Troop #: Leader s name: Phone: Service unit name: Service unit #: Service unit cookie coordinator (SUCC): Phone: Address:

Transcription

1

2 Troop information Troop #: Leader s name: Phone: Service unit information Service unit name: Service unit #: Service unit cookie coordinator (SUCC): Phone: Address: Service unit booth sale coordinator: Phone: Region name: Regional cookie manager: Phone: Girl Scouts San Diego office: (619) or (800) Cookie website: sdgirlscouts.org/cookies The Girl Scout Promise On my honor, I will try: To serve God* and my country, To help people at all times, And to live by the Girl Scout Law. *The word God can be interpreted in a number of ways, depending on one s spiritual beliefs. When reciting the Girl Scout Promise, it is okay to replace the word God with whatever word your spiritual beliefs dictate. Girl Scouts of the U.S.A., Mission Statement "Girl Scouting builds girls of courage, confidence, and character, who make the world a better place." The Girl Scout Law I will do my best to be honest and fair, friendly and helpful, considerate and caring, courageous and strong, and responsible for what I say and do, and to respect myself and others, respect authority, use resources wisely, make the world a better place, and be a sister to every Girl Scout. Cookie Program Girl Scouts of the USA is the premier leadership organization for girls. The $800 million Girl Scout Cookie Program is the largest girl-led business in the country and generates immeasurable benefits for girls, their councils and communities nationwide. Through the Girl Scout Cookie Program, girls develop five essential skills: goal setting, decision making, money management, people skills and business ethics. 2

3 Troop Cookie Manager Timeline & Checklist... 4 Chapter 1: Cookie Program Basics Cookie Program Theme... 8 Troop Cookie Manager Role... 9 Cookie Program Basic Facts & Policies New for the 2013 Cookie Program Super Six Cookie Club Girl Rewards Operation Thin Mint Troop and Council Proceeds Chapter 2: Training Troop Materials Training Girls & Parents/Guardians Preparing for a Troop Family Cookie Party Parent/Guardian Training Script Girl Training Script & Goals Chapter 3: Starting Inventory & Warehouse ebudde Computer Specifications ebudde: Log On ebudde: Troop Set-up FAQs for Ordering Cookies Place the Starting Inventory Order Schedule Warehouse Pick-up Time ACH Delivery Day Receipts Chapter 4: Inventory Reorders/Cookie Cupboard Orders Managing Your Time and the Troop s Inventory Tracking Inventory in ebudde Tracking Girl Sales Totals and Payments Booth Sale Recorder Troop-to-Troop Transfers Tips for Handling Unsold Cookies Chapter 5: Booth Sales Booth Sales Credit Card Payments Booth Sale Policies Online Booth Scheduling System Chapter 6: Managing Finances Money Handling & and Collection Procedures Council Proceeds Payment & Banking FAQs Financial Responsibility Outstanding Balances Chapter 7: Wrap-up Final Paperwork Ordering Rewards Finalizing ebudde Sales Report Recording Outstanding Balances Chapter 8: References Girl Scout Cookie Glossary and Reference Troop Cookie Manager Calendar Index

4 November - January: Pre-sale activities Attend TCM training by service unit cookie coordinator (SUCC). Review VIP etraining or take TCM test out (must have 2 years of TCM experience for test-out): vipetraining.littlebrownie.com. Verify any troop or parent/guardian outstanding balances with SUCC. Verify with service unit registrar that all girls in troop are registered. Log in to ebudde to set up troop when SUCC gives you access. (page 35) Meet with troop leader to plan girl and parent/guardian training/cookie party. (page 23) Hold a Troop Family Cookie Party and training with parents/guardians and girls. (pages 24-32) Jan. 18: All ages Cookie Rally at Town & Country! Cookie Program logistics Jan. 2 Jan. 31 Service unit booth sale lotteries. See your SUCC for date and time. (page 58) Jan. 11 Troop starting inventory order and delivery appointment due in ebudde by 11:59 p.m. (pages 37-40) ACH electronic debit information due on website. (page 41) Jan. 26 Troop cookie pick-up from warehouse and distribution to parents/guardians. (pages 42-43) Jan. 27 Mar. 10 Individual and door-to-door sales. Jan. 28 Cookie cupboards open for new orders and full case exchange (see pages for cupboard instructions). Feb. 2 Inventory received up to 11:59 p.m. will be counted towards the initial payment ($2/box). (page 69) Feb. 4-8 Troop inventory awareness week. Feb. 4 Military and older girl lottery opens (see pages 59 and 62 for detailed dates/times). Feb. 5 Contact Product Sales if your troop does not have funds to make the complete first payment. (page 69) Military and older girl lottery Round 2. Feb. 6 Military and older girl lottery Round 3. Feb. 7 All sites become available in the ebudde booth scheduler. (page 62) 4

5 Feb. 8 Mar. 3 Booth sales (door-to-door sales may continue until the end of the sale). Feb. 11 Funds for initial payment must be in troop bank account by end of business. (page 69) Troops may order mixed cases (i.e. 8 Tagalongs and 4 Trefoils = 12 boxes). Individual boxes may be exchanged at this time. (page 46) Feb. 13 Last day for parents/guardians to return unsold cookies to troop (if the TCM permits parent returns). Feb. 18 Unlimited sites available on the booth scheduler. President s Day. Feb. 22 Troop initial payment information uploaded in ebudde. Mar. 3 Booth sales end. Last day for new orders at cupboards. Mar. 10 Cookie Program ends. Last day for Cadette/Senior/Ambassador troops to return cookies (up to 60 boxes) to cupboard. (page 11) Mar. 13 Finalized troop data and rewards submission due in ebudde by 11:59 p.m. (pages 74-78) Funds must be deposited in troop account for balance due by the end of business. (page 69) Submit parent/guardian or troop outstanding balance paperwork, if applicable, to SUCC. (pages 74 and 78) Complete the TCM Survey: surveymonkey.com/s/2013tcm. May June Reward distribution. 5

6 6

7 7

8 The Girl Scout Cookie Program is the largest girl-led business in the country and generates immeasurable benefits for girls and our community. Girls set cookie goals to support their chosen activities for the year, to fund community service and leadership projects, to attend summer camp, to travel to destinations near and far and to provide events for girls in their community. The Girl Scout Cookie Program helps girls develop 5 key business and leadership skills that last a lifetime: 1. Goal setting as she sets cookie sales goals individually and with her team and creates a plan to reach them, she develops cooperation and team building skills along the way. 2. Decision making as she helps decide how her team will spend their cookie money, she furthers her critical thinking and problem solving skills that will help her throughout life. 3. Money management as she takes cookie orders and handles customers money, she gains valuable and practical life skills around financial literacy. 4. People skills as she learns how to talk to, listen to and work with all kinds of people while selling cookies, she develops healthy relationship and conflict resolution skills she can use throughout her life. 5. Business ethics as she is honest and responsible at every step of the Cookie Program, her business ethics reinforce the positive values she is developing as a Girl Scout. Troop activity guides and other great program resources for troop leaders can be downloaded at sdgirlscouts.org/cookies. 8

