TroopCookies, Inc. Answer Book for 2024 Troop Cookie Managers
2023 Winner:
Troop 45321 SU85
Winner gets the cover! ▶ Highest PGA in Kansas Heartland ▶ Based on the number of girls
registered to your troop in myGS on February 9, 2024
Table of Contents What’s Needed....................................2
What's needed for everyone to participate?
Welcome!.............................................3 Action Calendar Checklist.................4-5 Parent Meeting...................................6 Calculating your Starting Initial Order.........................................7 Gluten Free Cookies...........................7 Cookie Proceeds.................................8 TCM Recognitions..............................8
Troops must have: ▶
A Troop Finance Summary on file at the Girl Scout office for 2022-2023
▶
Are current with troop financial obligations (no past product program debt or unaudited program issues)
▶
A troop bank account with information on file at the Girl Scout Office
Managing Finances............................9 Distributing Cookies to Girls.............10 Picking up Troop’s Order...................10 Vehicle Cookie Capacity....................10
Troop Cookie Managers (TCM) must:
Receipt Samples.................................11
▶
Be a registered and approved adult with GSUSA and GSKH
▶
Are current with their financial obligations (no past product program debt or outstanding checks)
▶
MUST attend and complete the following trainings:
Recognition Distribution....................11 Inventory Management.....................12 Exchanging Cookies...........................12 Cookie Cupboards..............................13 Planned Orders...................................13 Cookie Booths.....................................14-15 Managing Troop Links.......................16 Care & Share Program........................17
2024 Cookie Program training based on your experience level
⬥
Financial Management (gsLearn)
⬥
Safety-Wise (gsLearn)
▶
An online submitted 2024 Troop Cookie Manager Agreement/ACH Debit Form
▶
Schedule a Girl and Family Training to collect Product Program Participation Permission Forms and provide them with instructions, deadlines and final program materials
Closing Out the Program...................18 Cookie Program Fun Patches............19
⬥
Finding Help.......................................20
*Access to the online ordering system will be granted upon completion of all TCM steps. Allow three business days to receive the launch email granting access.
Girl Scouts Must: ▶
Be a registered Girl Scout with GSUSA. Council can help!
▶
Are current with their financial obligations (no past product program debt or outstanding checks).
▶
Have a signed 2023-2024 Product Program Participation Permission Form on file with the troop.
Thank you for serving as your Troop’s Cookie Manager for the 2024 Girl Scout Cookie Program. The purpose for this answer book is to provide you with information, tools and answers to most of the questions about the Girl Scout Cookie Program. When you have a question, simply look up the topic in the Table of Contents. If you cannot find the answer you seek in this answer book, contact your Service Unit Cookie Manager or Product Program Specialist. This year’s Girl Scout Cookie Program theme is
Girl Scouts are sure to reach new heights, conquer any challenge and change the world when you’re climbing by her side. No matter how or how much your Girl Scout participates in the cookie program, they are developing skills that will lay the groundwork for a lifetime of success. Today, her Girl Scout cookie business, tomorrow her Fortune 500 company. In addition, 100 percent of the proceeds generated from the cookie program stay in our council to continue building Girl Scouts of courage, confidence and character, who will make the world a better place (see How the Cookie Crumbles on page 8). “Girl Scouts is where careers are born.” ~Juliette Gordon Low~ Thank you for all you do to support this program that provide girls with the skills for today and tomorrow.
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Action Calendar Checklist
DECEMBER 2023
Dates
JANUARY 2024
Activity
PRE-SALE BEGINS! Girls receive MyCookies, Inc. in the mail beginning Dec. 15. Submit online your Troop Cookie Manager Agreement. Getting Started Submit online request for Cookie Program Materials. Complete required Cookie Program Training: December • Cookie-ology 101: mandatory for New Troop Cookie Managers • Financial Management (gsLearn) • Safety-wise (gsLearn)
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January
Establish troop goal: complete and turn in Troop Goal Poster to be in the February 9 drawing (see bottom of page 7).
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January 5-12
Deadline for troops to enter Booth Lottery preferences for council coordinated booths. • Maximum of 20 booth sale preferences (list numerical by choice).
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January 12-13
Girls turn in orders from their Pre-Sale period and inventory needs for the first couple of weeks.
January 13
Booth Lottery runs in Smart Cookie and troops are notified of system random selection booth assignments (3 max).
January 14
Starting Inventory Order due in Smart Cookie. Order by the case. (See details on page 7).
January 28 Select additional council coordinated booths on a first-come, Begins at 5P.m. first-served basis. (See details on page 14).
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Checkbox
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January 31 February 8
Delivery of cookies to delivery sites. Delivery Site Coordinators will instruct troops on when and where to pick up their initial order. Troops and adults must sign a receipt for cookies received.
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February 4
Planned Order at INVENTORY CUPBOARDS ONLY—due at midnight. (See details on page 13). Select additional council coordinated booths on a first-come, first-served basis. (See details on page 14).
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February 9
DIRECT SALE, COOKIE BOOTHS AND POP-UP STANDS BEGIN! Troop Goal Poster due to council.
February 10 March 16
Inventory Cupboards open. Please note: Express Cupboards will close before March 16.
February 11
Planned Order for ALL Cupboards due at midnight. (See details on page 13). Select additional council coordinated booths on a first-come, first-served basis. (See details on page 14).
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February 18
Planned Order for ALL Cupboards due at midnight. (See details on page 13). Select additional council coordinated booths on a first-come, first-served basis. (See details on page 14).
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February 25
Planned Order for ALL Cupboards due at midnight. (See details on page 13).
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TroopCookies, Inc. ❧ 2024
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Activity
March 1
First ACH Debit—GSKH will debit troop accounts for 50 percent of amount due to GSKH for the number of packages on account as of February 24. Make sure to collect money from cookies sold and deposit into the troop account to cover the ACH Debit. (See details on page 9).
