbohydrate exchange, 1 fat exchange Peanut Butter Patties Serving size: 2 cookies 1 starch or carbohydrate exchange, 2 fat exchanges Shortbread Serving size: 4 cookies 1 starch or carbohydrate exchange, 1 fat exchange Thin Mints Serving size: 4 cookies 1 starch or carbohydrate exchange, 2 fat exchanges Peanut Butter Sandwich Serving size: 3 cookies 1 1/2 starch or carbohydrate exchanges, 2 fat exchanges Thanks-A-Lots Serving size: 2 cookies 1 1/2 starch or carbohydrate exchanges, 1 fat exchange Lemonades Serving size: 2 cookies 1 1/2 starch or carbohydrate exchanges, 1 fat exchange GS S mores Serving size: 2 Cookies 1.5 Starch or Carbohydrates Gluten-Free Chocolate Chip Peanut Butter Oatmeal Serving size: 3 cookies Troop Cookie Manager Plan Book 7

12 GLUTEN-FREE TRIOS COOKIES Because the demand for the gluten-free cookie was very high during last year s cookie sale, GSVSC again has made arrangements to provide a gluten-free cookie during this year s sale. Trios will be listed in Smart Cookies but will not be listed on the girl order card. So we designed an order card for girls to attach to their regular order cards to keep track of their Trios orders. They will turn in these orders with their other orders and the troop manager will place the troop s order into Smart Cookies for the total number of cases of Trios her troop will need to pick up on delivery day. We will use the cupboard inventory worksheet and the bakery-provided receipt books, and make the notation of gluten-free Trios on those receipts. Troops will place orders for Trios into Smart Cookies by midnight of each Sunday at the same time they enter their Planned Orders for delivery and pick-up that week. Troops order by the case, as with all other varieties. There are 12 packages of cookies in each case. Packages sell for $4 and all sales will apply to troop profits, bonuses and girl awards. See the combined CookieShare and Gluten-Free order form on page Troop Cookie Manager Plan Book

13 Operation Cookie Share Buy a box to share with our military men & women! CookieShare 2018 Your Girl Scout Cookies will be donated to the Cody Childers Foundation: We CareMarines.com. Last year, we sent 600 cases to our military stationed here in the US and overseas. S mores Cookie New! Troop Cookie Manager Plan Book 9

14 Cookie Share GSVSC Councilwide Service Project Cookie Share Program Donates Cookies to Military and Food Banks What is Cookie Share? Cookie Share is a GSVSC Councilwide Service Project that allows girls the opportunity to sell virtual Cookie Share packages. Cookie Share cookies are distributed to the military and local food banks. What a great way to help a Girl Scout Troop, Council and community! How do girls sell Cookie Share donations? Selling Cookie Share is easy. Girls ask every customer if they d like to participate in the Cookie Share program. Girls collect $4.00 for each order and can provide the customer with a Cookie Share receipt. Customers do not choose the product or organization and Troops do not receive these virtual items. Girls record this sale on their order cards in the column labeled Military Cookie Donation and use the smaller card attached to their order card. The Council delivers the products to Cody Childers Foundation from one of our warehouses. Can our Troop sell Cookie Share at our Booth Sale? Yes! It s easy to sell Cookie Share everywhere. You can sell Cookie Share donations at booth sales, caravan sales, during order taking and as part of door-to-door direct sales and through Online Sales. Money for Cookie Share is collected at the time of order/purchase. Customers can receive a receipt, if requested. May we have a Cookie Share donation jar at our Booth Sale? Yes. A Cookie Share jar that is collecting $4.00 from each customer and then providing them with a Cookie Share receipt is fine. For safety, a Cookie Share jar should not contain cash, but a symbolic item for each purchase instead, such as a paper cookie labeled Cookie Share.. NOTE: Girls/Troops may not have donation jars at Booth Sales because we have permits to sell cookies, not solicit donations. If a customer says keep the change girls may accept it, but they should never solicit monetary donations. Are Cookie Share purchases tax deductible? Yes! The customer does not receive the Girl Scout product and does not benefit directly from paying for them so the purchase price is a charitable contribution. Use the bakery-provided receipt books for receipts. Can our Troop choose another organization for Cookie Share? Yes, but you will need to order and deliver the products as a troop. Girls earn credit towards the Cookie Share patch from virtual Cookie Share sales only. What do girls need to do to get a Cookie Share patch? Girls who sell 12+ packages of virtual Cookie Share donations will earn the Cookie Share patch. Where do I get Cookie Share receipts? Each troop receives receipt books that can be used as Cookie Share receipts. 10 Troop Cookie Manager Plan Book

15 Gluten Free Cookie Order Form GIRL SCOUT NAME: GS TROOP/GROUP #: # Boxes Donated x $4 = TOTAL DUE Customer Name Packages TOTAL PAID TOTALS TOTALS Thank You for Helping Us Reach Our Goal! Gluten Free Cookie Order Form GIRL SCOUT NAME: GS TROOP/GROUP #: # Boxes Donated x $4 = TOTAL DUE Customer Name Packages TOTAL PAID TOTALS TOTALS Thank You for Helping Us Reach Our Goal! Gluten Free Cookie Order Form GIRL SCOUT NAME: GS TROOP/GROUP #: # Boxes Donated x $4 = TOTAL DUE Customer Name Packages TOTAL PAID TOTALS TOTALS Thank You for Helping Us Reach Our Goal! Troop Cookie Manager Plan Book 11

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17 TROOP PROFIT AND THE OLDER GIRL TROOP OPTION $4.00 = cost of each box, including the gluten-free Trios $0.65 = troop profit for each box $0.70 = Opt-out troops (older girls only) NOTE: This will be calculated in Smart Cookies for all troops. NEW Girls that sell 175 packages of cookies will receive the girl t-shirt. AND Troop managers, of troops that average 175 packages, will receive the volunteer t-shirt. WHERE DOES THE $4 PER BOX GO? GSVSC Budget 58% Troop Profit 16% Bakery Cost 25% Awards 1% As any consumer knows, the price of all products and services is subject to inflation over time, and Girl Scout Cookies are no exception. Below is the cost history of Girl Scout Cookies in our council: 1964: 40 cents : 45 cents : 50 cents : 60 cents : $ : $ : $ : $ : $ : $ : $ : $ : $4.00 TAX DEDUCTIBILITY INFORMATION People who purchase Girl Scout Cookies are not making a contribution to Girl Scouting. Rather, they are purchasing a product at a fair market value. For this reason, no part of the price of a box of cookies is tax-deductible. 25% $1.01 Bakery cost for the cookies 16% $0.65 Direct to girls Troops receive 65 cents a box. Troops use money for activities, trips, service projects, badge work. 1% Cost of awards to girls. 58% $2.29 Indirect to girls Cost to recruit and train volunteer leaders for each troop/group; provide the financial assistance needed to make Girl Scouting available for all girls; improve and maintain camp and other activity sites; keep event/camp fees for all members to a minimum; sponsor special events and projects. Troop Cookie Manager Plan Book 13

18 Dear Older Girl Troop Leaders in Virginia Skyline: In addition to the five key skills girls learn from the Girl Scout Cookie Program, girls earn profits for their sales to help defray the costs of their troop s planned activities. Older Girl Troops have the opportunity to opt out of receiving the cookie sale incentives and receive an additional 5 cents a box profit. Mixed age-level groups do not qualify for this option. Girls in Older Girl Troops that choose to opt out of the incentive program will receive the theme patch, achievement bar and pearl. No other incentives and awards will be available to them, including contest entries and highest-seller awards. This is an important decision that the majority of the girls in your troop must agree to in order to participate in this option. Below, you will find a chart that all of the girls in your troop must sign that your troop agrees to opt out of the GSVSC 2018 Cookie Sale Incentive Program. This signed chart must be turned in to your GS Service Unit Cookie Sale Manager by January 7 when you place the troop s Initial Order. There will be no exceptions to this option and it is available only to those Older Girl Troops that have majority agreement from all girl members and have turned in this form by the January 7 deadline. Troop Number GS Service Unit Number of Registered Girls Leader s Name Phone Girl s Full Name Signature I Agree to Opt Out for the Bonus I Want the Incentives The majority of girls in GS Troop has agreed to opt out of the GSVSC cookie incentive program and would rather receive an additional bonus of 5 cents per package from their sales. The girls understand that this majority agreement applies to all girls in the troop and that they will receive only the theme patch, achievement bars and pearl. Leader s Name Printed Leader s Signature Date Signed and dated form must be turned in to the GS Service Unit Cookie Sale Manager by January Troop Cookie Manager Plan Book

