2017 Fall Product Program. Troop Fall Product Coordinator Manual. Welcome to the Fall Product Program!

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1 2017 Fall Product Program Troop Fall Product Coordinator Manual Welcome to the Fall Product Program! Questions? Service Unit Fall Product Manager To get your troop started, complete the following steps: Participate in training with your SU Fall Product Manager Receive from your SU Fall Product Manager: * QSP Be a Reader Booklet * Receipt Books * ACH Debit Authorization Form - New Troops and troops with updated bank account numbers ONLY * Girl Sales Packet * Parent Permission Forms (NEW!) * Money Envelopes Turn in ACH forms for new/updated bank accounts by October 13th (Friday) Turn in signed Troop Fall Product Coordinator Form by September 15 (Friday) to SU Ensure all girls register for 2018 Membership Year Ensure all girls accept Internet Safety Pledge (found online) Discuss participation options with girls in your troop. Troops may choose any or all of the following options: * Nuts and Candy In-Person Online * Magazines, Photo Keepsakes, Tumblers, and Organic Veggies Distribute girl materials, collect signed Parent/Guardian Permission forms, and discuss the following at your troop meeting (See sample training agenda on Page 12) * Important Dates * Process to turn in orders/money * Troop Proceeds and girl rewards * Girl Delivered (Nut Promise) & online sales Girl Scouts of Central Texas Park Thirty-Five Circle Austin, TX Additional Resources Cookies-->Fall Products-->Resources Forms-->Click Options -->Check Cookies and Product Sales in drop-down menu-->click Search QSP Customer Service (magazine subscription questions and inquiries) Unify Login Information Login Name: Password: 1

2 2 Sale Timeline Before the Sale September 1-30 Attend Training with SU Fall Product Manager Set up training with parents and girls (after you attend training) Update troop information in Unify: Log in at Friday, September 15 Troop Fall Product Coordinator Agreements due to SU Fall Product Manager Friday, October 13 ACH form due to GSCTX - New troops and troops with updated bank account numbers ONLY * Paper form * ACH Google Form (Send electronic copy of check to gsctxcookies@gmail.com) During the Sale October 1 - Fall Sale begins Girls may begin taking orders Girls may set up their online store and begin sending s to family/friends (Visit Saturday, October 14 Final date for girls to take paper Nut & Candy orders October Collect paper orders and enter in Unify Thursday, October 19 by 11:59 PM Troop deadline to verify all orders have been entered October 15 - October 31 Online sales continue for the Nut and Candy store and Magazine store Customers must place their online orders by October 31st for the troop to receive proceeds and girls to receive rewards for those orders Orders placed after October 31, 2017 at 11:59 PM will not count towards girl rewards or troop proceeds After the Sale November 3-11 Product arrived to SU Fall Product Manager Tuesday, November 14 by 11:59 PM Deadline to submit girl rewards in Unify November SU Fall Product Manager distributes product to troops November Troops distribute product to girls - MAKE SURE ITEMS ARE COUNTED AND RECEIPTED!!! November Troop collects money from girls/parents - MAKE SURE RECEIPTS ARE WRITTEN!!! Monday, November 27 Deadline to submit Collection/Discrepancy forms ( products@gsctx.org) Deadline to submit Credit Card Reimbursement forms to GSCTX ( products@gsctx.org) Wednesday, November 29 All money should be in troop account with checks cleared Friday, December 1 ACH draft for Fall Sale

3 Table of Contents New Updates Pg. 3-4 Ways to Participate Pg. 4 Girl Delivered (Nut Promise) Pg. 5 Unify: Troop Set-Up Pg. 6 Unify: Enter Orders Pg. 7 Unify: Troop Cupboard Pg. 7 Product Delivery and Distribution Pg. 8 Unify: Enter Rewards Pg. 8-9 MyCreation Custom Patch Pg. 9 Troop Closeout Pg. 10 Banking Pg. 10 Entering Deposits/Girl Payment Pg. 11 Step-by-Step Manuals Pg. 12 Important Reminders Pg. 12 Parent Meeting Agenda Pg. 12 QSP Online Site Information Pg. 13 New Updates for 2017 Fall Sale Theme: Unleash the Hero Inside! Mascot: Superhero Cat All nut, magazine, tumbler, and organic veggie orders will be visible in Unify after purchase. Girls MUST be registered in Volunteer Systems for the 2018 membership year by September 15th for her name to be in Unify by October 1. GSCTX will continue to upload girls who register after September 15th. Troop Fall Product Manager only responsible for updating/reviewing orders * Contact information * Bank Deposits Troop Fall Product Manager NOT responsible for updating * Adding girls to Unify * Manually entering online orders * Manually entering s * Manually entering online Girl Delivered (Nut Promise) orders (these are automatically synced to each girl s Girl Dashboard upon purchase) 3

