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Troop

Cookie Manager Guide

2014-2015

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October 2014 Dear Volunteers,

Thank you! Thank you! Thank you! On behalf of the Girl Scouts Heart of Central California Board of Directors and staff, thank you for serving in the role of troop cookie manager. You are critical to the success of the Girl Scout Cookie Program and we are very appreciative of your time and effort.

We know there is more to Girl Scout Cookies than what’s in the box. There’s hard work, a lot of fun and of course the five essential skills—goal setting, decision making, money management, people skills, and business ethics. The development of these skills is essential for girls and we thank you for keeping them top of mind as girls engage in the cookie program.

We are here to support you. Please call on staff and let us know how we can improve our service to you. Your commitment to the cookie program makes a difference in girls’ lives and ensures the Girl Scout Leadership Experience will continue for more than 26,000 girls throughout Central California.

Thank you again for your hard work and dedication! My best,

Linda E. Farley, Ed.D.

CEO of Girl Scouts Heart of Central California (916) 453-5222

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Table of Contents - Why It Matters..

Goal Setting:

Girls set cookie sales goals with their troop, and create a plan to reach them. This matters because girls need to know how to set and reach goals to succeed in school, on the job, and in life.

 Troop Cookie Manager Position Description ... 1  Timeline ... 2  Where to Go ... 3  Initial Log in Steps ... 4-5

Decision Making:

Girls decide where and when to sell cookies, how to market their product, and what to do with their earnings. This matters because girls must make many decisions, big and small in their lives, and learning this skill helps them make good ones.

 Cookie Program Training for Parents/Guardians ... 6  Initial Order Opportunities ... 7  Troop Initial order and Early Recognition Guide ... 8-10  Booth Sales Information Page ... 11-14  Booth Sales Rounds Instructions ... 15  Scheduling and Cancelling Booth Sales ... 16-18

Money Management:

Girls develop a budget, take cookie orders, and handle customers’ money. This matters because girls need to know how to handle money – from their lunch money to their allowance to (someday) their paycheck.

 Snap Transfers and Planned Orders ... 19-21  Sample Cookie Forms ... 22  Return Policy and Preventing Leftovers ... 23  How the Cookie Crumbles Information ... 24  Finances ... See Separate Document

People Skills:

Girls learn how to talk (and listen) to their customers and how to work as a team with other girls. This matters because it helps them do better in school (on group projects, sports teams, and the playground) and, later, at work.

 Picking Up Your Initial Order ... 25-26  Project Thank You ... 27

Business Ethics:

Girls act honestly and responsibly during every step of the cookie sale. This matters because employers want to hire ethical employees – and the world needs great leaders in every field.

 Unexpected Circumstances ... 28  Recognitions and Cookie Credits ... 29  Main Recognition Order, Reports, and Final Paperwork ... 30

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2014 Cookie Program

Troop Cookie Manager Position Description

Qualifications:

 Must be 18 years of age or older

 Must be a registered adult member of Girl Scouts Heart of Central California  Must have access to the Internet throughout the cookie program

 Must have an active email address and access to email  Must have a working telephone

 Must have access to reliable transportation

 Must be willing to work with people from a variety of backgrounds

 Must be able to perform simple mathematics (add, subtract, multiply, and divide)  Must be able to maintain accurate records and meet deadlines

 Must have good communication skills

 Must accept all financial responsibility for the cookie inventory received  Must be willing to work closely with troop leader

 Must be willing to comply with background clearance requirements Requirements:

 Attend the required troop cookie manager training – scheduled by your service unit cookie manager  Sign the Volunteer Agreement Form

 Ensure each parent/guardian completes the Parent Permission and Responsibility Form/Cookie and Money Record

o Train the parents on all aspects of the program: program goals, safety, timelines, forms, and troop proceeds/recognitions

 Ensure each girl receives the direction needed to achieve her program goals  Ensure each girl has a positive Girl Scout experience

 Make arrangements to have cookies picked up at a Mega Drop or Service Unit Location Drop  Take steps to ensure a successful cookie program

o Keep all lines of communication open with your service unit cookie manager and troop leader o Contact the product sales department if you are unable to reach your service unit cookie manager o Communicate with your service unit cookie manager if you have concerns about your inventory o Contact your service unit cookie manager and the product sales department regarding any leftover

inventory concerns before the end of the cookie program

 Keep an accurate inventory of all cookies received and disbursed by your troop o Check each order for accuracy

o Distribute the initial order to each girl

o Obtain signed receipts for all cookies disbursed o Obtain signed receipts for all cookies received  Manage your cookie program in Snap

o Enter all transfers from your troop to the girls in Snap o Enter all transfers from your troop to other troops in Snap o Review all transfers and transactions in Snap for accuracy

o Transfer cookies sold at a booth sale to the participating girls as appropriate o Place your initial order and initial recognition order by the deadline on January 27 o Place your main recognition order by the deadline on March 25

 Closing-out the cookie program

o Submit all final and completed paperwork to your service unit cookie manager by the deadline o Pick up your recognition items from the service unit cookie manager

o Distribute recognition items to your girls in a timely manner

o

Have each parent sign for the recognition items received

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Troop Cookie Manager Timeline

Welcome to the Girl Scouts Heart of Central California 2015 Cookie Program. We are excited to have you as a troop cookie manager, and we wish you and the girls’ success with this cookie program. Please make sure you have been in contact with your service unit cookie manager and troop leader, as they will serve as your key contacts for any questions or concerns.