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March 4
300+ Drawing! All participants who have 300+ pkgs on account will be eligible for the regional drawings. Make sure to have all Troop to Girl transfers complete in Smart Cookie.
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March 3
Planned Order for ALL Cupboards due at midnight. (See details on page 13).
March 10
LAST Planned Order due at midnight. (See details on page 13).
March 10-17
Wrap It Up Week! EXCHANGE, EXCHANGE, EXCHANGE! Troops and Girl Scouts should focus on getting rid of the extra inventory NOT ordering more cookies from the cupboard.
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March 17
Cookie Program ends. Recognitions Opt-Out selection due in Smart Cookie for qualifying troops.
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March 17-31
Cookie End-of-Program Audit Process Begins. (See details on page 18). FINAL ACH Debit Begins—GSKH will start debiting troop accounts for the remaining amount due to council upon audit completion. *After March 31 ACH’s will be performed on unaudited troops based on the amount due in the online system and troop bank account balances.
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April 15
Program Credits available on UltraCamp.
April 27
Elite Entrepreneur Experience at Tanganyika Wildlife Park.
May
Delivery of Girl Recognitions to Service Unit Cookie Organizers. Service Unit Cookie Organizers will instruct troops on when and where to pick up the Troop's Girl Recognition order. Deadline for resolving recognition item shortage/damages is May 31.
Weekly Money & Product Management
Action Calendar Checklist
Dates
Checkbox
WK 1
WK 2
WK 3
WK 4
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� � � WK 5
WK 6
Manage Product using the girl My Inventory Worksheet Write Receipt for product received Input T2G product transfers for girls Collect girl payments Write receipt for money collected Input girl payments Deposit money in troop bank account 5
Parent/Family Meeting
MAKE SURE ADULTS KNOW
Girl Scout Family With support and encouragement from her family, there's no stopping a Girl Scout! The greatest key to cookie success is parent involvement. Schedule a Parent/Family Meeting for engaging Girl Scouts and their families in the Girl Scout Cookie Program experience. Access the Cookie Program Family Meeting Guides available on the GSKH website. These guides provide: • Age Level specific information • Step-by-step agenda • What to talk about • What to bring • A Virtual Guide if needed This is the perfect opportunity to secure required paperwork, establish timelines, answer questions and encourage other adult involvement. The cookie program is the best time to allow other adults in the troop to put their daily skills to use. Do you have a banker in the ranks? They can help count the money Girl Scouts turn in each week and write deposits. Have a computer technician amongst you? They can manage the much needed input in Smart Cookie. Or maybe your troop takes on booth sales. Adults are always needed to help mentor Girl Scouts as they continue to grow their people skills, money management and business ethics.
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TroopCookies, Inc. ❧ 2024
Cookie
Program
Family
Meeting
Guide
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Product Program Permission Form: Parents/ Caregivers sign/initial a permission form BEFORE their Girl Scout receives cookies to deliver and sell. Adults living in separate households, who will both be assisting their Girl Scout with the cookie program, will each need to sign/initial a 2023-2024 Product Program Participation Permission Form. Financial Responsibility: Let Girl Scouts and adults know that they are financially responsible for the cookies they receive. Troops are not obligated to let Girl Scouts return cookies to the troop. Cookies may not be returned to the cupboards or council. Adults should only take the amount of cookies they want to be responsible for financially. Let them know they can pick up more cookies as needed.
Additional Cookies
Let Girl Scouts and adults know they can get more cookies, but they need to contact YOU, the Troop Cookie Manager, according to the time table you set for ordering more cookies for the troop. Remember, Planned Orders are due in the online system each Sunday at midnight. Adults may not pickup cookies at a cupboard unless the Troop Cookie Manager has given prior permission. Cookies cannot be returned (see page 10 about Distribution). • If needed, the Troop Cookie Manager will place a Planned Order with a cookie cupboard. It’s a good idea to check with other Girl Scouts in the troop to see if they have extra cookies before placing a cupboard order (see page 12 13 for Inventory Management and Cupboards). • Make sure adults understand that the Gluten Free Caramel Chocolate Chip cookies are a limited cookie and are only available while supplies last in council cupboards. The combined approach of the pre-sale and direct sale formats enable troops to reach their goals while reducing the stress on adults and troops in maintaining a safer and more sensible level of inventory during the season. Taking on this combined approach has also made it possible for Girl Scouts to maintain a higher per girl average (PGA). The council PGA continues to hold around 290 pkgs per girl each year.
We recommend new troops order 22 cases per Girl Scout or less—that’s 85 percent of the 322 PGA for last year, 2023. Before you begin to calculate your Initial Order, you will need to gather all pre-sales from Direct Order Cards and Girl Delivered requests in Digital Cookie. Girl Scouts should be including both of these areas in the numbers they present to be ordered. Troops who miss the January 14 Initial Order deadline need to contact the council office.
Calculate Your Initial Order by using the Troop Order Worksheet located in your print materials shipment. This worksheet provides you with: • A work area to gather participant needs.
If you are a NEW troop, you have received a worksheet for estimating your Initial Order based on council averages for your troops age level. Variety percentages listed pertain to the overall sales for last year, 2023. Troops place the Initial Order in Smart Cookie by the CASE. Troops will not enter the order by the girl, but as a TOTAL amount for the troop. For a refresher training on this process, see QR code on the back of this guide.
Add Gluten Free to Your Initial Order
Each troop is allowed up to three cases on their Initial Order. Gluten Free Caramel Chocolate Chip will also be available on a Planned Order, two cases at a time, while supplies last. At which time, they will become available on a first-come, first-served; walk-in basis only. No email, voicemail or phone call orders will be processed.