19 HOW TO ESTIMATE YOUR TROOP S INITIAL ORDER Sale Percentages by Variety Trios 2% Peanut Butter Patties 14% Thin Mints 25% Caramel delites 22% Thanks A Lot 6% Peanut Butter Sandwiches 9% Shortbread 6% GS S mores 6% Lemonades 10% Trios Caramel delites Shortbread Peanut Butter Patties Thanks A Lot GS S'mores Thin Mints Peanut Butter Sandwiches Lemonades Your troop s Initial Order is due to be entered into the SNAP online ordering website on January 8. Please use the chart of the percentages above to help you determine how many cases of each variety to order. Remember that you will be able to get additional cookies throughout the sale by placing Planned Orders each week through your local cookie cupboard. Your troop s Initial Order should be calculated at 50-75% of your last year s total sale. NOTE FOR NEW TROOPS: Use 50-75% of the troop s current selling goal. The bakery has designed a COOKIE CALCULATOR TOOL to help you calculate the number of boxes of cookies you will need to meet your troop s goal by using your totals from last year s sale. Visit the bakery s website at: to find the COOKIE CALCULATOR TOOL for troops. Troop Cookie Manager Plan Book 15

20 What is Your Troop s Cookie Box Goal for Your Sale? The Cookie Calculator will help you determine the quantity of cookies your troop needs to sell to meet the goal they set based on their last year s sale numbers. In using the Cookie Calculator and the chart of total sale percentages, you should be able to determine your troop s Initial Order based on the goal you set for this year s sale. Log on to: Hover over the TIPS AND TOOLS tab. Click VOLUNTEER SUCCESS GUIDE. Click PLANNING. Click LEARN MORE under Setting Your Troop Goals. Click on DOWNLOAD OUR COOKIE CALCULATOR. 16 Troop Cookie Manager Plan Book

21 VEHICLE-LOADING SUGGESTIONS The following is a comfortable rule to use when planning for the pickup of cookies at the cookie delivery station. The approximate amounts stated are figured with the vehicle empty, using all space except the driver s seat. Compact auto Approximately 35 cases Standard auto Approximately 50 cases Standard station wagon Approximately 75 cases Mid-size sports utility vehicle Approximately 90 cases Standard pickup truck Approximately 100 cases (Do not use standard pick-up truck in inclement weather.) Minivan (no back seat) Approximately 150 cases Standard van Approximately 200 cases Commercial moving van Approximately 2,500 cases SAFETY FIRST! Do not overload vehicles. Be sure cookies are arranged in vehicles so that they do not obscure the driver s vision or shift when the driver turns. Deliver cookies promptly! DO NOT LEAVE COOKIES IN THE VEHICLE! COOKIE SALE CHAIN OF COMMAND Girls/Parents Troop Cookie Manager Troop Leader GS Community Cookie Manager AREA COORDINATORS Cookie Committee Chair GSVSC Product Sales Manager Troop Cookie Manager Plan Book 17

22 CREDIT CARDS? The move to a cashless society has been a hot trend since This trend appears to be here to stay! Girl Scout troops that have purchased and used debit or credit card readers/swipe devices to process customer payments report that they have doubled their sales at Cookie Sale booths. They have also reported that the cost of using the devices is outmeasured by the profits they realize by giving their customers the option of using a card to pay for their purchases. They reported that most customers buy additional boxes of cookies because of the convenience of using their card to pay. Processing mobile payments is easy and will increasingly become the way consumers expect to manage transactions. Converting mobile phones into payment devices can offer convenience to consumers, streamline processes for girls and volunteers, and grow your sales revenue. It is important to note that at no time is a Girl Scout troop permitted to add the cost of processing the payment to the customer totals. This would be considered overselling and is not allowed for the Girl Scouts. Instead, troops are permitted to advise their customers that there is a minimal purchase amount if using a debit or credit card to conduct their transaction. Examples of Mobile Payment Vendors This list includes the swipe device vendors that most GS troops use because they have offered a special pricing for Girl Scout troops, but this list does not include all available vendors. You might consider asking at the local bank your troop has its account with to discover if this is something they offer to their customers. Square ( Sage Payment Solution (na.sage.com/sagepayment-solutions) Intuit ( BB&T Mobile Processing PAYware Connect Mobile Solution (AWalsh@bbandt.com) 18 Troop Cookie Manager Plan Book

23 2018 GIRL SCOUT PRODUCT ACTIVITIES The Girl Scout Cookie Activity Pin Celebrating the 5 Skills with girls! All girls who participate in the Girl Scout Cookie Program are eligible to earn the annual Cookie Activity Pin. When they earn the pin, invite girls to share their accomplishments in each of the 5 Skills. Here s how girls achieve the 5 Skills through the Girl Scout Cookie Program: The Cookie Activity Pin is available for purchase at your local store or through The pin is a different color every year. 1. Goal Setting Set personal learning goals. What do you want to learn this year? What do you want to do better? Share this with at least one other person or your group. Set personal sales goals for yourself based on your personal and group goals. Keep a record of your accomplishments each year! 2. Decision Making Develop a basic business plan for your cookie sale. Work as a team with other Girl Scouts to decide when and where you ll sell cookies and what you ll do with the money you earn. 3. Money Management Develop a budget for accomplishing at least one of the goals you set in the Goal Setting step. Use this budget to help determine your sales goals. Be able to explain how the money earned in the Girl Scout Cookie Program helps you, your group, and your council. 4. People Skills Practice your elevator speech for customers about what you are selling, why you are selling it, and why they should purchase it. Make a list of customers you will approach. Don t forget people you sold to last year! 5. Business Ethics Discuss how living the Girl Scout Promise and Law applies to what you do in the Girl Scout Cookie Program as a businesswoman. The Girl Scout Cookie Program: 5 Skills for Girls 21 Troop Cookie Manager Plan Book 19

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25 2018 Cookie Sale Dates 2018 Jan. 1 Order taking begins by girls Jan. 5 - DEADLINE Jan. 6 - DEADLINE Jan. 7 - DEADLINE Troop Initial Orders due Service Unit Cookie Managers confirm troop orders and delivery stations in SMART COOKIES Area Reps enter Cupboard Initial orders and confirm Area orders in SMART COOKIES Jan Delivery Week Booth Sales Start after all deliveries have been completed on January 20 Jan. 27 Annual Meeting Jan. 28 Planned Orders entered into SMART COOKIES by midnight During the week of Jan. 29 Planned Orders Delivery Feb. 2-4 Super Bowl Weekend Feb. 4, 11, 18, 25 Planned Orders entered into SMART COOKIES by midnight Weeks of Feb. 5, 12, 19, 26 Planned Orders Delivery Feb Invoices sent to troops by for 30% payment of current balance due Feb National GS Cookie Weekend Feb DEADLINE First payment due from Troops to Service Unit Cookie Managers for deposit Feb DEADLINE Service Unit Cookie Managers mail deposits to First Citizen s Bank Mar. 4, 11, 18 Planned Orders entered into SMART COOKIES by midnight Weeks of Mar. 5, 12, 19 Planned Orders Delivery Mar. 9 Money due to troops from girls Mar DEADLINE Troop Money & Paperwork due to SU Cookie Managers Final Troop Payments Due Mar Apr. 8 SU Paperwork deadline set by Area Rep Troop Cookie Manager Plan Book 21

26 Apr. 14, 10 a.m. - 2 p.m. Cookie Committee Evaluation Meeting Apr. 30 All sales end May - June - July String of Pearls Reception/CEO Day/Highest Selling Troops 22 Troop Cookie Manager Plan Book

27 Volunteer Quick Start Guide Volunteer will receive an with the link to access their user registration page Volunteers will complete the open / mandatory fields including desired password in the registration form. Option to upload a profile picture Troop Cookie Manager Plan Book 23