9 Thank you for volunteering to manage your troop s cookie logistics! As the troop cookie manager (TCM), you will: Attend troop cookie manager (TCM) training. Maintain regular communication with service unit cookie coordinator (SUCC) and troop leader regarding cookie inventory and sale updates. Inform and train girls and adults about all aspects of the sale, including safety guidelines and participant responsibilities. Obtain signed participation agreements before distributing order cards and other sale materials. Coordinate troop cookie inventory including ordering, re-ordering, distribution, and transfer of cookies for the troop. Coordinate troop s booth sales with the SUCC; convey relevant policies and guidelines to adult volunteers. Maintain accurate records of inventory and money transactions with girls/adults by collecting signed receipts. Collect all money due and make frequent bank deposits. Submit troop ACH bank information online according to timeline. Submit outstanding balance reports to SUCC and finalize troop ebudde information by specified deadlines. Transport and provide storage space for cookies. Distribute reward items to girls in a timely manner. Promote the Cookie Program in a positive and consistent manner, particularly in relating the Girl Scout Cookie Program to the mission of Girl Scouts. Troop cookie managers are responsible for all cookies ordered; cookies cannot be returned. Any failure to account for money or cookies may result in legal action. More details about the TCM role and responsibilities may be found on the Troop Cookie Manager Volunteer Position Description and Agreement. 9

10 Cookie details All cookies sell for $4 a box. Cookie varieties: Thin Mints, Samoas, Tagalongs, Trefoils, Do-si-dos, and Savannah Smiles. All cookie varieties have 0 grams trans fat and no high fructose corn syrup. Three varieties have no hydrogenated oils: Trefoils, Do-si-dos and Savannah Smiles. Two varieties are nut-free: Trefoils and Thin Mints. Little Brownie Baker, who makes our council s Girl Scout Cookies, uses as little palm oil as possible in our cookies and purchases GreenPalm certificates to offset 100 percent of their palm oil use. Official start date Sunday, January 27, 2013 at 9:00 a.m. Participation policy (see Participation Agreement for full policies) All girls must be registered Girl Scouts with a signed participation agreement. All troops must have a registered adult cookie manager who completes cookie training and a background check: sdgirlscouts.org/volunteer-application; password: cookies. Troops will be notified in the following circumstances: o Individuals with outstanding balances from previous product sales may only participate in booth sales until the balance is paid in full. They may not handle inventory or money. o Troops with outstanding balances from previous product sales or pending financial paperwork will not be allowed to participate in the Cookie Program until they are in good standing. Girls with guardians in more than one household should obtain separate, signed Participation Agreements. Each household handles its own cookie products and money as to protect them from incurring the other s cookie debt. Safety first! Girls should: Have adult supervision at all times. Sell door-to-door and at booth sales only until 8 p.m. Use only their first names. (Give troop leader or cookie manager s name/phone if customer requests contact information.) Online marketing Girls may: , text, use Cookie Club (our secure website) to inform and take orders from friends/family/previous customers; girls who are 13 or older may also use social networking sites such as Facebook and Twitter to sell cookies (they must follow the council and GSUSA guidelines on girlscouts.org/cookies). Girls may not: send blast s to a work distribution list or post online ads for Girl Scout Cookies on Craigslist, ebay, or any other website that collects payment or is open to the public. Money collection & handling procedures (see pages for full money handling policies) Collect money from customers only when cookies are delivered. Troop proceeds belong to the troop, not to individuals. Girls or their parents/guardians may not accept online payment for Girl Scout product. Troops will make two council payments via ACH withdrawal from the troop bank account. 10

11 Walkabouts (door-to-door sales) - Sunday, Jan. 27 Sunday, March 10 A walkabout is a mobile cookie sale where girls (accompanied by adults) sell in residential areas or on public (not commercial) property. Remember every day is a walkabout day! Walkabouts may be organized by a troop or individual girls with their parents. Walkabouts are prohibited on private property (shopping centers, parking lots, schools, religious institutions, business/retail locations, etc.). Girls may do walkabouts in any neighborhood within San Diego and Imperial counties. Girls may sell to friends and family within any Southern California neighborhood, thanks to an agreement with the other Southern California councils. Booth sales - Friday, Feb. 8 - Sunday, March 3 (see pages for complete booth sale policies) Booth sales allow girls to sell cookies at grocery stores, religious institutions, banks and other private locations. The troop cookie manager must coordinate all booth sales (on behalf of the troop) through the service unit cookie coordinator. For safety reasons, two adults (one registered and background checked) must remain at each booth sale at all times. Girls may set up booths (standabouts) in front of their own residences only during these dates. Exchange and return policy Once they have been signed for by the troop, cookies may not be returned to the council. o The exception to our return policy is that Cadette, Senior and Ambassador troops/groups may return up to 60 boxes anytime during the sale. (In order to use this privilege, troops must not have accepted transfers in and the cookies may not be from the troop s initial order.) Mixed level troops with younger girls (Daisy, Brownie, Junior) may not return. All troops may exchange cookies for other varieties at cupboards beginning Mon., Jan. 28. (See pages for cupboard ordering/exchange instructions.) Troops may accept 1-2 unsold cases from each girl back into the troop s inventory if they can use them at booth sales or to fill girl orders, until Wednesday, February 13. Troops are financially responsible for all cookies received. (page 70) Damaged boxes may be exchanged at cupboards. Are Girl Scout Cookies tax-deductible? Yes and no! While cookies purchased for personal or group consumption are not tax deductible, Operation Thin Mint (OTM) donations are, because customers do not benefit directly by donating to the program. Please report OTM contributions of $250 or more to Girl Scouts San Diego so we can provide an official receipt to the customer. Many companies will match charitable donations. To find out if your employer has a matching gift program, see your company s employee benefits manager. Disregard of any Cookie Program policies may result in the following: Warning that the behavior does not fit into Girl Scout standards. Troop: lose highest proceed rate and/or lose opt-out privilege if an older girl troop. Girl: lose highest reward earned and/or cannot check out or return cookies. Lose remainder of booth sales. 11

12 Super Six = Super simple sale! (see page 14 for details) Girls will offer the six best-selling cookie varieties. Our lineup will be: Thin Mints Samoas Tagalongs Trefoils Do-si-dos Savannah Smiles Girls entered into a drawing for an ipad Every girl who sells 200 or more boxes of cookies has her name automatically entered into a drawing to win an ipad even girls in troops that opt out of rewards! To qualify, Troop Cookie Managers simply assign at least 200 boxes to an individual girl s name in ebudde by Wednesday, March 13. We ll announce a winner later that month. Initial order rocker patch Each troop will receive a starting inventory recommendation based on their previous year s initial week of sales. Every girl who follows her troop s per girl average recommendation will receive an Initial Order Rocker patch. See page 37 for details on initial order recommendations. Cookie Club rocker patch Girls who send at least 12 Cookie Club ask s (do not need to result in orders) will receive the new Cookie Club rocker patch. See page 15 for details about Cookie Club, our secure online order-taking system. Goal achiever rocker Girls must set and reach their goal (at least 12 boxes to meet Cookie Program participation requirements) to earn the Goal Achiever rocker patch. TCMs enter each girl s box goal in the Girls tab in ebudde. (pages 51 and 52) New boxes Our cookie boxes have been updated to reflect today s Girl Scout Cookie Program with fresh images, earned Awards, the 5 Skills and information about our organization. 12

