SERVICE UNIT
Cookie Manual
8 1 0 2 1
THANK YOU!
Thank You for volunteering to serve as a Service Unit Cookie Manager. Your efforts are extremely important to the success of the Girl Scout Cookie Program! Our Council offers this program to increase opportunities for girls. Proceeds generated from this program create funds for troops and service units, provide services for girls and develop quality training for adults. Without you, this would not be possible.
TABLE OF CONTENTS 3 4-9 10 11 12-15 16 17 18-19 19 20-21 22 23 24 25-26 27 28
Service Unit Cookie Manager Job Description Cookie Calendar Plan Your Own Cookie Rally Council Cookie Kick-Offs Individually Registered Girl Scouts Service Unit Tips & Training Points Cookie Delivery Site Count-N-Go Deliveries eBudde Quick Sheet Resources at Your Fingertips Digital Cookies Cookie Proceeds How the Cookie Crumbles Outstanding Balance Form Service Unit Cookie Manager Evaluation Service Unit Automated Clearing House (ACH) Form Cookie Sale Quick Reference 2
GSHS Volunteer Position Description and Agreement
Service Unit Cookie Manager Purpose: Organize, coordinate, direct and the Cookie Program, eBudde and Digital Order Card online ordering systems at the Service Unit level. Term of appointment: 1 year (August 1-July 31, renewable upon completion of evaluation). Time commitment (6/8 hours per month). Supervision: Reports to the Service Unit Manager and/or the Association and Council Staff teams as necessary. Support: Supported by the Service Unit Manager and/or Association and Council Staff teams along with relevant learning opportunities and training materials. Responsibilities of the Service Unit Cookie Manager: • Prepare and distribute Cookie Sale materials • Plan and conduct training with all Troop Cookie Managers to discuss the purpose of the product sale program • Follow up with those Troop Cookie Managers who did not attend and train them individually as needed • Obtain all Troop Product Sales Manager Agreements, Product Sale Policies & Standards and ACH forms from troops participating in product sales • YOU MUST RECEIVE SIGNED MANAGER AGREEMENTS AND PRODUCT SALE POLICIES & STANDARDS BEFORE ANY MATERIALS ARE RELEASED TO TROOPS • Instruct troops that they must submit a mid-year troop financial report to the council prior to participating in the Cookie Program • Instruct troops on the importance of adhering to the start date of cookie sale • Collect all troop forms within your service unit and accurately compile a comprehensive service unit order; check all troop orders for correct information; submit all information required in paperwork and the eBudde online ordering system to council on or before scheduled deadlines • Secure a delivery site for service unit cookie delivery • Coordinate the service unit cookie delivery and contact all Troop Cookie Managers with pick-up information • Communicate regularly with Troop Cookie Managers • Work closely with the council throughout the sale to obtain answers to any questions or concerns from troops • Collect all information and paperwork from troops on or before the scheduled deadlines and submit to council • Sort, divide and distribute rewards to troops in a reasonable time upon receiving • Adhere to all council deadlines, policies and procedures • Conduct responsibilities with financial integrity and keep simple records of product sale • Be able to motivate adults and girls to set and achieve their goals • Possess the capability to communicate and cooperate with a variety of people • Be willing to provide the council and Troop Cookie Managers with accurate contact information that includes telephone numbers and other ways to be reached during the sale • Have an understanding of Girl Scout Cookie program goals, procedural expectations of the sale and safety guidelines • Be willing and ablility to utilize the eBudde and Digital Order Card (DOC) online system throughout the sale Expectations for all Service Team Volunteers: • Register as an adult member and be a positive representative of the Girl Scout Promise and Law • Be at least 18 years old and complete the volunteer screening process • Attend preliminary training to learn the job and participate in on-going learning opportunities for continuous growth in the position • Participate in the development of yearly service unit planning • Participate as an active member of the service unit team by attending service team and unit meetings • Provide excellent customer service by fulfilling responsibilities promptly and courteously • Build and maintain an effective working relationship with service team, association team, and council staff • Understand and help others to understand and embrace diversity and inclusion • Follow all GSUSA and GSHS policies, standards, and procedures • Display a positive enthusiastic attitude that reflects the acceptance of the mission, vision, and goals of GSUSA and GSHS • Support, promote, and maintain a commitment to and knowledge of the Girl Scout Leadership Experience and the National Program Porfolio which includes Journeys and Girl’s Guide to Girl Scouting • Have access and ability to communicate via phone, internet, and email Benefits of Volunteering with Girl Scouts: • Fulfill a desire to be helpful and make a difference in the lives of girls and the world • Gain opportunities to meet and network with new people • Gain a sense of satisfaction and accomplishment by contributing to the lives of girls and other volunteers • Gain and develop professional, marketable job skills and skills for personal growth
3
2018 Cookie Calendar December 15 Mid-year financial reports due to council.
SUNDAY
MONDAY
JAN. 1
TUESDAY 2
WE 3
PRIOR TO JANUARY 6 Troop Cookie Managers must: • Log into eBudde • Service Unit Cookie Manager will grant access to eBudde,
• New TCM’s will receive a confirmation email directly from eBudde with login information. • Returning TCM’s can use their email address as the log in and the new default password, Toff6973 • NOTE: All users will need to use the default password when signing in for the first time durning the 2018 cookie program • Update troop information on the Contacts and Settings tabs • Familiarize themselves with the eBudde site eBudde demo site – http://ebdemo.littlebrownie.com • Train troop parents and girls • Collect Parent Permission Form from each girl selling • Verify that all registered girls are listed in eBudde
7 Troop Cookie Manager Program Webinar @ 3 p.m.
8
9 Service Unit Cookie Manager eBudde webinar @ 6 p.m.
10
14
15
16 eBudde Webinar Booth Scheduler and Q&A @ 6 p.m.
17 eBudde Bo to View
21
22
23 eBudde Webinar Girl Orders, Rewards, Delivery and Q&A @ 6 p.m.