28 On screen confirmation that registration has been completed confirmation sent with login credentials confirmed Hold onto this for future reference if you forget your UN and Password. Log on to Enter the UN and Password given in the confirmation Troop Cookie Manager Plan Book

29 Hover over the My Troop tab, click on Troop Information Contact the Council if the Pre-populated info is incorrect Edit any remaining information if necessary and click Update Information at the bottom Girls will be imported into troops every Thursday. Troop Cookie Manager Plan Book 25

30 Hover over the My Troop tab, click on Troop Roster Verify all Girls and their information within your Troop Choose Add New Girl if you need to add a girl. This may not be available in some Councils. 26 Troop Cookie Manager Plan Book

31 Hover over the My Troop tab, click Troop User Management Check that all Users listed are valid, current and updated Contact Council if a New User for a Volunteer role needs to be added. If Girls names are still in pending registration status, then they have not registered into Smart Cookies. Select Send Registration Notification at the bottom and select All Girls to send those pending Girls another registration Troop Cookie Manager Plan Book 27

32 Enter the Troop Package Goal As the season progresses, the sales data will update the Troop Achievement sliding scale shown at the top As the season progresses, the sales data will update in the Order Data boxes shown at the top The Per Girl Average will show Last Years PGA set in Package quantity and will update the current years PGA throughout the current sale. Click on Goals and Online Activities to send messages to the whole Troop or individual Girl The Inventory Total Ordered will show Last Years Order amount in Package Quantity and will show this years order Click on the Details box and it will show the total order broken down by variety in package format and % of each variety sold The Total Sold will show what the Troop sold Last Year and will update this year volume sold throughout the current season Click on the Details box and it will show the Total Sold broken down by variety in package format and % of each variety sold The Total OnHand will show how much inventory the Troop has left to sell Click on the Details box and it will show the current remaining inventory broken down by variety in package format and % of each variety sold. The Calendar and Tasks shown on the bottom list important due dates 28 Troop Cookie Manager Plan Book

33 The Data listed shows all the Troop activity up to that point. The Stats compare Last Year to This Year with Girls Registered, Girls Selling and the Online Participation Click on the i (information) icon to the right of Financial Summary to prompt the descriptions of each area of sales, proceeds and Balances due The Sold by Cookies shows all Girls in the Troop with how many each girl has sold. It can be viewed in Cases, Packages or Case/packages. The Troops total Sales is listed at the bottom Hover over the My Troop tab, click on Goals & online Activities Troop Cookie Manager Plan Book 29

34 The volunteer can do the following: Update their own Profile and view My Councils Recognition Plan Update the Troop Package Goal Provide a Description of the Troops Goal Send Messages to the whole Troop at once or individual Girl View all the Girls progress within the Troop Send Cheer messages to individual Girls Update the Girls information by clicking on the pencil icon by each Girls name First Create your Recognition Order before the sale begins Manage the Recognition Order throughout the cookie sale For more specific instructions, please view the Smart Cookies video tutorial on How to Create a Main Recognition Order located on our ABC Bakers YouTube Channel 30 Troop Cookie Manager Plan Book

35 To pick your Booths that the Council has provided, click Schedule Booths To request a Booth not already in the system, click Troop Secured Booths Once all booth requests are submitted and approved, click on My Reservations to view all approved Booth selections For more specific instructions, please view the Smart Cookies video tutorials for Scheduling Booths located on ABC Bakers YouTube Channel Smart Cookies Troop Secured Booths Smart Cookies Scheduling a FCFS Booth Smart Cookies - Scheduling a Lottery Booth (if applicable) Troop Volunteers will either enter an Initial Order for the Whole Troop or by Individual Girl (Depending on Council set up) For more specific instructions on the Initial order or the other order functions within the Orders tab, please view the Smart Cookies Video tutorials located on our ABC Bakers YouTube Channel Troop Cookie Manager Plan Book 31

36 Troops can enter Financial transactions for Troops and Girls to keep a record of all deposits conducted throughout the sale. For more specific instructions, please view the Smart Cookies video tutorial on Financial Transactions located on our ABC Bakers YouTube Channel Contact your Council for ACH (Automatic Clearing House) information Obtain reports to view and print Troop specific activity For more specific instructions, please view the Smart Cookies video tutorial on Reports located on our ABC Bakers YouTube Channel Contact your Council if certain reports are not obtainable 32 Troop Cookie Manager Plan Book

37 Cookie descriptions and Nutritional Information is provided Download Rally Guide and Flyers Determine your Troop Package Goal using the Cookie Calculator Print Successful tips to help lead and encourage your Girls during the sale Troop Cookie Manager Plan Book 33

38 Download Flyers to help the Girls throughout the Season Go to ABC Bakers YouTube channel to view tutorial videos on Smart Cookies Visit ABC Bakers Flickr Art Gallery to download printable artwork 34 Troop Cookie Manager Plan Book

39 What to Do and When A Cookie Manager s reference for using Smart Cookies, the online cookie sale application. You must be currently registered and have completed a GSVSC volunteer application with background check. Login: Password: Troop Number: Remember: Do NOT use the back button when working in the system. For tutorial videos, visit Troop Cookie Manager Plan Book 35

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41 Volunteer Registration An with the link for registering as a volunteer will be sent to you once the Troop has been entered in the Smart Cookies platform by the Council. Each Council has unique user access requirements and start dates that govern when registration s will be sent. Please consult your Council s Troop access date and requirements. If you do not receive an by the date indicated by Council and you meet the Council s requirements for access, contact your Council Product Sales Staff for assistance. Click on the link to start the registration process Your basic information including Position, Troop number, Council Name will be pre-populated in the fields. Troop Cookie Manager Plan Book 37

42 Please contact the Council Registrar if corrections in this area need to be made. Enter your Contact Information. In the Profile Info, enter your First and Last name, this will be the you will use at login and the one Council will use to contact you throughout the sale so please verify it is valid. Set up a password. Upload a Picture. Click Submit to complete the process. (Shown at top) A confirmation message will appear upon successful completion of the registration process. (Shown at bottom)-you will receive an confirming your registration is complete Save this since it will contain your username and password as well as the link to ABC Smart Cookies. 38 Troop Cookie Manager Plan Book

43 By January 5 Initial Order for Individual Girl within a Troop Log on to abcsmartcookies.com Enter User Name and Password On the Main Dashboard, hover over the Orders tab, click on Troop Initial Order. Initial order Entering each Girl s cookie order For returning Troops the following information will be available on the initial order screen: The Total number of packages sold last season, and the total for the current year The per girl average from last season will be shown and the per girl average will update for this season as it progresses Troop Cookie Manager Plan Book 39

44 The Troop Initial order from last season will be shown and this seasons quantity will display once entered The Troop Initial order total sales from last season and this season will be shown Build Order By: Cookies - Click Cookies to place the order for the entire Troop by variety Measure By: Cases or Packages Your Council will determine the unit of measure that the initial order will be placed in the options are cases, packages or case/pkgs. Please note the correct unit of measure for your order entry in upper right of the order grid. You cannot change the unit of measure for the order. Enter the total of each variety in the correct unit of measure in the boxes Initial Order - Booth / Extra Cookies and Save Order Initial orders will be rounded up to full case quantities. The Extra packages represented at the bottom of the order grid are the packages in every variety that have been automatically added to roundup to the nearest case The Total of the Troop s Initial order is shown in Dollar amount and in Total package quantity There is a box to place any Order Notes Click the Save box to save the order. You have the option to edit any part of the order up until the Troop Order Due date which is listed in red at the top of the Initial Order Screen If you click on Delete Order, a confirmation message will appear once the order is deleted, the data cannot be retrieved. If your order is complete, you can slide the ready for review button to the left to let your Service Unit Manager know that your order is complete and ready for processing. You have up until the Troop order due date to slide that button back, make any edits that you need to make and then indicate when the order is ready for review After the Troop Order Due date (Date shown at the top of the Initial Order page in red), the Service Unit Cookie Chair will review and submit to Council. If the Troop needs any changes made to the order after the Troop due date, the SUCM must be contacted to make the updates before their order due date. 40 Troop Cookie Manager Plan Book