13 Submit troop ACH information online only! That s right paper ACH forms are a thing of the past! Now troops only need to submit their troop banking information online: sdgirlscouts.org/ach. Rewards (page 16) Girl Scouts San Diego will not send reward verification letters for 525+ box levels; girls will receive the reward listed in ebudde. Any reward adjustments and exchanges must be made by Wednesday, May 15. Cookie Bucks will be given as an alternative reward if a girl provides at least three week s cancellation notice for a reward event or camp. (For example, for a cancellation four weeks before a camp session starts, girls receive $100 Cookie Bucks as an alternative. A cancellation two weeks in advance does not qualify for an alternative or credit.) Booth sales recorder Track your troop s booth sales in ebudde and assign box credits to girls right from your smartphone or your computer with ebudde s new booth sales recorder. See pages 53 and 54 for details. Accept credit cards at booth sales Troops now have the option of accepting credit cards at booth sales! Does it make cents for your troop? See page 59 to find out. Easier training options for experienced TCMs If you are an experienced TCM (at least two years), you may test out of the TCM training. You will still need to meet briefly with your SUCC to turn in your agreement, learn about service unit specific dates and procedures, and pick up materials. Your SUCC has details about this option. Experienced TCMs also have the option of receiving the TCM Cookie Bite Handbook, an abbreviated version of the full TCM Handbook. All TCMs will be responsible for information in the full TCM Handbook, regardless of whether they received the Cookie Bite. The full TCM Handbook is available for download at: sdgirlscouts.org/cookies Direct customers to your booth sales! Customers can use our mobile or online Cookie Locator application to find a booth sale nearby. (sdgirlscouts.org/cookies) Remember to keep the information current by cancelling (in ebudde) any sites that your troop cannot use. 13

14 The Girl Scout Cookie Program is a hands-on leadership and business program for girls. This cookie season, girls will learn the business basics behind offering the Super Six cookie varieties. By focusing on America s most beloved cookie favorites and streamlining delivery and logistics, the Cookie Program is easier and more cost-effective for girls and volunteers. Our council has joined a pilot project designed to make our Girl Scout Cookie Program as strong as it can be. This year, girls will offer customers the bestsellers known as the Super Six a premium selection of the most popular Girl Scout Cookies. Our cookie lineup will be: Thin Mints Samoas Tagalongs Trefoils Do-si-dos Savannah Smiles Why offer only six cookies? Nearly all cookie customers say one of these six is their favorite cookie. By focusing our inventory on America s most beloved cookie favorites and streamlining delivery, we will make everything easier for girls and volunteers. By only selling the most popular varieties, we allow girls to successfully reach their goals while reducing the potential for leftover packages of varieties that appeal to more limited audiences. Research from Little Brownie Bakers shows that the five core cookie varieties (Thin Mints, Samoas, Tagalongs, Trefoils and Do-si-dos) appeal to the vast majority of customers (more than 80 percent). Each additional cookie variety is intended to reach new customers who would not otherwise make a purchase from a girl. However, we have found that the additional varieties provide only a minimal increase in the sale and create a disproportionate amount of additional expense, complexity and effort. You may have noticed this trend yourself. We still have the opportunity to provide customers with one cookie variety in addition to the five bestsellers. Based on our customers preferences, our council has selected Savannah Smiles. These popular lemon wedge cookies are cool and crisp, with just the right number of lemon chips to deliver tiny bursts of flavor. We hope you agree that Super Six is certain to lead to a super experience for girls and an easier season for our busy volunteers. We look forward to hearing your feedback after your experience. Be sure to complete the Cookie Program survey: surveymonkey.com/s/2013tcm. Please accept our sincere thanks for all you do to help girls during Cookie Season and all year long. 14

15 Cookie Club is the faster, easier way to reach high goals! Girls can boost their sales and reach their goals when they use Cookie Club to ask for orders online. (Delivery and payment transaction must be done in person see GSUSA guidelines on girlscouts.org/cookies.) Girls who send at least 12 Cookie Club ask s (do not need to result in orders) will receive the new Cookie Club rocker patch. Customers fill out an electronic order form and return cookie promises which appear automatically in the girl s Cookie Club account. Girls can print their list of orders for parents/guardians to review, sign-off and submit to the TCM. Cookie Club is a safe, password-protected website. Only cookie orders along with Cookie Club supplied messages from a drop down can be received by the girl. No personal information is ever revealed. With Cookie Club, girls can: Ask customers for online orders*. Learn about goal-setting and track their progress. Review safety information and take an online quiz prior to using the site. Locate selling tips to help them reach their goals. Record their customer lists so they can be saved and reused each Cookie Season. *Girls still must deliver cookies and collect payment in person. Customers order nearly twice as many cookies online! The top five reasons you ll want to make sure your Girl Scouts are using Cookie Club: 1. They can take online orders safely, using the selling power of the Internet. 2. Customers order nearly twice as many cookies online than they do in any other way! 3. Girls will stay excited about their sale as they track their progress towards their goals using the fun, online goal-tracker. It looks like a growing stack of cookie boxes! 4. Sending s and tracking progress online is faster and easier for the whole family. 5. They learn that technology is for more than talking to friends and playing games. Business technology can help them reach their goals. How can girls get started? Each girl must be set up by her TCM at cookieclub.littlebrownie.com. Or you can automatically sign up your troop within ebudde rather than keying in each girl s information in Cookie Club. Go to sdgirlscouts.org/cookies for step-by-step instructions. 15

16 Girls earn individual rewards in addition to the troop proceeds (see page 19 for troop proceeds structure). Descriptions and pictures of the girl rewards are on the order card and in the Family Guide. Items are cumulative. For example, if a girl sells 200 boxes of cookies, she will earn all rewards up to and including the 200 level Daisy the Dog plush mascot. New this year Product Sales will not send reward verification letters. Girls will receive the items that are listed in ebudde (page 75), so be sure that parents/guardians fill out the reward choices on the Participation Agreement. Rewards for up to 425 boxes are distributed by your Service Unit Cookie Coordinator in May. Rewards for 525+ boxes are mailed to girls homes. To avoid delays, confirm that girls mailing addresses are correct on the Participation Agreement and in the Girl Scout registration database before the end of the sale. The troop leader or parent/guardian can check by logging into the girls accounts at sdgirlscouts.org/register. Registration letters for 525+ box events will be mailed in April. If girls have not received their letters by April 30, tell them to contact cookies@sdgirlscouts.org immediately. Any reward adjustments and exchanges must be made by Wednesday, May 15. Cookie Bucks will be given as an alternative reward if a girl provides at least three week s cancellation notice for a reward event or camp. (For example, for a cancellation four weeks before a camp session starts, girls receive $100 Cookie Bucks as an alternative. A cancellation two weeks in advance does not qualify for an alternative or credit.) Please note: Some reward substitution may be necessary, based on remaining inventory/event space availability. Daisy the Dog 200+ boxes T-shirt 120+ boxes 16