The product sales department will provide refresher training in January, details will be provided by your service unit cookie manager. Please complete the initial login steps in Snap as soon as possible.

December

 December 1 Sign-ups open for Gluten Free cookie requests. Troop can request to receive one, two, or three cases of cookies. Please sign-up at www.girlscoutshcc.org beginning at 12 noon. Quantities are limited and will be allotted on a first-come first-serve basis.

January

 January 1 GSHCC offices are closed  January 2 GSHCC offices are closed  January 9 Cookie program begins

 January 16 Log-in to Snap to complete the initial steps and verify girl information  January 18 Round 1 booth sale selection opens in Snap at 8 p.m.

 January 21 Round 1 booth sale selection closes in Snap at 8 p.m.  January 25 Girl initial order taking ends

 January 26 Girls (parent/guardian) submit initial orders to troop cookie manager

 January 26 Round 2 booth sale selection opens in Snap at 8 p.m. and will remain open until the end of the cookie program

 January 27 Troop initial orders and early recognition orders are due in Snap by 8 p.m.  January 31 Last day for girls to set their sales goal in COCO to earn the “Goal Getter” patch

February

February 3

Gluten Free cookies, if applicable, are transferred into troop

_________

My Service Unit Location Drop (fill in the date if applicable to your troop)  February 16 Modesto Mega Drop at Big Valley Grace Community Church

 February 21 Sacramento Mega Drop at Cal-Expo

 February 27 National Girl Scout Cookie Weekend begins  February 27 Booth sales begin

March

 March 4 Deposit all cookie money received; troop proceeds and council proceeds.  March 11 Deposit all additional money received; troop proceeds and council proceeds.  March 22 Cookie program ends. This is the last day for troops to hold booth sales.

 March 23 Girl (parent/guardian) deadline to turn in paperwork and finances to troop cookie manager  March 25 Deposit all cookie money received; troop proceeds and council proceeds. This is the last day

to turn in the remaining balance due to GSHCC.

 March 25 All Snap entries by troops, including the Main Recognition Order, are due by 8 p.m.  March 27 Last day Project Thank You cookies can be turned in to GSHCC offices

May

 May 1 Cookie Credit Cards are mailed directly to the girls. Please be sure any address changes for the Girl Scouts in your troop have been submitted and updated.

June

 June 1-10 Recognition items will be disbursed to you by your service unit cookie manager Recognition items are to be disbursed to your girls by the end of the school year  June 30 Return all unclaimed recognitions to the product sales department 

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Where to Go

Girl Scouts Heart of

Central California

www.girlscoutshcc.org/cookies

Visit our council website to find forms, user guides,

procedures, programs, events, trainings and links to all the sites needed to support your cookie sale.

Snap

www.abcsnap.com

Your command center for managing the cookie program; cookie orders, booth sales, financial reports and girl recognitions. The Snap Help Desk can assist with technical and website problems.

COCO –

Cookie Command*

www.abcsmartcookies.com

Tap into the marketing power of the internet. Girls can send online order cards, send encouragement notes to girls in their troop, and set sales goals. Volunteers can create the troop page and girls can create a personalized page. They are able to connect to other girls in the troop. Be sure to use the COCO login on the bottom of the landing page.

COCOmobile

Available for iOS and Android

A free “digital” order card and mobile COCO. To use COCOmobile, you must register first on COCO. Then download the mobile app and sign in with your COCO credentials. Girls can enter and track all orders and view recognition items and levels, plus send eCards to family and friends asking for cookie orders during the sale.

ABC Cookies

www.abcsmartcookies.com

Find activities, marketing ideas, nutritional information and access themed clipart from Flickr. These tools will also help girls, families and volunteers prepare for and learn about the cookie program. Helpful videos are posted by clicking the YouTube link. These links can be found at the top right side of the landing page.

YouTube Flickr

Girl Scouts of the

USA

www.girlscouts.org

Information on the cookie program, earning Legacy, Financial Literacy, cookie badges and pins. Watch videos from fellow Girl Scouts regarding the cookie business, and how to sell or how to buy cookies.

Cookie Locator –

Booth Sales

www.girlscoutcookies.org Directs customers to the closest cookie booth sale location in their neighborhood.

Girl Scout Cookie

Finder

Available for iOS and Android

This simple cookie finder app lists the time, date and location of all cookie booth sales in the country. Simple intuitive interface makes finding cookies a snap, just install and press "Find Cookies Now!"

 

*Please note: When registering on COCO, the Girl Scout’s name needs to be exactly the same in Snap and COCO. Please contact your troop cookie manager for clarification.

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Cookie Program Training for Parents/Guardians

We strongly encourage troops to hold a meeting with all parents/guardians of the Girl Scouts in their troop. By providing the families with detailed information as well as your expectations of them, you will help the success of your troop’s cookie program. Include the parents/guardians in your goal setting activities and encourage everyone to participate in helping the troop achieve their goals.

Planning for your training (Collaborate with your troop leader):  Set a date, time, and location for this meeting  Discuss what to cover and who will do each part  Advise your parents to visit our website and complete

the Parent Permission and Responsibility Record  Provide each family with a girl cookie order card

As the families arrive:

 Greet everyone and have a simple activity for the girls as they wait

 Have adults confirm information on the troop roster, including spelling of their daughter’s name  Provide each family with a girl order card and

money envelope

How to provide training to your parents/guardians:  Introduce all eight varieties of cookies selling at $5.00 per package

 Discuss the Gluten Free pilot program, if applicable

o New flavor – Gluten free peanut butter, oatmeal and chocolate chip called Trios o Selling for $5.00 per package

o What goals the girls have set within the troop

 Share the troop goals and have each girl share their personal goals.