24 ACH Forms
eBudde Booth Scheduler Round 1 Opens @ 6 p.m. 28 Troop Cookie Manager must: • Enter and submit girl orders and intitial rewards in eBudde • Select delivery site and pick up time *Order will not be accepted without
29 eBudde Booth Scheduler Round 3 Closes @ 7:59 a.m. eBudde Booth Scheduler Round 4 Opens @ 8 a.m.
signed Troop Manager Agreement Policies and Procedures, ACH Form and mid-year financial statement.
4
30
31 eBudde Bo Closes @ 8:59
eBudde Booth Opens @ 9 p.m
NOVEMBER - DECEMBER
January 9 Service Unit Cookie Manager eBudde
Service Unit Cookie Managers: • Receive materials via UPS/FedEx at home • Train Troop Cookie Managers • Secure a site(s) for Cookie Delivery • Inform Troops of delivery site location • Secure booth site locations within your area & have store manager’s approval • Go to eBudde online ordering system • Update service unit contact information • Update troop information • Grant access for each Troop Cookie Manager
Overview Webinar, 6 p.m. • Login in at https://www1.gotomeeting.com/ join/661699797 • Meeting ID: 661-699-797 For audio on all webinars below: • Option 1: Use your computer or smart device speakers • Option 2: Join the conference call at 800-582-3014 Passcode: 926464227#
EDNESDAY
ooth Scheduler Open
s Deadline to Council
THURSDAY 4 Troop Cookie Manager Program Training Webinar @ 6 p.m.
FRIDAY
SATURDAY
5 Service Unit Cookie Managers and/ 6 2018 Girl Scout Cookie Program or Troop Product Sale Manager AgreeStarts! Girls can take orders. ments, Product Sale Policies, ACH Forms and Mid-Year Financial Reports due to council. Council will provide list for those on file. Secure booth sale site locations due
• Name and address of site • Physical address, phone numbers and email address • Name and contact information for the person approving booth site • Dates and times approved • Be sure to verify business hours with site for each date • Time allotments (2 hour slots, 4 hours slots, etc) • Notes for site
11 eBudde Webinar Starting Your Sale and Q&A @ 6 p.m.
12
13 Cookie Kick-Off, Memphis 10 a.m. - 1 p.m.
18 Fall Product PGA Reward Booth Selections Due to Council by 10 a.m.
19 Service Unit Delivery site information due to council
20 Cookie Kick-Off, Jackson 10 a.m. - 1 p.m. Cookie Kick-Off, Tupelo 10 a.m. - 1 p.m.
eBudde Webinar Digital Cookies and Q&A @ 6 p.m.
25 eBudde Booth Scheduler Round 1 26 Girls Submit Initial Cookie Orders 27 eBudde Booth Scheduler Round Closes @ 11:59 a.m. Girls can continue to sell. 2 Closes @ 9:59 a.m. eBudde Booth Scheduler Round 2 Opens @ 12 p.m.
eBudde Booth Scheduler Round 3 Opens @ 10 a.m.
ooth Scheduler Round 4 9 p.m.
h Scheduler Round 5 m.
5
2018 Cookie Calendar SUNDAY
4 eBudde Booth Scheduler Round 6 Closes @ 8:59 p.m.
MONDAY
5
6 eBudde Booth Scheduler Round 7 Closes @ 12:59 p.m.
eBudde Booth Scheduler Round 7 Opens @ 9 p.m. 11
TUESDAY
WEDNE
7
eBudde Booth Scheduler Round 8 Opens @ 1 p.m. 12 eBudde Booth Scheduler Round 10 Closes @ 12:59 p.m.
13 Troops print Delivery Confirmation from eBudde
14
20 Initial Cookie Orders and Initial Rewards Delivered to Service Units
21 Initial Cookie Or Rewards Delivered
eBudde Booth Scheduler OPEN @ 1 p.m. eBudde Webinar Cookie Delivery and Q&A @ 6 p.m. 18 Troop Cookie Manager disperses 19 Initial Cookie Orders and Initial girl cookie orders and initial rewards Rewards Delivered to Service Units Girls deliver cookies and collect payment
Troop Cookie Manager disperses girl Troop Cookie Manager disperses girl Troop Cookie Mana cookie orders and initial rewards cookie orders and initial rewards cookie orders and Girls deliver cookies and collect payment
25 National Girl Scout Cookie Week- 26 end DELIVERY DAY TIPS • Double count your order before signing with delivery agent. • Have troops double count their orders and rewards before signing with the service unit. • Initial cookie rewards are in solid cases, there should be no “broken cases” • Notify council of any discrepancies.
6
Girls deliver cookies and collect payment
Girls deliver cookie payment
27
28
ESDAY
rders and Initial d to Service Units
THURSDAY
FEB. 1
FRIDAY 2 eBudde Booth Scheduler Round 5 Closes @ 11:59 a.m.
3
eBudde Booth Scheduler Round 6 Opens @ 12 p.m. 8 eBudde Booth Scheduler Round 8 Closes @ 11:59 a.m.
9
10 eBudde Booth Scheduler Round 9 Closes @ 8:59 a.m.
eBudde Booth Scheduler Round 9 Opens @ 12 p.m. 15
eBudde Booth Scheduler Round 10 Opens @ 9 a.m. 16 Memphis Area Count-n-Go
17 Memphis Area Count-n-Go Jackson Count-n-Go
Troop Cookie Manager disperses girl cookie orders and initial rewards Troop Cookie Manager disperses girl cookie orders and initial rewards Girls deliver cookies and collect payment Girls deliver cookies and collect payment 22 Initial Cookie Orders and Initial Rewards Delivered to Service Units
23 National Girl Scout Cookie Weekend
ager disperses girl Troop Cookie Manager disperses girl COOKIE BOOTHS BEGIN! Do not set initial rewards cookie orders and initial rewards up cookie booths prior to this date.
es and collect
SATURDAY
Girls deliver cookies and collect payment
PRIOR TO FEBRUARY 16 Service Unit Cookie Manager must: • Notify troops and site of delivery date and time. • Recruit help for delivery day • Print troop pick-up sheets (bubble form) from eBudde • Print initial rewards report from eBudde
7
24 National Girl Scout Cookie Weekend
2018 Cookie Calendar SUNDAY
MONDAY
TUESDAY
WEDNE
4
5 ACH Shortage Information Due to Council - ABSOLUTE DEADLINE
6 eBudde Webinar Digital Cookies, Allocating Cookies and Q&A @ 6 p.m.
