TroopCookies, Inc. Answer Book for 2022 Troop Cookie Managers
This could be your troop for 2023!
Winner gets the cover! ⚬ Highest PGA in Kansas Heartland ⚬ Based on the number of girls
registered to your troop in myGS on February 11, 2022
Table of Contents What’s Needed....................................2 Welcome!.............................................3 Action Calendar Checklist.................4-5 5 Life Skills..........................................6-7
What’s needed for everyone to participate?
Parent Meeting...................................8 Calculating your Starting Initial Order.........................................9 Gluten Free Cookies...........................9 Cookie Proceeds.................................10 TCM Recognitions..............................10 Managing Finances............................11 Distributing Cookies to Girls.............12 Picking up Troop’s Order...................12 Vehicle Cookie Capacity....................12 Receipt Samples.................................13 Recognition Distribution....................13 Inventory Management.....................14 Exchanging Cookies...........................14 Cookie Cupboards..............................15 Planned Orders...................................15 Cookie Booths.....................................16-17 Managing Troop Links.......................18 Cookie Shares.....................................19 Closing Out the Program...................20 Finding Help.......................................21
Troops must have: Ƒ A Troop Finance Summary on file at the Girl Scout office for 2020-21 Ƒ Are current with troop financial obligations (no past product program debt or unaudited program issues) Ƒ A troop bank account with information on file at the Girl Scout Office
Troop Cookie Managers (TCM) must: Ƒ Be a registered and approved adult with GSUSA and GSKH Ƒ Are current with their financial obligation (no past product program debt or outstanding checks) Ƒ MUST attend and complete the following trainings: Ƒ 2022 Cookie Program training Ƒ Financial Management (online) Ƒ Safety-Wise (online) Ƒ An online submitted 2022 Troop Cookie Manager Agreement/ACH Debit Form Ƒ Schedule a Girl and Family Training to collect Product Program Parent Permission Forms and provide them with instructions, deadlines and final program materials *Access to the online ordering system will be granted upon completion of all TPM steps. Allow three (3) business days to receive the launch email granting access.
Girls Must: Ƒ Be a registered Girl Scouts with GSUSA. Council can help! Ƒ Are current with their financial obligation (no past product program debt or outstanding checks) Ƒ Have a signed 2021-22 Product Program Parent Permission Form on file with the troop.
Thank you for serving as your Troop’s Cookie Manager for the 2022 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 . Girls are sure to reach new heights, conquer any challenge and change the world when you’re climbing by her side. Not matter how or how much your Girl Scouts participate 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% of the proceeds generated from the Cookie Program stay in our council to continue building girls of courage, confidence and character, who will make the world a better place (see How the Cookie Crumbles on page 10). “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
2021 December
4
Dates
2022 January
2022 February
Activity
PRE-SALE BEGINS! Girls receive MyCookies, Inc in the mail by Dec 10 Submit online your Troop Cookie Manager Agreement Getting Started Submit online request for Cookie Program Materials December Complete required Cookie Program Training: • Cookie-ology 101 • gsLearn
Checkbox
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January
Conduct Girl/Parent meeting to discuss troop's Cookie Program. • Sign and turn-in Parent Permission Forms • Establish troop goals • Discuss hard deadlines
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January 7 - 14
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 14 - 15
Girls turn in orders from their Pre-Sale period and inventory needs for the first couple of weeks.
January 15
Booth Lottery runs in Smart Cookies and troops are notified of system random selection booth assignments (3 max.)
January 16
Starting Inventory Order due in Smart Cookies. Order by the case. See details on page 9
January 30 Begins at 5PM
Select additional council coordinated booths on a First Come, First Serve basis. See details on page 16
February 2 –9
Delivery of cookies to delivery sites. Delivery Site Coordinators will instruct troops on when and where to pick up their initial order. Troops and parents must sign a receipt for cookies received.
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February 11
Cookie Kick-off Events!