 Discuss booth sale opportunities, booth sale decorations and promotional ideas  Order Cards

o Discuss new layout. Please have the parents provide only the first name, phone number, and troop number to avoid compromising personal information in the event the order card is lost

o Girls are not to pre-order. All families are “on their honor” to not sell or take orders prior to January 9

 Review How the Cookie Crumbles to review the increased troop proceeds and the Older Girl Alternative option for troops with all Girl Scouts registered as Cadettes, Seniors, or Ambassadors. Mixed troops with any Girl Scout registered as a Daisy, Brownie or Junior are not eligible for the Older Girl Alternative.

 Share the recognition items, patches, and pins the Girl Scouts are able to earn.

 Make a troop plan in the event the troop has unsold cookies. Cookies picked up at cookie cupboards are not

returnable in the 2015 Cookie Program. Having a plan and sticking to it will help relieve any tension regarding unsold product – work as a team!

 Remind families that all money earned by members of the troop, belongs to the whole troop and are not available to any individual girl. The girls decide as a troop on how to spend all money earned.

Important Details to discuss  Dates of the sale

 Safety guidelines

 National Cookie Weekend  Project Thank You cookies

 COCO – Cookie Command Keys to Success  Who to contact if they need more cookies  Who to turn money into and when  What happens if money is not turned in?  Booth sale guidelines and behavior

Thank everyone for coming to training

and for their participation.

   

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Troop Initial Order and Early Recognition Order

Initial Order

 Please collect the package totals from the girls in your troop. Ask to see a girl’s order card if you have questions or concerns about the accuracy of the order. You will enter each girl’s order individually in Snap.

 Girls and their parent/guardian have until January 26 to submit their initial orders to you.

 Initial Orders are to be placed in Snap no later than January 27at 8 p.m. Please keep in mind the service unit cookie manager reserves the right to request an earlier date and time.

 Only place initial orders for girls who are registered members of Girl Scouts Heart of Central California.

 Please note all cookies ordered during the Initial Order period are non-returnable. Please review GSHCC’s return policy for more information.

 Please review the example provided of a troop initial order following the Snap instructions.

 When placing your initial order, please include the cookies for your first two-to-four scheduled booth sales. This will also help the cookie cupboard managers manage their inventory levels for the first few weeks of the program. Please see the charts below for the number of cases suggested to have for your booth sales. Please keep in mind the location of sale, the number of hours, and weather conditions. These are suggestions only. Please contact your service unit cookie manager for additional advice.

Suggested Case Quantity by Variety for Scheduled Booth Sale

Thin Mints 2 - 3 cases Peanut Butter Sandwich 1 - 2 cases Caramel deLites 2 - 3 cases Shortbread 1 - 2 cases Peanut Butter Patties 1 - 2 cases Thanks-A-Lots 1 - 2 cases Lemonades 1 - 2 cases Cranberry Citrus Crisps 1 - 2 cases

Actual results from 2014 Cookie Program (2015 results may vary)

Booth Sales by Week 

Average Sold 

First Friday  

95 

First Saturday 

91 

First Sunday 

78 

First Week (Mon‐Fri) 

89 

Second Saturday 

71 

Second Sunday 

89 

Second Week (Mon‐Fri) 

85 

Third Saturday 

63 

Third Sunday 

71 

Third Week (Mon‐Fri) 

53 

Fourth Saturday 

53 

Fourth Sunday 

34 

Variety 

All locations/All dates 

Thanks A Lots 

5% 

Cranberry Citrus Crisps 

4% 

Lemonades 

10% 

Shortbread 

6% 

Thin Mints 

27% 

Peanut Butter Patties 

15% 

Caramel Delites 

24% 

Peanut Butter Sandwiches 

7% 

Gluten Free 

2% 

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Step 1 - Enter Initial Order in Snap

1. Log in

2. Click the Cookies icon 3. Select Initial Order

4. Enter the following statement in the Order Reference field: “Initial Order for Troop #______” 5. Note the system will automatically document the date and time stamp of the order

6. Confirm the unit of measure highlighted in red is packages

7. All girls uploaded by council will appear on the order grid. To create the order for each girl displayed: o Use the tab key on your keyboard to move through each field and type the quantity of each variety

next to the girl’s name

o Repeat this process for each girl

o Cookies for booth sales are entered in the Booths/Extras row

o The “extra packages even cases” row displays the packages required to fill the case. This rounding row will display on the initial order grid

o Cookie Share Column – This is our council’s Project Thank You cookies. Girls sell these packages during initial orders as virtual cookies. On the initial order grid in Snap, the Cookie Share cookies are not included in the Total column on the right-hand side of the grid. Girls will receive credit for Cookie Share sales but won’t take delivery of these cookies. There is no need for troops to order Virtual Cookie Share cookies by variety since virtual sales are not variety specific

8. After entering the quantities for each cookie variety, you can choose to:

o Save. You can click Save and be able to return to this order to make any changes necessary

o Commit. This will submit your order to the service unit cookie manager. If you have made a mistake after clicking Commit then you will need to contact the SUCM for help.

o Cancel. This will clear all current entries. You can return to your initial order to enter data again

Example of a troop initial order:

Initial Order Sales by Girl in Troop

Girl 1 108 Packages Girl 2** 225 Packages  Girl 3 96 Packages  Girl 4** 350 Packages  Girl 5 45 Packages  Girl 6 28 Packages 

Total 852

Packages 

Scheduled Booth Sales #pkgs needed

 

 

 

 

  

Store #1 2/27/15 2pm-4pm 75 Store #2 2/28/15 1pm-3pm 75 Store #3 3/6/15 3pm-5pm 75 Store #4 3/15/15 10am-12pm 75

Total

300

Adding these 300 packages to the troop’s initial order under Booth cookies in Snap changes

the PGA to:

192

** 2 Girls earn the Early Recognition Item T-shirt**

**Troop earns the Boost Your Sales Bag**

The Per Girl Average (PGA) for initial order sales

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Booth Sale Information

Booth sales are a great opportunity for girls to utilize The 5 Skills: goal setting, decision making, money management, people skills, and business ethics.