7 Troop ACH 1/2 Pa
11
12
13
14
18 LAST DAY FOR COOKIE BOOTH SALES
19 Girls Submit Cookie Balance to Troop Cookie Manager
20 eBudde Webinar Finalizing Your Cookie Sale and Q&A @ 6 p.m.
21
27 Troop ACH Final Payment Deducted
28 Outstanding Ba Deadline
Bling Your Booth Contest Deadline
25 Service Unit Cookie Manager must:
• Update eBudde if necessary with any transactions, rewards, etc. • Enter/verify shipping addresses for service unit rewards • Submit service unit rewards SUCMs locked out of eBudde at midnight.
26 Troop ACH Shortage Information Due to Council ABSOLUTE DEADLINE Deadline for Volunteer T-Shirt Orders Bling Your Booth Online Voting Open through April 8, 2018 SUCM submits to counci: • Troop Forms • Parent Outstanding Balance Forms along with proper documentation • Troop Cookie Manager Evaluation • Volunteer T-Shirt Order Form with payment • Service Unit Forms: • Any Outstanding Balance Forms for troops with a balance and no Parent/ Guardian Outstanding Balance forms • Service Unit Cookie Manager Evaluation 8
APRIL 2018 April 21: Volunteer Leadership Summit
Late May
SU Proceeds paid via ACH if Financial Reports are submitted and all girls are registered.
Rewards St Mid-
May 6: G.I.R.L
ESDAY
THURSDAY
FRIDAY
MARCH 1
SATURDAY 3 Red Wagon Satuday
2 COOKIE BOOTH WEEKEND #2
Girls Submit 1/2 of Intital Cookie Order Payment to Troop Cookie Manager
ayment Deducted
8
9 COOKIE BOOTH
10
WEEKEND #3
Digitial Cookie “Girl Delivery” Option Ends 15
alance Form
22 Troop Cookie Manager Submits 23 Troop Cookie Manager Submits to Service Unit: any Non-Virtual Troop to Troops • Reward orders in eBudde Cookies to the Council • Outstanding Balance Forms along with all documentation • Troop Cookie Manager Evaluation • Volunteer T-Shirt Order Form with payment
24
29 Troop ACH Final Payment Deducted
31
30
JUNE 2018
Prior to March 22
Troop Cookie Manager must:
C.E.L.E.B. Event June 2 Golf & Games Family Park Memphis, TN
MAY 2018
tart Shipping -May!
17
16 COOKIE BOOTH FINAL WEEKEND
SEPT. 2018 Passport Bucks Expire September 14
L. Celebration 9
• Track the girl’s cookie totals in eBudde (initial, additional and booth) on the Girl Order tab • Rewards are calculated from each girl’s totals from this page • If a girl’s totals are incorrect, eBudde will not calculate her rewards correctly • Verify all transactions (cupboard and troop transfers) on the Transactions tab in eBudde • Verify and submit troop reward order “BY GIRL” on the Incentives tab in eBudde • Troops locked out of eBudde at midnight • Deposit girl cookie payments into troop account • Complete any Outstanding Balance Forms necessary and attach proper documentation • Complete the Troop Cookie Manager Evaluation • Complete Volunteer T-shirt order form and attach payment
Plan your own cookie rally! Everyone loves a parade! Make signs, build wagon floats, turn on the marching music and just watch the girls get in the parade spirit. What could be more fun? Encourage girls to make signs that tell everyone about their goals for cookie season. Your parade can go around the room or around the neighborhood!
Kick off this cookie season with a high energy, activity packed Cookie Rally for your Service Unit! Cookie Rallies are great to show girls how to be successful in the Cookie Program. Success, friendship, learning, stories, cookies–it’s all part of the Girl Scout Cookie season and being altogether awesome. Little Brownie Bakers, our cookie makers, have put together irresistible ideas for bringing lots of fun, learning and girl motivation together into one big cookie kick-off event. Download your Girl Scout Cookie Rally Guide, a step-bystep planning guide, packed with irresistible ideas for combining fun, learning and girl motivation at http://www. littlebrowniebakers.com/rally/ Most cookie rallies last about two hours and feature largegroup and small-group fun and learning activities that take place in stations. The council is hosting regional Cookie Kick-Offs this year! Every Girl Scout is invited to come for a day of fun, cookies, laughter and games - all for free!
Cookie Kick-Offs
Join us for a Cookie Kick-off to start your cookie program off right! We’ll have arts, crafts and cookie fun at these FREE kick-off events! Come see how being a Cookie Boss sets you up for success now and in the future. Learn how to budget, market and perfect your ask! Plus, stock up on super cool Girl Scout Cookie gear at the council shop. No registeration is required just join us for a fun day!
10
January 13 Memphis, TN Memphis Leadership Center 10 a.m. to 1 p.m.
January 20 Tupelo, MS Wesley United Methodist Church, Tupelo, MS 10 a.m. to 1 p.m.
January 20 Jackson, TN Jackson Leadership Center 10 a.m. to 1 p.m.