17 From Girl Scout troops to military troops Since 2002, local Girl Scouts and their customers have sent over 2 million boxes of cookies and countless handwritten notes to grateful military troops stationed around the world. How it works Girls ask their customers if they would like to donate to Operation Thin Mint. There is an Operation Thin Mint column on the girl order cards for customers to designate their donation. Girls collect money for OTM when they deliver cookie orders. If a customer ONLY donates to OTM, girls collect money at that time. Girls always give customers a receipt for OTM donations. Girls record money collected and keep track of their OTM donations on their order card or the OTM transaction log. Troops receive proceeds for OTM, just like the other cookies. Your troop will not physically receive OTM cookies and they do not come out of the troop s inventory; they will be shipped directly to military bases. Enter girls OTM credits in the OTM column on the Girl Orders tab in ebudde, just like physical boxes. OTM rewards Girls earn rewards for selling OTM cookies. (OTM boxes sold also count towards regular girl rewards, see page17.) Please note: Cadette, Senior and Ambassador troops/groups that opt out of rewards also opt out of OTM rewards, except for the OTM patch. OTM Patch 12+ OTM boxes Bandana 24+ OTM boxes 17 Charm Bracelet & Locket 36+ OTM boxes A World of Good charm and an invitation to attend a Superstar Reception at the OTM Sendoff! 100+ OTM boxes

18 Boost your OTM donations Tell girls and parents/guardians to ask ALL customers to donate to the Operation Thin Mint program. Remind customers that OTM donations are tax-deductable. Set up an Operation Thin Mint display at booth sales using these marketing materials (available from your SUCC, cookie cupboards or download from sdgirlscouts.org/cookies) and your imagination: o OTM box wrap so customers can see the box they re donating o OTM Help Send Cookies box-topper o OTM flyer Wrap a Thin Mint box. Make a Thin Mint case display. We need your help OTM note cards! We need approximately 100 cards from each troop so we can send one card with each box of cookies. Ask your customers, as well as your troop, to write encouraging messages on cards. Download blank note cards from sdgirlscouts.org/cookies. Operation Thin Mint Sendoff FREE EVENT! Invite your cookie customers. Mark your calendars: Saturday, May 4, 2013 at USS Midway More than 4,000 Girl Scouts and family members will gather aboard USS Midway to celebrate Operation Thin Mint Sendoff! Girls who sell 100+ boxes of OTM cookies are invited to a special OTM Superstar pre-event (see previous page 17). 18

19 Where does the money from each $4 box of cookies go? $ Troop proceeds (service projects, camping, travel, etc.) $1.84+ Council (activities, volunteer training, camp and other facilities, financial assistance) $1.12 Cost of cookies, program materials and events $.14 Girl rewards Troop proceeds Last year, 1,763 local troops earned an average of $1,218 by participating in the Cookie Program; 479 troops earned over $1,500 and 152 troops earned over $2,500! Proceeds are based on each troop s per girl average (total number of boxes the troop sold divided by the number of girls selling). Troop Per Girl Average (PGA) Proceed Rate boxes.65/box boxes.70/box boxes.75/box 276+ boxes.80/box Older girl troop proceeds Cadette, Senior and Ambassador troops* (multi-level groups that include Daisies, Brownies and Juniors are not eligible) have two cookie proceeds options (the troop must make a group decision): Or 1. Girls receive rewards (see order card or Family Guide) and the troop receives proceeds based on their per girl average (standard structure for all troops, above). 2. The troop chooses to opt out of girl rewards (including OTM rewards) to receive an additional $.10/box.* (These troops could earn up to.90/box!) Eligible girls will receive participation and OTM patches. *Even if an older girl troop has opted out of rewards, any girl in the troop that sells 525+ boxes will receive rewards from the 525 box level and above. (These girls are not eligible for OTM rewards.) Council proceeds All cookie proceeds stay in San Diego and Imperial counties to benefit local Girl Scouts. Troops earn funds for their activities and community projects, while the council's proceeds support events, programs, volunteer training, camps and facilities, plus the financial assistance that keeps Girl Scouting available and affordable for all. How are cookie proceeds spent by Girl Scouts San Diego? 88% Service to girls 7% Fundraising 5% Management 19

20 20

21 21

22 Your SUCC and local cookie cupboard have some additional materials. Many of these forms and this handbook are also available on the council website: sdgirlscouts.org/cookies. Girl and parent/guardian materials Order cards (2 per girl, distributed at cookie delivery) Money collection envelope (1 per girl) Family Guide (1 per family) Participation Agreement (1 per girl) Operation Thin Mint customer receipts (1 pad per girl) Troop resources TCM Handbook / Cookie Bite for experienced TCMs TCM Position Description and Agreement Credit Card Handbook and Kit Parent/guardian training script (pages 25-30) One box of cookies (for Troop Family Cookie Party/Training) 5 boxes for $20 sign Operation Thin Mint OTM flyer and box topper -- use at booth sales (1 set per troop) OTM box wrap (2 per troop) OTM note cards, A note to show we care Girls and customers can decorate and write words of support. Cookie Party Pack (page 24) Cookie sampler one box each of all 6 varieties! $21, while supplies last! (limit 1 per troop) Available in council stores in December Cookie mobile decorating kit (available for purchase in council stores for $2 or download for free) Troop paperwork M-3 receipt book (1 per girl) Money collection envelope (1 per troop) Online-only resources (sdgirlscouts.org/cookies) Weekly TCM Cookie Chat newsletters Booth Lottery Worksheet and Agreement Troop Booth Sale Worksheet Outstanding Balance Report Returned Check Reimbursement Request Cookie Club step-by-step instructions Office flyer Door hanger templates for girls to decorate How Many Boxes in a Case Thank you certificates 22

23 Before the girl/adult training Meet with the leader to: Set a date for a Troop Family Cookie Party/training. Talk about your plan for the troop cookie inventory (see page 49 for inventory plan). Talk about the importance of girl and troop goals girls should set goals before parent/guardian training. Explain troop proceeds structure (below, and on page 19). Explain Cadette/Senior/Ambassador reward opt-out option, if applicable. (page 19) Discuss booth sale plans. Select desired dates for booth sales to pick at the lottery. (page 58) Discuss other booth sale options (military & Cadette/Senior/Ambassador booths). (page 59) Discuss how to receive cookie money from parents/guardians. Materials to prepare before girl/adult training Read training script and fill in personalized dates where needed. (pages 26-30) Review other materials and fill in personalized information, as needed (i.e. girl first name only for safety on money envelopes). Answer the following questions prior to your training and ask your parents/guardians to fill in the answers on the Participation Agreement: Parents/guardians, ask your troop cookie manager (TCM): TCM contact info: When (day/time/place) do we pick up initial cookies? When (day/time) do we give our TCM additional orders? When will additional orders be ready for pickup? When is the money due? When may cookies be returned to the TCM? How many may be returned? How can I help my TCM? Troop proceeds The following applies to all troops, except for Cadette/Senior/Ambassador troops who can choose to opt out of the reward program and receive an additional $.10/box no matter what their per girl average (PGA). (page 19) Troop Per Girl Average (PGA) Proceed Rate boxes.65/box boxes.70/box boxes.75/box 276+ boxes.80/box 23