Booth sales provide an opportunity for girl-led experiences and further their progress towards the Girl Scout Leadership Experience. They are also fun, easy, and profitable.

Securing Locations

Your service unit is responsible for securing booth sale locations within your service unit boundaries. If you have ideas for booth sale locations please contact your service unit cookie manager.

Parent/Guardian Booth Sales

A parent/guardian may set up a booth sale for their daughter within the troop, to help increase her individual sales. These booth sales are not secured by the troop or entered in Snap. The troop cookie manager should be aware of these parent/guardian booth sales in case any questions or concerns arise.

Prior to participation, the parent/guardian must be registered and trained by the troop leader and/or troop cookie manager. They will need to be trained on all aspects of a booth sale including safety guidelines, before they may assist their Girl Scout with an individual booth sale.

The parent/guardian is responsible for any additional inventory received. When the packages are transferred to the girl in Snap, they will be transferred as Quantity.

Decoration Ideas

Practice set-up and take-down of a booth sale before they begin to identify the amount of time needed for each. It is important to begin and end at the specified times to ensure the other scheduled troops can utilize their time

effectively.

Troops may consider using a small table, cookie cases, cookie packages, balloons, posters, and tablecloths. Most booth sale locations will allow these items. Specific decoration restrictions can be found in Snap under notes or by contacting your service unit cookie manager.

It is important for the girls to know why they are selling cookies. Please have them wear their uniform which will clearly identify them as a Girl Scout. Girls should be prepared to discuss their experience and any awards, patches, or badges they have obtained while wearing their Girl Scout attire.

Bundling Ideas

Cookie bundles make great gift options for birthdays, anniversaries and much more! To create cookie bundles take three to five packages of cookies and tie them together using ribbon, twine, netting, freezer bags, etc...

Create a catchy name for your bundles, such as the following:

 Chocolate Lovers – Thin Mints, Peanut Butter Patties, Caramel DeLites  Love of Peanut Butter – Peanut Butter Patties, Peanut Butter Sandwiches  Explore S’mores – Thanks-A-Lots, Lemonades, Caramel DeLites

 Shortbread Lovers – Shortbread, Thanks-A-Lots, Lemonades

 Easy to Recycle – Lemonades, Thanks-A-Lots, Cranberry Citrus Crisps  Coffee Mates – Cranberry Citrus Crisps, Lemonades, Shortbread

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Financial Transactions at Booth Sales

Allow the girls the opportunity to utilize the five skills by making them aware of the different financial transactions and how to handle unique situations.

Accepted payments are:  Cash

Credit card app – Customers using their credit card will only be charged $5.00/ package.

We suggest using a credit card reader or app to make your sales easy:

o

Flint

o

Square

o

Intuit

The decision to use a credit card app should be a decision made collectively by all members of the troop.

The troop will assume all added costs associated with accepting credit/debit cards as a form of

payment.

Paperwork for Troops to Bring to Booth Sales

 Email confirmation from Snap for each booth sale. Information includes the troop number, booth sale location, date and time.

And/Or:

 Booth sale location schedule from Snap. Information includes the troop number, booth sale location, date and time. The schedule will only reflect what has been reserved thus far.

Snap – How to View Booked Booth Sales by Troop

1. Log in

2. Move your cursor over the Reports icon; then down to Reports 3. Select Report Category:

 Summary Reports

4. Select Report Type: Booked Booth Sales Summary 5. Click Go to Report

6. You will have the opportunity to filter by one or all of the following parameters:  Troop number

 Location  Begin Date  End Date

 View Type (PDF is always the best option when viewing reports)

Safety

Please reference Volunteer Essentials and Safety Activity Checkpoints for specific information relating to safety and Girl Scouts. It is strongly recommended the assigned, registered adult volunteer wear a money belt or fanny pack instead of using a cash box to help prevent theft. If the troop chooses to use a cash box, they are to make sure it remains under the assigned adult volunteer’s possession at all times and out of the public reach.

We suggest arranging for the cash to be removed from the site periodically throughout the booth sale. When the adult volunteer is traveling with the money, have someone assigned to accompany them at all times.

Any activity that involves more than one parent/guardian and Girl Scout is considered a troop activity and must meet all safety guidelines. This includes meeting the requirement of having two registered Girl Scout adults present.