Individually registered Girl Scouts. Any registered girl can participate in the Girl Scout Cookie Program, even if she is not participating in a traditional troop. FOR INDIVIDUALLY REGISTERED GIRLS Service Unit Cookie Managers will be responsible for individually registered girls participating (that are not in a troop); making sure they are trained, collecting parent permission slips, orders and payments and distributing product and rewards. eBUDDE For orders to be placed in eBudde, individually registered girls must be assigned a “troop” number. A specific number has been assigned for each SU to place orders in the eBudde system. All individually registered girls’ orders will be placed under this temporary number so that her orders arrive with the rest of the SU’s delivery. This number has no meaning outside of the Cookie Program; it is only to process their order through eBudde. This number is simply 99 in front of the SU number (example: 99423 for TN West Central, 99245 for Clay, etc.) If there is a group as well as other individual girls selling within the same SU, please contact Brittan Davis, brittan.davis@girlscoutshs.org, to obtain a separate number. PROCEEDS/REWARDS Individually registered girls that participate seperately (did not select a troop for the program) will receive “Passport Bucks” at the rate of $20 for every 50 boxes sold. Passport Bucks may be used to pay council-sponsored program activity fees, resident camp registration fees, resident camp trading post, and to purchase items in the council shop; may not be cashed for “real money” and cash will not be given as change; has no value outside of Girl Scouts Heart of the South; is non-transferable; expires 9/14/18. Passport Bucks must be presented at time of use. Passport Bucks cannot be replaced or re-issued for any reason. Passport Bucks will only be issued if balance is paid in full.
11
Service Unit Tips and Training Points... PRIOR TO TRAINING Secure a date, time and location for your training. Make sure all Troop Cookie Managers are aware of your dates and times in advance. Send invitations, emails or make phone calls. Review Sale dates (set service unit dates if needed). Service Units can set an earlier date for troops to submit orders and money to them. Set a realistic deadline for orders to be turned in. Troops should be given the opportunity to sell for the entire time of the sale. Download training PowerPoint and make changes if necessary. *Encourage troops to visit the VIP learning site prior to training, www.viptraining.littlebrownie.com
TIPS & KEY POINTS FOR TRAINING Be enthusiastic and make it fun! Have icebreaker games or sale-related trivia questions.
Encourage everyone to visit the cookie page on the council website at www.girlscoutshs.org/cookies. Distribute and review all materials. Give your contact information and let them know they can always call you for help.
TROOP COOKIE MANAGER AGREEMENT Use the Troop Cookie Manager Agreement (obtained at your troop training) to set up each troop in eBudde. • You must have a signed form before troops can participate in the sale • A list will be provided by council of those forms already on file.
PRODUCT SALE POLICIES AND STANDARDS Discuss the Product Sale Policies and Standards. • You must have a signed copy before troops can participate in the sale • A list will be provided by council of those forms already on file.
AUTOMATED CLEARING HOUSE (ACH) FORM • Explain that payment via ACH is mandatory. • A list will be provided by council of those forms already on file.
Girls and troops must be registered for the 2017/2018 membership year before they receive their troop cookie packets. Explain the importance of the Cookie Sale Program: • For girls – it’s a program activity that teaches girls life skills such as goal setting, planning, organizational skills; and teamwork • For troops – the chance to earn funds for activities • For council – the opportunity to continue the quality programs, activities, and services currently being offered as well as those planned for the future Girls and their families must always decide whether or not to participate. Leaders do not make that decision for them. Encourage leaders to appoint parents to help as Troop Cookie Managers: this helps take the pressure off the leaders and keeps parents involved. Explain the importance of troops and girls discussing and setting goals. • An easy way to do this is to utilize the Cookie Program materials provided by Little Brownie • More activities and additional resources can be found on the Little Brownie Bakers website at www.littlebrownie.com
MID-YEAR FINANCIAL REPORT Troops must submit a mid-year financial report to participate in the Girl Scout Cookie Program. • Reports can be found at www.girlscoutshs.org/councilforms • Send reports to financialreports@girlscoutshs.org
PERMISSION FORMS Troops must collect a Parent/Guardian Permission and Responsibility Form for each girl before she is allowed to participate in the sale • Troops keep forms on record until all payments have been made to the council at the end of the sale • If permission forms for Fall Product had the approval for cookies, you can use the same permission form
COOKIES
All 8 varieties will be included on the order card. • $4 Cookies: Thin Mints, Samoas, Tagalongs, Do-Si-Dos, Trefoils, Savannah Smiles • $5 Cookies: S’mores and gluten-free Toffee’tastics
12
REVIEW THE TROOP COOKIE MANAGER GUIDE Let leaders know that the Troop Cookie Manager Guide may help answer their questions after the training. • Briefly review each page to let leaders know what information is available; there is no need to read the booklet word for word
COOKIE ENTREPRENEURS LEAPING EXTREME BOUNDS (C.E.L.E.B.) A different event will be held each year to celebrate and reward the council’s top sellers. The 8th Annual CELEB Event will be on Saturday, June 2, 2018 at the Golf & Games Family Park, Memphis, TN.
Review sale dates and timeline. • Stress deadlines – ACH deadlines are firm.
If a qualifying girl is unable to attend no other rewards will be given as a substitution.
Give training tips and ideas to help train their girls and parents.
TROOP TO TROOPS
Discuss various methods of selling. • Booth sales, telephone sales, door-to-door sales, work place sales, etc.
Troop to Troops poster provided for each troop • Discuss the difference between virtual and non-virtual cookies
Virtual Cookies • Troops do not receive these cookies in hand • Virtual cookies are placed in the T2T column on eBudde on the Girls Order tab • Virtual T2T boxes can be added to eBudde at any time during the sale • Troops cannot specify variety of virtual cookies • If cookies are placed in this column, the council will order them at the end of the sale • Any boxes placed in the T2T column will add to the amount owed to the council • Troops will be responsible for payment of any cookies placed in the T2T column • ONLY VIRTUAL TROOP TO TROOPS COOKIES WILL COUNT TOWARDS TROOP TO TROOPS PATCH AND REWARD QUALIFICATIONS.
REWARDS Troops can collect girls’ reward choices on the Girl Initial Order Summary • Have girls make a selection on all levels, in case she increases her sales from additional and/or booth sales • Suggest that troops select a specific item at each level with a choice as their default item If a girl doesn’t submit a choice, then she will get the default item • This will help prevent a delay in submitting orders because of reward choices Girls continue selling after initial orders are submitted using their Goal Getter order card and Digital Cookies All rewards are cumulative.
TROOP PROCEEDS
Non-Virtual • •
Troop proceeds are not to be divided by girl.