Starting Initial Order
With this in mind, we encourage troops to order 80 percent to 100 percent of the amount Girl Scouts sold last year. Of course, take into account if your troop has more or less Girl Scouts selling this year than last year. By ordering 80 percent to 100 percent of the amount of cookies Girl Scouts sold last year, you will reduce the number of trips needed to get more cookies at the cupboard.
REMEMBER Once you’ve signed for cookies, you cannot bring them back. Always order what YOU are comfortable with financially. Do not let other troop leaders or parents influence your decision. You can always get more cookies from the cupboard by utilizing the Planned Order process.
• Your troops specific sale information from the previous year. • Examples of a conservative or moderate level order based on your information. • Indicates a recommended percentage for each cookie variety based on the overall sales for your troop last year.
Win a Fold-Up Cargo Wagon (colors vary)
Just 3 steps to enter! 1. Write your troop’s cookie program goal and troop number on the goal poster included in your print materials. 2. Take a photo with your troop holding the goal poster and tell us your story! WHAT is your troop planning to do with their cookie earnings? 3. Email your photo and cookie story by Feb 9 to communications@gskh.org with subject line: “Cookie Goal Photo Contest.” In your submission email be sure and include your TROOP NUMBER, CITY and CONTACT INFO. 7
How the Cookie Crumbles
Rewards & Proceeds Girl Rewards & Troop/SU Proceeds - 21%
Finances
Where does the $5 go? $2.66 53%
GIRL & VOLUNTEER SERVICES
21%
$1.04
42¢ 60¢ 2¢
GIRL REWARDS & TROOP/SU PROCEEDS
3¢
26%
$1.30
COST OF SALES
To troops for supplies, activities and programs To service units/troops for supplies, activities and programs
Cost of Sales - 26% $1.27
Total: $5.00 per box
To girls (30¢ cookie credits and 10¢ rewards)
To cookie baker for cookies, materials and website For sale expenses, such as postage, toll free number, etc.
Girl & Volunteer Services - 53% $2.66
For program and services, such as girl programs, financial assistance and facility operations
At $5.00 per package, Girl Scout Cookies are still a great value and a terrific way for customers to support Girl Scouts. Research shows that 9 out of 10 people will buy Girl Scout Cookies when asked. Every package of cookies sold, brings your Girl Scout and her troop one step closer towards a financially independent future.
Opt-Out Option Troops who are Junior, Cadette, Senior and Ambassador are eligible to Opt-Out of girl recognitions in order to receive more proceeds. This is a great option if your troop has a trip or travel planned.
Setting goals is not just for kids. Troop Cookie Managers can earn goodies too!
Troops participating in the Opt-Out Option earn .05 cents more per package in troop proceeds for a total of .65 cents per package. Girl Scouts who qualify will receive patches only and an invitation to the Elite Entrepreneur Experiences. Troop Cookie Managers should talk about this option during their Parent/Family Meeting to ensure that all Girl Scouts are in agreement and that adults understand exactly what opting-out means. No paperwork is needed and council will not be aware of your troop choice. TCM’s must set this option in Smart Cookie in your Troop Information if your troop plans to Opt-Out. 8
TroopCookies, Inc. ❧ 2024
T-shirt
Hoodie
10% package increase over 2023
30% package increase over 2023
Two Adult 2025 GSUSA Memberships 50% package increase over 2023
For the Troop
For the Girl Scouts
1. Girl Scouts may accept cash, credit/debit card, and/or checks made payable to “Girl Scouts” ONLY.
GSKH proceeds will be collected from troops via ACH (Automatic Clearing House) debit. An ACH debit is an electronic funds transfer. Troops are responsible for making sure there are sufficient funds to cover the ACH debits. GSKH will repeat a debit that fails for any reason.
2. Girl Scouts should accept only preprinted checks with the issuer’s address.
How Does the Troop Pay For the Cookies?
Girl Scouts will be collecting money as they sell cookies. The amount of cash troops will be receiving throughout the sale will be substantial. Therefore, we have scheduled two ACH debit times.
When do ACH Debits happen? • March 1: for 50 percent of the TOTAL AMOUNT DUE COUNCIL listed in the online system as of Feb. 24. • March 31: the FINAL BALANCE/PAYMENT DUE to council begins
IMPORTANT NOTE: Troops should set up a regular weekly payment schedule to ensure the proper amount of funds are in the troop checking account when debits occur. What happens if my troop is unable to make the first ACH debit or my ACH debit bounces?
Troops that are unable to meet the deadline for their first ACH debit on March 1 or their troop ACH debit is returned for any reason will not be able to pickup additional cookies from the cupboard, only exchanges.
NOTE: All Planned Orders or walk-in services will be suspended until the matter is resolved.
What do troops do when a check deposited into the troop’s checking account bounces?
This is what the bank may refer to as a chargeback or returned check due to insufficient funds, stop payment, closed account, etc. During the Product Program season, WATCH YOUR TROOP BANK STATEMENTS! GSKH will reimburse the troop for the amount of the check if the troop follows instructions on the Bad Check Recovery Procedures Form. Do not accept any payments to cover a returned check from the check writer after receiving the chargeback notice from the bank. Please contact the Finance Department with questions at 316-684-6531 or toll free at 1-888-686-MINT (6468).
3. Girl Scouts are cautioned against accepting checks over $75 or out-of-state checks from unknown customers.
Finances
Troop Cookie Managers are responsible for depositing all Cookie Program funds into their troop checking account. Deposits should be made promptly and frequently.
