In this chapter we will be going over the technology that help you get through the sale successfully!

Transcription

1 Chapter 2 Cookie Technology In this chapter we will be going over the technology that help you get through the sale successfully! We will walk through ebudde, Show you how to get started in Digital Cookie And introduce you to some Mobile Apps that will make your sale run smooth! 1

2 As you take a look at this graphic you can see that ebudde is the center of all things cookie Through ebudde you will have access to the cookie apps, videos and reports that help you run your program. Need assistance? Through ebudde s Help Center you can find manuals, training videos and step-by-step walkthroughs. ebudde brings it all together. 2

3 Let s get started learning all about ebudde: ebudde is a secure site, so each year the access is limited to currently registered volunteers. This years login information is: Your addy on file with GSDH And the password for the 2018 Cookie Program is Toff6825 3

4 Once you login, you will be prompted to create security questions and to change your password. You will also need to update your contact information. Forgot your password? You can click on the link near the bottom of the login screen to lead you to Password Recovery! 4

5 Ok now you are logged in! The first screen you see will be the Dashboard. This is your go-to screen throughout the program We ve created a great checklist to make sure you get all items completed Check the calendar for important dates coming up and Watch for important messages from Council or your Service Unit 5

6 There is even a spot showing you the upcoming Booth Sites for your troop And contact information for your Service Units s Cookie Sale Coordinator. Cookie Sale Coordinators have been trained by council to help you through the Cookie Program. They are a great resource! So now let s take a look at all the tabs in ebudde! 6

7 Contacts Tab This is where you will find your troops contact information. Once you log in and have updated your contact information, it will show up here. 7

8 Settings Tab The starred items on this screen are set by council and cannot be changed. One of those items is the Troop Bank Information. All bank information will be uploaded into ebudde by council. This information comes directly from the Bank Confirmation / ACH Form you fill out every year. If this area is blank in ebudde, it means we DO NOT have your troop bank account information current and you must submit the Bank Confirmation / ACH Form. If you happen to be a new troop that is still in the process of setting up your troop account, you will work closely with staff and have regular dates that you will need to send funds to council. Near the bottom is where you can add additional people that will help you through your sale. 1 Troop Leaders will be uploaded by council. 2 Troop Cookie Chair is someone other than the leader that has full access to your troop 3 Cookie Pickup Person This person is very important! These are the people that 8

9 you are allowing to pickup cookies from a cupboard for the troop. Anyone who picks up cookies from a cupbd, must be registered here. 4 Booth Recorder Person = this person has access to enter cookies sold from a booth on the Booth Sale Recorder App. 8

10 The next tab is the Girls Tab. You will see all of the girls listed in your troop, posted here. This information is uploaded directly by council. Girls can only be moved, deleted or added by council. We will upload any newly registered Girl Scouts into the system weekly throughout the sale. 9

11 Next is the Initial Order. If you are new to Girl Scouts or this is your first Cookie Program this is a very important tab! Here is where you as the troop leader/troop cookie chair (whoever you decide is managing the cookie inventory) will order your VERY FIRST ORDER of cookies! This order is due early! January 16 th. Why? So that Little Brownie Bakers can get enough cookies on their trucks and delivered to the correct area in our council. Troops are financially responsible for the cookies ordered here. It is the troops initial commitment of cookies. This is one of the topics to discuss at the Troop/Parent meeting! How many cookies does each parent think their daughter will sell? How many booths did you get signed up for? Are they in high-traffic areas? These are all questions that can help you get to the final number to enter into your initial order tab on ebudde. 10

12 Notice the cute hat? Your troop has the opportunity to EARN this hat! All the girls that will be selling cookies in your troop are eligible! So how can you earn it? Your troops IO of cookies must averages 200 packages or more for every girl that is selling. HOWEVER the only way for us to know how many or WHICH girls will be selling is to have cookies on her line on the initial order tab. So - When you are placing the Initial Order, be mindful to which line you place the cookies on! They system will then divide your total of cookies ordered by the number of girls selling if that = s 200 or more packages per girl, each of them will get the hat. BONUS! 2 extra hats for the troop to give to your top volunteers! 10