•
EXTRA PROCEEDS OPTION
•
Cadette, Senior and Ambassador troops can choose to earn $0.07 per box more instead of earning rewards. Girls within the troop choosing the extra proceeds option will only earn patches (presale and additional orders). For every girl that reaches the 800+ box level, she will then begin accumulating rewards at each level she obtains thereafter.
•
13
Troops will receive these cookies. These cookies are placed on the Girls Order tab in either the GOC column or as additional cookies. These are cookies sold at booth sales and/or additional sales for the Troop to Troops Program. These donations will need to be brought to the council by March 23 to be sent with the virtual cookies in this program. Troops can use their “extra” inventory at the end of the sale to fill their Troop to Troops (non-virtual) cookie orders by March 23.
Service Unit Tips and Training Points... GIFT OF CARING
PAYMENT & COLLECTION
Troops can choose their own Gift of Caring recipient • DO NOT ENTER THESE IN THE T2T COLUMN ON EBUDDE • Place in the GOC column • They are not considered virtual cookies • Email pictures to the Council of your troop delivering cookies to your recipient with a brief description to news@girlscoutshs.org
Use receipts for ALL transactions, both money and product.
DELIVERY / COUNT-N-GO Explain your Service Unit delivery or the Count-N-Go process and what to expect; also what is expected from them.
COOKIE CUPBOARDS Discuss cupboard guidelines. It is very important to follow these guidelines and dates so the council can accurately stock cupboards. ORDER AND PICK UP YOUR COOKIES FROM THE SAME CUPBOARD LOCATION. This helps to properly manage the cupboard inventory. If orders are not placed in advance, we cannot guarantee the availability of all cookie varieties. If troops fail to place their order in advance, it does not mean that cookies will not be available. Cases from the cupboards can be comprised of mixed varieties equaling 12 boxes. BOXES/CASES OF COOKIES CANNOT BE RETURNED AT ANY TIME. Only Troop Cookie Managers are automatically approved to pick up cookies from a cupboard. If they need someone else to pick up cookies, the TCM must approve this through the cupboard.
Troop Proceeds are based on the Troop’s Per Girl Average of girls selling. Explain requirements for the Extra Proceeds Option. Discuss the impact that girl participation and outstanding balances have on the service unit proceeds. If they have a parent with an outstanding balance, it affects the entire service unit. Council, Service Unit and Troops reserve the right to require payment up front for product. *See Product Sale Policies and Standards It is at the Troop Cookie Manager/Leader’s discretion whether the troop will accept personal checks or not. Deposit payments into troop account frequently. ACH Payment is mandatory and troop must follow the guidelines and deadlines outlined in the ACH instructions. NO PROCEEDS ARE DEDUCTED FROM HALF PAYMENT If an Outstanding Balance form is not submitted to the council by March 28, 2018, the Troop Cookie Manager will be responsible for the amount due. If Troops are having problems collecting money, have them contact you and remind them to document all of their correspondence. If a parent has problems delivering cookies, they need to notify their troop immediately. If they wait until the sale is over, there is no time to get them sold before money is due.
14
COOKIE BOOTH SALES
EBUDDE
Encourage troops to discuss booth sale guidelines and etiquette with their troops at training. It is great to role play with the girls to help them understand how to behave and how not to behave at a booth sale.
Online ordering is mandatory at all levels of the sale. Access will be set up by the Service Unit Cookie Manager. http://ebudde.littlebrownie.com Login – your email address Password – default password is Toff6973
Discuss potential booth sale locations in your area. Remember, the Service Unit Cookie Manager will be setting up those booth sale locations and submitting them to the council for the booth scheduler.
New users will receive an email from eBudde once you have been added to the system. Check spam/junk emails in case it gets caught by spam filters.
Troops can seek approval for any non-council sponsored booth sales. They must receive approval from the manager of the location.
Discuss eBudde training webinars offered.
For these booth sales to be included in the Cookie Locator, which advertises booth locations to potential customers, they must submit the location, date and time in ebudde on the “My Sales” portion of the Booth Sales tab.
ALL ORDERS ARE ENTERED INTO EBUDDE AS BOXES, NOT CASES.
If Troops have cookies remaining at the end of the sale, they can still set up booth sales after the sale is over. They must receive approval from the manager of the booth sale site.
TOO MANY COOKIES? If you have over-ordered product, do not wait to notify your Service Unit Product Sale Manager, Service Unit Manager or the council. If you wait until the end of the sale, it is much more difficult to find someone that needs the product and it is most likely too late for anyone to help. Below are some opportunities to help clear up your remaining inventory as the end of the sale approaches. • NEW! Facebook Cookie Swap Group! A place for Girl Scout Cookie volunteers to swap extras cookies, search for needed cookies and to connect with other Girl Scout Cookie volunteers! Request to jon today at www.facebook.com/groups/GSHSCookieSwap2018 Encourage your girls to set a higher goal (booth and additional sales, door to door, etc.). • Set up additional booths to sell the inventory. Troops can even set up booths after the “end date” of the sale (with the permission of the store managers). • Notify cupboards in your area of your extra product. • Contact other troops in your area to see if they need extra product or would be willing to swap inventory.
Enter cookie and reward orders BY GIRL into eBudde.
Troop initial order will be rounded up to full cases. All cupboard transactions and transfers between troops MUST be in multiples of 12. Submit Initial Cookie Order, Initial Reward Order and Final Reward Orders ONLY ONCE.
DIGITAL COOKIES Encourage troops to utilize Digital Cookies
STAY IN TOUCH Watch your email inbox for messages from the council and service unit. Another great resource is Facebook. The council has a main page, www.facebook.com/girlscoutshs and one dedicated to cookies, www.facebook.com/gshscookies • NEW! Facebook Cookie Swap Group! A place for Girl Scout Cookie volunteers to swap extras cookies, search for needed cookies and to connect with other Girl Scout Cookie volunteers! Request to jon today at www. facebook.com/groups/GSHSCookieSwap2018 Log on to Little Brownie Bakers Volunteer Blog, www.blog.littlebrowniebakers.com
As with other cookie transfers between troops, proper documentation is required (i.e. signed receipts and eBudde entry by the troop transferring cookies out.)