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Booth Sale Guidelines for Troops

Yes, please:

 Have two registered adults

 Have a minimum of two girls; maximum of four girls  Have one registered adult volunteer handling all money  Have a first-aid kit at every booth sale

 Ensure there is a barrier between your booth sale and the parking lot  Have girls stay near the booth sale at all times

 Provide a presentable booth sale by covering the table and displaying a variety of cookies  Use balloons, posters, post your troop goal

 Approach customers when they are exiting not when they are entering the establishment

 Behave professionally if problems arise. You are representing Girl Scouts Heart of Central California  Advise the girls to clean up their area and dispose of trash when their booth sale has concluded  Allow the booth sale to be girl-led

o Encourage your girls to complete the behavior pledge and provide to the establishment (can be found on our website at www.girlscoutshcc.org/cookies)

o Assist the girls with counting money accurately o Allow the girls to approach the customers

o Advise the girls to create a hand-made thank you letter (we have provided an example on our website at www.girlscoutshcc.org/cookies) for each store location which allowed them to have a booth sale (individually or as a troop)

No, thank you:

 Do not secure a troop booth sale location unless approved by the service unit cookie manager or the product sales department

 Do not allow girls to participate if their parent/guardian has not completed and signed a Parent Permission Slip

 Do not allow more than four girls at a booth sale at one time. If you have a large troop, it is suggested you schedule shifts

 Do not allow sitting at a booth sale, standing is more effective at a booth sale  Do not allow girls to use cell phones or electronic devices at a booth sale  Do not allow eating, drinking, chewing gum, or smoking at a booth sale  Do not allow girls to block the entrance or exit of an establishment  Do not allow girls to leave the booth sale

 Do not allow girls to bring siblings

 Do not allow their troop to leave trash behind, especially empty cases  Do not allow the adults or girls to leave cash out in the open or unsupervised

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Booth Sale Rounds Information

Round Zero

Round Zero will be administered locally by service unit cookie managers and will not be administered online using Snap. In November and December, each service unit cookie manager/team is to secure booth sale locations within their service unit boundaries. The service unit cookie manager/team creates a process of assigning 1-2 booth sales per troop from within their service unit. Lottery is the suggested method. Service units will conduct this round fairly for all troops within the service unit. Booth sale time slots are to be no more than two hours each.

Round 1

 Troops go to www.abcsnap.com.  Opens January 18at 8:00 p.m.  Closes January 21 at 8:00 p.m.

 Locations/time slots will be on a first-come, first-served basis.  Troops choose up to four booth sales (maximum) council wide.

 Booth sale assignments will be emailed to the troop cookie manager after each secured selection.  No more than one person per troop should login to Snap at any one time.

Round 2

 Troops go to www.abcsnap.com.

 Open January 26 at 8:00 p.m. and will be open until the end of the cookie program.  Locations/time slots will be on a first-come, first- served basis.

 Booth sale assignments will be emailed to the troop cookie manager after each secured selection.

 Snap will be open until the end of the cookie program for troops to select additional booth sale picks council wide.

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Transfers and Planned Orders

Cookie inventory management is processed and tracked in Snap. It is a critical component of the cookie program for both your troop and the participating girls. It is imperative inventory is transferred to the girls within your troop so they can receive credit towards their recognition level.

Your troop may need to get more cookies or transfer out excess inventory during the cookie program. If you have excess inventory and you notify your service unit cookie manager, they may be able to assist you with locating troops within your service unit who are in need of inventory. Your service unit cookie manager can also provide you with a list of nearby cookie cupboards if you are in need of additional cookies.

It is the responsibility of the troop cookie manager to monitor and update their inventory in Snap. Be sure to manage your inventory throughout the cookie program, run the Troop On Hand Inventory Report in the report section. All inventories should be allocated to the girls within the troop. You can only transfer as many packages as you own in the troop. Should you notice any discrepancies, please contact your service unit cookie manager.

Transfer Options in Snap:

 Troop to Troop Transfer (T2T)

o This transfer is completed by the troop leader and/or troop cookie manager  Troop to Girl Transfer (T2G) with Financial Responsibility

o This transfer is completed by the troop leader and/or troop cookie manager  Troop to Girl Transfer (T2G) without Financial Responsibility

o This transfer is completed by the troop leader and/or troop cookie manager  Girl to Troop Transfer (G2T)

o This transfer is completed by the troop leader and/or troop cookie manager  Cupboard To Troop Transfer (C2T)

o This transfer is only completed by the cookie cupboard/jar manager

How to Complete Each Transfer Type:

 Troop to Troop Transfer (T2T) – Transfer out inventory to another troop. The troop transferring out cookies is responsible for entering the transfer in Snap.

o Transfer by Quantity (in packages)

o Each troop should have signed the completed “M-3 Money and/or Cookie Receipt” o In Snap:

1. Log in

2. Click on the Cookies icon 3. Click on Transfer

4. Enter in the Order Reference field specific information about this transfer. Example: “To troop 12345; 15 packages”

5. Select Troop to Troop Transfer

6. The troop inventory can be viewed on the top line of the grid. On the second line you can select from the drop down menu the troop number that is taking your inventory

7. Enter the number of packages in the Quantity field 8. Click Save & Go to Manage

9. Snap will assign a transfer number for this transaction. Please note this transfer number on the signed M-3 Money and/or Cookie Receipt

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 Troop to Girl Transfers (T2G) in Snap – Transfers packages with financial responsibility

o Transfer by Quantity (in packages) and assign financial responsibility to the girl (parent/guardian) o In Snap:

1. Log into Snap

2. Click on the Cookies icon 3. Click on Transfer

4. Enter in the Order Reference field specific information about this transfer. Example: “To Julie; 50 packages”

5. Select Troop to Girl Transfer

6. The troop inventory balance can be viewed on the top line of the grid. On the second line you can select the girl’s name from the drop down menu that the transfer is for