24 Supplies for parent/guardian training TCM Handbook Family Guide Participation Agreements Pens for taking notes and signing forms Sample cookies Have the website handy to give parents/guardians so they can download and print more materials if needed: sdgirlscouts.org/cookies. Optional (available in council stores in early December): Cookie Party Pack (see box below) Cookie mobile decorating kit Cookie Costumes Yard Sale signs Cookie mobile kits Cookie mobile decorating kits will be available in council stores beginning in December. Includes color pictures of each cookie and colorful, laminated COOKIE MOBILE letters for girls to cut out and decorate with. $2.00 (wagon not included). Cookie costumes are available to buy at council stores ($65). A limited number are also available for check out at Resource Centers. Cookie Party Pack for troop family cookie parties One box of each cookie variety, cookie recipe book, one cookie mobile decorating kit all for $21! Add plates, napkins, cups and invitations set for ten people, only $1 more. Available in council stores early December (limited quantities). For troops to use at parent/guardian trainings; limit one Cookie Party Pack per troop. 24

25 At the parent/guardian training Convey safety guidelines, important dates and sale procedures. Get all Participation Agreements signed at the same time. Involve parents/guardians with activities such as troop cookie delivery and booth sales. Distribute the Family Guide at the beginning of the training session. If you have younger girls in your troop, you may consider having a separate, supervised activity for them during the early part of the parent/guardian training. TIP: Hand out calendar with all troop dates. Overview The Cookie Program is the leading entrepreneurial program in America for girls. Girls learn these five essential life skills: Goal setting Decision making Money management People skills Business ethics The Cookie Program supports the troop with funds to do fun Girl Scout activities on their own, and it supports our council. All cookie proceeds stay in San Diego and Imperial counties to benefit local Girl Scouts. Troops earn funds for their activities and community projects, while the council's proceeds support events, programs, volunteer training, camps and facilities, plus the financial assistance that keeps Girl Scouting available and affordable for all. In addition, council proceeds maintain six council properties including four program centers: Balboa, Escondido, Carlsbad, and El Centro and two camps in Julian: Winacka and Whispering Oaks. Basic cookie sale information: Official Cookie Program start date is Sun., Jan. 27 at 9 a.m. Do not start selling or taking orders before this date/time. There are 6 cookie varieties: Thin Mints, Samoas, Tagalongs, Trefoils, Do-si-dos and Savannah Smiles. Each box costs $4. Collect money only when cookies are delivered. 25

26 Participation Agreement Review the policies and procedures on the Participation Agreement. Have parents/guardians read, sign, keep a copy and give you a copy before you continue with the training. The rewards will be coming in May. Please order sizes accordingly. Girls with guardians in two separate households should obtain separate, signed Participation Agreements. Each household handles cookies and cookie money separately. This is to protect individual households from incurring the other household s cookie debt. An adult must supervise Girl Scouts during all phases of Cookie Program participation (taking orders, selling and delivering cookies). Even if your daughter is the only girl at a booth sale, there must be two adults present at all times, one of whom must be registered and background screened. Ask parents/guardians to fill in bottom of the front and back pages as you go over information. Ensuring girl involvement Girls will have the cookies on the first day of the sale! They can decorate and pack a wagon or cooler on wheels and go around the neighborhood or other public places and sell cookies on the spot! If a customer wants cookies that you don t have, or doesn t have payment, tell them when you can come back with their order. Use your order card to record their information. If a potential customer isn t home when you stop by, leave a door hanger, flyer or other note saying when you ll be back. (Available at sdgirlscouts.org/cookies.) As a troop, we need to decide what our goals are and how many cookies we want to order. It is recommended that we order. [Refer to the customized letter you received from your SUCC.] How should our troop distribute the starting inventory equally amongst the girls, or each parent/guardian submits an individual order? You may post a flyer at work before the Cookie Program starts to let people know that cookies will be here on January 27 (flyers available online). Do not take orders before January 27. You are encouraged to take your daughter to work to take orders, or at least have your daughter write a note on the Office Flyer to put with her order card that tells something about herself and her troop s goal/plan for the cookie money they earn. It is great to have your daughter personally deliver the cookie orders whenever possible. If personal delivery is not possible, your daughter should participate in bagging the orders for you with the name and amount due for each, as well as enclosing a personalized thank you note. Girls may use online marketing tools , text, use Cookie Club (our secure website) to let friends, family and potential customers know that cookies are available. Girls who are 13 or older may also use social networking sites such as Facebook and Twitter to sell cookies (they must follow the council and GSUSA guidelines on girlscouts.org/cookies). Girls may not: send blast s to a work distribution list; or post online ads for Girl Scout Cookies on Craigslist, ebay, or any other website that collects payment or is open to the public. If your troop is using Cookie Club, explain how it works and suggest that girls use it. Girls who send at least 12 asks via Cookie Club will earn the Cookie Club rocker patch. 26

27 Girl order cards and dates Show the sample of the Girl Order Card) and demonstrate where parents/girls should fill in their first name, troop #, goals, dates and adult contact information. Review cookie varieties, cost ($4 per box), and girl rewards. All cookie varieties have 0 grams trans fat and no high fructose corn syrup. Three varieties have no hydrogenated oils: Trefoils, Do-si-dos and Savannah Smiles. Two varieties are nut-free: Trefoils and Thin Mints. Saturday, January 26 is cookie delivery. Once our troop has been assigned a time to pick up from the warehouse, I will advise you of a time to pick up your cookies from me. We will need a few cars to go to the warehouse to pick up the cookies. Who would like to come help? We will be at the warehouse for less than 30 minutes. Please be on time when picking up your cookies:. Allow enough time to count cookies and verify the quantities when you pick up. Every time you pick up cookies or turn in money, I will give you a receipt that we will both sign. The signed receipts transfer financial responsibility from the troop to you and vice versa. Make sure that you get always get a receipt from me and that you keep it in a safe place! I will hold your cookies for 4 days, after which time I will use them for other orders. You will receive order cards when you get your cookies from me. The official start date is Sunday, January 27 at 9 a.m. Do not sell before this date/time! We can pick up additional cookies at local cookie cupboards beginning Monday, Jan. 28. My first trip to the cupboard will be on. Remember to send me your requests by. To avoid over-ordering and to minimize your financial responsibility, ask for more cookies as you sell them. We can get additional cookies throughout the sale. Mon., Feb. 11: Funds must be deposited for the troop s first payment. It is important you bring me all money collected by to help our troop make this first payment. You may bring back boxes/cases of cookies by date. We will use this extra inventory for booth sales. [This is up to TCM s discretion returned cookies must be usable by troop for booth sales or to fill other girl orders.] The troop is not permitted to accept returns after this date you are responsible for cookies in your possession. 27