13 This tab allows you to enter by girl, additional cookies ordered, booth packages sold, Gift of Caring packages sold and her payments made to the troop for all those cookies sold! You can even add a comment on each row! The screen shown above is all the girls in the troop and the troops summary of cookies at the bottom. You will notice some purple buttons at the top: Printable Version (which is self explanatory) Record Booth Sales click this button if you need to record your girls sales from a booth (OR use the Booth Recorder APP and this is automatically done for you! More info to come!) At the bottom you will see how many cookies you have ordered, picked up and/or transferred from other troops. It will then tell you the difference between what has been allocated to girls and what is probably still sitting in your living room! This will ensure that you get all of the cookies allocated to each girl you want this number to be a 0 at the end of the sale! 11

14 To get to each girls cookie information, click on the girls name. 11

15 Once you have clicked on a girl name, you will be at the Girl View of this tab. This view shows you the details for the girl. The first row is the initial order and is grey d out because it cannot be changed here. I ll highlight a couple of the columns The column labeled Bth is to designate cookies sold at booths this will autogenerate her reward patch for the booth sales. The column labeled GOC is the Gift of Caring column. If a Girl Scout collects a donation for $6 towards the Councils share program, that will show up here. How do the cookies get into these columns? By clickin on the purple buttons! The ADD TRANSACTION button allows you to add transactions to the girl - this means, entering cookies, payments or both. If you don t need to add cookies to the girl and just want to add a payment, click on the ADD PAYMENT purple button. 12

16 Time to switch to another girl? Click on the drop down arrow next to Switch to Girl:, choose the girl you want to work on! 12

17 This tab is the listing of ALL the cookies ordered, additional cookie pickups and any troop-to-troop transfers completed. Need to order more cookies? This is the place! Click on the ADD A TRANSACTION button and a blue box will pop up. You will enter: Pickup time, Where you would like to pickup your cookies (from the drop down list) and then the cookies! Then you can walk through and order all cookie varieties by case or by the package. These are the cookies that you (OR your Cookie Pickup Person) will be picking up at the cookie cupboard. If a cupboard has entered their hours of operations in the system, these hours will be viewable under the Hours of Oper. Header. If a day is missing as above no Sunday, the cupboard is closed on Sunday. You will see these hours once you have selected the cupboard. 13

18 The ebudde system automatically will calculate the girl orders based on their boxes sold under the Girl Orders tab. The only thing you will have to do is enter Tee- shirt sizes (if appropriate), verify totals and submit your order. To enter and/or verify the girls reward choices, click on the Fill Out button If you need to review a girls order, the system will tell you notice the green font after the girls names? Green is everything is ok. If this font were RED the message would tell you that more information is needed for this girls order. Once you click on the girls name, the blue box will pop up revealing all the rewards that girl has earned. The default item is already selected. If the girl would rather have the other item, click the appropriate circle. Once you are done with this girl, click the SUBMIT GIRL ORDER button and continue to next girl. Once all the girl reward orders have been updated, review your troop order total. Once you have reviewed and are done - you will click the Submit Reward Order button to submit your order to your service unit. 14

19 The BOOTH SITES tab is another tab that you will use early in the sale. This is where the magic of the Booth Lottery takes place! First let s walk through the areas! On the Left are the Council sponsored booths these are sites that are scheduled by council and open to all troops to hold a booth sale. See the Cookie Volunteer Guide for all the dates and times of the Lottery! Once you find the city, and location you are interested in, click on the + sign in front of the name and the dates and times pop up on the right. To select your time period, click in the white space next to the time slot your troop number will appear. If you change your mind or later need to cancel, click on the space again. Once selected click on the GREEN SUBMIT Button at the top to reserve your time. SPECIAL NOTE to remember during BOOTH LOTTERY! You will see a message pop up telling you that your time is reserved. IF YOU DO NOT 15