7. Enter the number of packages to be transferred in the Quantity field 8. Click Save & Go to Manage

9. Snap will assign a transfer number for this transaction. Please note this transfer number on the signed M-3 Money and/or Cookie Receipt

10. You will be redirected to the Manage Orders section in Snap

 Troop to Girl Transfers (T2G) in Snap – Transfers packages without financial responsibility

o You will enter the number of packages in the Booth field. This ensures the girl (parent/guardian) is not held financially responsible for packages sold at a Booth sale.

o The packages transferred within the Booth field will count towards the girls’ recognition items. o In Snap:

1. Log into Snap

2. Click the Cookies icon 3. Click Transfer

4. Enter in the Order Reference field specific information about this transfer. Example “To Julie, 25 packages sold 3/1/15 @ Walmart”

5. Select Troop to Girl Transfer

6. The troop inventory balance can be viewed on the top line of the grid. On the second line you will select the girl’s name from the drop down menu that the transfer is for

7. Enter the number of packages to be transferred in the Booth field

8. Snap will assign a transfer number for this transaction. Please note this transfer number on the signed M-3 Money and/or Cookie Receipt

9. Click Save & Go to Manage

10. You will be redirected to the Manage Orders section in Snap

 Girl to Troop Transfers (G2T) in Snap – Transfers packages back into the troop from a girl.

o You will enter the number of packages in the Quantity field. This ensures the financial responsibility is removed from the girl (parent/guardian)

o The troop leader/troop cookie manager can choose to accept or decline excess inventory from a girl (parent/guardian) in the event she has cancelled sales.

o By accepting the unsold cookies from a girl, you are able to fill other orders or sell these cookies at booth sales. The troop accepts the financial responsibility for the cookies transferred back to the troop from a girl.

o In Snap:

1. Log into Snap

2. Click the Cookies icon 3. Click Transfer

4. Enter in the Order Reference field specific information about this transfer. Example “From Lily to the troop, 12 unsold packages from cancelled order”

5. Select Girl to Troop Transfer

6. From the top line of the grid, select the girl’s name from the down menu. The second line will default with your troop inventory balance

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8. Snap will assign a transfer number for this transaction. Please note this transfer number on the signed M-3 Money and/or Cookie Receipt

9. Click Save & Go to Manage

10. You will be redirected to the Manage Orders section in Snap

 Cupboard to Troop Transfers (C2T) in Snap – Transfers are entered by the cookie cupboard managers not the troops.

o If your troop receives cookies from a cupboard or jar, you will have a transfer in to your troop. o Cookies are transferred in from cupboards or jars in full cases only. These cookies are

non-returnable.

o Cross-reference your cupboard receipts with the transfer-in on your Troop Balance Summary Report. o Please contact the cupboard or jar with any discrepancies.

Planned Orders in Snap:

o Troops must place a Planned Order in Snap by Sunday night (11:59 p.m.) to ensure cookies are available to pick up the following week.

o On Mondays at 12 a.m. the dates for the week will no longer show as available.

o Please be considerate of the cookie cupboard and jar managers, they are volunteers too. o You will only pick up full cases at the cupboards and jars. These cookies are non-returnable. o Your troop assumes financial responsibility for all cookies transferred into your troop from a

cupboard or jar. o In Snap:

1. Log into Snap

2. Click the Cookies icon 3. Click Planned Order

4. Select the cupboard number from the drop down menu where you want to pick up cookies. 5. Select the available date from the drop down menu when you want to pick up cookies 6. Enter in the Order Reference field enter your first and last name, contact phone number and

troop number. Example “Rita Quinn, 916 555 7777, troop 12345”

7. Tab through the varieties of cookies and enter in cases the requested quantity by variety. Your total case order will show in the last column

8. Click Submit and Save

9. A pop-up window will appear with the order number assigned to this transaction; be sure to note this order number down for future reference

10. The cookie jar/cupboard will pull a report that will reference this Planned Order; they will have your order pulled and ready for you. Any changes to your order will be done by the cookie jar/cupboard manager when they transfer in Snap the inventory into your troop account

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Return Policy and Preventing Leftovers

In honor of the regulations set forth by the United States Food and Drug Administration, GSHCC is implementing a No Return Policy. This applies to cookies ordered and received for initial orders, and cookies picked up at a cookie jar or cookie cupboard. Once cookies have left our sub-distribution centers, the cookie cupboards we are unable to ensure the safety of them. Our priority is the safety of our girls, volunteers and customers.

If a troop finds they have received damaged cookies, they are to notify the appropriate person within 24 hours:  If they received cookies from the Sacramento or Modesto Mega Drop, email the product sales department at

product.sales@girlscoutshcc.org.

 If they received cookies from a Service Unit Location Drop, notify the service unit cookie manager.  If they received cookies from a cupboard, notify the cookie cupboard manager.

If a customer receives a damaged or altered package of cookies, we request they contact the product sales department by phone 800-322-4475 or email product.sales@girlscoutshcc.org within 24 hours of receiving the compromised product.

We will replace damaged or altered cookies; however, we will not offer a refund.

Preventing Leftovers: What if you have too many cookies?

Good communication with all of the families in your troop throughout the sale is the best way to ensure that your troop does not get stuck with too many cookies near the end. Make a plan with your troop in the event the troop has unsold cookies. Having a plan and sticking to it will help relieve any tension regarding unsold product. Work as a team with your troop.

If you find that your troop has more cookies than you think you will sell, here are some suggestions:  Be creative.

 Ask all your customers to buy an extra package for Project Thank You.

