Girl Scouts of Connecticut 2018-2019 Troop ebudde Instructions Through Initial Order Taking Period Initial Order Entry Deadline: February 8, 2019 at 11:59 p.m. Welcome to ebudde! New and returning users will want to review these instructions to make sure all orders and troop information are recorded accurately. Questions about ebudde can be directed to your service unit cookie manager, product sales manager, or productsales@gsofct.org. To enter and use the ebudde system, please note that there is a new process to access the system (for details, see below). Please refer to the last page of these instructions for computer specification information. Girls can once again participate in the Digital Cookie platform through Digital Order Card (DOC). The DOC is another great way for girls to reach out to customers in addition to traditional ways of connecting with customers. The Digital Cookie platform and ebudde are fully integrated; these instructions include pertinent Digital Cookie platform information. Co-leaders and troop cookie managers will be invited via email to register on the Digital Cookie platform. Their email address in ebudde will grant them access to the troop dashboard as well as their individual Girl Scout s dashboard on Digital Cookie. The ebudde Troop App is back with a new name ebudde Troop App Plus! Registered troop ebudde users are able to use the app for many of the functions for which they normally would use the desktop website. For the Initial Order, users are able to update their contact information; view their dashboard; enter girl and troop Initial Orders, t-shirt sizes, and goals; and NEW THIS YEAR select a time to pick up the troop s Initial Order at the drive-thru delivery. Troops will NOT be able to add troop users or girls to the Girls tab through the app. To perform these functions, the troop user would need to use the full ebudde website. The ebudde Troop App Plus is available for download from the itunes App Store or Google Play. On the troop dashboard, there is a link to view a video about the app. Login Information There is a new way to access to ebudde this season. ebudde is now part of the Little Brownie Cookie Tech Portal for Single Sign-On. This new system allows for easier access to all Little Brownie Tech tools. You will not use a default password as was done in the past, but will receive a welcome email from ebudde that has a unique link for logging into the system for the first time. This link is unique to you, cannot be used by others, and has a time limit assigned to it. The process for gaining access the first time you log into ebudde this season is: 1. On January 4, 2019, troop users receive a welcome email with login link. 2. Click on the link in the email to set up your login and password. 3. At the password screen, enter and confirm personal password. Enter your personal password that you would like to use for the system. Confirm your password by entering it again. Click the Change my Password button. Security Requirements Password email links are unique to you and have a time limit. The password requirements are as follows: 1
Must be 8 characters long Must have at least one capital letter Must have at least one non-alphabetic character Once you set your password and log in in the future, you will be limited to five consecutive incorrect login attempts, after which the account will be disabled for 10 minutes 4. At the profile screen, enter same personal password that you used in Step 3 and review/enter all additional information. When you are done entering the information, click Update Profile. If your name is blank on ebudde that simply means that you are new to ebudde this season. Please be sure to add your contact information (including name) so that you will be connected to the Digital Cookie platform. The name fields are required for a volunteer to be populated in Digital Cookie for the troop. The system will send you to the system selection screen where you can choose to go to ebudde. 5. Enter Little Brownie Cookie Tech Portal system and select ebudde (not ebudde DEMO). 2
6. Confirm account update via email link (sample email below): To Change a forgotten password Go to https://cookieportal.littlebrownie.com. Click Forgot your password? 3
Enter your email address and click Send me reset password instructions. You will get an email with a new password link. Please note that service unit cookie managers are no longer able to change passwords for a troop. The coleader/troop cookie manager needs to follow the steps outlined above to change her/his own password. Change Your Profile Information/Email Address Log into the Little Brownie Tech Portal at https://cookieportal.littlebrownie.com. Enter your email address and password and click the Click Here link to be taken to the profile page. This is the only place you can change your email address. You will be required to re-enter your current password. You can change your email address, password and profile information on this screen. Click Update Profile to update your profile. Click Cancel if you do not want to change your data. 4