4 MyCreation Custom Patch Girls can earn/create their own custom patch via MyCreation * Must sell $200+ in ONLINE sales * Mailed directly to girls Troop leaders can create their own custom patch via MyCreation! * Leaders whose troops average $400 in ONLINE sales * Patch mailed to leader Instructions 1. Go to MyCreation (In Unify) 2. Create your character and choose from unique eyes, mouths, accessories, etc. 3. Edit as often as girl wants 4. Leaders can build their own personalized avatar as part of the troop AND see all girl troop member patch creations! 5. Girls who sell $200+ in ONLINE sales receive an (to address registered in Unify) after the sale 6. Girl will edit and/or confirm her design 7. Parent will provide shipping address and submit girl design 8. Patch mailed in roughly 4-6 weeks NEW 2017 Nut & Candy Items Salt & Pepper Cashews: Cashew halves seasoned with a blend of salt and cracked pepper Dill Pickle Peanuts: Lightly roasted peanuts sprinkled with delightfully tangy dill New label on Whole Cashews - now in Girl Scout Green NEW 2017 Magazine Store Items (Treated as magazine orders. Girl earns rewards and troop earns $2.00/item in proceeds) Tumblers Water Bottles Organic Veggies Ways to Participate Product Sale Type Money Collection Delivery to Customers Troop Proceeds Nuts & Candy Magazines, Tumblers, Organic Veggies, and Photo Keepsakes In-Person Girls collect money from customers when items are delivered and turned in to troop Delivered by girls to customers Online Customer pays online Automated from vendor 35% of Sale or 37% for C/S/A opt-out troops 35% of Sale or 37% for C/S/A opt-out troops Online Customer pays online Automated from vendor $2.00 per product sold 4

5 Girl Delivered (Nut Promise): What is it? Girl will have the option to include a third link to the Girl Delivered (Nut Promise) link within their s to potential customers. When adding s to Unify, girls/parents must check the box next to the peanut for the Girl Delivered (Nut Promise) to be included (see below.) Parent(s)/guardian(s) will receive a pop-up box to confirm that a Girl Delivered (Nut Promise) link is to be included. Orders from Girl Delivered (Nut Promise) will automatically transfer to her Girl Dashboard. Customers will pay the Girl Scout directly once the Girl Scout delivers the product. (This offer should be sent to local customers ONLY so that there is no shipping cost.) * NO late orders accepted * All orders must be in the system by October 19, 2017 NEW THIS YEAR: Girl Delivered (Nut Promise) orders count toward a girl s online order total and to her MyCreation Patch REMINDER: Girl Delivered (Nut Promise) orders automatically sync to Girl Dashboard. Troop Fall Product Coordinator or Parent/Guardian DO NOT need to enter Girl Delivered (Nut Promise) orders. Entering these orders will DOUBLE girl s product. Parent/guardian will be financially responsible for all excess product. 5

6 Unify: Troop Set-Up 1 Log in, select Troop Dashboard, and enter or update your troop s information: 3 Verify that the correct grade level is selected under Rosters, then SAVE 2 Update or enter ALL contact information under My Info 4 Under the Manage Orders tab, select either With Rewards or Without Rewards * Daisy/Brownie/Junior troops MUST select With Rewards * ONLY Cadette/Senior/Ambassador troops may select Without Recognitions. 6 You re done!