4. Adults should safeguard the cookie money. 5. Cookie money should be submitted for deposit to the Troop Cookie Manager, in it’s original form (cash and checks from customers) promptly and frequently. Adults should not deposit cookie money into their personal bank accounts. 6. EACH WEEK, Girl Scouts should turn in ALL money collected or 50 percent of the money due for cookies received before receiving more cookies. 7. Take time to count the money received with the adult to verify the amount before writing a receipt. Do not have Girl Scouts bring money to school or drop off money if you are not home. 8. TCM’s must write a receipt for every cookie transaction: • Cookie product in and out • Money received • Recognitions received 9. Record the financial transactions in Smart Cookie.
9
Cookie Pick up at Delivery Site
Distribution
Distribution Distributing Cookies There are multiple ways you can determine how many cookies to distribute to each Girl Scout if there were no pre-orders taken. Have a discussion with the Girl Scouts and adults to determine what works best for the troop and how many cookies each adult wants to be financially responsible for at one time. Options: 1. Give different amounts to each Girl Scout based on how many cookies each Girl Scout sold last year. 2. Divide the cookies evenly between the troop participants. 3. Give a lower amount to each Girl Scout. When all cookies are sold and all money is turned in, more can be picked up.
When Girl Scouts Pick Up Cookies 1. Have a signed Participation Permission Form in hand before distributing cookies to adults. 2. Schedule pick up times and sort all orders BEFORE distributing cookies. The key to a smooth distribution is to allow enough time for each pick up to double count and load. 3. Have each adult count out each variety and double check the amounts listed on the receipt. 4. Have adults sign the receipt along with the Troop Cookie Manager. The amount signed for is their financial responsibility. Keep a copy of the receipt. Let adults know that cookies may not be returned. 5. Provide any additional program supplies; extra money envelopes, Care & Share receipts, etc.
With the combined Pre-Sale and Direct Sales format, troops will order participant and any additional cookies needed to transition into the Direct Sale on their Initial Order. Pickups can begin as soon as the troop has cookies in hand. Some troops will be asked to schedule their pickup date/time in Smart Cookie when submitting the Initial Order. Others will be notified by the Delivery Site Manager when to pickup based on their own delivery date and time.
Be Prepared 1. Ask adults to help pick up the troop’s cookie order. 2. Determine the appropriate sized vehicle (or vehicles) needed. All cookies should be picked up at the same time. The Delivery Site Manager cannot watch partial orders for later pick up, as they will be helping other troops with their orders. 3. Print a copy of the Troop Initial Order Report from Smart Cookie to take to the delivery site for verifying the troop’s order
At the Delivery Site
Arrive at the scheduled time. Orders are pulled based on these times. Arriving on time ensures everyone stays on schedule. 1. Take time to count the cookies with the Delivery Site Manager to verify the correct amount is being received. 2. Sign a receipt and keep a copy. Recount the cookies as they are loaded into the vehicle. The troop is financially responsible for the cookies listed on the signed receipt when they leave the delivery site.
How many cookies will my vehicle hold? Vehicle
Approximate Number of Cases
Compact
23
Hatchback or Small Wagon
25-30
Mid-size Sedan
40
Mini Van or SUV
60-100
Standard Pickup
100
Full-size Van with seats
150
Full-size Van without seats
175
10 TroopCookies, Inc. ❧ 2024
TIP: Always schedule distribution to Girl Scouts/adults in 45 minute intervals to ensure enough time to confirm product quantities, money submission and to write receipts.
Cookies to a Girl
Give & Get a signed receipt for every transaction.
MONEY AND/OR COOKIE RECEIPT TROOP NAME: GIRL'S NAME SU DATE: 2/9/2024 NO. OF CASES
NO. OF PKGS
ADVENTUREFULS
6
TOAST-YAY!
Receipts
4 1
MONEY
VARIETIES
LEMONADES
6
TREFOILS
4
THIN MINTS
3
PEANUT BUTTER PATTIES
3
CARAMEL deLITES
1
PEANUT BUTTER SANDWICH
$
GLUTEN FREE
▶ Not just cookies, but money and
recognitions, too! ▶ Write separate receipts for product distribution and/or money. ▶ Keep a copy of ALL receipts!
12
16
RECEIVED BY
TOTAL 162 pkgs. ADULT Signature
TROOP #_____
RECEIVED FROM:
Troop Manager's Signature
TROOP # 12345
NOTE: Girls cannot sign receipts.
Money from a Girl
Transfer between Troops
MONEY AND/OR COOKIE RECEIPT
MONEY AND/OR COOKIE RECEIPT
TROOP NAME: GIRL'S NAME SU DATE: 3/1/2024
TROOP NAME: TROOP NUMBER SU DATE: 3/1/2024
NO. OF CASES
NO. OF CASES
NO. OF PKGS
VARIETIES
MONEY
NO. OF PKGS
ADVENTUREFULS
ADVENTUREFULS
6
TOAST-YAY! LEMONADES TREFOILS THIN MINTS PEANUT BUTTER PATTIES CARAMEL deLITES
MONEY
VARIETIES
TOAST-YAY! LEMONADES
Paid $648 for 162 boxes
PEANUT BUTTER SANDWICH
TREFOILS
5
THIN MINTS
5
PEANUT BUTTER PATTIES
5
CARAMEL deLITES
$
PEANUT BUTTER SANDWICH
GLUTEN FREE
GLUTEN FREE
RECEIVED BY
TOTAL Troop Manager's Signature
TROOP #12345
RECEIVED BY
RECEIVED FROM:
ADULT Signature
TROOP # _____
RECEIVED FROM:
Recognition Distribution Cookie Recognitions will be picked up from the Service Unit Cookie Organizer in May.
15
6
TOTAL 186 pkgs. Troop Manager's Signature Troop Manager's Signature
TROOP # 12345 TROOP # 54321
• Have adults confirm and sign a receipt that indicates their Girl Scout recognitions have been received.