15
Cookie Delivery Sites As SUCM, one of your responsibilities is to secure a convenient, suitable location for receiving, sorting and disbursing your cases of Girl Scout Cookies. Don’t wait until the last minute! Planning early helps you select and secure the best possible location for your troops and delivery agent. The people donating their space and time appreciate advance notice so they can plan accordingly. Check with the prior SUCM or Service Unit Manager in your area. Ask long-time community people for recommendations. What makes a good delivery site? Streets and parking area must be wide/long enough for a large delivery truck to maneuver without backing into yards or off driveways and have no low hanging power/phone lines. Not all delivery sites will require the use of a tractor-trailer. The delivery truck and Troop Cookie Managers need to be able to get close to the entry door for loading and unloading. A location which has a forklift on premises will make your job easier.
Look for a location where Troop Cookie Managers can drive close to an access door rather than having to maneuver up and down stairs or through a maze of hallways. The location must be water tight and insect free. Excellent delivery site locations are fire stations, National Guard Armories, schools, churches, etc. Try to choose a location that is easily found and centrally located in your service unit. Think quantity: An average two-car garage (20x22 feet) will hold approximately 1,000 cases. To prevent toppling over, stack straight and only 6 feet high. Consider that each case averages approximately 9 pounds and the weight of 1,000 cases requires a GOOD FLOOR! Helpful Hints: • Remember to schedule plenty of help for unloading and separating cookies. • Notify troops promptly about the delivery date and their pick-up time. • Count and recount and obtain a signature from the Troop Cookie Manager before they leave with product. • After delivery day, write a thank you note to the manager of the facility!
The space should be large enough to accommodate all cookies (possibly in pallets) and still have enough room to separate cookies by troops.
16
BOOTH SALES
Count-n-Go Select Delivery Information in eBudde:
DO NOT BEGIN UNTIL FRIDAY, FEBRUARY 23, 2018. DO NOT SET UP BOOTH SALES PRIOR TO THIS DATE!
GREATER MEMPHIS AREA
• After submitting the Troop Initial Cookie order in eBudde, Troops will be • Friday, February 16 - Saturday, February 17 reminded to go to the delivery tab to select their delivery date and time. • Go to the Delivery tab and choose the Count-N-Go delivery date desired Pick-up location: from the drop down menu. Armstrong Relocation • Then click on the desired timeslot. 3927 Winchester Rd., Memphis, TN 38118 • Available slots will be white, unavailable slots will be gray. • If troops are attempting to sign up for time slots and there are no available spots, please contact customercareweb@girlscoutshs. org, or 800.624.4185 • Troops that have over 200 cases in their initial order will be required to select two or more simultaneous timeslots. • Click the “Submit my Info” button at the top left. The delivery information will not be saved unless it is submitted. • Prior to their pick-up date (but after 2/13/18), troops will need to print the delivery confirmation from the delivery tab in eBudde to take with them to delivery. This will recap the order in cases, by variety, delivery date/ time and also tell an estimate of how many vehicles to bring.
Delivery Day Process: 1. The Count-N-Go delivery is for troop initial orders only. 2. Troops will need to arrive promptly at their scheduled time with all vehicles needed for pick-up. Troops will not be allowed to begin pick-up process until all vehicles needed arrive at the site. 3. Once they arrive, they will check in and receive instructions to prep their vehicle (put seats down, open doors, etc.). 4. They will then be directed to a pick-up line. 5. A council escort will follow them through the pick-up process and assist with counting. 6. Cookies will be set up in an “assembly line” style with one or two varieties of cookies at each station. As the cars move through the line, they will receive all of each variety at that station, then they will move forward to the next station. 7. As they go through the line, they will count the cases as they are being loaded by variety into their vehicles. 8. Once all cookies are loaded, they will go to the check-out station to sign their form stating they received their complete order and receive their initial order rewards. 9. There will be a recount station if quantities are questioned. They will need to move out of the line and unload, count and reload their cookies.
Delivery Day Tips: • Girl orders will not be separated into individual vehicles. • Have all vehicles cleaned out with minimal passengers. • Delivery agents will be loading the cookies. You do not need extra people to do this. • Pay close attention during the loading process. The loaders load fast. Be aware of what is being loaded into your vehicle and make sure you get an accurate count before moving to the next station. • For orders requiring multiple vehicles: • Have all vehicles needed for pick up arrive together. • Bring an extra person to be the designated “counter” so they do not have to get in and out of the vehicle as they are moving forward in the line. • The first vehicle will be filled to capacity before loading any subsequent vehicles. 17 Times are subject to change depending on demand.
JACKSON AREA • Saturday, February 17 Pick-up location: Averitt Express 2093 Express Drive, Jackson, TN
eBudde Quick Sheet INITIAL ORDER All Users 1. https://ebudde.littlebrownie.com 2. Enter your email address, temporary password: Toff6973. Click LOGIN. 3. Change your password, enter/review contact information, Click SUBMIT. 4. System works through tabs at top of page. Click each TAB to enter each page.
Contacts Tab
Reports Tab (optional) 1. Need additional information on delivery sites? Click Reports Tab and run Delivery Stations report.
Delivery Tab 1. Review, and enter delivery information. SUBMIT information. 2. Select time slot if applicable. 3. Print Confirmation Form.
Rewards Tab
1. Review information; edit as necessary.
1. 2. 3. 4.
Setting Tab 1. Enter number of girls selling; goal in packages. 2. Mark Opt-out rewards for additional profits. (if applicable) 3. Enter banking information. (if applicable) 4. Click UPDATE to accept all changes.
BOOTH SALES Booth Sales Tab Council Sites 1. Click the Council Sales button. 2. Find booth sales you would like to sign up for, click date and time. 3. Click time slot and click submit button.