20 SEE THIS MESSAGE YOUR SLOT WAS NOT RESERVED! 15

21 So you found a great spot that your troop would like to sell cookies? First things first. Approach the owner or manager of the business to make sure they will allow your troop to sell on their property! Once you have that confirmed, log into ebudde and get your special booth registered! WHY? As we mentioned in the Overview training module, this is important for 3 reasons; 1 gs saftey 2 cookie finder 3 secure your spot So here s how to register it with GSDH: Use the dropdown to select the My Sales option. Click on Add a Location. A window on the right will be displayed so you can enter the information necessary. Click Add once all the information is entered. The system will display a confirmation window. Your request is in a Pending status until reviewed by an authorized council designated person. 16

22 On the left, the color-coding helps identify the status of the request. Blue location indicates that the request is pending Green location indicates that the request has been approved Orange location indicates that the request has been denied You can also look over to the right and view the status in the box labeled Approval. You also can view any messaging on approval/denial process. 16

23 Let s check out the purple Current Signups and the Free Slots Buttons Free Slots makes it easy to find an available booth just waiting for a troop to cover the slot! Pressing the Free Slots button will give you a screen to select your criteria for finding available booth slots. Once you have entered your criteria, click the Get Report button. You will receive a report listing all the booths that are available around the parameters that you entered. This makes it so easy if you know your troop is available Saturday from 3 to 6PM and just want to sell cookies at a booth. You can enter the dates and times and the report generated will list all of the locations that have slots available during your timeframe! Or if you only want to sell at Walmart in Bismarck ND on Saturday, Feb 17 th enter that information and the system will let you know if there are any openings! If you decide not to look for free slots, click the Back button. 17

24 Current Signups - To check on your troop s booth sale locations at any time, click on the Current Signups button. A separate window will pop up to show you your locations. This report will show council sponsored booth sites and approved troop requested sites. Booth sites in the past will drop off the report. The report will also state the day of the week and both location and time notes. Some troops will bring this along to their booth site to avoid any confusion over which troop has secured the time slot. One more note about this tab You can record your girls booth sales here as well! By selecting the Record Sales in the Drop Down, a list of your booth sites will appear Click the booth site that you want to record sales against. 18

25 Once your site comes up, you will be required to enter the total packages sold at the booth site by variety for the troop. ebudde will calculate the funds collected. ebudde allows you to distribute the cookies among the girls attending the booth site. ebudde will assume all girls have attended by checking the box next to their name. If there is a girl that did not attend, uncheck the box next to her name. You may key in the packages sold for each girl or let ebudde automatically evenly distribute those boxes. If you want it done by ebudde, be sure the appropriate girls are checked and click the Distribute button. Once you have completed all the data entry, click the Submit Sale button. ebudde will automatically create a transaction record over on the girl order tab for each girl that you have checked! If you need to make changes, you need to come back to the booth site tab! Want to make this whole process easier? USE THE BOOTH RECORDER APP! It can do all of this at the tip of your fingers on your mobile device right at the 19

26 booth location! More info coming up in a few slides! should we just do the app here? 19

27 The deposits tab is a view only tab here you can view the deposits made by your troop into the council cookie account. If you are keeping Troop records of the money the parents give to you that is done on the Girl Order Tab because it is individual records for each girl. This tab is strictly your TROOP TOTAL payments to council. These deposits will be visible on ebudde 1 week following the ACH> 20

28 The Sales Report Tab is where you will go to see all of your transactions for the Troop in one location! It reflects all transactions that have taken place in the system for the troop. It includes the initial order, any additional orders, deposits made to council, the calculation for troop proceeds and the total of Gift of Caring/Donation cookies. To determine any remaining balance due by your troop to the council, see the bottom of this report labeled Amount you owe Council. 21

29 And Finally the ebudde Help Center! This is your GO TO page for instructions on ebudde, Forms you need, copies of the Volunteer and Family Cookie Manuals, Rewards Flyers and MORE! If you are looking for help, check here first! 22