After receiving the recognition items for your troop: • If a participant has an unpaid balance, do not distribute recognition items to them. • Print the Recognition Order Summary by Return the items to the Girl Scout office. Girl Report from Smart Cookie. Participants with an unpaid balance will need • Sort the recognition items for each participant. to contact Product Program Staff to receive Contact the Service Unit Cookie Organizer their recognitions. regarding any discrepancies IMMEDIATELY. NOTE: Council must be notified of all missing/ • Please distribute the recognition items in a timely manner.
damaged recognitions by May 31.
11
Inventory Management
Inventory Management The most important thing to remember is don’t wait until the end of the sale to try to get rid of extra cookies. As soon as you identify that you have too many cookies, take the following action steps: 1. Contact others to help your troop: • Service Unit Cookie Organizer • Other troops in your community 2. Post a message on your SU Facebook page or the GSKH Cookie Swap Facebook page. 3. Let the adults in the troop know that the troop has extra cookies, so they can help sell the extras.
4. Schedule a Cookie Booth/drive-thru to sell the extras. 5. Schedule a Cookie Caravan with your troop to sell cookies in your neighborhood.
What if I just need a few packages of cookies? Troops may pick up small orders
at an Inventory Cupboard. Troops must place a Planned Order to ensure the cupboard has the cookies needed. If you don’t place a Planned Order and are travelling a significant distance to the cupboard, we strongly encourage you to call ahead to make sure the cupboard has the cookies you need and schedule a pick up time.
Can Troops Swap or get Cookies from each other? YES! In fact, we encourage troops
to swap cookies with each other. Write a receipt for the transaction and keep the receipt copies. The troop GIVING the cookies is responsible for entering the Troop to Troop Transfer in Smart Cookie.
May cookies be exchanged? YES. An even exchange can be made for different varieties ONLY at an Inventory Cupboard. Troops must place a Planned Order for the cookies needed to ensure the Inventory Cupboard will have the correct variety; then just exchange the cookies when you go to
12 TroopCookies, Inc. ❧ 2024
the cupboard.
Who can pickup cookies from a cupboard? Only the Troop Cookie Manager can
pickup cookies from a cupboard. If someone other than the TCM is picking up, written instructions must be provided to the cupboard on who is picking up in place of the TCM. Other adults are not allowed to pickup directly from the cupboard for their Girl Scout.
Things to Note ▶
Packages not in good condition to be sold (writing on package, taped, smelling of smoke, pets, etc.) may not be exchanged.
▶
Packages damaged during shipping (crushed or ripped) or cases missing packages or packages missing cookies must be exchanged at an Inventory Cupboard location.
▶
Cookies ordered and received by troops and Girl Scouts may not be returned or refunded, only exchanged. Troops and Girl Scouts/adults are financially responsible for all the cookie packages they receive.
What is a Cookie Cupboard?
• INVENTORY: Full service cupboard. Exchanges and extra product available. • EXPRESS: Planned Orders ONLY by the CASE. No Exchanges. No Extra Product. No Walk-ins.
When are Cupboards OPEN?
Pick up a Cupboard List when you pick up your troop’s Initial Order or find the Cupboard List at www.kansasgirlscouts.org then select Cookies & Fall Program.
Cupboards and Planned Orders
Cookie Cupboards are locations managed by volunteers or council staff, where additional product may be picked up or exchanged. There are two types of cupboards troops can utilize throughout the council:
When are Cupboards CLOSED? Sunday
through Thursday to allow for council-wide inventory management. Check the Cupboard List for contact information, days/hours of operation and how to make an appointment. EXPRESS cupboards will close before March 16.
Who are EXPRESS Cupboard Managers?
EXPRESS Cupboard Managers are volunteers just like you that operate a council cupboard on their own schedule. Please be respectful of their time and follow their cupboard hours and procedures.
My Troop Needs More Cookies! After troops receive their initial cookie order, troops will need more cookies as participants sell out and need more to reach their personal goals. Troops participating in cookie booth and/or drive-thru sales may need more cookies to support the booth/drive-thru efforts. In order to make sure that all cupboards are stocked each week with the needed cookie inventory, troops MUST enter a Planned Order for cookies to be picked up at a cupboard.
What is a Planned Order?
A Planned Order is when the TCM has managed the troops inventory within itself and has determined that additional product is needed to fill the product requests from participants for the next week. 1. A PLANNED ORDER must be entered into Smart Cookie by midnight on Sunday. Planned Orders are usually ready for pick up by Friday. This is subject to change depending on truck delivery. 2. All Planned Orders MUST be picked up by end of cupboard business on Saturday each week. If an order is not picked up and there has been no communication from the Troop Cookie Manager, the Planned Order will be placed back into cupboard inventory and redistributed.
3. Troops need to contact the Cupboard Manager to arrange for a pick up time, confirm the order and give permission, if someone else is picking up the order. Other adults are not allowed to pick up cookies without the Troop Cookie Manager’s permission. When entering a Planned Order in Smart Cookie, Troop Cookie Managers can enter the permission in the Order Reference Field (example: Sally Smith—other adult pick up). This will serve as notification to the Cupboard Manager that another adult, other than the TCM, will be picking up that particular order. 4. Troops will order cookies from an INVENTORY Cupboard by the PACKAGE and EXPRESS Cupboard by the CASE. However, for the first two weeks of the sale, troops are strongly encouraged to order full cases and not make exchanges. This will help eliminate the need for troops to make multiple trips to a cupboard. 5. After the Planned Order has been picked up, the Cupboard Manager will confirm the order in Smart Cookie and the Planned Order will become a Cupboard to Troop Transfer. 6. Planned Orders and transfers can be viewed under Manage Orders in Smart Cookie. 7. Remember YOU must make a Troop to Girl Transfer in Smart Cookie to give Girl Scouts credit for each weekly pickup and any booth/drive-thru sales.