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February 6
Planned Order #1 due at Midnight. See details on page 15 Select additional council coordinated booths on a First Come, First Serve basis. See details on page 16
February 11
DIRECT SALE & BOOTH SALES BEGIN!
February 11 March 27
Cookie Inventory Cupboards open. Please note: Express Cupboards will close before March 27
February 13
Planned Order #2 due at Midnight. See details on page 15 Select additional council coordinated booths on a First Come, First Serve basis. See details on page 16
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February 27
Planned Order #4 due at Midnight. See details on page 15
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2022 May
Dates
Activity
Checkbox
March 4
First ACH Debit - GSKH will debit troop accounts for 50% of amount due to GSKH for the number of packages on account as of February 27. Make sure to collect money from cookies sold by the girls and deposit into the troop account to cover the ACH Debit. See details on page 11
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March 5
300+ Drawing! All girls who have 300+ pkgs on account in Smart Cookies will be eligible for the regional drawings. Make sure to have all packages girls have picked up transferred to their accounts.
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March 6
Planned Order #5 due at Midnight. See details on page 15
March 13
LAST Planned Order due at Midnight. See details on page 15
March 20 - 27
Wrap It Up Week! EXCHANGE, EXCHANGE, EXCHANGE! Troops & Girls should focus on getting rid of the extra inventory NOT ordering more cookies from the cupboard.
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March 27
Cookie Program ends.
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March 26 thru April 10
Cookie End-of-Program Audit Process Begins See details on page ? FINAL ACH Debit Begins - GSKH will start debiting troop accounts for the remaining amount due to council upon audit completion. *After April 10 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
Cookie Credits available on Ultra Camp.
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April 30 - May 1 Top Seller Weekend Celebration
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 25.
Weekly Money & Product Management
WK 1
WK 2
Action Calendar Checklist
2022 April
2022 March
WK 3
WK 4
� 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
Entrepreneurship Progression and develop an entrepreneurial mindset over time. As they engage skills that will serve them for the rest of their lives. As you work with girls, acknowledge their skill development and encourage them to challenge themselves further. Eventually, they’ll be ready to translate their skills into true entrepreneurship or bring an entrepreneurial mindset to whatever path they choose. Five skills learned from the cookie program: ■ ■ ■ ■ ■
Goal setting Decision making Money management People skills Business ethics
Consumer Expert Goal Setter Decision Maker
Money Manager Learn money basics. Talk with your fellow troop members about different forms of money—coins, paper bills, checks, and credit —and practice counting it. Learn how much Girl Scout Cookies cost in your area.
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Make plans for the coming Girl Scout year and set a budget. Talk about wants versus needs. Talk about how the troop can earn money through cookie program participation. Look into your troop’s proceeds from previous years to help you budget.
Set sales goals as a troop and individually. Talk with troop members about how you can work together to reach your troop’s goal. Discuss different ways to sell cookies and set a goal for which ones you’ll try. Brainstorm how you could use your cookie earnings to help others in your community.
Think “cookie customers.” Talk with troop members about why people may or may not choose to buy Girl Scout Cookies, and brainstorm ways to engage them. Come up with ideas for the perfect customer pitch. Practice explaining how your cookie earnings will be spent. Brainstorm ways to thank your customers.
Entrepreneur Innovator Networker Cookie Techie Use technology to grow the business. Set a specific goal for your digital sales. Make a video for your friends and family network promoting online cookie sales using your sales pitch; encourage the gifting of cookies to boost sales. Use your support network of friends and family to safely promote your digital storefront.
Build your social support system. Connect with local business leaders for ideas about how to grow your Girl Scout Cookie business. Talk to friends and family about how they can help you expand your network. Ask your customers to safely refer you to new customers. Follow up with past customers and tell them how you plan to use this year’s cookie earnings, to inspire them to increase their purchase.
Take it beyond Girl Scout Cookies. On your own or with your troop, think about a product or service you’d like to improve and brainstorm ways to make it happen. Come up with several ideas, then narrow to the best! Be prepared to go back to the drawing board—maybe more than once! Get feedback from potential consumers and improve your idea based on what they say. Research social entrepreneurs in your community and beyond.