30 Now let s take a look at 3 Apps that will help you and your girls to SUPERPOWER your sale! With the Digital Cookie - the Girl Scout Cookie Program you know and love is better than ever. Fun, easy-to-use tools. You get more ways to participate, more ways to sell, more ways to buy, and more ways to learn nice! And guess what? Girls who used the platform in addition to traditional sales, sold more cookies and reached their goals faster! Plus, on your very own personalized cookie site, you can play interactive games, watch videos, enjoy printable activities, take fun quizzes, and do even more all while taking your cookie sale to the next level. Make sure you share with your troop parents how easy it is to get started! You can find much more information about Digital Cookie on our website, the LBB website and on the GSUSA website! 23

31 To get started watch for ! On January 19 th s will be sent to all GSDH members. Didn t get the ? Head right over to our GSDH Website and look for the link in the Digital Cookie Section! Ok so just how easy is it? 24

32 4 Easy Steps! 1 Once you get your the sight will walk you through the registration process. This will need to be done on your computer so we aren t quite ready for the APP just yet! If you are a returning member, you will not have to re-register. All of your information is saved from last year! 2 Set up. Sit down with your Girl Scout and get her customized store front ready to go! 3 Invite. You will be able to have as many addresses as you want on the sight. Once you get them all uploaded you are ready to communicate with your family and friends. 4 Track. Through out the sale, the parent and the Girl Scout can track her sales so she will always know how close she is to that next goal. Digital Cookie allows girls to enter their in person sales on Digital Cookie as well that way she can keep track of her WHOLE business, not just her online business. 25

33 It s that simple! The system will walk everyone through every step! 25

34 So how can we make some of the things we learned even easier? Through APPS! Lets go through the apps that are available during the Cookie Sale! Since we just talked about Digital Cookie - lets talk about that one first! 26

35 With the Digital Cookie app - the Girl Scout can take her cookie business on the go! Anywhere she goes, she has the opportunity to visit with family, friends and other customers to buy cookies! Customers can have cookies shipped to them or even ask her to drop them by later. The digital cookie app brings cookies into the digital age! Check out our website for even more information about the Digital Cookie App! 27

36 Remember the earlier slides on how to enter Booth Sales? Well There s an app for that! No more waiting until you get home, supper cooked and kids to bed. Just jump on your phone immediately after you ve completed your booth sales and enter your sales! The app will walk you through entering your order and distributing it between girls. There s even a Cookie Calculator to help you with some quick adding when you booth is busy with customers! So know you have a way to track how many cookie packages were sold at the booth and which girls helped at the sale all on your smartphone! The BEST part is it automatically links to ebudde. And keeps your booth history year after year This is great to look at when you are getting ready to participate in the Booth Lottery. Which booths does your troop really want to get and what were the best times to be at that booth? This records all of it for you! Just as any other app - Download the free app in the iphone App Store, through Google Play or through the web browser of any smartphone. 28

37 I ve saved the best for last! The ebudde TROOP APP! This is BRAND NEW this year and was developed to help volunteers manage cookie orders in real time, on the go. Built into the app are all the best parts of ebudde, including ordering capabilities. Which means you can place that Initial Order while waiting in the car during soccer practice! There is so many exciting things to tell you about this new app. So many, in fact, that we can't fit it all in this training video. So for now - go get it downloaded and watch your , the ebudde help center and facebook for more information coming soon! If you want to check it out right now go to the LBB Website and search Troop APP. They have a video just waiting for you! 29

38 There are a lot of parts to ebudde, but we are here to help walk you through the process and learn all of the wonderful features it has to help you run your program. We will have a PDF version of this training on the GSDH website so you can refer back to it as you navigate through the cookie sale! Don t forget there are lots of other resources available to you! Refer back to the Volunteer and Family Cookie Manuals to help! Thank you for choosing to participate in the Girl Scout Cookie Sale Program to help our Girl Scouts become leaders through the largest GIRL-Led business in the world! 30