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Cookie Booth: Types & Styles
Design your sale for SUCCESS! Booth Sales can aid the troop towards their goals and can take many forms and shapes. One of the 5 Skills, DECISION MAKING, requires Girl Scouts to decide what works best for their cookie business, a drive-thru booth with curbside service, a traditional walk-up booth or a more techy option, a virtual booth.
Girl Scout cookies
Three Types of Cookie Booths Cookie Booths/drive-thrus are a sales tool for troops where businesses grant advanced permission for Girl Scouts to sell cookies at their business.
1 Council Secured Locations
Dillons, most Walmart locations, and other select retail locations will be secured by GSKH. This means that the ONLY communication to these businesses is made by the council. If GSKH is successful in securing a location, it will be listed on the Booth Scheduler and is part of the Cookie Booth Lottery process. Troops can make selections in the Smart Cookie Booth Lottery between January 5–12. January 12 at midnight is the deadline to enter choices to be included in the lottery selection process. On January 13, the Cookie Booth Lottery selection process runs in Smart Cookie. Troops may be assigned up to THREE booth time slots through the lottery. This process is run by Smart Cookie; GSKH is not able to control the outcome. Smart Cookie uses the preferences entered by the troops to generate the assignments, so be sure to list your first booth choice first, then your second choice and so on, up to 20 choices. The more you enter the better your chances of being assigned three booth time slots. Lottery results are final. Emails are generated from Smart Cookie to notify troops of their lottery assignments. NOTE: To receive email notifications, the Troop Cookie
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Manager must enter an email address on the Troop Information page in Smart Cookie.
2 Troop Secured Locations
Troops are encouraged to secure Cookie Booth locations on their own—churches, retail stores, schools, colleges, restaurants and sporting events are a few options. Requests for new booth locations secured by troops begins January 5 in Smart Cookie. When a troop has secured a location/date/time, the troop needs to REQUEST A NEW LOCATION on the Smart Cookie Booth Scheduler. GSKH will approve or decline the booth in Smart Cookie. Once the booth is approved, the booth is scheduled to the troop and will be listed under Reserved Booth Sales in Smart Cookie.
3 Virtually Secured
Utilizing your individual Troop Link and/or QR code located in Digital Cookie, troops are able to provide a hands-free no contact pay online opportunity for sales. See page 16 for details.
CANCELLATIONS: If you need to cancel a booth, please cancel it in Smart Cookie and contact the council. Other troops may be waiting for a booth sale location.
First-Come, First-Served After the lottery assignment process, troops may select additional council-secured booths on a first-come, first-served basis starting January 28 at 5 p.m. • Maximum 3 additional booths: Jan 28 • Maximum increases to 6 booths on Feb 4 • Maximum increases to 12 booths on Feb 11 • Maximum increases to 24 booths on Feb 18 GSKH tries to have all the council-secured locations listed in Smart Cookie by Jan 5. However, some businesses are unable to commit to a booth location at the time of request. If you don’t see a business that has been a council-secured booth location in the past, please contact the Product Program staff prior to contacting the business.
▶ Dress for Success! Girl Scouts should wear uniforms, sashes or vests during the sale. You are all representing Girl Scouts; uniforms help sell cookies! Wear warm clothing, as you may be near a doorway or outside at the location. ▶ Please Check In! Plan to arrive at the location at least 5 minutes early to check with the Store Manager to confirm the booth/drive-thru location. It may be a different location than a previous troop. This is not a point to argue. We are their GUEST. Politely accept their request. Everyone should use the restroom before the booth sale starts. ▶ Arrive and leave on time! Do not try to set up early or stay late if other troops are scheduled. Ask everyone who is leaving to do so in a timely manner. Store Managers and customers do not like groups congregating. If you have several shifts, ask adults who are leaving to do so promptly. Leave the area clean and free of empty boxes. ▶ Two Girl Scouts and two adults MUST be at your booth/drive-thru at all times. A maximum number of four Girl Scouts and minimum two adults are allowed at the booth/ drive-thru. At least one of these adults must be an approved GSKH adult volunteer. If needed, divide your booth/drive-thru time slot into shorter “shifts” to accommodate all Girl Scouts who want to participate. Schedule younger Girl Scouts and those with short attention spans, in short (1/2 to 1 hour) shifts. This will help keep everyone focused and cheerful. ▶ NO Tagalongs. Siblings, friends, additional adults and pets should not be at your booth/ drive-thru. They distract those who are working from focusing on the customers and safety is key. ▶
Be Prepared! Bring a small table, money bag with change, clipboards, phone numbers, First Aid kit, Care & Share receipts, booth/drive-thru confirmation and of course...cookies!
▶ Practice good People Skills! Encourage Girl Scouts to: • Stand next to display/or proper curb lineup. • Be attentive and courteous. • Wait to speak to customers until they make eye contact or approach your table/ drive-thru. No one should chase people down, run through stores, or block entrance/ exit of customers. • Smile! You can’t sell cookies without one! • Remember to say “Thank You” with every customer encounter. • Say something nice even when someone chooses not to make a purchase. ▶ Do not consume food and drinks at your booth/drive-thru location. If water is essential, be discrete and store it behind the table. Adults may not smoke at the booth/drivethru or in front of the Girl Scouts. ▶ Put away cell phone and other electronics. Remind Girl Scouts that their attention should be on customers and the adults focus should be on the Girl Scouts, NOT on phone calls or other activities. ▶ Designate a Cookie Runner. Someone other than the adults at the booth/drive-thru, who, if needed can get more cookies for the booth. Problems? If a problem or conflict arises at the booth/drive-thru, handle it in a polite and respectful manner. Call council staff if necessary. NOTE: The number one reason for conflict is usually scheduling. Always double check your troop’s booth/drive-thru time and location.