Take your business idea to the next level. Create and document a mission statement and business plan for your product/service idea. Identify your customer base, competition, and potential obstacles. Practice sharing your business idea with your troop. Research how businesses are financed and think about how you could finance yours. Feel confident about your business idea’s potential? Take action!
How to adopt an entrepreneurial mindset: ■ Be curious. ■ Embrace challenge. ■ Take initiative. ■ Collaborate with others. ■ Take creative risks. ■ See failing as learning. 7 ■ Adapt to change.
Parent/Family Meeting
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 girls and their families in their Girl Scout Cookie Program experience. This is the perfect opportunity to secure required paperwork, establish timelines, answer question 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 girls turn in each week and write deposits. Have a computer technician amongst you? They can manage the much needed input in Smart Cookies. Or maybe your troop takes on booth sales. Adults are always needed to help mentor girls as the continue to grow their people skills, money management and business ethics. Access the AMAZING! 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
MAKE SURE ADULTS KNOW Parent Permission Form: Parents/Caregivers sign/initial a Parent Permission Form BEFORE their daughter 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 2021-22 Product Program Parent Permission Form. Financial Responsibility: Let girls and adults know that they are financially responsible for the cookies they receive. Troops are not obligated to let girls 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 girls and parents 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. Parents may not pickup cookies at a cupboard unless the Troop Cookie Manager has given prior permission. Cookies cannot be returned (see page 12 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 girls in the troop to see if they have extra cookies before placing a cupboard order (see page 14 - 15 for Inventory Management and Cupboards).
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The combined approach of the pre-sale and direct sale formats enable troops to reach their goals while reducing the stress on parents 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 girls to maintain a higher per girl average (PGA). The council PGA continues to hold around 275 pkgs per girl each year. With this in mind, we encourage troops to order 80% to 100% of the amount girls sold last year. Of course, take into account if your troop has more or less girls selling this year than last year. By ordering 80% to 100% of the amount of cookies girls sold last year, you will reduce the number of trips needed to get more cookies at the Cupboard. We recommend new troops order 20 cases per girl or less — that’s 85% of the 287 PGA for last year, 2021. 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 Smart Cookies. Girls should be including both of these areas in the numbers they present to be ordered.
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 individual girl needs. • 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. 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, 2021.
Starting Initial Order
• 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.
Troops place the Initial Order in Smart Cookies 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, go to: https:// www.youtube.com/watch?v=Bqe-m5uJ5Mo Troops who miss the January 16 Initial Order deadline need to contact the Council Office.
REMEMBER 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. Once you’ve signed for cookies, you can’t bring them back.
ADD Gluten Free to your Inital Order Each Troop is allowed up to three cases on their Initial Order. Gluten Free Caramel Chocolate Chip will also be available on Planned Orders, two cases at a time, while supplies last. At which time, they will become available on a first come first serve; walk-in basis only. No email, voice mail, or phone call orders will be processed. ABC will be offering a limited quantity of Gluten Free Caramel Chocolate Chip online. Girls can take orders through their online accounts or send an ecard from Smart Cookies inviting friends and family to place orders directly on Smart Cookies Direct Ship. 9
Proceeds
How the Cookie Crumbles
Rewards & Proceeds Rewards & Proceeds - 21% 42¢ 60¢ 2¢
Where does the $5 go? $2.83
GIRL & VOLUNTEER SERVICES
21%
57%
$1.04
GIRL REWARDS & TROOP/SU PROCEEDS
To girls (30¢ cookie credits and 12¢ rewards) To troops for supplies, activities and programs To service units for supplies, activities and programs
Cost of Sale - 23% $1.01
3¢
To cookie baker for cookies and website For program expenses such as postage and print materials
Girl & Volunteer Services - 57% Total: $5.00 per box
$2.83
23%
$1.13
For programs and services, such as girl programs, financial assistance and facility operations
COST OF SALE
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.