45 Once the Initial Order is saved and if there has been a Delivery Station for cookie pick up assigned by the Council you will see your delivery options at the bottom of the screen. If there is only one option for initial order pick up, you will be automatically assigned to that location. A map showing the delivery station address as well as the date for pick up will be displayed. If the delivery station has a pick up schedule associated with it, you will be able to select a date and time for your initial order pick up. Pick A Date choose from the pre-populated dates that have been assigned from the Council. Make An Appointment choose a time for pick up if the Council has provided this option otherwise, just choose a location and date. Click Save to save the appointment. Delivery Appointment Details will appear at the bottom of the page confirming the Initial Order Pick-up appointment. Click the Edit Delivery Location box if necessary to change the appointment before the Troop initial order due date. Troop Cookie Manager Plan Book 41

46 Virtual Cookie Shares The Virtual Cookie Shares page manages all cookie donations for the Troops and Girls so they can earn credit for those sales and then at the end of the sale, the Council will have them delivered from the cookie distributors warehouse Log on to ABC Smart Cookies. Once logged on, hover over the orders tab and click on virtual cookie shares. The unit of measure is set in package quantities. Be sure to have all girl orders entered in packages. You may enter one order or multiple orders until the end of the sale. Enter each girl s total in package quantities. Once complete, click the Save button once saved the confirmation message will appear at the bottom of the screen virtual order successfully updated. The order number will be documented at the top. 42 Troop Cookie Manager Plan Book

47 You can view this completed order in the Manage Orders by clicking on the order tab at the top of the screen then click Manage Orders. Within the Manage Orders page the Virtual Cookie Share orders will be under the Cookie Share filter. Check the Cookie Share filter and click apply. The Virtual Cookie Share Orders will be under the Cookie Share filter. Check the Cookie Share filter and click Apply Search Parameters. The Virtual Cookie Shares will populate (as shown) with the following information: Date the order was entered, The order number(#275) The Type The Troop Number The amount of Cookie Share in PACKAGES Total in Packages Total in Dollar amount Troop Cookie Manager Plan Book 43

48 To Edit the order, click on the hamburger menu represented by the 3 dots on the right, make the changes necessary and click Save. To Delete the order, click on the hamburger menu represented by the 3 dots on the right, click Delete order, the message Are you sure you want to delete order 275? Click Delete Forever to delete the order. All data saved for the Virtual Cookie Shares will be gone at that point and would need to start over if necessary. 44 Troop Cookie Manager Plan Book

49 Entering a Troop to Girl Transfer Order Troop to Girl transfers are used to transfer cookie inventory from the Troop inventory to a Girl. The transfer removes the inventory from the Troop, and credits the Girls inventory. The Girl also assumes financial responsibility for the packages transferred to her (with the exception of cookie booth sale related transfers). Entering transfer orders in a timely manner is critical for insuring that Inventory accuracy is maintained. Girls and parents can see an accurate accounting of the number of packages credited to the Girl, the amount of money she owes the Troop for cookies and the Girl s progress toward her goal. Council product sales teams rely on accurate Troop inventory throughout the cookie sale to insure that cupboards are stocked appropriately and to minimize leftover product. Recognition order accuracy is dependent upon all Troop to Girl transfers being entered accurately. Lets get started. Once logged on, on the main dashboard, hover over the Orders tab, click on Transfer Order. Type of Transfer: Select the Troop to Girl option from the drop down menu. The menu also shows these options: Girl to Girl, Girl to Troop, Troop to Troop As a Troop User, the Service Unit and Troop number will already be pre-populated in the selection screen Click on which girl in the Troop will receive the transfer or you can search by the Girl s name in the Girl search field Troop Cookie Manager Plan Book 45

50 Click the Reset arrow on the far right to reset your filters if necessary Once filters are set, Click Apply. Entering Transfer in Package Quantity Two types of transfers can be entered on this page: Packages and Booth Packages NOTE: we strongly recommend that you use the Smart Booth Divider to enter all Booth sales data and credit Girls accordingly. The Smart Booth Divider is an easy way to distribute booth sale credit to multiple girls quickly and evenly. Use of the Smart Booth Divider also helps Council build a booth library that can provide important data related to booth sale activity that can be used to help Troops prepare for future booth sales appropriately. In the Package column, enter the number of packages being transferred to the girl by variety to fulfill her Girl delivery orders or for door to door sales. The Girl will assume financial responsibility for these packages and the total transferred will be included in her total sales number for recognition calculation. If you elect not to use the Smart Booth Divider to distribute booth sale credit to Girls, the Booth Packages column can be used to give credit to girls for packages sold at booth sales. The girl will receive package credit towards her recognitions, but she does not assume financial responsibility for booth sales since the money is typically collected by the Troop at the time of the sale. In the Booth Packages column, enter in the amount of booth packages to transfer to each Girl in package quantities for each variety needed. Enter any Order Notes if needed Click Save 46 Troop Cookie Manager Plan Book

51 Once the transfer is saved, click Print Receipt at the bottom of the page to see a printable confirmation page containing the following information: Date and Time of Transfer Type of Transfer Where the transfer came From and where its going To The amount of each variety transferred in the variety section Click Print to create a hardcopy of the transfer You will see the option to Delete Order, Go To Manage Orders to view it or Make Another Transfer to Transfer more cookies. Note that the numbers of packages of each variety that you have transferred to the Girl have been removed from the Troop inventory and credited to the Girl s inventory Financial responsibility of the non-booth packages transferred is now credited to the Girl (see the Girl Balance Summary report) Troop to Girl transfers are indicated on the Manage Orders page with the order type of T2G Troop Cookie Manager Plan Book 47

52 Planned Orders By midnight of January 28, February 4, 11, 18, 25, March 4, 11, 18 Planned order process allows troops to place orders ahead of scheduled cupboard pickup days so that they can obtain additional cookies for girl sales and booth events. Placing a planned order allows your council to stock cupboards appropriately with all product needed to fill orders. Log on to Smart Cookies. Hover over the Orders tab and click on Planned Order. The Planned Order screen shows the Troop number, Troop contact information and the Cupboards that are available to the Troop to pick up additional cookies from. Choose a Cupboard by clicking on and highlighting it. Click Continue. Once the Cupboard is chosen, the edit option is available if there are other locations to choose from and you want to pick a different Cupboard to pick up from. To change locations click edit and select again. When you select the Cupboard, you ll see a list of dates indicating the days the Cupboard is available for pick ups. Select a date and click continue. 48 Troop Cookie Manager Plan Book

53 You will see the time slots available on the date that you selected. Select a time that suits your schedule. Click save. You may edit your cupboard, date and time selections by clicking edit under the appropriate category The varieties will be shown beneath the cupboard information. Your council will determine the unit of measure that you can enter your planned orders in cases, packages or case/ packages. Enter the number of units in the designated unit of measure that you need to pick up. There is a field for Order Notes available Click Save. Confirmation of the planned order appears when you click save and the planned order number will appear at the top of the page The order can be printed by clicking on Print Receipt. The top of the receipt will say Planned Order Receipt Not APPROVED, indicating that the order has not yet been picked up from the cupboard and approved. The receipt confirms the location, date and time you selected, along with your order details. If you delete the order, you will see a confirmation to delete pop up. You can cancel, or continue with deletion. Your Council will set the number of planned orders that can be entered per week by a Troop. When that limit has been reached you will see a message that says: Cant Create Order. Maximum number of allowable planned orders is exceeded for the week. Go to the Manage Order screen to view, edit or delete the planned order You can edit your order up until the Council designated deadline for placing planned orders for the upcoming week Once you have picked up your planned order from the Cupboard, the Cupboard manager will approve your order and it will become a Cupboard to Troop transfer, and will show an Approved Planned Order status on the receipt. Troop Cookie Manager Plan Book 49

54 February 23 First payment due for 30 percent of current balance to service unit manager. March 9 Final payments due from girls to troop March 31 Final balance due to service unit manager April 6 Transfers to girls must be completed and recognition orders submitted 50 Troop Cookie Manager Plan Book