Navigating ebudde You control where you want to go in ebudde by using the navigation tabs that run across the top of the page located within the blue bar. Click the tab once to enter each page. The Menu Bar (the green bar) at the top of the Dashboard provides additional support for you in ebudde. The furthest left dropdown menu will tell you what cookie program season you are looking at. The current season is the 2018-2019 Sales Season. Please verify that you are logged in to that season. The Quick Links dropdown menu provides the following tabs for your information: LittleBrownie.com You can find additional resources on the Little Brownie website. VIP etraining cookie program and training resources Digital Order Card This menu pick brings you to the Digital Cookie platform login page. ebudde Cookie Calculator calculates the total amount due when you enter an order Dashboard The Dashboard tab gives you a snapshot of important sale dates, a troop checklist, upcoming troop booth sales, and messages from your service unit cookie manager and council. The service unit cookie manager contact information is also listed on the dashboard. If you are the troop cookie manager for more than one troop, go to the left side of the screen and click on the appropriate troop number. On the dashboard, you now will have notification messages from your service unit/council that are dated, prioritized and can be marked read. A priority message will have a star next to the envelope. If there is a message longer than can fit in the subject line, there will be a Read More link to allow you to read the entire 5
message. The service unit/council will now be able to post multiple messages if necessary. All read messages will fall to the bottom. Digital Order Card girl delivery orders are also listed on the troop dashboard (beneath the calendar). Contacts Tab An alternate way of changing your contact information and password (but NOT your email address) is through the Contacts tab. Click on the Contacts tab to view who is listed as troop leader and troop cookie manager (called Troop Cookie Chair in ebudde) for your troop. The contact information for each person will appear here. To change your information click the edit button in the lower right corner. Since ebudde now has the new Cookie Tech Portal, you will need to change the information in the portal which will update ebudde. When you click the Update Contact Info it will take you to the Cookie Tech Portal. Your information will be changed there and in ebudde. There is also a section at the bottom of the screen to just update your email preferences that are specific to ebudde. 6
When you click Update Contact Info, you be brought to the Cookie Tech Portal page to update your information. Enter your information and click update profile. If you would also like to change your password, you can do that on this screen as well. You need to update one section at a time (contact or password). If you need to change both password and profile, you will have to click Update Contact Info again to bring you back to the profile page so that you can change the password separately. Be sure to enter your current password or you will get the following error: 7
Individuals identified as either a troop cookie manager co-leader for a troop will be uploaded from our membership database into ebudde. The leader should add the troop cookie manager, if she/he does not already have access. All GSOFCT troops are eligible to participate in the Digital Cookie platform. The troop leader and troop cookie chair contact email, first name, and last name will be sent to Digital Cookie. The troop volunteers will receive an email inviting them to access the troop dashboard and their individual Girl Scout s dashboard. ebudde will indicate that the contact will be sent to the DOC with the acronym DOC to the left of the Edit button. If only your email (and not your first and last name) is listed, you will not have access to Digital Cookie. Please enter your first and last name and click the Resync button to be uploaded into Digital Cookie. If you still do not see DOC next to the edit button, please contact your product sales manager. Use the Settings tab to completely remove troop contacts. See below for instructions. Settings Tab Click on the Settings tab to edit information for your troop. To save any changes that you make, scroll to the bottom of the page, and click the Update button. ADDING THE TROOP S GOAL AND SELECTING THE TROOP S GIRL SCOUT PROGRAM LEVEL AND PROCEEDS OPTION Click on the Edit Settings button and use the tab key to move through the items. Use the Level drop down menu to select the correct level for the troop. Enter the troop s goal in boxes. To opt out of girl rewards and receive additional troop proceeds, be sure to check