7 Unify: Enter Orders October (Nut and Candy Orders): 1. Collect nut and candy order brochures from girls 2. Click the pencil icon next to each girl s name 3. Enter all order quantities 4. Once you have entered the girls nut order(s), click SAVE 5. The reward order will calculate and default to the first choice, click SAVE 6. Continue to add remaining orders 7. After ALL orders have been entered (including parent/guardian-entered orders), click the pink Submit Troop Order button 8. All orders must be in the system by October 19, 2017 at 11:59 PM or you will be locked out of the system Unify: Troop Cupboard By October 19: Troops can use the Troop Cupboard line in Unify to order any extra product for the troop stock Note: Any extra orders placed WILL BE the troop s responsibility to pay for/transfer to girls and collect money Enter extra items in the Troop Cupboard * Click Add Troop Cupboard Order * Enter quantity * Click SAVE By October 31: Transfer products from Troop Cupboard to the individual girls who sold/delivered product in order for girls to earn appropriate rewards. (The girl will not earn rewards for these products if they are left in Troop Cupboard.) Enter the Volunteer Patch order in the Troop Cupboard at this time (1 per troop) * Click Add Troop Cupboard Order * Enter 1 for Volunteer Patch No product can be returned. If product cannot be delivered and no girl in your troop would like extra items to sell, notify your Service Unit Fall Product Manager immediately to see if it can be transferred to another troop. 7

8 Product Delivery and Distribution Week of November 3-11: Product will be delivered to Service Units. Your Service Unit Fall Product Manager will inform you of the location and time to pick up your troop s order Date: Time AM/PM Count your order Make sure you sign a receipt for the products and ask for your copy. Keep your copy for your records When distributing products to parent(s)/guardian(s) of girls * Sort based off girl order card of pull the Nut & Candy Delivery Ticket by Girl (found under Deliver tab) * Provide a receipt with number of items * Have parent(s)/guardian(s) sign the receipt as well as you * DO NOT release products without counting product and having the parent(s)/guardian(s) sign a receipt * Make sure each receives a copy of the signed receipt Remind parents that product should be stored in a cool, dry location. Texas is HOT; parent(s)/guardian(s) are responsible for any product that melts after product receipt is signed. Unify: Enter Rewards November 8-14: Enter Reward Orders 1. Click on the pencil icon next to each girl s name 2. Once you have entered the girl s nut order, click SAVE 3. The reward order will calculate and default to the first choice, click SAVE For girls who sell 35 Nut Items OR 100+ units, you must make a choice in rewards or she will automatically receive the default choice. 4. Continue to add remaining orders 5. All reward orders must be in the system by November 14, 2017 at 11:59 PM or you will be locked out of the system REMINDER: 8 You can add a volunteer patch under Troop Cupboard! (Maximum of 1 per troop.)

9 Nut & Candy Sales 2017 Fall Product Program Girl Rewards Rewards are cumulative. GS Dough is non-cumulative. 10 Nut Items Thunderbolt Patch 20 Nut Items Be Fearless! Patch Reward 35 Nut Items Small Superhero Cat Plush OR Virtual Reality Viewer 50 Nut Items Comic Book Design Set 75 Nut Items Goal Achiever Patch and Personalized T-Shirt 5 Troop 2 Troop Items Share Patch Magazine/Memories Sales 3 subscriptions Unleash the Hero! Patch 5 subscriptions Jelly Bracelets (3-pack) 7 subscriptions Check Meowt Charm Reward 10 subscriptions Mag Super Seller Patch and LED Cat Watch 15 s Online Patch Combined Reward 100 Combined Units Large Superhero Cat Plush & 100 Club Patch OR Cat Headphones & 100 Club Patch OR $35 GS Dough & 100 Club Patch $200 in Online Sales (INCLUDES Girl Delivered (Nut Promise!)) MyCreation Custom Patch Earn an additional $15 in Girl Scout Dough for every additional 25 combined units over 100! How do girls earn the MyCreation Patch? Girl Scout must sell $200 in the online magazine and/or online nut store NEW THIS YEAR: Girl Delivered (Nut Promise) orders count as online sales REMINDER: Girl Delivered (Nut Promise) orders count towards your $200 in online sales! 9