55 Girl Registration An with the link for registering the girl will be sent to the parent/guardian after the girl has been entered into her Troop in the Smart Cookies platform by the Council. Click on the link to start the registration process Each girl must have a unique account. For example, two girls cannot share the same account. Please confirm that your Girl Scout has been registered for the season and has met the requirements established by Council to participate in the Cookie Program. Each Council will establish their date for sending out the Smart Cookies girl registration . Check with your Troop leader if you do not receive a registration . Your daughter s basic information including Troop number, First Name, Last Name - will be pre-populated in the fields. Please contact your Troop leader or Council Registrar if corrections to Troop or Name need to be made Enter the parent phone number in the parent section. Troop Cookie Manager Plan Book 51

56 In the girl section, set up a username and password. The Girl nickname field is (the name that the girl wants to appear on ecards that are sent to contacts) and picture upload. i.e.: Margaret may prefer her name to appear as Maggie on the ecards she sends to her contacts. Enter a t-shirt size. This will be used only if your council includes a sized item in their recognition program. Click Submit to complete the process (Shown at top) A confirmation message will appear upon successful completion of the registration process. (Shown at bottom)-the Parent or Guardian will receive an confirming the girl registration is complete Save this since it will contain the girls username and password as well as the link to ABC Smart Cookies. 52 Troop Cookie Manager Plan Book

57 Girl Dashboard This is the Login screen- enter the Girl s user name and password. Click the Sign In box The links below the sign in provide access to our: ABC Bakers Facebook page, Lemonades Instagram page and Volunteer Flickr Art Gallery The Dashboard is the landing page where the Girl will go each time she logs in that shows a snap shot of her progress This top half of the Dashboard shows the list of links she can click on to move through her account. The Dashboard shows her name, the Council name and her Troop number. To the right of the Dashboard is where the Girl will enter her sales goals in packages in the My Goal field She can change her goal by entering the new number in the field then clicking on the refresh button next to the package goal number The reward plan set by the Council is shown with the reward levels and items the girl has earned as she progresses through the sale. Troop Cookie Manager Plan Book 53

58 Key sales performance data is also displayed All activity is displayed and updated throughout the cookie sale. Initial order if your Council s initial Troop cookie order is based on pre-order taking, this field will be populated with the Girl s initial order packages sold Transfers additional cookies picked up from the Troop leader during the cookie sale and credited to the Girl Booth Sales what has been sold at booth events and credited to the Girl Cookie Share if your Council has a donation program established, this field represents the number of packages of sales designated for the donation program Smart Cookies Direct Ship packages sold through online ordering by either: The Direct Ship online e-card invitations, the Smart Cookie Mobile App or through the Girl s personal URL link. Girl Delivery packages that have been ordered through either: The Girl delivery online e-card invitations, the Smart Cookie Mobile App or any door to door sales. The Troop s progress sliding scale to show the sales progress of the entire Troop throughout the cookie sale. Top Sellers within the Troop shows sales leaders within the Troop My Virtual Badges - Girls learn the 5 keys skills which are linked to specific sale activities The skills suggested are age appropriate. Girls can choose activities provided or create their own. The badges will be highlighted on the Dashboard when your Troop volunteer checks the activity as complete. 54 Troop Cookie Manager Plan Book

59 The e-card tab shows the girls how to sell cookies online through Smart Cookies Direct and Girl Delivery e-card invitations. There is a separate PowerPoint tutorial called Girls Selling Cookies Online with e-cards. There are also a series of 4 videos that shows the easy step by step directions for online cookie sale marketing and sales The Troop Page shows the Council name, Troop number and all registered girls within the Troop The sliding scale provides the Troop s set goal and the combination of all the Girls progress throughout the cookie season Girls and the Troop volunteers can send Cheers and Messages to each other by clicking on Send a Cheer under the girls name. Girls can monitor their progress and can compare and encourage each other to meet or exceed their set goal. Troop Cookie Manager Plan Book 55

60 The My Skills page suggests activities that will help a girl work on building selected skills and earn virtual cookie badges related to the 5 key skills Activity suggestions are age appropriate for each age level The girl checks the box next to the activity she wants to participate in to improve her skills After she completes the activity, the Troop volunteer can approve it and the virtual badge will appear under the My Virtual Badges area The Girl can also choose to Add a Custom Activity, select the skill type, fill in the activity description and it will be added with the other skills Helpful Hint: The Girls can work together and practice their Decision Making skills by creating custom skills together at their first Troop meeting of the cookie season. 56 Troop Cookie Manager Plan Book

61 The remaining 4 menu items provide the girls with resources to help create a successful cookie sale experience. The Cookies Link: The Cookies tab has two links: Cookie Line Up- Lists the ABC Bakers Girl Scout Cookie varieties Nutritional Facts - Lists all cookie varieties and their nutritional Information The Be a Cookie Boss tab has 4 links providing ideas, downloads and safety tips for the girls to use during the cookie sale. Cookie Rookie steps to make a successful sale. Build Your Skills Building individual goals for a successful sale. Make Selling Fun Ideas and activities to motivate and encourage girls during the cookie sale Safety safety tips to follow when selling cookies. Troop Cookie Manager Plan Book 57

62 The Be a Cookie Boss tab has 4 links providing ideas, downloads and safety tips for the girls to use during the cookie sale. Cookie Rookie steps to make a successful sale. Build Your Skills Building individual goals for a successful sale. Make Selling Fun Ideas and activities to motivate and encourage girls during the cookie sale Safety safety tips to follow when selling cookies. The Help tab provides contact information for any technical or cookie related questions. 58 Troop Cookie Manager Plan Book

63 CONSUMER RELATIONS There will be times when a customer decides to return a box of cookies. If this happens to your troop, follow these steps: 1. Accept the returned box from the customer even if your troop did not sell to that customer. 2. Offer the customer an even exchange for the same or another variety of cookie. 3. If the customer does not want another box of cookies, give the customer a refund from the troop funds. Do not give a refund without first getting the unwanted cookies from the customer. 4. If a refund is issued, deduct $3.35 from what the troop owes the council. 5. Complete the Damaged Cookie Report. Enter the information into SNAP Damage order site. You may get this form from your GS community cookie manager or council headquarters. You may also provide the information needed for the Damaged Cookie Report to staff at council headquarters, and they will complete the form for you. It is important that this information be provided accurately so that the bakery can be notified. 6. Discard the unwanted box of cookies. Remember that a troop can accept returned boxes and make exchanges or issue refunds for any customer. The customer does not need to go back to the girl or troop that made the original sale. We are promoting and representing Girl Scouting, not individuals. If you have any questions concerning consumer relations, contact your GS community cookie manager or council headquarters. Troop Cookie Manager Plan Book 59

64 BOOTH SALES A good troop marketing plan can be improved by the addition of booth sales. Sales of this type do not necessarily require that an entire day be spent to sell a lot of cookies. Selecting a good location is often the key to the success of booth sales. Booth locations are listed on SNAP in the Booth Scheduler feature. No contact is to be made with a selected site prior to approval from your cookie booth sale coordinator. Here are some other starter tips: RESPONSIBILITY OF TROOP LEADER People needed: All booth sales must have at least two adults. One adult must have parent cookie sale training from the troop cookie manager. There are to be two to three girls (preferably in uniform) and one adult backup to bring more cookies if needed. If one location has more than one entrance, each entrance must be staffed correctly. Refer to GSVSC policy VF-5. Equipment needed: Card table, several chairs (optional), cookie banner/sign, cookie store backdrop (optional), money box with starter change, cookies, and a first aid kit. Cookie costumes are available for checkout by calling or , ext A $25 deposit is required. Don t forget 5-Box Customer Coupons (see page 40) and CookieShare posters. Ask girls to put a GSVSC address label on each box. Your troop was given a supply with sale materials at training. Take CookieShare sign and receipts for tracking military donated boxes. PROMOTE YOUR SALE! Display your goal for your customers. Create a theme for your booth sale. Advertise your sale during order-taking and booth sales. Place posters up about your booth sale prior to the date and contact your local newspaper to tell your customers about booth sales in the area. Use the Cookie PR brochure for more ideas and materials to use during your sale! Contact us at jpfister@gsvsc.org. Bling Your Booth contest! IMPORTANT INFORMATION ABOUT BOOTH SALES Booth sale dates are January 20 through April 30 Booth sales must be approved and scheduled by your local booth sale facilitator Superbowl Weekend is February 2-4 National GS Cookie Weekend is February Troops must obtain permission to have a booth sale. Please contact your service unit booth manager to schedule your troop for booth sales. Troops are scheduled at booth locations by your local booth coordinator through the Smart Cookies system, which automatically sends the information to GSUSA s smartphone booth locator application and the gsusa.org website cookie locator. Consumers searching for Girl Scout cookies will easily be able to find your booth sale by using this application and website. To see a list of available booth sale locations/times in Smart Cookies: Click on Booth. Schedule booths. Contact your SU booth manager to have your troop scheduled into the desired booth location / time slot. Once your troop has been scheduled, you will receive a confirming . You will be able to see all scheduled booth sales for your Troop in Smart Cookies: Click on Booth; then click Troop Reservations. If you must cancel your booth for any reason, contact your SU booth manager to be removed from the assigned booth time slot so that another troop can be scheduled. Promote the date, time, and location of your booth sale in as many ways as possible. 60 Troop Cookie Manager Plan Book