the box next to Opt of rewards for additional proceeds: o NOTE: Only older girl troops (Junior and older) are eligible to select the additional proceed option. Daisy and Brownie troops are required to take the girl rewards. o The additional proceeds are 10 cents per box for each box sold. Please note that you do not need to enter in your banking information as ebudde is not connected to any bank account. Press Update to save changes made to the Settings tab. Since all GSOFCT troops are eligible to participate in Digital Cookie, ebudde will indicate the troop DOC status: DOC Troop? is that the troop is eligible for the DOC DOC Sync Completed? Indicates that the troop data has been sent to the DOC. This includes the troop, troop contacts and girls, as appropriate. Data Points from the 2017-18 Sale- Information from last year s cookie program will be listed in this section for your reference. 8
Girls Tab Click on the Girls tab to view and/or enter the girls in your troop. You will notice that most if not all of the girls in your troop are already listed in ebudde with their first and last names, grade and GSUSA ID number. Once again this year, girls are being uploaded into ebudde from our membership database. You may only add girls to the Girls tab between February 6, 2019 at 12:01 am and February 8, 2019 at 11:59 pm if all of the girls in your troop are not listed. This should be a rare occurrence, as girls need to be registered Girl Scout members to participate in any Girl Scout activities, including the cookie program. To add a girl: Enter the girl s first and last name Click on the purple ID button. This action will generate an ID for the girl. Please do not change this ID or attempt to create an ID number. Click the drop down menu to select the girl s grade level Goal setting is an important part of the cookie program. If a girl has a cookie goal, enter it here. Click the Update button to save the information. If a girl is has moved into your troop from another troop, please contact your product sales manager so that she can be moved in ebudde. Please do not create a duplicate record. If a girl is inactive in the troop, a leader may mark her as inactive on the Girls tab during the time period between February 6 and February 8. This feature will only be available if a girl has no cookie sales, and you may not enter an Initial Order for a girl who has been marked inactive. Please note that a girl who is listed on the troop roster and has no cookie sales does not affect the troop s per girl selling average, even if she is not noted as inactive. Only girls who sold a least one box of cookies will be counted towards this average. Note: After adding in a new girl you will see a check mark under the DOC Eligible column. This means the girl can participate in the Digital Cookie platform; however, a parent/guardian email address needs to be entered into Digital Cookie in order for the girl to participate. When a girl has registered, her parent information will be uploaded into Digital Cookie directly from our membership database. These uploads will be done twice weekly throughout the cookie program. Init. Order Tab (Initial Order Tab) This tab is where you will enter your troop s Initial Order. You will need to verify the totals on the girls Initial Order Cards before you enter their orders. If girls in your troop participated in Digital Cookie AND have customers who ordered boxes to be delivered by the girl, these boxes will need to be included with a girl s Initial Order. When it is time for the parent to submit the girl s Initial Order Card to the troop leader, the parent can choose either of the options below to submit the Digital Cookie girl delivery order to the troop leader: Write the Digital Order Card girl delivery orders on the girl s Initial Order Card on the line designated for DOC girl delivery orders (line 63) OR Export an Excel file from the Orders Tab on their Girl Scout s Digital Cookie dashboard, print, and attach it to the girl s paper Initial Order Card. 9
As a troop cookie manager, you can see the girl delivery orders on your dashboard (underneath the calendar) and also access the Girl Delivery Varieties Only By Girl report under the Reports tab (see screen shot below) to get information about the cookies that the girls in your troop sold for girl delivery. When you run the Girl Delivery-Varieties Only- By Girl report, the Info tab is an explanation of the fields in the report. Click on the Order Detail tab to view the girl delivery orders for each girl in your troop. The cookies will be ordered and will be picked up by the troop at the drive-thru delivery on March 2 or 3. PLEASE NOTE: Cookies that were ordered in Digital Cookie that were directly shipped to customers OR were purchased for the Cookies for Heroes program (donated) boxes SHOULD NOT be included with a girl s Initial Order. To enter a girl s order: Click on her name. Go to the bottom of the screen where the boxes have turned orange. 10