Setting goals is not just for girls. Troop Cookie Managers can earn goodies too! 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. Troops participating in the Opt-Out Option earn .05 cents more per package in troop proceeds for a total of .65 cents per package. Girls who qualify will receive patches only and an invitation to the Top Seller events. Troop Cookie Managers should talk about this option during their Parent/Family Meeting to ensure that all girls 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 Cookies in your Troop Information if your troop plans to Opt-Out. 10 TroopCookies, Inc.
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(2) Adult 2023 GSUSA Memberships 50% package increase over 2021
For the Troop
For the Girls 1. Girls 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. Girls 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 4: for 50% of the TOTAL AMOUNT DUE COUNCIL listed in the online system as of Feb 27 • April 1: 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 4 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).
Finances
Troop Cookie Managers are responsible for depositing all Cookie Program funds into their troop checking account. Deposits should be made promptly and frequently.
3. Girls are cautioned against accepting checks over $75 or out-of-state checks from unknown customers. 4. Parents should safeguard the girl’s 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. Parents should not deposit cookie money into their personal bank accounts. 6. EACH WEEK, girls should turn in ALL money collected or 50% of the money due for cookies received before receiving more cookies. 7. Take time to count the money received with the parent to verify the amount before writing a receipt. Do not have girls bring money to school or drop off money if you are not home. 8. TCM’s must write a receipt for every cookie transaction with the girl/parent: 9. Cookie product in & out 10. Money received 11. Recognitions received 12. Record the financial transactions in Smart Cookies.
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Distribution
How many cookies will my vehicle hold? Approximate Number of Cases
Vehicle 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
Distributing Cookies There are multiple ways you can determine how many cookies to distribute to each girl if there was no pre-orders taken. Have a discussion with the girls and parents to determine what works best for the troop and how many cookies each parent wants to be financially responsible for at one time. Options: 1. Give different amounts to each girl based on how many cookies each girl sold last year. 2. Divide the cookies evenly between the girls. 3. Give a lower amount to each girl. When a girl sells all her cookies and turns in her money, she can pick up more.
When Girls Pick Up Cookies 1. Have a signed Parent 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.
Cookie Pick up at Delivery Site With the combined Pre-Sale and Direct Sales format, troops pick up their pre-orders and any additional cookies needed to transition into the Direct Sale on their Initial Order. Depending on your geographical location, pick ups begin February 2 and continue through February 10. Some troops will be asked to schedule their pickup date/time in Smart Cookies when submitting the Initial Order. Others will be notified by the Delivery Station Manager when to pickup based on their own delivery date and time.
Be Prepared 1. Ask parents 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 Cookies to take to the delivery site for verifying the troop’s order
At the Delivery Site 1. Arrive at the scheduled time. Orders are pulled based on these times. Arriving on time ensures everyone stays on schedule. 2. Take time to count the cookies with the Delivery Site Manager to verify the correct amount is being received. 3. 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.
3. Have each adult count out each variety and double check the amounts listed on their 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, door hangers, etc.
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TIP: Schedule the distribution to girls in 45 min intervals to ensure parents have enough time to confirm product quantities and money correctly.
Cookies to a Girl
Give & Get a signed receipt for EVERY transaction.
MONEY AND/OR COOKIE RECEIPT TROOP NAME: GIRL'S NAME NO. OF CASES
NO. OF PKGS
SU DATE: 2/11/2022
VARIETIES ADVENTUREFULS
6
TOAST-YAY!
1
Receipts
4
MONEY
LEMONADES
6
SHORTBREAD
4
THIN MINTS
$
3
PEANUT BUTTER PATTIES
3
CARAMEL deLITES
1
PEANUT BUTTER SANDWICH GLUTEN FREE
• Not just cookies, but money and recognitions too!
12
• Write separate receipts for product distribution and/or money.
16
TOTAL 162 pkgs.