65 Ask a parent or two to be responsible for organizing the sale. (They would line up supervising adults, girls, and locations.) Parents managing the cookie booth must be registered and have a cleared background check on file at the council office, and attend parent cookie sale training provided by the troop cookie manager. Refer to the Product Sale section of the Volunteer Essentials for applicable program safety standards. Cookie booths are a traditional and fun way of selling Girl Scout Cookies. Booth locations are approved by councils, facilitated within council jurisdiction and you must follow all council guidelines with regard to setting up, manning and taking down a booth. When setting up booth sales, it s important that: Adults are present at all times. There is adequate space at the booth for table, products and girls and to allow safe passage by pedestrians, bikes and cars. Girls are a safe distance from cars. If possible, set up a safety barrier between cars and the booth-perhaps a few volunteers could park their cars in spaces near the booth location. The booth is not blocking a store entrance or exit. Girls and adults do not confront or engage an irate customer, but call local authorities for assistance. While girls can receive cash from buyers and make change, they should hand the money to an adult for safekeeping. It is important that cash is kept safe and out of sight. This can be accomplished by: Keeping the cash box against a wall or behind a barrier of cookie boxes Having an adult volunteer keep the money by, for example, securing it in a front-facing pouch tied around her waist. If someone takes money or cookies from your booth, do not attempt to physically recover the stolen items and do not allow the girls to do so. Instead, get a good description of the offender(s), call 911, and alert local security (if applicable). Make sure girls know what to do in case of theft. Report any incidents to your local council according to its guidelines. For additional information about setting up a booth and safety and security suggestions, consult your council guidelines. TRAINING THE GIRLS Selling a product at a location is quite different from selling door-to-door. Girls need to have the skills/knowledge listed below. Discuss these topics before participating in the sales event. Try skits at troop meetings. Practice: Politely getting the attention of the passersby. Why the profits are needed by the troop (make the girls aware of the council s needs and how they benefit). The product. How to close a sale. How to make change quickly and accurately. What to tell customers about CookieShare military donated cookies. AFTER THE SALE: 1. Thoroughly clean the area. Remove all empty boxes, posters, and other sales aids. Yes q 2. Recycle and properly dispose of trash. Yes q 3. Thank the location manager and the extra adults who helped. Yes q Troop Cookie Manager Plan Book 61

66 4. To credit girls for packages sold at troop booth sales: Packages sold at troop booth sales must be credited to the girls that sold them so they receive the correct incentives at the end of the sale. Financial responsibility for packages sold at troop booth sales remains with the troop. One suggested method of determining package credit for girls selling at troop booth sales is to take the total number of packages sold at the booth divided by the number of girls manning the booth give each girl credit for that number of packages. It is up to you to decide how you want to credit your girls that participated in cookie booths. Because crediting by variety would be much more difficult to track for booth cookies, and a breakdown by variety is not important in this instance, you can simply give credit to the girl for the total number of packages for booth sales. 5. Enter Cookie Share cookies under Orders/Virtual CookieShare to girls. Yes q 62 Troop Cookie Manager Plan Book

67 FIVE-BOX CUSTOMER CONTEST You might want to display this at a booth sale: Buy five boxes and have your name entered into a drawing for a year s supply of cookies! One entry for every five boxes purchased! At the end of our sale, girls will turn in all of their customer coupons and we will have a drawing at the GSVSC office to choose four winning coupons for the council. The winners will receive 52 boxes of our varieties of cookies one box for each week of the year!! Girls will fill out coupons for their five-box customers and coupons will be made available at all booth sales for customers to fill out for their purchases of five boxes there. All GSVSC Girl Scout Cookie customers are eligible to enter and can enter one coupon for each five-box purchase; there is no limit to the number of five-box coupons you can enter so buy in multiples of five boxes!! Sample Customer Contest Coupon: Girl Scout Five-Box Customer Contest Name: Address: Phone: Scout s Name & Troop #: Favorite Cookie Variety: Troop Cookie Manager Plan Book 63

68 64 Troop Cookie Manager Plan Book

69 Product Sales Program Booth Reservation Form Location Copy Please keep this copy in a central location to avoid double booking Booth Sale Date Start Time End Time Location Name Location Address Approved By (Location Rep) Title Date Troop Number Community Name Reserved By (Volunteer) Title Booth Coordinator Date Telephone Number Girl Scout product sales program offers girls an opportunity to develop a wide range of skills including entrepreneurship, money management teamwork, and leadership. Thank you for giving this group of Girl Scouts and opportunity to Discover, Connect and Take Action. Product Sales Program Booth Reservation Form Troop Copy Please keep this copy with you at the booth sale Booth Sale Date Start Time End Time Location Name Location Address Approved By (Location Rep) Title Date Troop Number Community Name Reserved By (Volunteer) Title Booth Coordinator Date Telephone Number In the Event of a location scheduling conflict, the troop with a completed Booth Sale Reservation Form is entitled to the location. Often location scheduling conflicts can be resolved by compromise. Your troop s actions impact the image of all Girl Scouts. Live by the Girl Scout Promise and Law. Troop Cookie Manager Plan Book 65

70 PRODUCT SALE PROCEDURES FOR INDIVIDUALLY REGISTERED GIRLS Individually registered girls, all age levels are eligible to participate in both council product sales and earn the awards. We sell Nuts and Candy in the Fall and Cookies in the Winter. To participate, please contact Arlene Wilhelm at extension 105 or in September for the Nuts & Candy Sale and December for the Girl Scout Cookie Sale. *********************************************************** In the event that an individually registered girl participates in our product sales, she will need to follow the procedures below: She must be registered for the current year She must have the written permission from her parent or legal guardian She needs to understand that the proceeds resulting from her efforts will be held in the GSVSC Juliette Sales account which is set aside for Product Sale Credits and Membership Renewal Fees for those girls that sold as individuals through the GSVSC Office. *********************************************************** The individually registered girls that participate in the product sales through the GSVSC Office will receive a Membership Renewal Voucher with their product sale awards at the end of the sale. Their sale profit amounts are held in the GSVSC Juliette Sales Account and the girls that have participated in product sales will receive Credit Coupons based on 50 cents per item they sell for both sales. Individually registered girls are eligible to receive any of the Product Sale Awards offered. 66 Troop Cookie Manager Plan Book