Enter the number of boxes for each flavor, using the tab button to move from flavor to flavor. Note that the first column is for council s Cookies for Heroes Program (GOC) boxes. If the girl sold cookies for council s Cookies for Heroes Program, enter the number of boxes in this first column. ebudde will total the number of boxes entered. Double check that the number entered equals the number totaled on the order card. This will help you to catch any math or entry errors. Click the OK button at the end of the row after the order is correctly entered. Repeat for each girl. PLEASE NOTE: the check mark in the Uses DOC column simply means that the girl is eligible to use the Digital Cookie platform, so it will be checked for all girls. Note: Boxes ordered on Digital Cookie for shipping and donation are not listed under the Initial Order tab, but count towards girl and troop Initial Order totals. These boxes are listed under the Girl Orders tab. Save your entries by clicking on the Save button. DO NOT click the Submit Order button until you are ready to submit the troop s order. You may go back and make additions and corrections to the orders until you click the Submit button. Do not use the Other line - this is not used by our council. Ordering Booth Sale Cookies- If your troop is ordering booth sale cookies on the Initial Order, scroll to the bottom of the screen and click on the Booth box. Enter the number of boxes (not cases) you would like for each flavor. You will note that the entry starts with Savannah Smiles. NEW THIS YEAR! On the Initial Order tab, you can see the prior year s booth sale order by clicking on the down arrow next to the booth sale line. Once you do that, there will be a line underneath the current year s booth order labeled LY Booth, which will contain the prior year s order. This will give you a quick reference to help you to determine what makes sense to order for the current year. Remember, your troop will earn a $20.00 bonus for every 20 cases (240 boxes) of booth sale cookies ordered on the troop s Initial Order. The troop may order a smaller or larger number of boxes to meet their booth sale and Goal Getter Order needs, but the bonus is awarded for every 20 cases. Booth cookies ordered on the Initial Order may not be returned. Save your entry by clicking the Save button. Do NOT click the Submit Order box until you are ready to submit the troop s Initial Order. ebudde will automatically round your total order up to full cases. The Extras will show the number of surplus or roundup boxes that were added to the troop s Initial Order to make full cases. These cookies can be used by the troop to fill Goal Getter Orders or for booth sales. Please note: Troops are financially responsible for all boxes ordered, including the boxes in the Extras line. Please connect with troop families to let them know that these boxes are available. When you are ready to submit the order, review the entries to be sure they are correct, and click the Submit Order button. You may do this only once. The system will ask you to confirm that you want to submit the order. Click Yes if you are ready to submit. After you have successfully submitted your troop s order, a box will pop up that reads Initial Order Submission OK. Click on the Ok button to complete the process. This box will also remind you to go to the Delivery tab to select your troop s pickup time slot on your designated cookie delivery day. You cannot change the troop s Initial Order after it has been submitted. If you need to make a change or correction, contact your service unit cookie manager or the Product Sales Team at productsales@gsofct.org. You must submit the troop s Initial Order by 11:59 pm on February 8, 2019. Print a copy of the page for your records. Click on Printable Version, and then press the print option. You may continue to view the Initial Order tab, but you may not make any changes after submitting the troop s Initial Order. 11
Rewards Tab After you have submitted your troop s Initial Order you will need to confirm the Initial Order Rewards that your girls may have earned. IMPORTANT: ebudde will take into account ALL boxes sold, including those sold through the Digital Cookie platform, (including shipped, donated, and girl delivery boxes) when calculating both girl and troop Initial Order Rewards. Click Rewards tab, click Initial Rewards Order Fill Out and then click on each girl s name to update her rewards. Confirm her box count, select the girl s size by clicking the button next to the proper size if she earned the lounge pants, and click on the Submit Girl Order. Girls with 125 or more packages will show one reward (the lounge pants). The Troop Order section will show the total number of pairs of lounge pants ordered for the girls in your troop and will reflect whether the troop earned the troop Initial Order Reward. Note: Girls may have earned other patches and rewards for their sales. These are final rewards and they will not appear on the Initial Rewards section. Final Rewards will be ordered and updated at the close of the cookie program in April. 12