RECEIVED BY
Parent's Signature
TROOP #_____
RECEIVED FROM:
Troop Manager's Signature
TROOP #
123 45
• Keep a copy of ALL receipts!
Money from a Girl
Transfer between Troops
MONEY AND/OR COOKIE RECEIPT
MONEY AND/OR COOKIE RECEIPT
TROOP NAME: GIRL'S NAME NO. OF CASES
NO. OF PKGS
SU DATE: 3/21/2022
VARIETIES
MONEY
TROOP NAME: GIRL'S NAME NO. OF CASES
NO. OF PKGS
ADVENTUREFULS
6
PEANUT BUTTER PATTIES CARAMEL deLITES
MONEY
TOAST-YAY! LEMONADES
LEMONADES
THIN MINTS
VARIETIES ADVENTUREFULS
TOAST-YAY!
SHORTBREAD
SU DATE: 2/11/2022
Paid $648 for 162 boxes
SHORTBREAD
5
THIN MINTS
5
PEANUT BUTTER PATTIES
5
CARAMEL deLITES
PEANUT BUTTER SANDWICH
PEANUT BUTTER SANDWICH
GLUTEN FREE
GLUTEN FREE
RECEIVED BY
TOTAL Troop manager's signature
TROOP #123 45
RECEIVED FROM:
parent's Signature
TROOP #
_____
15
6
RECEIVED BY RECEIVED FROM:
TOTAL 186 pkgs. Troop Manager's Signature Troop Manager's Signature
$
TROOP # 123 45 TROOP #
54321
Recognition Distribution
• Please distribute the reward items in a timely manner.
Cookie Recognitions will be picked up from the Service Unit Cookie Organizer in May.
• Have parents confirm and sign a receipt that indicates the girl recognitions have been received.
After receiving the recognition items for your troop: • Print the Recognition Order Summary by Girl Report from Smart Cookies. • Sort the reward items for each girl. Contact the Service Unit Cookie Organizer regarding any discrepancies.
• If a girl has an unpaid balance, do not distribute recognition items to her. Return the items to the Girl Scout Office. Girls with an unpaid balance will need to contact Product Program Staff to receive their recognitions. 13
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 the following resources 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: www.facebook.com/GSKHCookieSwap
3. Let the girls/parents 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 girls in your troop to sell cookies in your neighborhood. 6. Encourage the girls in your troop to use social media channels, email, eCards and other creative ways to sell the troop’s extras.
What if I just need a few packages of cookies? Troops may pick up small orders at a 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 Cookies.
May cookies be exchanged? Yes. Even exchanges 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 the cupboard. 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.
NOTE: Cookies ordered and received by troops and girls may not be returned or refunded. Troops and girls are financially responsible for all the cookie packages they receive.
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When are Cupboards OPEN?
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:
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 & NUTS
• INVENTORY: Full service cupboard. Exchanges and extra product available. • EXPRESS: Planned Orders ONLY. CASES only. No Exchanges. No Extra Product. No Walk-ins.
Who are EXPRESS Cupboard Managers?
Cupboards and Planned Orders
What is a Cookie Cupboard?
When are Cupboards CLOSED? Sunday thru 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 27
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 girls sell out and need more to reach their personal goals. Troops participating in cookie booth/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 what additional product is needed to fill the product requests from girls for the next week. 1. A PLANNED ORDER must be entered into Smart Cookies 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. Parents are not allowed to pick up cookies without the Troop Cookie Manager’s permission. When entering a Planned Order in Smart Cookies, Troop Cookie Managers can enter the permission in the Order Reference Field (example: Sally Smith - parent 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/ 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 Cookies and the Planned Order will become a Cupboard to Troop Transfer. 6. Planned Orders and Transfers can be viewed under Manage Orders in Smart Cookies. 7. Remember YOU must make a Troop to Girl Transfer in Smart Cookies to give girls credit for each weekly pickup and any booth/drivethru sales. 15
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 girls 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.