Girls Tab 1. Girls will be uploaded by the council; verify girls’ names, enter goal in packages, enter shirt size 2. Click UPDATE to accept all changes.
Troop Requests 1. Click the My Sales button. 2. Click add a location. 3. Fill in location site information, date and time range. 4. Click update. Request will be pending until approved or denied.
Initial Order Tab 1. Click each girl’s name; go to bottom of screen, click squares to begin entry. 2. TAB to enter your girls’ total cookies order in packages by variety. 3. Press ENTER (on keyboard) or OK button. 4. Repeat for each girl. 5. BOOTH – Click BOOTH, bottom of screen, click squares to begin entry. TAB to enter in boxes and variety number of cookies for booth sales. ENTER (on keyboard) or OK button. 6. OTHER – Click OTHER, bottom of screen, click squares to begin entry. 7. TAB to enter in boxes and variety number of cookies for booth sales. ENTER (on keyboard) or OK button. 8. Review IMPORTED row quantities. (if applicable) 9. SAVE the page. 10. Review the totals at the bottom, if correct Click SUBMIT order. You cannot change order after it has been submitted. Contact your volunteer manager or the product sales staff to make changes. 11. Print copy for your records.
Click FILL OUT next to Initial Rewards Order. Review Girl orders and Submit if applicable. Enter or review total rewards earned. Click SUBMIT to submit your order.
REMEMBER: Please keep Booth Scheduler in eBudde up to date with your group’s times and dates. This data powers Cookie Locator and allows customers to find you.
FINAL ORDER Girl Orders Tab 1. Update girl orders to include all additional packages sold and payments made. 2. Click Save to save your information.
Rewards Tab 1. 2. 3. 4. 18
Click FILL OUT next to Final Reward Order. Review Girl Orders and Submit. (if applicable) Enter or review total rewards earned. Click SUBMIT to submit your order.
Resources at your fingertips! Reports Tab (optional) 1. Need additional information on cupboard location and hours?
Click Reports Tab and run Cupboards report. Transactions Tab 1. Enter troop-to-troop transactions. (if applicable) 2. Enter pending order to the cupboards. (if applicable) 3. Click Save to save your information.
Deposit Tab 1. All payments will be entered by the council.
GOC Org. Tab 1. Enter in troop Gift of Caring organization(s) information. (if applicable)
Sales Report Tab 1. Review final package numbers. 2. Review your receipts. 3. Review your Gift of Caring. (if applicable)
eBudde https://ebudde.LittleBrownie.com (Or visit www.LittleBrownie.com for a link) our Command Center for managing the cookie sale. Order cookies, track girl activity and Y order girl rewards. VIP eTraining http://VIPeTraining.LittleBrownie.com/Login.aspx (Or visit www.LittleBrownie.com for a link) Get step-by-step Girl Scout Cookie Program training whenever you’d like it! Council Website http://girlscoutshs.org Visit our site to find procedures, forms, manuals and other helpful information. Little Brownie Bakers www.LittleBrownie.com  (The website of our official Girl Scout Cookie baker) Find girl activities, marketing ideas, cookie facts, program resources and clip art to help girls prepare for the cookie sale. Little Brownie Bakers YouTube Channel www.youtube.com/LittleBrownieBakers Check out our library of inspiring videos featuring real girl stories and selling tips. Volunteer Blog http://blog.LittleBrownieBakers.com Check out the volunteer blog for exciting girl activities and booth ideas. Digital Cookie https://digitalcookie.girlscouts.org/ Girl Scouts can set up their own personalized sales pages, take credit card payments and ship cookies directly to their customers. Booth Sale Recorder App Download this free app in iPhone App Store or through Google Play. Record sales in real time at booths, making record-keeping a snap. Cookie Locator http://CookieLocator.LittleBrownie.com Help friends locate the closest cookie booth with this app. Girl Scouts of the USA www.GirlScoutCookies.org Locate info on GS Cookie Program and national cookie badges and pins. NEW! Built By Me Cookie Meeting Planner www.builtbyme.littlebrowniebakers.com An online tool to help plan a custom cookie season. 19
Use your new password to log in. Remember to use the same email address where you received your registration email.
All Girl Scouts are able to sell cookies online in addition to neighborhood and booth sales! With parent approval, girls will have fun using technology to increase their sales, while building the five skills by participating in the Cookie Sale: goal-setting, decision-making, business ethics, money management, and people skills. How cool is that?! The Digital Cookie Program is a safe, secure way for girls to sell cookies online. This website was created by GSUSA and Little Brownie Bakers, and powered by Dell and Visa Checkout to help girls gain 21st Century entrepreneurial skills that they can use beyond the cookie business.
Watch a quick “Safe Selling for Smart Cookies” safety video. Note you can’t proceed any further until you have viewed the video. Read and accept the Terms and Conditions-Volunteer.
Volunteer Registration/Login Watch for your registration email* from the Girl Scout Cookie Program (email@email.girlscouts.org) with the subject: Ready. Set. Register for Digital Cookie. You will only receive one email, even if you are also a parent. Be sure to add that email address to your safe senders list so you don’t miss any emails!
If you have roles in addition to Troop Leader, you will now be taken to a “role selector” screen. If one of your roles is parent, you should choose “parent” from the drop down menu.
In the email is a button to take you to the Digital Order Card registration site. Simply click that button!
If you have additional roles and aren’t taken to this screen OR all of your roles do not show up on the drop down, please contact at 800.624.4185, or customercareweb@girlscoutshs.org for assistance.
Once you click the link you’ll be on the Digital Order Card 3.0 site. You’ll need to create your password. You will receive a registration confirmation email. Keep it somewhere handy during cookie season.
You will then see the Terms and Conditions-Parent which you will need to read and accept in order to continue.
20
Missed the email? Request Registration Email or Reset Password Go to www.digitalcookie.girlscouts.org and click the “Forgot password/Need a registration email” link. Enter the email address associated with your Girl Scout’s registration.