 Brainstorm with the girls in your troop for unique booth sale ideas. Is there an upcoming community event that the girls could sell at? Would the event organizers be willing to purchase cookies to serve as refreshments?

 How can the girls attract more customers to your booth sales? Could you post flyers in advance so customers can plan to attend? Your troop may consider making hand-made thank you cards for customers who purchase five or more packages.

 Find a troop that needs more cookies. Connect with the service unit cookie manager for the best way to communicate your extra cookies.

 It is important to stay in contact with your service unit cookie manager. The sooner they know about a potential problem the easier it is to resolve.

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How the Cookie Crumbles for 2015

All money raised by GSHCC through the Girl Scout Cookie Program remains locally to be used for the programs and activities offered throughout our 18 counties and for our 26,000+ girls.

A portion of the proceeds are disbursed to the troops and girls in the form of troop proceeds, recognitions, cookie credit cards and the Troop Opportunity Program (TOP).

Where does the money go?

$2.92/Package

 Girl Scouts Heart of Central California services and program activities.

 Financial assistance to provide the Girl Scout experience to every girl who wishes to participate.  Properties to ensure we offer the most rewarding camp experiences for our girls.

 Volunteer trainings and support. $0.975/Package*

 Cost of cookies to the baker. $0.90 to $1.00/Package*

 Troop proceeds are $0.90 per package. Older Girl Alternative troops have the option of choosing $1.00 per package in place of receiving the main recognition items.

$0.205/Package

 Recognition Items  Cookie Credit Cards

 Troop Opportunity Program (TOPs) proceeds

* Our cost of the Gluten Free Peanut Butter Oatmeal Chocolate Chip (Trios) cookie is $2.25/package; troop proceeds are $0.90 to $1.00 per package.

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Initial Order Pick-up

Mega Drop or Service Unit Location Drop

Rain or Shine!

Guidelines

 Cookies are distributed at a Mega Drop or Service Unit Location Drop.

 Your service unit cookie manager will inform you about the specifics for picking up your initial order.  Troops must arrive at their scheduled time.

 Refer to the table below for vehicle size. Vehicles must be empty. Everything should be removed from the vehicle to make room for the cookies. This includes children, pets, toys, tools, groceries, car seats, and anything else taking up space needed for cookies.

 Vehicles will be removed from the line if it is determined passengers and cookies cannot be safely transported or if cookies will not fit.

 Troops will need to use a vehicle large enough to transport their entire initial troop order. They can bring up to three (3) vehicles, but all vehicles must arrive at the same time and enter the line together.

 Vehicles should pull behind the last vehicle in line. At Mega Drops, driver/passengers are to remain in car.  Pickup trucks must have tie downs.

 Drivers will be greeted and asked for the troop number. At Mega Drops a volunteer walker will be assigned to vehicle(s) and they will follow you through the pick up line. The walker will verify counts as cases are loaded in vehicles.

 At the end of the line, you will sign and receive a copy of the ‘dot’ sheet used to determine your initial order. This form will have information on how to contact the product sales department if totals do not match after unloading.

 The troop Boost Your Sales bag and the girl early recognition T-shirt will be handed out at checkout, based on eligibility.

 Girl Scouts are able to start delivering their initial orders as soon as they receive their cookies.

Compact Car or 3-Door Up to 23 cases Hatchback or Small Wagon 25-30 cases

Mid-size Sedan 35 cases

8-Passenger Mini Van / Sport Utility 60 cases Full-size Station Wagon 75 cases Standard Pick-up Truck 100 cases Full-size Van with Seats 150 cases Full-size Van without Seats 200 cases

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Mega Drop Information

A Mega Drop is a large community event where troops from multiple service units pick up their initial order of cookies. The event is staffed by service unit and troop volunteers, community organizations, and council staff. Together we check troops in and out and load cookies into their vehicles.

Modesto Mega Drop – Monday, February 16

th

at Big Valley Grace Community Church

See table below for the service units that participate in the Modesto Mega Drop.

SU110 BIG VALLEY SU623 FOX GROVE

SU112 LINCOLN SU626 SCENIC MODESTO

SU115 NEW CALAVERAS SU645 GOLDEN RIVER SU613 VINTAGE GROVE SU655 DEL PUERTO

SU615 NORTHROSE SU675 THREE RIVERS

Sacramento Mega Drop – Saturday, February 21

st

at Cal Expo

See table below for the service units that will participate in the Sacramento Mega Drop.

Service Unit Delivery Information

Service Unit Location Drops

A Service Unit Location Drop is arranged by the service unit cookie manager for troops to pick up their cookies at a location (fire station, school, church, etc.) within the service unit boundaries. Your service unit cookie manager will inform you in advance how the pick-up will be coordinated as well as the date, time, and location.

Service unit delivery dates are from February 14-23.

See table below for the service units who will participate Service Unit Location Drops.

