2025
Girl Scout Cookie Cupboard Instruction Manual
Who to call for help
Elaine Gill
Product Program Manager
Office: 317.924.6826
Cell: 317.426.6211
egill@girlscoutsindiana.org
Gail Barrett
Cookie Cupboard Chair
Cell: 317.459.6274
gbarrett5212@sbcglobal.net
For inventory troubleshooting and/or data entry help, cupboard support
Sharyl Hynes
Cookie Cupboard Auditor
Cell: 317.640.6912
shynes@sbcglobal.net
Sandy Pasch
Cookie Cupboard Auditor
Cell: 317.292.6601 spasch@comcast.net
Cindy Pitman
Cookie Cupboard Auditor
Cell: 317.902.8936
clpitman@earthlink.net
Our cookie cupboard team is here to help you any time! Feel free to call us whenever you have questions or concerns.
Cupboard dates of operation
• All cupboards will open the week of Feb. 7, 2025.
• Cupboards will be open through March 21, 2025.
• Some cupboards may begin to relocate based on cupboard activity after the third booth weekend. This will allow our council team to maximize availability of all varieties in the remaining open cupboards.
• It is best to plan to have your cupboard location open through March 16!
• Be sure to keep your cupboard open during the hours posted in eBudde. Our troops are counting on us!
• If your hours change, please be sure to update them in eBudde!
Rallyhood
We are excited to announce that this year we will be launching a new method of communication, Rallyhood. Rallyhood is an all-in-one platform for Girl Scout communication and collaboration. You will receive an invite to join a group on Rallyhood based on your participation role during the cookie program. The Rallyhood app is free and will provide a simple way to keep up with the cookie program. Watch your email for an invitation to join!
Accepting deliveries from the warehouse
1. Count and double count your cases, ensuring the amount the warehouse is unloading matches what the delivery ticket says you are receiving.
2. Do not take any additional cases unless you have been given permission from the product program manager (Elaine Gill). It is very important that we keep a tight inventory throughout the program. Only take the number of cookies Elaine has ordered for you-even on the initial order.
3. The warehouse will ask you to sign the Bill of Lading-no need to keep copy, but do keep copy of the C1 ticket.
4. After the delivery person leaves, count your inventory again and fill out a daily inventory sheet. Send a copy of C1 ticket to your auditor.
5. If you notice there was a shortage on your delivery, or you miscounted after the delivery person leaves, call Elaine immediately! It is important that we communicate with the warehouse as their inventory will be off too. This must be done the same day as the delivery!
Distributing cookies
•Download the eBudde app in the Apple or Google play stores. If you have another device that does not have access to these stores, access the app through your web browser at https://ebudde.littlebrownie.com/cupboard.
•Troops will place their cupboard order in eBudde. It will show as pending and the cupboard is sent an email letting them know the troop is coming.
•Cupboard managers verify the cookies are available and release the order when the troop arrives to pick up.
•It is very important to make sure the number of cookies listed in the app matches the number of cookies the troop is picking up before they give their electronic signature.
•Every person who picks up cookies from your cupboard location must have eBudde access in order to confirm they are picking up the correct boxes/variety of cookies. (This is an electronic signature). If they do not, you may not give them cookies. They will need to speak with their troop cookie manager for access.
Daily inventory tracking
• You have been provided inventory worksheets (printed or electronic) to keep track of your inventory and deliveries each day. It is important to do this every day you are open to make sure no cookies have been lost.
• Catching problems when they arise and alerting your auditor about them right away can help with resolving problems that may come up later on. If you have a discrepancy, call your auditor right away so they can begin to work with you on the problem.
• Scan or snap a picture of all paperwork and email or text it to your auditor at the end of each day.
Understanding eBudde transactions
• Go to https://cookieportal.littlebrownie.com.
• Current inventory: This, plus a warehouse delivery received but still shown as pending, should match your physical count on the floor.
• Pending (warehouse): This shows any order pending with Planes. This could be an order you are expecting OR one you just received.
• Pending (troop + service unit): Number of packages troops are scheduled to pick up and transfers to/from another cupboard.
• After pending: The number of packages you have available after all pending orders. This is the number Elaine is watching to determine when you will need more cookies.
Damages
Damages
Damages can be donated locally or returned to Girl Scouts of Central Indiana and will donate damages to Gleaners.
Damages can be donated locally or returned to Girl Scouts of Central Indiana to donate damages.
Troop
• Exchange for same variety only.
• Troop receives back copy of transaction form.
Cupboard inventory
• Keep damaged packages apart from regular inventory.
• If case is damaged, open it and only set aside damaged packages, not the entire case.
• Missing packages count as damages.
Complete transaction form in its entirety then enter the damaged packages in eBudde to remove them from your inventory.