Service Unit Dashboard Once you have registered and successfully been logged in to Digital Order Card, you can access your Service Unit Dashboard. The top part of your dashboard will look like this:
You will be sent an email with the subject: “Your request to change your Digital Cookie password” from “Girl Scout Cookie Program” (email@email.girlscouts.org) in about 15 minutes. Check your junk/spam/promotions if you don’t receive it by then and be sure to add email@email. girlscouts.org to your “safe sender” list. Click on the most recent email you received, if you have requested multiples. Click on the “Reset” link in the email.
It will reflect all online sales for the girls in your service unit. You may also see “Select a role”. If you are also the leader of a troop or parent of a registered Girl Scout you can select your other roles from this dropdown menu to switch to those views. You can use that same selector in other pages to return to your service unit dashboard. The bottom part of your Service Unit dashboard will look like this:
You can see all of the girls in your service unit and if they have set up a site, sent customer emails or have orders.
21
Cookie Proceeds!! TROOP PROCEEDS
SERVICE UNIT PROCEEDS
How to determine Troop Per Girl Average (PGA): Divide the number of boxes sold by the number of girls selling cookies in the troop. Example: 1,200 boxes sold ÷ 10 girls selling = 120 PGA
Initial Order Bonus: If the Service Unit has a 5% increase over the 2017 initial order, then they will receive an additional $0.01 per box sold (initial and additional sales) within their Service Unit, provided there is no debt.
Troop proceeds are based on the average number of boxes girls sell in each troop.
Service Units will automatically receive $0.03 per box sold within their SU.
eBudde will automatically calculate the PGA. End of Sale Bonus: If the Service Unit has a 3% increase in total sales over the 2017 ending sale numbers, then they will receive an additional $0.01 per box sold (initial and additional sales) within their Service Unit, provided there is no debt.
TROOP PROCEEDS RATE TABLE:
OPTION A = WITH REWARDS Daisy, Brownie and Junior troops MUST take this option. Per Girl Average 1 – 168 boxes 169 - 276 boxes 277 - 384 boxes 385 and above
Proceeds per Case $6.12 $6.60 $7.08 $7.56
Service Units have the potential to receive a total of $0.05 per box sold within their SU if they have no outstanding debts. $0.03/box + $0.01/box + $0.01/box = $0.05 total
OPTION B = EXTRA PROCEEDS OPTION (EPO) These rules apply to the extra proceeds option: Girls within troops choosing the Extra Proceeds Option will only earn patches (presale and additional orders.) For each girl that reaches the 800+ box level, she will then begin accumulating rewards at each level she obtains thereafter.
(SU proceeds) (5% SU Initial Order Increase) + no debt (3% SU Final Overall Sales Increase) + no debt
Orders, payments and paperwork must be submitted on time with no outstanding debts to qualify for additional proceeds. Service Unit proceeds will be issued via ACH into their SU Bank Account once all sales reconciliation is complete.
The troop must be registered with the council as a Cadette, Senior or Ambassador troop.
The council does not encourage troops to cover a parent’s debt to ensure the proceeds bonus for the Service Unit.
The choice made is for the entire troop. GIRLS, not adults, must make the troop’s choice.
If a troop remits payment for a parent’s outstanding balance, then the troop is responsible for collection of this debt.
EPO option MUST be marked in eBudde on the settings tab PRIOR to entering girls’ initial orders. No changes will be made after initial order is submitted.
If no Service Unit is established or if there is not a Service Unit bank account, the Service Unit proceeds will be held at the council until a Service Unit and/or bank account has been established and a request submitted to the Product Sale Manager for proceeds. Service Unit proceed will be forfeited if requirements have not been met prior to next membership year.
Per Girl Average Proceeds per Case 1 – 168 boxes $6.96 169 - 276 boxes $7.44 277 - 384 boxes $7.92 385 and above $8.40
NOTE: Service Unit proceeds will be held until all unregistered girls participating in the Cookie Program are registered for the current year and all service unit financial reports have been submitted to the council.
Cadette, Senior and Ambassador troops may choose Option A or Option B. Girl Scout S’mores & Toffee-Tastic • Sold at $5 per box or $60 per case. • $.40 per box flat rate troop proceeds regardless of Troop PGA or EPO option.
PGA 22
Per Girl Average (PGA) for rewards and proceeds is based off of girls selling.
How the cookie crumbles...
Ever wonder where the $4 per box of Girl Scout Cookies goes?
Cost to Little Brownie Baker, $1.03 Council Proceeds, $2.17 Troop Proceeds, $0.59
Service Unit Proceeds, $0.04 Recognitions/Awards, $0.11 Uncollectibles, $0.04 Miscellaneous Expenses, $0.02 Fund Development, $0.16
See the council breakdown of the $2 Management/General, $0.11
Girl Program, $0.30
Communication/Marketing, $0.24
Resident Camp, $0.27
Property Management, $0.17
Membership Development, $0.84
Adult Training, $0.08
23
24
25
26
• • • •
27
SERVICE UNIT CONTACT Service Unit Cookie Manager Email Address Home Phone
Work Phone
Cell Phone
Questions? Need Help? 800.624.4185 customercareweb@girlscoutshs.org
LITTLE BROWNIE BAKERS EBUDDE SYSTEM http://ebudde.littlebrownie.com Login: your email address Default Password: Toff6973 ALL passwords have been set to the default. Downloadable Manuals available at www.girlscoutshs.org/cookievolunteer
®
28
®
®
®
The GIRL SCOUTS name and mark, and all associated trademarks and logotypes, including GIRL SCOUT COOKIES , THIN MINTS , TREFOILS , ® ® GIRL SCOUT COOKIE SALE , GIRL SCOUT COOKIE PROGRAM , GIRL SCOUT S’MORES™ and the Trefoil Design, are owned by Girl Scouts of the USA. Little Brownie Bakers is an official GSUSA licensee. SAMOAS, TAGALONGS, DO-SI-DOS and SAVANNAH SMILES are registered trademarks of Kellogg NA Co. TOFFEE-TASTIC is a trademark of Kellogg NA Co. Copyright ®, TM, © 2016-2017 Kellogg NA Co.