71 COOKIE SALE PROCEDURES FOR ADVENTURERS A girl who is a member of the Adventurers (Group 1912) may sell cookies. However, if she is also a member of a troop, she is expected to meet her troop obligation before she sells for the Adventurers Group. Money earned through cookie sales for Adventurers will be deposited into the Adventurer account to help pay for any Adventurer s activity as designated by the girl. After a girl has met her troop obligation or if she is registered in Group1912, she can sell for the Adventurers. ADVENTURER TREASURER Laura Burchett 6164 Renoir Lane Roanoke, VA Phone: Girl will need a local adult advisor. 2. The advisor will need to contact Laura Burchett, Adventurer Treasurer 3. Keep a record of all the girls in the area selling cookies for the Adventurers. 4. The Adventurer order will be treated as a troop order to be entered into the NUT-E website. 5. Laura Burchett will coordinate the delivery with the girl s advisor. 6. Adventurers should ask customers to pay with checks and to make their checks payable to: Girl Scout Group All final reports and payment for the Adventurer will be sent to Laura Burchett. Scheduler at 3. The service unit/area Adventurer cookie mom will supervise this sale. This adult must take current cookie sale training and then train the girls in cookie sale procedures. 4. At the end of the sale, the area Adventurer cookie sale manager will attach all cupboard receipt copies to the Girl Balance Summary. This information, along with checks for the total amount due, will be sent to the Adventurers treasurer. 5. Please remember the following:»» All cookie orders must be placed in full cases only.»» Checks should be made payable to Girl Scout Group 1912 for the total amount due. Adventurers Booth Sales 1. To sign up for a booth sale, there must be two or more Adventurer girls and two adults to supervise the booth sale. Any Adventurer in your area is allowed to participate in your booth sale. 2. Contact your cookie booth sale coordinator to schedule a booth sale site. Tentative site reservations may be made at or after troop cookie manager training. If the booth sale is in a different service unit than yours, you MUST contact the booth sale coordinator in that area for permission to have a booth in their area. Visit the SNAP website Booth Troop Cookie Manager Plan Book 67

72 TROOP MONEY- HANDLING PROCEDURES DURING THE SALE: 1. All money collected must be frequently deposited directly into the troop account. Troop money is never to be deposited into a personal account. 2. If you have had a problem collecting from an individual in the past, give her only a limited number of cookies at a time. Be sure you give out complete customer orders so that the girls can deliver, collect, and return all money collected. To do this, divide each order card into 5 to 10 customer orders to deliver at a time. Have girls bundle each customer s order and attach a slip of paper showing where the cookies go and the amount due. Retain the order card and the balance of the cookie orders. Keep these cookies separate from the troop extras. The girls must sign each time cookies are taken and for only the number of packages taken. 3. Collect and deposit money from the girls frequently during the delivery and direct-sale period. Be sure that you maintain a receipt record and that a copy is kept by the girl. 4. You must receive all money from the sale no later than March Write a TROOP CHECK, CASHIER S CHECK, OR CERTIFIED CHECK for the total amount due to GSVSC. The check is to be made payable to Girl Scouts of Virginia Skyline Council. PERSONAL CHECKS ARE NOT ACCEPTABLE. NOTE: If not all cookie money has been collected and turned in to you by March 8, it is possible that some of the troop s profit will be required to cover the total amount due to GSVSC. This will occur if your troop still has unsold packages of cookies or if a troop member still has cookie money outstanding. 6. The troop cookie check must be received by your GS community cookie manager no later than March 31, along with the following:»» Troop Balance Summary.»» All cupboard receipts.»» Your evaluation sheet. 7. For advice on collecting from NSF (non-sufficient fund) checks to your troop account, contact Arlene Wilhelm at council headquarters at or , ext Troop Cookie Manager Plan Book

73 COLLECTING TROOP MONEY GSVSC is committed to collecting all funds owed to troops and the council. Success in collecting outstanding money depends upon troops reporting collection problems to GSVSC as soon as possible after March Tell parents at training when money is due. Remember that parents will need to turn in money to the troop one or two days before the troop is to turn in money to the GS community cookie manager. It may help to send a reminder when cookies are being delivered. Encourage parents to turn in money periodically instead of holding it all until the end of the sale. 2. The troop cookie manager should give the troop leader all records of troop earnings and money due at the end of the sale. Troop members with outstanding balances due should not participate in any activities paid for out of the troop treasury until their balances due are paid in full. 3. On the due date, send payment reminders to anyone who owes money to the troop. Keep a copy of each notice sent. 4. For people who have not paid by the due date, put the following information in a separate envelope and give it to your area cookie representative with the final paperwork:»» The signed parent/guardian permission form.»» An accounting of the money due (signed receipts, etc.).»» The name, address, and phone number of the person who owes money.»» A written account of when and how the troop leader and/or troop cookie manager tried to collect the money.»» The girl order card, if available.»» Where the person works, if known. If the money has not been collected by March 15, call council headquarters ( or , ext. 105). If money problems are not reported immediately after the sale ends, the likelihood increases that the troop will not get its money. Refer to Procedures for Recovery on the next page. GSVSC will initiate collection procedures for all money owed to the council and for debts owed to individual troops; therefore, it is imperative that troop leaders and/or troop cookie managers notify the council of problems at the end of the sale. Once collection is made, GSVSC will remit to the troop the amount collected. Troop Cookie Manager Plan Book 69

74 Girl Scouts of Virginia Skyline Council PROCEDURES FOR RECOVERY OF MONEY BELONGING TO TROOPS/GROUPS Please follow all the steps listed. These procedures and supporting documentation provide the required credentials for legal action to be taken in the event that firm action is required. Procedures are implemented by troop leaders, service unit managers, or designated service unit team members. The field coordinator for the assigned area provides follow-up and support. Checks that do not clear the bank: Contact the person who issued the check by phone to explain the problem. Note regarding answering machines and voic Do not leave a message about the bad check; simply relay the message that you need to speak with the person about a troop/group matter. Ask the responsible party to present the amount owed (including any fees incurred by the bank) in the form of cash, money order, or cashier s check. Set a deadline for receipt no more than 10 days from the personal contact. Note information from the conversation for documentation. Do not return the check to the person until the debt is settled. Make a copy of the bad check for your records. If the person does not respond to the verbal agreement, send a written notice giving a deadline for receipt five days from the date of the letter. Remember: Make a copy for your documentation. Debts over $100 with no response or compliance to verbal or written notice: Send all correspondence/documentation, including the original check, signed product receipts, and parent permission forms, to the product sales manager at the Roanoke headquarters office. Information regarding the person s current address and known phone numbers, employer, and employer s business address and phone number is extremely helpful. The more information we have initially, the quicker the process will be. Notification will first be sent by council staff stating the indebtedness and expected response as a final attempt by Girl Scouts to collect this debt. If all above attempts fail to produce funds due your troop: Uncollected debts over $100 are handed over to an established collections attorney for processing. Any monies recovered will be disbursed by council check upon receipt to the troop/group the child was in at the time of the debt. Please know that there is the possibility of a reduced return due to attorney fees; however, these are usually recouped by the debtor. Recurring incidents: Parents/guardians or other adults who continually have problems with bad checks should have limited access to situations that might aggravate the situation. For example, during the cookie sale, distribute a limited number of boxes of cookies to the girl/family to fill orders and ensure that money is turned in before distributing more cookies. COUNCIL POLICY F3 - Any volunteer who willfully and knowingly writes a dishonored check from a Girl Scout bank account, who willfully and knowingly writes a dishonored check from his or her personal account payable to Girl Scouts, or who uses Girl Scout money for personal purposes will be removed from his or her position, is ineligible for any position in the council, and will be responsible for any bank charges and misappropriated funds involved, including any applicable court or legal fees R 7/2009 (OVER) 70 Troop Cookie Manager Plan Book

75 Sample Letter for Notification of Debt Date Name Address Address Dear (name): Your daughter, (child s name), was given permission to participate in the (year) cookie sale with Troop (####). Money for cookies she sold should have been turned in by (date). My records indicate that ($00.00) is still outstanding. Example 1: If you spoke with the person first by phone: As we discussed, I must have the ($00.00) owed by (date), in the form of cash, money order, or certified check. Please contact me at (phone number) if you have any problem with our arrangements. Example 2: If you were not able to contact the person by phone: To avoid collection procedures, I must have in hand the cash, money order, or certified check for ($00.00) by (date). You may contact me about this matter at (phone number and appropriate time) by (date). Sincerely, Name Leader, Troop #### Troop Cookie Manager Plan Book 71

76 End of Sale Reminders Attach to your final paperwork and turn in by March 31, Service Unit Troop #: Items to turn in: Troop Balance Summary All cupboard receipts Evaluation form (may be done online) Troop payment check made out to GSVSC Any collection issues make sure to include all documents Number of volunteer patches needed Manager s free t-shirt if troop average sales equal 175 per selling girl Troop manager s t-shirt size Additional t-shirts (please pay with a separate check, payable to GSVSC) Quantity of each Small Medium Large X-Large Size Cost each X Quantity = Subtotal Adult Small Adult XL $8 X = Adult 2XL $9 X = Adult 3XL $10 X = Total Shirt Money Enclosed 72 Troop Cookie Manager Plan Book