SU119 DAVIS SU134 FOLSOM TRAILS SU144 ELK GROVE

SU121 RIVERBANK SU135 ALMOND SU146 KIT CARSEN

SU124 ARDEN STARR SU137 SIERRA CREEK SU147 LAND PARK

SU126 SOUTH STARR SU138 RANCHO CORDOVA SU148 SEQUOIA ROSE

SU127 DEL GARDEN SU139 SIERRA ROSE SU150 LAGUNA

SU128 LOS AMIGOS SU140 SUNRISE OAKS SU154 COSUMNES RIVER

SU129 MAIDU CREEK SU141 WINDING WAY SU159 MCBEAN

SU132 ANTELOPE HIGHLANDS SU142 PLACER GOLD SU133 SUTTER OAKS SU143 GRANITE HILLS

SU101 COLUSA SU116 TRACY SU156 BEAR RIVER

SU102 OLLIYUMA SU122 WOODLAND SU157 FORTY NINER

SU103 BEALE SU123 YOLANO SU158 NORTHERN MINES

SU106 MIWOK TRAILS SU151 EL DORADO HILLS SU601 YOMAR

SU107 SIERRA TRAILS SU152 FOOTHILL GOLD SU602 GOLDEN TIMBERS

SU111 DRY CREEK SU153 SIERRA PINES SU616 PACHECO

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Unexpected Circumstances

Damages

 If a troop finds they have received damaged cookies, they are to notify the appropriate person within 24 hours.

o If they received cookies from the Mega Drop, email the product sales department at

product.sales@girlscoutshcc.org

o If they received cookies from a Service Unit Location Drop, notify the service unit cookie manager. o If they received cookies from a cupboard, notify the cookie cupboard manager.

 If a customer received damaged cookies, they should email the product sales department at

product.sales@girlscoutshcc.org for a replacement.

Shortages

 If a troop finds they have a shortage from their initial order pick up from a Mega Drop or a Service Unit Location Drop they are to email the product sales department within 24 hours at

product.sales@girlscoutshcc.org.

Lost

 If cookies are lost, the troop is financially responsible for the cookies.

Theft

 It is the troop cookie manager’s responsibility to safeguard the girls’ money after it has been turned in.  It is the parent/guardian’s responsibility when the money is in the parent/guardian or girl’s possession.  If cookies are stolen, the troop will need to follow these steps:

o Report the theft to their service unit cookie manager immediately (within 24 hours).

o Report theft to local authorities immediately (within 24 hours) and obtain a copy of the report. o Consider filing a claim with your insurance company. If there is a deductible required, Girl Scouts

Heart of Central California will not be held responsible for this amount. We will not reimburse a parent/guardian or a troop for product or funds stolen.

o The troop cookie manager is required to notify the product sales department as well as the troop leader with supporting documentation.

o GSHCC will not reimburse money or product stolen from a vehicle.

Cookie Product Complaints

 If there is a complaint due to the overall quality of the cookies, please email the product sales department at

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Main Recognition Order in Snap, Reports and Final Paperwork

Main Recognition Order

In Snap, after you have allocated your entire troop inventory by transferring packages to the girls you will also need to create your troop’s Main Recognition order. This is the only way your girls will receive their earned recognitions items including Cookie Credit Cards. If you do not place a recognition order or place a late recognition order – we will be unable to guarantee those items.

 In Snap:

1. Log into Snap

2. Click Recognitions icon

3. Select Create Recognition Order 4. Select Main

5. Click Create Order

6. The following screen will give a summary of the girls in the troop and their sales

7. You will click on each girl’s name. The girls’ names will go from red to black; indicating a successful entry. Any name remaining red will need to be reviewed.

8. Click

o Save & Exit if you need to return to address a girl issue o Or click Commit and the order is then final

9. Your Main Recognition Order is complete

Reports and Final Paperwork

You will want to run the Troop Balance Summary Report to confirm you have a zero balance due to GSHCC.  In Snap:

1. Log in

2. Move your cursor over the Reports icon; then down to Reports 3. Select Summary Reports from Report Categories

4. Select Troop Balance Summary 5. Click Go to Report

6. Click View Report 7. Print copy.

8. Verify transfers in and out and that your M-3 Receipts match the transfers in Snap.

Verify your receipts, permission forms, and reports. Please organize the troop paperwork in the order provided below if applicable:

1. Collection Report(s)

2. Troop Balance Summary Report – this should show a zero balance due to GSHCC 3. Validated Deposit Slips – showing deposits to the council account

4. Cupboard Receipts

5. M-3 Money and /or Cookie Receipts

6. Parent Permission and Responsibility Form/Cookie and Money Record Each troop should have a Troop Final Report Envelope.

 Additional envelopes may be available by emailing product.sales@girlscoutshcc.org.  Copies can be printed from our website www.girlscoutshcc.org.

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#onemorebite

Challenge

#cookieboss

Join the fun, it’s Cookie Time!

Cookie lovers across America are getting creative, snapping cool photos and showing off why they need #onemorebite of Girl Scout Cookies. Who can participate? Everyone! Fans will be asked to take a creative photo or selfie using their favorite Girl Scout Cookie and upload it to Instagram using the hashtag #onemorebite for a chance to win 52 boxes of

Get the world excited about National Girl Scout Cookie Weekend! To help you get started we’ve created a Twitter party toolkit to facilitate sending save-the-dates, announcements, and to get your audiences talking about the weekend dedicated to the largest girl-led business in the world. National Girl Scout Cookie Weekend has

gained momentum, and we will be celebrating another year of Girl Scout Cookies from February 27 to March 1, 2015. Fun patches will be available in The GS Shops.

The objective of this fun Bling Your Booth Challenge is to increase girl participation in booth sales. Who can participate in this challenge? Council troops from all locations and of all ages. Plain is BORING! Encourage your troops to “Bling Your Booth” for a chance to win $500! Fun patches will be available in The GS Shops.

Are you ready to find a Mystery House? There are several Mystery House locations throughout the GSHCC area. The first Girl Scout cookie seller to visit a Mystery House location while the owner is present will receive this year’s large stuffed mascot, COCO!

Mystery

House!

?

It’s Cookie Time! online

with Social Media

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