Entering damages into eBudde
1. Go to the cupboard and click on TRANSACTIONS.
2. Click ADD A TRANSACTION.
3. Make sure the date matches the date the cupboard completed the paperwork.
4. Leave the pickup field blank.
5. Receipt field:
A . If cupboard inventory: DAMAGE INVENTORY
B. If from a troop: DAMAGE followed by 5-digit troop # (DAMAGE12345)
6. Type NORMAL
7. 2nd party: Cupboard
8. Cupboard: Damage Cupboard (999)
9. Enter the number of cookie packages
10. Product movement: Remove product
11. If package was missing make a note of this in the “contact info” box
12. Click OKAY
13. Click SAVE
Cupboard to cupboard transfers
Transfers may happen if:
1.One cupboard needs stock another can give.
2.A cupboard is being relocated near the end of the program. You may do transfers among yourselves as long as you:
-Notify Elaine
-Notify your auditor
Relocation notes
• This begins happening in March to ensure all varieties are available in cupboards.
• Damages should be well marked.
Entering transfers in eBudde
Transferring cupboard (the one sending cookies) completes the transfer form and enters the transaction into eBudde. Receiving cupboard should remove the pending status after they receive the cookies.
1. Go to TRANSACTIONS
2. Click ADD A TRANSACTION
3. Enter date cookies were transferred
4. Check pending box
5. Leave pickup blank
6. In the RECEIPT field, write “# to #” (i.e. 810 to 855)
7. Type is NORMAL
8. 2nd Party should be CUPBOARD
9. Select Cupboard receiving the cookies
10. Enter the number of cookies being transferred
11. Product Movement should say REMOVE PRODUCT
12. In the contact info field, provide any notes if needed
13. Click OKAY
14. Click SAVE
Relocating your cupboard/receiving a relocating cupboard’s inventory
Relocating your cupboard/receiving and relocating cupboard’s inventory
When
you relocate your cupboard cookies, do the following:
• Follow the transfer instructions and complete a cupboard transaction form.
• Be sure to fill in every box and give us all information pertaining to your cupboard. Clearly state count of cookies in your inventory. Give a separate count of cookies you have previously damaged out of your inventory during the season but are sending. These should be in a separate box, sealed and clearly labeled.
• Sign the form acknowledging completion and send all damaged cookies, good cookies, and your unused supplies with the person picking up your closing inventory.
• Keep the yellow copy with your cupboard paperwork. Send the top (white) copy with the person picking up.
• Scan/mail a copy of the cupboard transaction form to your auditor with your daily paperwork.
When you receive a relocating cupboard, do the following:
• Look at the cupboard transaction form.
• Be sure the “good” cookies count matches what you are receiving – if not, do not change the form. Just make a note in the notes section and let your auditor know of the change.
• Do not count the damaged cookies into your stock. Set them aside and clearly label what cupboard they were from. Send these with the warehouse at the end of the cookie season.
• At the end of the day, count the transferred cookies as part of your regular inventory.
• Scan/mail a copy of the cupboard transaction form to your auditor with your daily paperwork.
Cookie return program
Full cases of cookies checked out March 14-16, 2025 may be returned no later than March 19, 2025. Info to troops
Here is how the return process will work:
• Return only what was picked up, in case number and variety
• Example: If 2 Thin Mint and 2 Tagalongs were checked out, up to 2 Thin Mint and 2 Tagalongs will be accepted (can return 1 Thin Mint and 1 Tagalong)
• Cases MUST be sealed with small strip of Girl Scout tape
• Cases MUST be returned to original pickup cupboard
Cupboard process
Check-in of cookies:
• Verify check out date of cookie and variety
• Must be unopened same variety
• Note returned March 14-19
• Email transaction form to your Auditor and Elaine Gill
• Enter returned cases of cookies in eBudde as follows:
• Transfer from troopxxxxxx to your cupboard
• Transfer from cupboard to CFAC Donated (967) Cupboard
• Donate cookies to local military, first responders, food pantry, or shelter in your area
Tips for balancing
If the eBudde numbers are higher than your actual cookie numbers, you are short. Look for:
•Did you receive less at a delivery than what was ordered? Did Planes update this in eBudde?
•Did you enter a transaction that was charged as a package and should have been a case?
•Have you input all your damages and transfers?
If the eBudde numbers are lower than your actual cookie count numbers, you are over. Look for:
•Did you receive more at delivery than what was ordered? Did Planes update this in eBudde?
•Did you enter an adjustment that was charged as a case and should have been a package?
•Have you input all of your pending adjustments?
Changing/deleting a transaction
To change a transaction:
•Go to the Transactions tab and pull up the transaction you want to change.
•A box will appear showing the transaction details.
•Make any changes to the transaction.
•Click the okay button and the box will disappear.
•Click the Save button in the top left corner to save the transaction.
To delete a transaction: Only do this with your auditor’s permission.
•Go to the Transactions tab and pull up the transaction you want to delete.
•A box will appear showing the transaction details.
•Click the Delete button on the bottom right of the screen and the box will disappear.
•Click the Save button in the top left corner to save the transaction.
eBudde reports
There are three reports you can use to check your inventory and/or cupboard activity:
•All Transactions – This shows all activity in your cupboard.
• Weekly Transaction Breakdown – This shows your transactions broken down per week.
•Current Inventories – This shows what inventory is currently available/unpromised in your cupboard and all other cupboards.