Three Types of Cookie Booths Cookie Booths/drive thru 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 begin entering requests in the Smart Cookies Booth Lottery as soon as they are listed in Smart Cookies. January 9 at Midnight, is the deadline to enter requests to be included in the lottery selection process. On January 10, the Cookie Booth Lottery selection process runs in Smart Cookies. Troops will be assigned up to THREE booth time slots through the lottery process. This process is run by Smart Cookies; GSKH is not able to control the outcome. Smart Cookies 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.
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Emails are generated from Smart Cookies to notify troops of their booth assignments. NOTE: To receive email notifications, the Troop Cookie Manager must enter an email address on the Troop’s Information page in Smart Cookies.
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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 Jan. 7 in Smart Cookies. When a troop has secured a location/date/time, the troop needs to REQUEST A NEW LOCATION on the Smart Cookies Booth Scheduler. GSKH will approve or decline the booth in Smart Cookies. Once the booth is approved, the booth is scheduled to the troop and will be listed under Reserved Booth Sales in Smart Cookies.
3 Virtually Secured
Utilizing your individual Troop Link and/or QR code located in Smart Cookies troops are able to provide a hands-free no contact pay online opportunity for sales. See page 18 for details.
First Come, First Serve After the lottery assignment process, troops may select additional council coordinated booths on a First Come, First Serve basis starting January 30 at 5 PM. • Maximum 3 additional booths: Jan 30 • Maximum increases to 6 booths on Feb 6 • Maximum increases to 12 booths on Feb 13 • Maximum increases to 24 booths on Feb 20 GSKH tries to have all the council secured locations listed in Smart Cookies by Jan 7. However, some businesses are unable to commit to a booth sale 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.
CANCELLATIONS: If you need to cancel a booth, please cancel it in Smart Cookies and contact the Council. Other troops may be waiting for a booth sale location.
Cookie Booth Guidelines at a Business
Review guidelines with girls and adults participating in Cookie Booths. When you participate in a Cookie Booth your troop is a GUEST of the business. Remind girls and adults that they are representing Girl Scouts of Kansas Heartland and everyone must exhibit good manners and behavior. Remember, the image girls and adults portray determines whether Girl Scouts are allowed to sell cookies at the business in the future.
✓ Dress for Success! Girls 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 booth site 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 parents 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 girls and two adults are allowed at the booth/drive thru. If needed, divide your booth/drive thru time slot into shorter “shifts” to accommodate all girls who want to participate. Schedule younger girls and those with short attention spans, in short (1/2 to 1 hour) shifts. This will help keep girls 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, girl permission forms, First Aid kit, Care & Share receipts, booth/drive thru confirmation and of course . . . Cookies!
✓ Practice good People Skills! Encourage girls 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. Girls should not 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” when a customer makes a purchase • 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/ drive thru or in front of the girls. ✓ Put away cell phone and other electronics. Remind girls that their attention should be on customers and the adults focus should be on the girls. 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. • Girls/Adults should NEVER cross in front of vehicles. • Orange cones are encouraged to guide the flow of traffic. 17
Troop Links & QR Codes
Troop Cookie Links and QR codes are available in Smart Cookies 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 in their My Troop > Troop Information page in Smart Cookies: 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 18, 2022. Troops share the link or QR code when they wish for direct ship or donation orders to be divided between all girls 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 girls 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.
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• Never meet someone beyond your preestablished safe booth location. Route the customer order to a physical booth location or the Troop Direct Ship Link/QR code.
What are the steps for organizing curbside pick-ups? • Secure your curbside booth location. Secure permission 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 girls 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: https://www.girlscouts.org/en/ cookies/troop-leader-resources.html
Program
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.
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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 girl in your troop print materials. Girls should also be aware that consumers can purchase Care & Shares through their Smart Cookies online accounts. NOTE: Shares are filled through council inventory. NOT with a troops 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? i.e. 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 girls reach their individual goals and obtain rewards. ⚬ 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
Getting Ready 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 girls. If the troop has unsold cookies, these should NOT be allocated to a girl.
