Girl Scouts of San Jacinto Counci Troop Initial Order Guide

Transcription

1 Girl Scouts of San Jacinto Counci 2019 Troop Initial Order Guide 1

2 Getting Ready! Troop Informa on Set your troop s proceed plan. Log in to Smart Cookies and go to My Troop, then Troop Informa on to change your troop proceed plan (for Cade e Ambassador troops only to change to Older Girl Op on), set your default Main Recogni on plan and your troop s Girl Scout level. You will not be able to change any of the contact informa on. If this informa on is not correct, please contact cookies@sjgs.org with detailed informa on on what needs to be changed. Edit your Profile If you need to edit your profile informa on, go to the Dashboard page, click on the person icon in the top le hand corner. You can now change your address, your phone number, etc. but you cannot change your user name or your troop number. 2

3 Add Girls to Troop Roster Adding Girls to Your Troop (Available January 16) Adding a girl s name to your troop roster in Smart Cookies is a two step process. 1. You must first add the girl to the roster 2. Then, add her as a user. Go to My Troop and select Troop Roster. Click on Create Troop Girl. Create Troop Girl In the pop up box, complete all the required informa on. Leave the GSUSA ID blank, even if you know it. You can add a Nickname. For example: Margaret may be known as Maggie in your troop. It will be important to complete the parent informa on, especially the address so that the girl s user account can be added. Be sure to Save the informa on. 3

4 Troop User Management Manage Troop Girls Once you have added the girl s name to your roster, you will need to make her a user in Smart Cookies. To add the girl as a user, go to Troop User Management. Scroll through the girls names listed. At the bo om of the page, click Add New User. Select Girl as the User Role and Posi on. Complete all the required fields. Even though the address is not a required field, you will want to enter it. This will allow the girl and her parent to set up an account in Smart Cookies and take advantage of all that it has to offer. Use the parent s address (even if the girl has her own). Create a user name and password. It can be something as simple as 123changeme. Be sure to click on the Yes under User must change password. You want the girls and their parents to decide what they want their user name and password to be. Click Save Once you have saved, you should see an on screen confirma on that the account was set successfully. 4

5 Registration The parent will receive the registra on and must click on the link in the to complete their daughter s registra on in Smart Cookies. Parents do not have to complete the registra on for the girls to par cipate in the door to door and cookie booth por on of the sale. They must complete it to par cipate in Smart Cookies, including sending ecards and the mobile app. If the parent does not receive the registra on , you can resend the link. Follow these instruc ons to resend from your address: Click on My Troop, then Troop User Management. Click Apply Search Parameters to refresh the screen. Check the first box in the row with the girl who needs to registra on link resent. At the bo om of the troop roster click on Manage Selected Users. Click on Retrieve Registra on Link; copy and paste the link in an and send to the parent using your tool. Be sure to uncheck the box a er sending the . 5

6 Getting Organized! Gather the Orders As the troop cookie manager, you can set the date you want girls to turn in their order cards to you. The deadline for girls to stop taking cookie orders for the Ini al Cookie Order phase is January 20. Just be sure that you are giving them enough me to reach their goals and you enough me to get organized and get your order entered in Smart Cookies. Collect the following from each girl: Paper order card (she may have more than one). Girl generated report printed from the girl s Smart Cookies account. Review the webinar Ge ng Ready for the Ini al Order and Delivery for instruc ons on helping the girl print this report. Reminder: All girl delivered orders must be entered in Smart Cookie by the troop cookie manager. Only Smart Cookie Direct Shipped orders will be transmi ed automa cally in Smart Cookies. Op onal: To help you get organized before you begin the order entry, use the Troop Worksheet. Download and save the Troop Worksheet Excel file from GSSJC s Online Community to use. 6

7 Getting Organized! Ge ng Ready to Place the Ini al Cookie Order Communica on is Key! Communicate with the parent/guardian before entering any orders from the mobile app and/ or the ecards sent. Girl Delivered Mobile and Ecards Girls who have taken girl delivered orders via the mobile app or an ecard will need to have those cookies ordered too. As a TCM, you can see which girls have mobile and ecard orders. Go to Reports/Current. Then choose the Mobile & Ecard Summary report. This report will show all girls who have ecard, mobile or direct shipped orders. The report also shows Door to Door. This allows the girl to track how her orders have been taken. This is for tracking only and should not be ordered without consul ng the parent. Before you add any orders from this report, contact the parents of the Girl Scout. It could be that they have already added these orders to the order card. It could be that someone was playing with the ecard and placed an order they don t really want. Absolutely DO NOT order anything from this report that says Direct Shipped. That will double order those cookies. 7