10 Girl Rewards December: Rewards Girl rewards shipped to Service Units Service Unit Fall Product Manager will inform you of your rewards pickup location/time Count and verify each item you receive prior to distributing to girls! Alert your Service Unit Fall Product Manager right away if there are any discrepancies Troop Closeout Turn in to your Service Unit Fall Product Manager: Parent Permission Forms ( by September 15) Complete Troop Fall Survey found in Fall Resources on the GSCTX website. Banking By Friday, October 13 Turn into the Kodosky Service Center (Austin) by November 27, 2017: Credit Card Reconciliation Form Discrepancy/Collection Form Both may be scanned and ed to products@gsctx.org By Money, November 27: Turn in ACH form via ACH Google Form or paper form to products@gsctx.org (NEW troops and troops that did not participate in 2017 Cookie sale ONLY) Week of November 20: Turn in any Collection Forms for parent(s)/guardian(s) who owe a balance for product checked out to them Turn in any Discrepancy Report Forms for bounced checks and/or counterfeit money Deposit all money (including donations) into the troop bank account * Make sure all checks have driver s license number, phone number, and are not less than $14 or more than $100 in value * Any checks that do not follow these rules and bounce will NOT be reimbursed Write a receipt for every parent/guardian turning in money and keep a SIGNED copy By Wednesday, November 29: ALL money should be in troop account and checks cleared Friday, December 1: ACH withdrawal of the council portion for the Fall Product will occur How to Calculate Amount Due GSCTX? Example: Dollars Sold (Nut & Candy) $1, Troop Proceeds: $1,000 x 35% = $350 PLUS Total # of Mag. Subscriptions (Online) 10 X $2 = $20 Total Troop Proceeds are $350 + $20 = $370 Amount due to GSCTX is $1,000 - $370 = $ Any ACH withdrawals that bounce due to insufficient funds will be re-drafted the following week. These re-drafts will continue up until all GSCTX funds have been collected. Find additional banking info in the Troop Banking Manual.

11 1 2 3 Unify: Entering Deposits & Girl Payment In order to reconcile troop accounts, troops should enter all banking deposits into Unify. Log in to: Click Financials tab Click Add Troop Deposit 1 Girl Payments Click the Manage Orders tab 4 Enter in the Transaction Date Click Girl Payments Click the + next to the girl Enter Amount Paid and Date Paid 5 6 Select Account Name (you will not select your actual troop account) Enter the amount of the deposit 7 8 Click SAVE Your Troop Bank Summary should balance to $0 once all of your deposits are entered 5 6 Click SAVE Payment will be added and you can add payment to another girl or edit payment 11

12 Unify: Step-by-Step Manuals For additional instructions on Unify, visit the Girl Scout Information Trefoil and select Program Info & Activities Reminders Nuts and Candy: October 1 - October 14, 2017: Girls take orders from family and friends for nut and candy items The troop will be responsible for all products ordered Don t forget the Troop 2 Troop Program! This is an opportunity for girls to receive $5 donations to help purchase nuts for our military. (Option not available online at this time.) Money is collected when product has been delivered Sample Parent/Guardian Training Agenda Important deadline dates 2. Troop contact information 3. New changes 4. Nut & Candy items 5. Rewards 6. Goal Setting 7. Money turning in procedures 8. Receipts

13 Unify: How-To Guide for Troop Coordinators 1 Troop Fall Product Coordinator should login at * Returning Participant: If a coordinator is already registered (from prior season in QSP/Nut Online), click on Returning Participant, then log in. * First-Time Visitor: If a Girl is completely new to selling Fall Products Online, parent will click on First Time Visitor to create an account. 3 Track Troop Sales Clean-looking dashboard that shows troop s key statistics * Overall Sales * Nut Sales * Magazine/Photo Keepsakes Ability to see more traditional reports in Excel and PDF 2 After you log in or set up an account, you can begin setting up your troop s page. 4 MyCreation : Troop Fall Product Coordinator Patch Take Action Project: Troops can choose to add a Take Action Project they are currently working on Messaging: Troop can post message(s) visible to girls/parents whenever they log into Unity Girl Activity: Quick stats on troop online sales, girls who earned their online patch, and each girl s key metrics for her sales Manage Orders: Enter girl orders and select rewards MyCreation :Coordinators can design their own MyCreation patch. If the troop averages $400 in ONLINE SALES, the coordinator will receive a free patch! For Each troop that reaches $400 in online sales, its Troop Fall Product Coordinator will be eligible to customize their own (Free!) personalized avatar NEW! Online Girl Delivered (Nut Promise) orders DO count as an online sale 13

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