77 Troop Reports The following information is intended as a guide for the Troop user for each report and the information contained in each report. All reports can be pulled in PDF, HTML, EXCEL or TEXT formats. PDF formats are the easiest for troops. HTML is best for viewing only. Excel format takes the PDF reports including all headings and opens in an excel spreadsheet. TEXT format will give additional data points used to build reports but can be very useful to customize reports. Navigation: Troops Reports Reports To choose a report, select the report category on the left and the available reports for the user level will appear in the right box. Select the desired report. My 10 Favorite Reports: Once on the reports page there are several options for all users. If a user has added reports to their favorite reports, the reports will be listed in the 10 favorite reports box. Reports can be changed during the sale. Recommend that users choose their favorites for easy selection. Once a report is selected you can add to favorites by clicking on the Add to Favorites link or view a short synopsis of report info or preview the report by hovering over the links provided. Click Go To Report to generate the report. Popular reports box is populated with reports being utilized in Snap+ system wide during the sale and will change as the sale progresses. During the early part of the sale, delivery tickets and initial order reports might be on the list while at the end of the sale recognition reports may appear. Users cannot add to this list Every report will have report criteria associated with it. Some criteria will already be filled in and cannot be changed. For example, for a service unit user, their council and service unit will automatically be selected based on their user role and the criteria cannot be changed. Troop users would have council, Service Unit and troop criteria already selected. Criteria will vary depending on the report. All reports can be viewed in PDF, HTML, TEXT and EXCEL. For most service unit and troop users, PDF formats are most useful while councils and some cupboards may prefer excel or text formats. Text formats will require some additional formatting but allow councils to sort and organize data for council specific needs. Troop Cookie Manager Plan Book 73

78 Top Troop Reports: Troop Balance Summary Girl Balance Summary Troop Order Summary Transfer Order Summary Recognition Order Summary by Girl Girl Cookie Order Summary Girl Cookie Order Total Available Booth Summary Booked Booth Summary All Troop Reports: Summary Reports: Available Booth Sale Summary -Lists all available booth locations and time slots. Selection criteria includes location, start and end date Booked Booth Sales Summary-Lists all available booth locations and time slots. Selection criteria includes service unit, troop, location, start and end date Financial Transaction Summary-Lists all Financial Transactions. Criteria includes type of financial transactions Girl Balance Summary-Reports Individual Girl Sales including breakdown of initial orders, transfers including booth and non-booth, cookie share sales and financial transactions Girl Cookie Order Detail Summary-Reports all girls cookie orders by variety Girl Cookie Order Summary- Reports girls total cookie orders in summary Girl Cookie Total Summary- Reports Girl total packages with cookie share packages broken out. Girl Deposit Summary-Shows summary of financial transactions by girl Mobile and e-card summary-summary of all orders received by girls using the COCOMobile app or sending e-cards via COCO. 74 Troop Cookie Manager Plan Book

79 Recognition Order Summary by Girl-Summary of recognition order by girl - helpful in sorting orders once recognitions received Track Cookie Share- Reports Cookies reported as cookie share cookies sold by girls in a non-virtual cookie share program. Transfer Order Summary- Summary of Transfer Orders, criteria includes type of transfer order such as cupboard to troop transfer in order for report to be useful for all levels Troop Balance Summary -Reports Troop Sales Summary including Troop information on Level, proceed plan, girls registered and selling. Orders including initial orders, transfers in and out and cookie share orders. Reports troop proceeds and amounts due Council and Financial Transactions. Useful as a final report. Troop On Hand Inventory-Summary of inventory not yet assigned to girls in Snap. May reflect unsold product that troop still has on hand. Troop Order Summary-Summary of all troop orders including initial orders, transfers, reorders and damages. List Reports: Booth Sale Location-Lists of all Booth Locations Cupboard Listing-List of all Cupboards created in a council database and the Service Units assigned to the cupboards Order Reports: COCO Report-Report of COCO activity including girls registered in troop, date of registration and last visit, goal set, activity plans Girl Initial Order-Individual Girl order by variety Girl Internet Orders-Individual Girl order by variety from e-cards Troop Initial Order-Report of initial Order for troop. Total will include Cookie Share cookies but Virtual Cookie Share cookies are not delivered to troop. Troop Re-Order-Report of individual troop reorder - most often record of a troop virtual cookie share order Chart Reports: Product Sales- Boxes sold by variety compared to prior year Sales by variety- Pie chart representation of sales can be expressed at units or dollars Archive Reports: At the conclusion of each season, all sales data is archived and reports are available in Snap Archive reports. All users may access Archive reports through Snap Archives instead of reports. Troop reports will be tied to troop numbers in Snap+ rather than a user so that any user in a troop may pull archive data. If a troop is moved to a different service unit, council will have to pull the archive data. Favorite Reports: Users can choose up to 10 favorite reports and can quickly access them from the report tab or from the report home screen. Contact your council member if more information is needed Troop Cookie Manager Plan Book 75

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81 SMART COOKIES Your troops/groups have a customized web based business center!. Smart Cookies lets girls manage their cookie activities online. Set and track goals. Research shows girls who set goals are more successful. Girls determine their individual cookie goals. They record their progress toward goals and set stretch goals along the way. Girls choose which recognitions they want to achieve and see the ones they can earn if they sell at higher levels. Create a plan. This tool makes developing and working on an activity plan, even more fun for girls. Girls determine what activities they will undertake as part of their cookie program, choosing among a list of recommended activities and/or adding their own. Each activity is tied to one of the 5 Essential Skills. Girls earn and collect 5 Skills Bling when they complete planned activities. Use marketing tools to reach their customers. Girls can import a contact list and save this information from season to season. Girls customize and send e-cards to friends and family. Friends and family place orders online Customers receive an automated thank you card when an order is placed. Custom Smart Cookies Dashboard All of a girl s Smart Cookies activities are summarized on her My Dashboard page, which includes: Her name, picture, goals set and reached, a reference for recognitions she can earn, activities planned and completed, and badges earned. How she is tracking compared to other girls in her troop/group. Cheers she has received from her teammates, plus the ability to send cheers and comments to others, with links to share via social media for teens. Custom Troop Dashboard An ideal vehicle for volunteers to communicate with girls, Smart Cookies troop page allows volunteers to post messages about the cookie sale to girls and monitor the troop s progress. Volunteers can help girls set goals and cheer them on! Make it Personal With Smart Cookies, girls can upload their own image or choose a fun avatar to personalize their dashboard. And younger girls can choose one of the five Cookie Superstars to guide them through their Smart Cookies activities. The troop/group leader can also upload a team photo to Smart Cookies troop page. Troop Cookie Manager Plan Book 77

82 SMART COOKIES MOBILE Smart Cookies Mobile allows girls to set cookie goals, track sales progress, and take orders via an iphone, ipod touch, ipad or Android device. Through secure login, girls can create and manage their sales on the go. Girls must first create an account at www. abcsmartcookies.com. Girls can: Set and track goals View recognitions, identify level achieved, track sales needed for next level and celebrate recognition achievement Enter and manage cookie orders View a summary of orders and item totals confirmations to customers for new and updated orders Share nutritional information and product images with customers when taking orders Track order payment and delivery status Export sales data to a.csv file and Automatically sync with online Smart Cookies information available at abcsmartcookies.com. 78 Troop Cookie Manager Plan Book

83 SMART COOKIES DIRECT SHIP Sell cookies in a whole new way with Smart Cookies Direct Ship. With Smart Cookies Direct Ship... Consumers can have cookies shipped directly and pay via credit card. Girls can sell using Smart Cookies in 2 ways: 1- Using Smart Cookies ABC s proprietary girl ordering app 2- Using Smart Cookies Online Marketing Girls can send an e-card to friends and family that includes a secure link to Smart Cookies Direct Ship. Easy to Use! For sales made through Smart Cookies Direct Ship, there s... NO money collection and NO hand delivery! Customers can choose any variety, no minimum orders with 2-day shipping! Virginia Skyline will pay 50 percent of the customer s shipping fees! Troop Cookie Manager Plan Book 79

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