8 Getting Organized! Collect Parent Generated Reports Parents and girls can login to their Smart Cookies account and View ecard Orders. Click on Print Report. Parents/girls who are using the mobile app can choose to it directly to you. Ecard Report The girl s report shows the order by variety and who placed the order. Again, verify with the parents that this order is not already on the order card and needs to be placed. 8

9 Entering Girl s Initial Cookie Order Troop Ini al Order Entering Each Girl s Cookie Order Now that you are organized, you can begin to place the Ini al Cookie Order. Go to Orders, then Troop Ini al Orders. Note that you will see a red bar that shows the deadline to place the order as a reminder. Once you have entered an order, the red bar will also show who was the last to modify the order and when. Use the drop down arrow to expand the ordering screen for each girl. You will be entering the order in packages. Using the order card and reports, enter the total number of cookies by variety for each girl. Note that the cookies are in the same order as on the order card and that they are the same color as the packages. Also pay a en on to the fact that the first cookie is Cookie Share. You will be placing the order in packages. All Cookies4Heroes (Virtual Cookie Share) orders from the order card and the ecard girl delivered orders should be entered here, not under the Virtual Cookie Share tab. Important: Review each order to ensure accuracy. No changes can be made a er the council order is placed. There are no returns or exchanges. 9

10 Enter Booth/Extra Cookie Order Order Booth / Extra Cookies and Save Order As you enter each girl s orders, you will no ce that the number of packages in the Extra sec on may increase or decrease. Ini al orders are placed by the case, even though you enter by the package. A er you complete all the girls orders, then look at the number of packages of extra cookies your troop will receive at delivery. Don t worry about that number you have several op ons to sell or transfer the cookies. You can fill any extras that a girl has sold between the ini al order deadline and the end of the sale. You can use them for the Walk About or booth sales, or you can find a willing troop who wants to transfer the cookies. If you know that your troop has reserved cookie booths, you may want to order cookies ahead instead of wai ng for cupboards to open. This year, we will have fewer cupboards. Save your me wai ng in line at the GSC or placing a planned order and order extra cookies in the booth extras sec on. These booth cookies can be picked up at your ini al cookie order delivery. We suggest you look at the total number of cookies that were sold last year, the total number of girls in your troop who are par cipa ng, and then calculate a percentage that you are comfortable ordering. You may be comfortable ordering 60%, 70%, or 80% of the total number of packages sold last year, including the girls ini al order. We do not suggest ordering more than 80% of last year s total. If you are a new troop, you may want to s ck with just your girl s ini al order + the extras. 10

11 Initial Order Girl Reward Early Recogni on (Girl Ini al Order Reward) Girls whose ini al cookie orders total 180 or more packages will earn a drawstring backpack. All orders, including Direct Ship orders, will count toward this reward. Create the Recogni on Order From the Recogni ons menu, choose Create Recogni on Order. Select Early as the recogni on type. Smart Cookies automa cally calculates which girls have earned the reward. Review the Recogni on Order All girls will be listed, whether they reached 180 packages or not. If girls names are listed in red, click on the Review bu on to update. Once the system has reviewed the orders, you can check each girl s total sales by clicking on her name. Be sure and Save and Exit! Ini al Order Girl Rewards will be available at the cookie delivery. 11

12 Delivery Day! Ini al Order Cookie Delivery Day You must have someone pick up your cookies on the scheduled delivery date/ me. If you chose the alternate loca on, you will need to pick up your troop s cookies on that day. There will be no reminders sent, mark the date and me of delivery on your calendar. You can find the date in GSSJC s Online Community under Cookie Troop. Expect any other informa on to come from your community cookie manager and/or to be posted in the Online Community site under Cookie Troop. Delivery days begin Saturday, February 9 and run through Saturday, February 16. Remember, volunteers are needed to help on delivery days. Each troop should provide 2 or more volunteers who are 18 years or older. They must be able to li, walk and/or stand. Please note, girls who are 18 and par cipate in the Girl Scout programs may not help at delivery days. If you know someone who wants to help but isn t able to li, walk or stand for a 2 hour period of me, we do have jobs at such as filing paperwork at check out or monitoring checking in of volunteers. Absolutely no children are allowed at the delivery site. Heavy equipment is moving about and it is a high traffic area. Perhaps another parent in your troop could watch your children and you could bring your spouse to help at the delivery. We do not provide baby si ng at the delivery loca on. No ma er what type of delivery your community is hos ng, everyone can expect delays if volunteers don t show. There is a direct correla on to the length of me it takes a troop to pick up cookies and the number of volunteers on site. The more volunteers, the shorter the wait me for everyone. While we do provide a few staff and the delivery agent provides some man power, we can t do it without you! 12