Drive-Thru Safety Rules
• To deliver curbside service, the flow of vehicles should ALWAYS flow so that the driver is next to the curbside to conduct business. • No one should EVER cross in front of vehicles. • Orange cones are encouraged to guide the flow of traffic. 15
Cookie Booth Guidelines at a Business
Review guidelines with Girl Scouts and adults participating in Cookie Booths. When you participate in a Cookie Booth your troop is a GUEST of the business. Remind all booth participants that they are representing Girl Scouts of Kansas Heartland and everyone must exhibit good manners and behavior. Remember, the image Girl Scouts and adults portray determines whether Girl Scouts are allowed to sell cookies at the business in the future.
Troop Links & QR Codes
Troop Cookie Links and QR codes are available in Digital Cookie to share throughout the cookie program to promote touchless ordering and curbside pickup of cookies.
How do troops find their Troop Cookie Links?
Troops will have two links located on their Troop Dashboard located in Digital Cookie. See Digital Cookie Tip Sheet: Virtual Booth Links. 1. Troop Shipped Only Link and QR code. This link and QR code are for direct ship and donation orders only. This link will also appear in the Girl Scout Cookie Finder starting February 16, 2024. Troops share the link or QR code when they wish for direct ship or donation orders to be divided between all Girl Scouts in the troop. 2. Troop Cookie Link or QR code. This link and QR code are only for local deliveries and donation orders. This link does NOT appear on the Girl Scout Cookie Finder. The Troop Cookie Link and QR code are used to manage drive-thru cookie booths or curbside pickups.
Tips & Tricks for using the Troop Cookie Link or QR code • Have an Email/Text Blast Announcement: ¤ Email or text the booth announcement containing the Troop Cookie Link or QR code to friends and family. ¤ Post the Troop Cookie Link or QR code on personal social media sites. • Once the customer opens the link or QR code, they can order and pay with credit card. The troop volunteer approves the order and the Girl Scouts can set the cookies on the table for the customer to pick up. • Give clear pick-up locations when communicating drive-thru or curbside locations. • Never meet someone beyond your pre-established safe booth location. Route the customer order to a physical booth location or the Troop Direct Ship Link/QR code. 16
What are the steps for organizing curbside pick-ups? • Gain permission and secure your curbside booth location prior to event. • Share the Troop Cookie Link or QR code via text, email or online meeting. • Review and approve orders. Pick up cookies from cupboards as needed. • The day before the booth, have Girl Scouts work together to prepare the orders. • Consider sending email reminders to customers about booth location and hours. • On the day of the event, stage the cookies for pick up, assign roles and responsibilities. • When customers arrive, verify orders and place cookies in cars—contact free! NOTE: You can use the Troop Cookie Link and QR code to promote touchless transactions at your regular booths too! Share the link or QR code on-site by:
• Texting or emailing it to customers. • Posting it on a large sign at your booth. Review the Digital Marketing Tips for Cookie Entrepreneurs and Families, the Supplemental Safety Tips for Online Marketing, and other safety resources available for troops at: bit.ly/TroopLeaderResources
Care & Share Donations
How does the program work? It's simple! Shares cost the same as a package of cookies and customers can simply opt to purchase a tax-deductible Share, which donates a package of cookies. Seasoned Girl Scouts know that the Share Program is a wonderful way for customers to support not only the Girl Scout and her troop, but also charities in their community or essential workers.
▶ Local Essential Workers ▶ Local Food Pantry ▶ Catholic Charities ▶ Kansas military troops, units and their families ▶ and other Community Needs of their choice Be sure and let girls know about this sweet way to give back and support their neighbors! Care & Share Receipts are provided for each participant in your troop print materials. Girl Scouts should also be aware that consumers can purchase Care & Shares through their Digital Cookie online accounts. NOTE: Shares are filled through council inventory, NOT with a troop's inventory.
What do I do if someone doesn't want cookies but just wants to give money? One thing to make note of is that when the donation was made, what was said. Did the person making the donation indicate what they were wanting the money to be used for? For example, "Here is something to help you go to camp or a trip." Or did they indicate usage was up to the troop? During cookie season, we strongly encourage troops to turn these donations into Care & Shares. This is a great way to: ⚬ Provide cookies to local heroes, the military, food pantries and local charities. ⚬ Provide additional proceeds for troops and service units. ⚬ Help the troop reach their troop goal. ⚬ Help the council use excess inventory. If unsolicited donations exceed $75 from one individual or business, be sure to reference the Money-Earning Project Application located in the Forms section of the website.
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Closing Out The Program
If a Girl Has Not Paid in Full
Getting Ready From your Smart Cookie reports:
1. Compare the number of packages sold on the Troop Balance Summary Report and the Girl Cookie Total Summary Report. If the totals are different, this indicates that cookies may need to be transferred to participants. If the troop has unsold cookies, these should NOT be allocated. 2. Review the Girl Balance Summary Reports to make sure that the payments received by each participant have been entered into Smart Cookie. The balance for each participant should be zero. 3. Create a Recognition Order in Smart Cookie. Confirm t-shirt/hoodie sizes and review recognition choices for participants. Update the Recognition Order if transfers are applied to a participant after the Recognition Order was created. The update will apply additional recognitions earned.
For the Audit You Will Need: 1. 2. 3. 4.