2. Review the Girl Balance Summary Reports
to make sure that the payments received by each girl have been entered into Smart Cookies. The balance for each girl should be zero.
3. Create a Recognition Order in Smart
Cookies. Confirm t-shirt/hoodie sizes for girls. Update the Recognition Order if transfers are applied to a girl after the Recognition Order was created. The update will apply additional recognitions earned to the girl.
For the Audit You Will Need:
1. Deposit slips for all cookie money deposited for girls and booth sales
2. Care & Share Receipts 3. Parent Permission Forms 4. All Receipts for product and money distributed and received.
Completing the Audit On March 26 the 2022 Cookie End of Program Audit will become available for Troop Cookie Managers to complete the audit process. ⚬ From our website in the COOKIES + NUTS section For Volunteers, select the 2022 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 bank 20 TroopCookies, Inc.
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stamped deposit slips or bank statements identifying cookie deposits to support your submitted images. ⚬ Submit
If a Girl Has Not Paid in Full During the Cookie End of Program Audit, this information will be entered into the Online Audit form. If a girl has not paid in full, you will answer NO when asked if all girls have paid in full. NO makes available the link to fill out the form to complete with 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 parent 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 Parent Permission Form • SIGNED Receipts for cookies in & out • SIGNED Receipts for any payments received (NOT Bank Deposit slips) 3. Unpaid Balance Girl Shortage information is due by April 10, 2022 to the Girl Scout Council. GSKH will take responsibility for collecting unpaid amounts from parents 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 by April 10 and/or the submission is missing any of the necessary documents to prove responsibility. 4. If a girl’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, 2022.
QUESTIONS? Check kansasgirlscouts.org or contact your Service Unit Cookie Manager! Name______________________________________________________________________________
Finding Help
There are a number of resources available to find the answers you need to keep moving forward.
Email______________________________________________________________________________ Phone______________________________________________________________________________
⚬ GSKH Product Program Facebook (ask to JOIN if not a member) ⚬ Exclusive online order management system to: ¤ Place Initial Order
⚬ GSKH website contains all the forms needed for troops and girls. Visit www.kansasgirlscouts.org, select:
¤ Planned Order management
¤ COOKIES & NUTS
¤ Cookie Transfers
¤ For Volunteers—Cookie Program
¤ Order Girl Recognitions
¤ Locate Helpful Forms & Documents
⚬ Smart Cookies Training Videos ⚬ Tips & Tools for before and after the sale ⚬ Flickr - themed clipart for posters, newsletters and sharing elements for social media ⚬ Cookie lineup and nutritional facts ⚬ Safety Tips ⚬ Smart Cookies Help
⚬ Weekly digital Cookie Corner 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. ⚬ QR Code Index for Hot Topics - found on the back page of this publication. ⚬ gsLearn - you can go back to these online trainings and refresh your cookie knowledge at any time.
We want to make sure that you are always getting your questions answered and any challenges resolved in a timely fashion. If you are unable to get the answers you need from the resources mentioned above be sure to contact your Product Program council staff. Email: info@gskh.org | Phone: toll free 1-888-686-MINT (6468) or at 316-684-6531 21
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Notes
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Not sure how to do what comes next? With the 2022 Cookie Program, there is probably a help video on the Smart Cookies topic you are searching for. With your phone scan the QR code for the process you need to know more about. Do this while you are also online in Smart Cookies and get step-by-step guidance as you complete the task.
Online Sales Management for Girls
For Girls
Girl Registration for Girls
For Troop Product Managers ONLINE ACCOUNT ADMINISTRATION
Manage Girls in a Troop
Volunteer Registration
Financial Transactions
Create & Manage Recognition Orders
Reports
Manage Orders
Troop to Girl Transfer
Adding Cookie Shares
Virtual Troop Booth
Booth Share on Social Media
Troop Booth Credit Card
PRODUCT MANGEMENT
Troop Initial Order Entry
Troop Planned Order
BOOTH INFORMATION
Troop Secured Booth Request
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