28 Booth sales Booth sales begin on Friday, Feb. 8. Booth sales are a great way to boost troop sales as well as increase individual girl totals. We must have two adults at each booth sale, even if there is just one girl. Each time slot is two hours. The girls will receive credit for booth boxes by dividing the number of boxes sold during each shift by the number of girls present for that shift. What days and times are you available to help? [Pass around a sign-up sheet.] Signed Permission Forms are required for each booth sale in addition to the Participation Agreement you just signed. You should not approach stores for permission to have a booth sale. Each community has a volunteer booth sale coordinator that approaches store managers and coordinates booth sale locations for all troops in the region. If you have contacts at locations that have not been open to Girl Scouts before, please inform me so I can coordinate through proper Girl Scout channels. Sun., March 3 is the last day to place new cookie orders at the cookie cupboards. The last day to request cookies from me is. Sun., March 10 is the last day of the sale. You will have to pay for any cookies left in your possession. You may continue to sell the cookies to friends, family and previous customers, but public sales are not permitted after the sale ends. Public sales are booths, walkabouts and door-to-door. Rewards Rewards arrive in mid-may. Rewards for up to 425 boxes are distributed by our Service Unit Cookie Coordinator in May. Please fill out your girl s reward choices on the Participation Agreement. Rewards for 525+ boxes are mailed to girls homes. To avoid delays, ensure your mailing address is correct on your Girl Scout paperwork and in the Girl Scout registration database before the end of the sale. Check by logging into your daughter s account at sdgirlscouts.org/register. Make sure you fill out your girl s 525+ level reward choices on the Participation Agreement so I can enter them into the cookie ordering system. Girl Scouts will no longer send reward verification letters. Registration letters for 525+ box events will be mailed in April. If you have not received your letters by April 30, contact cookies@sdgirlscouts.org immediately. Any reward adjustments and exchanges must be made by Wednesday, May 15. Cookie Bucks will be given as an alternative reward if a girl provides at least three week s cancellation notice for a reward event or camp. (For example, for a cancellation four weeks before a camp session starts, girls receive $100 Cookie Bucks as an alternative. A cancellation two weeks in advance does not qualify for an alternative or credit.) Please note: Some reward substitution may be necessary, based on remaining inventory/event space availability. 28

29 Money collection and handling procedures Refer parents/guardians to Participation Agreement and review money handling procedures (below) in detail. As you collect money, bring it to me often. Do not keep more than you are prepared to replace. I must deposit checks within 7-12 days of the date they are written. Please get them to me early. Allow enough time for us to count the money together and prepare a receipt. The signed receipt transfers financial responsibility to you from the troop when you pick up cookies; it also transfers responsibility from you to me when you turn in money. Do not send money to school with girls. Do not accept bills larger than $20. Girl Scouts San Diego does not reimburse us for counterfeit bills. The last day to turn in cookie money to me is [Funds must be deposited in the troop bank account by the end of business on Mar. 13]. After that date, you will have an outstanding balance and will have to pay this balance directly to the Balboa Service Center. Only take payment when delivering cookies. If a customer doesn t have money, schedule a day to return. Bring money to me often. Don t keep money (especially checks) more than 5-7 days. Submit funds to the troop within 5-7 days of receipt. Never deposit funds into a personal bank account. Policies for accepting checks Accept checks only from friends, family or people you trust. Be sure checks are preprinted with current name and address. Phone number must be preprinted or handwritten on the check. Get a driver s license number if possible. Make checks payable to Girl Scout Troop #XXXX. Do not accept checks over $100. If a customer spends more than $100, request multiple checks. If you have any reason to believe a check might be returned, request cash payment instead. Write your Girl Scout s first name on the memo line to help troop identify payments. Outstanding balance You are responsible for all boxes you receive from me. If you don t turn in the money owed to the troop by, we will have to turn in an outstanding balance report. Girl Scouts San Diego will actively pursue collections efforts through legal avenues. If you are having difficulty making deliveries, please contact me immediately. If caught early on, we can possibly fill another girl s order, transfer them to another troop, or arrange for additional booth sales. Outstanding balances must be paid in full by April 12, 2013 in order for rewards at the 525-box level and above to be awarded. Product Sales may have to make certain substitutions depending on availability. These mandatory policies and procedures will help ensure a safe and successful experience for your girl. Disregarding them may result in forfeiting rewards and/or troop proceeds. 29

30 Show the Operation Thin Mint Flyer. Operation Thin Mint (OTM) is a voluntary service project developed by Girl Scouts San Diego. Residents of San Diego and Imperial counties will again have the opportunity to donate to the program and send Girl Scout Cookies to military troops. After the Cookie Program is over, a variety of cookies (not just Thin Mints) will be shipped directly to the military. Local Girl Scouts and their customers have sent over 2 million boxes of cookies since 2002! Operation Thin Mint is a win-win project for girls, troops, council and the military, as OTM cookie box credits count toward girl rewards, contribute to troop and council proceeds AND bring a taste of home to the military. OTM benefits customers, too, OTM donations are tax deductible. Girls earn rewards for selling OTM cookies in addition to the regular rewards! Show OTM rewards in Family Guide. Taking orders for OTM donations On the girl order card, there is a column for Operation Thin Mint donations. Girls may use this column to track OTM donations. Show the Girl Order Card and point out the Donate Cookie Packages column where girls can record OTM donations. Each girl will receive OTM receipts to give to customers when they donate to the Operation Thin Mint program. Record OTM transactions on the order card or the OTM sales log that comes with each pad of receipts. [Show parents/guardians how to use the OTM sales log.] Customers do not choose varieties or physically receive Operation Thin Mint cookies. After the sale is over, a variety of cookies will be shipped directly to military bases and installations. Collect money for OTM donations when you deliver actual customer orders. Are Operation Thin Mint cookies tax deductible? YES! According to the Internal Revenue Service and Girl Scouts of the USA: Customers that donate to the Operation Thin Mint program do not benefit directly from the donation. They may treat the donation as a charitable contribution. Many companies will match charitable donations. To find out if your employer has a matching gift program, see your company s employee benefits manager. Tell your customers too! OTM note cards Another aspect of the Operation Thin Mint program is the handwritten notes that are sent with the cookies. Girls are encouraged to decorate cards or write a special message on the special OTM cards. The cards should be returned to your leader or a council office by May 1. Sign first name only no last names for safety reasons. Write positive and encouraging messages. Patriotic themes of the U.S. and happy scenes of home are great. Use lots of color and draw a picture. Use your imagination, have fun and be creative! Thank parents/guardians for coming and for supporting the Girl Scout Cookie Program. 30