Deposit slips for all cookie money deposited Care & Share Receipts Participation Permission Forms All receipts for product and money distributed and received
Completing the Audit
On March 17 the 2024 Cookie End of Program Audit will become available for Troop Cookie Managers. ⚬ From our website in the Cookies & Fall Program section For Cookie Volunteers, select the 2024 Cookie End of Program Audit Form link. ⚬ Complete the questions in the form. Using the Simple Scanner app found in your app store on your phone, attach stamped bank deposit slips or bank statements that also indicate the checking account number, to identify cookie deposits to support your submitted images. ⚬ Then submit. 18 TroopCookies, Inc. ❧ 2024
During the Cookie End of Program Audit, this information will be entered into the online audit form. If a participant has not paid in full, you will answer "NO" when asked if all Girl Scouts have paid in full. This will enable the link needed to fill out the form to complete the unpaid balance information. Product Program staff will contact you to make balance adjustments and confirm the necessary paperwork to support the unpaid balance reported. 1. Complete the Unpaid Balance Girl Shortage online form providing as much contact information for the responsible adult as possible. Record all collection efforts and outcomes, including any correspondence. 2. Using the Simple Scanner app, attach to the Unpaid Balance Girl Shortage online form: • SIGNED Participation Permission Form • SIGNED Receipts for cookies in and out • SIGNED Receipts for any payments received (NOT Bank Deposit slips) 3. Unpaid Balance Girl Shortage information is due by March 31, 2024 to the Girl Scout Council. GSKH will take responsibility for collecting unpaid amounts from the responsible adult if the Unpaid Balance Girl Shortage form and required documents are submitted. The Troop Cookie Manager will be financially responsible for the unpaid balance if the Unpaid Balance Girl Shortage form and required documents are not submitted and/or the submission is missing any of the necessary documents to prove responsibility. 4. If a Girl Scout's payment is received by the troop after the unpaid balance has been submitted, contact a Product Program Staff member to discuss options for processing the payment. Troops will not receive troop proceeds on unpaid balances that are paid after April 30, 2024.
2024
Orders due March 31, 2024.
Cookie Program Fun Patches
All orders received AFTER March 31, 2024 are subject to a price increase.
Booth Sales
Goal Getter
Family
Super
Cookie Techie
Cookie Kickoff
My First Cookie Sale
Cookie Volunteer
2024 Digital Cookie
2024 National Cookie Weekend
While supplies last
Scan the QR code to order and purchase your troop cookie program fun patches today!
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There are a number of resources available to find the answers you need to keep moving forward. QUESTIONS? Check kansasgirlscouts.org or contact your Service Unit Cookie Manager! Name______________________________________________________________________________ Email______________________________________________________________________________ Phone______________________________________________________________________________
⚬ GSKH Product Program Facebook (ask to JOIN if not a member)
⚬ Exclusive online order management system to:
⚬ GSKH website contains all the forms needed to participate. Visit www.kansasgirlscouts.org, select:
¤ Place Initial Order ¤ Planned Order management ¤ Cookie Transfers
¤ Cookies & Fall Program
¤ Order Girl Recognitions
¤ For Cookie Volunteers or For Cookie Sellers
⚬ Smart Cookie Training Videos (see QR Codes below)
¤ Locate Program Materials
⚬ Tips & Tools for before and after the sale
⚬ Weekly digital Cookie Corner Newsletter beginning December 1—if you are not receiving this digital newsletter in your email, contact us at info@gskh.org to get on the list. ONLINE ACCOUNTADMINISTRATION ADMINISTRATION ONLINE ⚬ Cookie lineup and nutritional facts ACCOUNT ⚬ Flickr - themed clipart for posters, newsletters and sharing elements for social media
⚬ gsLearn - you can go back to these online trainings and refresh your cookie knowledge at any time.
⚬ Safety Tips ⚬ Smart Cookie Help
ONLINE ACCOUNT ADMINISTRATION Volunteer Volunteer
Registration ONLINE Registration ONLINEACCOUNT ACCOUNTADMINISTRATION ADMINISTRATION
PRODUCT MANGEMENT PRODUCT MANGEMENT PRODUCT MANAGEMENT
For Troop Product Managers Volunteer Registration
Volunteer Volunteer
Financial Transactions
Manage Girls in a Troop
Manage ManageGirls Girls
inina aTroop Registration Troop Registration PRODUCT MANGEMENT
ONLINE ACCOUNT ADMINISTRATION
RATION
PRODUCT PRODUCTMANGEMENT MANGEMENT
Troop Initial Order Entry Financial Transactions
Troop Planned Order
Financial Financial Transactions Transactions
Manage Girls Manage Girls a Troop inin a Troop
Create & Manage Recognition Orders
Financial Financial Transactions Transactions
Create Create&&Manage Manage Recognition Recognition Orders Orders
Troop Initial Troop Initial Order Entry Order Entry
Troop Troop Planned Order Planned Order
BOOTH BOOTHINFORMATION INFORMATION
Manage Orders
Create & Manage Reports Troop Troop Manage TroopInitial Initial Troop Manage Recognition Troop Troop Secured Secured Order Planned Orders OrderEntry EntryOrders PlannedOrder Order Orders Booth Booth Request Request
Reports
Create Manage Create && Manage Recognition Recognition Orders Orders
Reports Reports
BOOTH INFORMATION BOOTH INFORMATION BOOTH INFORMATION
Reports Reports
Manage Manage Orders Orders
Troop to Girl Transfer
Adding Cookie Shares
Troop TrooptotoGirl Girl Transfer First First Come Come First First Serve Serve Transfer Booth Booth Scheduling Scheduling
Adding AddingCookie Cookie Shares Virtual Virtual Troop Troop Booth Booth Shares
Troop Girl Adding Cookie Troop toto Girl Adding Cookie Troop Secured First Come First Serve Troop Secured First Come First Serve Transfer Shares Transfer Shares Booth Request Booth Scheduling Booth Request Booth Scheduling
Booth Booth Share Share onon Social Social Media Media
Troop Troop Booth Booth Credit Credit Card Card
Virtual Virtual Tr