Delivery Tab After you have submitted your troop s Initial Order and Initial Reward Order, you need to select your preferred delivery time. Click on the Delivery tab and answer the questions about who is picking up the cookies for your troop. If someone from your troop is picking up only your troop s cookies, select that button. A box with your service unit s designated delivery site and available times will open (see graphic below). In the column labeled Line #1 click next to the time that you want to pick up your troop s cookies. Available times will have an open space in the Line #1 column. After you have selected your delivery time, click on the blue Submit My Info button, and your time will be selected. If your delivery site runs two lines, you may select a time from Line #1 or Line #2. If someone from your troop is picking up another troop s cookie order as well, the system will ask for both troop number(s) and will provide the times that are available for the cookie pickup. If someone from another troop is picking up your troop s cookies, the volunteer from the other troop will select the time of the pickup. Once you have selected a delivery time, your ebudde entries are completed for the Initial Order! 13
Other tabs Payments Tab Because the amount that the troops owe to council will be deducted from the troops accounts via electronic payment (ACH), troops should not enter a deposit amount into ebudde. The Payments tab will be updated by council to reflect the amounts debited from each troop s bank account. DOC deposits are listed under this tab. Reports Tab This section will allow you to print reports for your troop. Click View to open the report in a Microsoft Excel downloadable window. The system will display a box to open the report or save it to your computer. The format for both is a Microsoft Excel Worksheet. ebudde uses Microsoft Excel.xlsx for the printing of the reports. Sales Report This tab brings you to a summary of the transactions, payments, troop proceeds and other information about the troop s cookie sales. When it comes time for the ACH payments to be taken out of your troop s account, you will use the sales report to determine those amounts. Help Center Tab Refer to this tab for helpful information about ebudde. However, bear in mind that these resources may contain information about functions in ebudde that are not used by GSOFCT. Nonetheless, they can be a great resource for general ebudde and cookie information. The following tabs will be fully functional after the Initial Order is submitted. Additional ebudde instructions will be provided to guide you through the use of these tabs and completing your troop s ebudde entries for the remainder of the cookie progam. Girl Orders Tab You will be able to view the Girl Orders tab prior to the troop s Initial Order being submitted; however, you cannot change or add any information until after the Initial Order has been submitted. Transactions Tab Troop volunteers cannot make entries under this tab but they can review all initial delivery, cupboard, and shipped Digital Cookie transactions. 14
Booth Sites Tab This tab will allow troops to request booth sites and request that they be approved by the service unit cookie manager. Further discussion about this tab will be included in the end-of-sale troop ebudde instructions. Computer Specifications Information The ebudde system has been tested on a variety of computer types and different web browsers. Approved web browsers: IBM Compatible Microsoft Internet Explorer version 10.x and higher, Firefox 51.0 and higher, Chrome 45.x and higher. Macintosh OS version 10.x Safari 7.1.x and higher, and Firefox 51.x and higher, Chrome 45.x. Approved platforms: ipad ios 9.5.x and above iphone 5 and above using ios 9.5.x and above Android v. 4.4.x and above Apps (all with mobile web version) Cookie Locator Booth Sale Recorder Cupboard Keeper Troop App Plus Approved computer specifications: Recommended Minimums: 2.0 GHz CPU - 3GB RAM Recommended Systems: 3 GHz CPU - 4GB RAM The ebudde system uses Microsoft Excel.xlsx for the printing of the reports. If you have users that do not have the Microsoft Excel program, a report viewer for IBM compatible systems can be downloaded from the following web address: http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=10 The ebudde system can also print in Adobe PDF format. To download Adobe Acrobat, use the following web address: http://get.adobe.com/reader/ ebudde has scheduled time-outs at 45 minutes of inactivity. ebudde will close out your session, logging you out if you have been inactive in the system for 45 minutes. You will have the opportunity to remain active from the warning messages 10 minutes and 5 minutes prior to log out. 15