31 This is a good time to pass out the cookie samples, if you haven t already done so. Basic cookie sale information: Official Cookie Program start date is Sun., Jan. 27 at 9 a.m. Do not start taking orders or selling before this date/time. There are 6 cookie varieties: Thin Mints, Samoas, Tagalongs, Trefoils, Do-Si-Dos and Savannah Smiles. All cookie varieties have 0 grams trans fat and no high fructose corn syrup. Three varieties have no hydrogenated oils: Trefoils, Do-si-dos and Savannah Smiles. Two varieties are nut-free: Trefoils and Thin Mints. There are pictures and nutritional information about each cookie on your order card. Each box costs $4. Collect money only when cookies are delivered. Explain booth sales to the girls if they are not familiar with them, how they work and the benefits. You will have cookies on the first day of the sale! You can decorate and pack a wagon or cooler on wheels and go around the neighborhood or other public places and sell cookies. If a customer wants cookies that you don t have or doesn t have payment, tell them when you can come back with their order. Write their contact information and order on your order card. If a potential customer isn t home when you stop by, leave a door hanger, flyer or other note saying when you ll be back. Safety rules Always have adult supervision. You should sell only in neighborhoods and areas that you know well. Do not sell after 8:00 p.m. Never go inside anyone s home when selling cookies. Always follow pedestrian and bike safety rules. Be careful when crossing streets. Use the sidewalks and don t cut across lawns. Only use your first name; do not give out your address or telephone number to customers. If customers need to call someone, give them your leader or my [TCM] name and phone number it will be on your order card. Rewards Show reward items in the Family Guide; items are cumulative! Cadette/Senior/Ambassador troops: Discuss troop proceeds options on page 19 (they don t have to decide until it s time to submit rewards). 31

32 Girl tips Be courteous and polite. Thank people whether they buy or not. Make sure that customers can tell you are a Girl Scout by wearing a uniform, Girl Scout t-shirt and/or pins while selling cookies. Contact customers who purchased cookies last year to see if they would like to order again. Know the names of the cookies and what each one tastes like. Know how much the product costs: $4 a box, or suggest 5 boxes for $20. Be able to talk about how our troop will use proceeds from the sale; customers like to know. Remember to explain the Operation Thin Mint program to everyone (especially anyone on a diet). A week after they bought cookies, contact customers to see if they want additional cookies. Visit sdgirlscouts.org/cookies for more great sales tips. Money tips Collect payment when you deliver cookies. Only carry small sums of money with you. Give it to your parents/guardians for safe keeping as soon as possible. Be careful making change. If a friend or family member wants to write a check for more than $100, get more than one check. The largest bill you can accept is $20. Be careful with the money collection envelope and order card. 32

33 33

34 ebudde is the web-based inventory management system that you will use to place your troop s starting inventory order, track the girls box credits and payments, record troop transactions and order girl rewards. Once you have received training from your SUCC, go to the following URL: ebudde.littlebrownie.com The ebudde system has been tested on a variety of computer types and different web browsers. Approved web browsers IBM compatible Microsoft Internet Explorer version 7.0 and higher, Firefox 3.0 and higher. Macintosh Safari and higher, Camino and higher, and Firefox 3.0 and higher. Approved computer specifications Firefox Internet Explorer Recommended minimums 700 MHz Pentium 3-1GB RAM 1.0 GHz Pentium 3 1GB RAM Recommended systems 1.0 GHz Pentium 4-1.5GB RAM 1.5 GHz Pentium 4 1.5GB RAM To verify your system specification, go to Control Panel, System. The general tab will display your system information. NOTE: If your computer s performance is slow, we recommend downloading the Firefox browser. This will typically increase your speed about 30%. The download can be found at mozilla.com. The ebudde system uses Microsoft Excel or Adobe Acrobat Reader for the printing of the reports. o o If you do not have Excel, a report viewer for IBM compatible systems can be downloaded from the following web address: microsoft.com/download/en/details.aspx?displaylang=en&id=10 To download Adobe Acrobat Reader, use the following web address: get.adobe.com/reader/ ebudde has scheduled time-outs at 2 hours of inactivity. ebudde will close out your session, logging you out if you have been inactive in the system for 2 hours. 34

35 All users 1. ebudde.littlebrownie.com 2. Username: your address 3. Password: samoas Previous users If you were your troop s TCM last year, your login is the same as last year. 1. Go to ebudde and enter the address you used last year. 2. Enter your address and the temporary password: samoas. (All passwords have been reset.) 3. Click Log On. 4. Change your password and enter your contact information. 5. Click Submit to save changes. New users Your SUCC will set you up as a user after your training. ebudde will send you an confirmation message with the following information: Your user name is your address. Your temporary password is samoas (all lowercase). 1. You will need to log into the system, change your password, and enter your contact information. 2. Click the link in the message you received. (TIP: Add this web address to your Favorites.) 3. Enter your address and the temporary password: samoas (all lowercase). 4. Click Log On. 5. Change your password and enter your contact information (see diagram below). 6. Click Submit to save the changes. 7. Click Log On. 35

36 Update your troop settings Your troop and the girls names will be uploaded from the council s membership database. If a girl in your troop is missing from ebudde, please contact your service unit registrar or council volunteer support coordinator for help. 1. Select the Settings tab. 2. Click Edit Settings, and update the information as needed (see table below). 3. When you are done making changes, click Update to save your information. Click Cancel if you want to exit this screen without saving your changes. 4. Add the troop leader and troop treasurer as View Only users. Note: Troop Leader/Cookie Chair has access to make changes in ebudde and on cupboard website. View Only users may only view information in ebudde and cannot access the cupboard website. Note: TCMs and troop leaders automatically get access to the Booth Sale Recorder. They should NOT add themselves as "Troop Booth Recorders" in ebudde. That is only for parents that need booth sale recorder access only. If a TCM adds themselves to this role, it will remove their ebudde access and only allow them to log booth sales! # Girls registered # Girls selling Troop goal (pkgs) Level No incentives/additional proceeds Bank name, routing #, acct # Previous sales year data points Remove The number of girls registered in the troop will be uploaded for you by council. This number is generated from the Girl Orders tab. NOTE: This number is what ebudde uses to calculate your troop s per girl average (PGA). Enter your troop sales goal here, in boxes. (Optional) This setting will affect a troop s ability to return cookies, so be sure it is correct. Select troop level or Group if you have multiple age levels. If you have a Cadette, Senior or Ambassador troop/group that has chosen to receive the higher level of proceeds (additional $.10/box) instead of rewards, select this option. Multi-level groups with Daisy/Brownie/Junior girls may not choose this option. Ignore this section. Enter your banking information on the ACH website, sdgirlscouts.org/cookies. For your reference only. Select the checkbox next to a contact name to remove a contact from the system. This will disable the person s ability to use the system. NOTE: Do not remove yourself! 36

37 How will troops know how many cookies to order? Troops that participated in the 2012 Cookie Program will receive a customized letter from their SUCC with suggested starting inventory amounts, based on their previous year s sales. New this year! When a girl follows her troop s starting inventory recommendation, she will receive an Initial Order rocker patch! We recommend that new troops (who have not previously sold cookies) order based on their region s average initial order from last year. We will provide the data for each region, program level and variety, so troops can make an informed decision. See page 37 for starting inventory details. We do NOT recommend that troops order booth sale cookies with their starting inventory order. (See box on page 39.) Can troops order individual boxes? Cookies are always ordered in multiples of 12 (12 boxes = 1 case). At the beginning of the sale, cookies are ordered in full cases of the same variety. On Monday, February 11, cookies may be ordered in mixed cases (i.e. 7 Samoas and 5 Tagalongs). (page 46) Can troops get more cookies? Yes! Warehouses and cookie cupboards will open beginning Monday, January 28, and will be very accessible for troops to pick up more cookies as needed. See pages for cupboard details. A real-time cupboard schedule will be on sdgirlscouts.org/cupboard. Can we exchange cookies for other varieties? Troops may exchange full cases for different varieties throughout the program, depending on available inventory. See cupboard schedule for locations/hours. Troops may permit parents/guardians to bring back 1-2 cases of unsold cookies until Feb. 13, for use at booth sales. If girls have cookies on hand, why do they need order cards? Girls will use order cards to: Track sales. Collect names and phone numbers of customers so they can call them back for reorders. Take orders if a customer doesn t have money at that time, or a girl doesn t have cookies. Post at their parents/guardians workplaces (if permitted by employer) Projected council variety percentage Thin Mints Samoas Tagalongs Do-si-dos Trefoils Savannah Smiles 31% 23% 15% 12% 10.5% 8.5% 37

38 Orders must be submitted by 11:59 p.m. (PST), January 11. The system locks after that time. There are five parts to submitting the starting inventory: 1. Enter the troop s starting inventory order*. 2. Check your order totals. 3. Submit and print your order. 4. Select delivery time. (page 40) 5. Submit troop ACH banking information. (page 41) *Council recommends that troops order based on their previous year s sales; the exact recommended amount is listed on the customized letter from their SUCC. See page 12 about the new girl initial order rocker patch. New troops: Your SUCC will give you a recommended amount specific to your troop s grade level based on your area s average cookie sales from last year, by variety. Enter starting inventory 1. Select the Initial Order tab. 2. Click on a girl s name if the girl ordered the recommended troop PGA. The line will highlight and entry fields will appear at the bottom of the chart. Click on Other to order unassigned troop boxes. 3. Enter the order, in boxes, using the Tab button to move to the next entry field. Boxes do not need to be allocated to individual girls if they have not ordered the recommended troop PGA to earn the Initial Order rocker patch. 4. When you have finished entering the troop s order, click Save at the top of the page. 38

39 NOTE: Your order will come to you in cases (1 case = 12 boxes). If your troop order is not in full cases (for example, 10 boxes of Thin Mints), the system adds the necessary number of boxes to complete a case (two, in this example). The additional boxes added to your order to make a full case are shown in the Extras line. Ordering cookies for booth sales On Feb. 11, troops must pay $2 / box of cookies ordered by Feb. 2. To help with troops inventory and payment planning, we recommend waiting until Feb. 3 or later to order cookies for booth sales. Remember that parents/guardians may return unsold cookies to the troop, which may be used for booth sales. The troop is responsible for all extra cookies ordered. Cookie cupboards are open frequently throughout the Cookie Program so you may pick up cookies as you need them. If you decide to order them now against Product Sales recommendation follow these steps: 1. Select Booth in the list and enter the number of boxes in the entry fields at the bottom of the chart. 2. Press Enter or click OK. 3. When you have finished entering your booth sale orders, click Save at the top of the page. Check your starting inventory totals Review your order. Make changes if necessary and remember to click Save every time you make changes. Pkgs. Ordered The total number of packages (boxes) your troop has ordered. This number may not be even cases (multiples of 12) if you followed a councilrecommended formula. Cases to Order Extras How many cases your troop is ordering to accommodate the number of boxes listed in the line above. The number of boxes that were added to your order to fill a case. Submit and print your order When you are satisfied with your order, click Submit Order. The system confirms that your order was submitted. You will also receive a confirmation message. NOTE: You can only submit your order once. If you have changes after you submit, contact your SUCC. They need to make the changes for you. To print your order, click Printable Version. 39

40 Select your delivery time Once you have submitted your starting inventory (initial order), you may select your troop s cookie pickup time in ebudde. The date and location for pick-up are scheduled by council and cannot be changed. 1. Select the Delivery tab. 2. Answer the questions, who is picking up your cookies, etc. Then select your pick-up time by clicking in the box to the right of the time you wish to pick up your cookies at the warehouse. 3. Click Submit My Info. The system will confirm your submission. 4. A delivery confirmation will be available for you to print after your SUCC and Product Sales approve your selection on Jan. 15. After this date, select View Confirmation and print screen. Bring this confirmation to your pick-up. 40

41 All troops pay the council proceeds via two ACH electronic debits from the troop bank account. Troop bank account information must be entered into the ACH website by an ebudde user (TCM or troop leader) by Jan. 11 in order for the troop to receive cookies on Jan. 26. NEW! No ACH forms or blank checks needed! Only enter information online. All troops must submit their ACH bank information for the Cookie Program, even if they participated in the 2012 Fall Nut Sale. Enter troop bank account information on the ACH website 1. Go to sdgirlscouts.org/ach 2. Log in to ACH Website using the same address you use for ebudde; your password is your troop number. 3. Complete required information (see instructions on website). Have a copy of a troop check available for your reference. You will need the bank routing number in addition to the troop bank account number. 4. Verify all information before you click Submit. Once you click submit, you will NOT be able to log in to the ACH site again, and you will NOT be able to edit your troop bank account information. 5. After verifying all information is correct, click Submit. If for any reason you need to change or correct troop bank information after submitting, you must contact your SUCC. 41

42 Plan ahead Line up enough cars for picking up your cookies at the warehouse. If you are not able to pick up your cookies, arrange for someone from your troop to pick them up. Otherwise, you will need to wait until Monday, Jan. 28 to get your troop s order. For safety and insurance reasons, children and pets are NOT allowed at the warehouse. Please leave both at home. Use a separate book of M-3 receipts for each girl; it will make tracking easier. Write girl names on the front of each book. Assign pick-up times for the parents/guardians. How many cases of cookies will fit in my car? Vehicle # cases Compact car or 3-door 23 Hatchback or small wagon (fold down rear seat, using space between seats) Mid-size (6 passenger) sedan (space in the trunk, using back seat) 35 Mini-van / SUV (8 passenger) 60 Full-size station wagon/pick-up truck (open bed trucks must cover cargo per California law) 75 Van (full size with seats) 150 Van (full size without seats) 200 Delivery day checklist Bring your ebudde delivery confirmation that lists the exact amounts you are to receive. TCMs are financially responsible for all troop cookies. Make sure you count before signing receipt. Do not accept damaged cases; exchange them right away. Orders must be picked up at one time. Have enough vehicles to pick up your order. Be on time! If you arrive early, do not block the loading area wait out of the way until your assigned time. Please be patient and courteous with our service unit volunteers at the warehouse. Pick up your delivery packet, which contains your girl order cards. If you do not pick up your cookie order within the service unit timeframe, you will have to arrange to pick up your cookies when the cookie cupboards open (Monday, Jan. 28). No exceptions. 42

43 When you get home from the warehouse Take the cookies out of your car IMMEDIATELY many are chocolate and will melt. Make sure every box of cookies that leaves your possession is signed for on an M-3 receipt. You are financially responsible for all cookies until M-3 receipts are signed. Keep them in a safe place. You should fill out and sign an M-3 receipt for your own Girl Scout s cookies and keep them with the troop s records. This will keep your personal financial responsibility and the troop s financial liability separate. Fill in due dates and your contact information on the girl order cards. Damaged boxes can be exchanged at any cookie cupboard beginning Monday, Jan. 28. Parent/guardian doesn t pick up cookies they ordered If cookies are not picked up by parents/guardians within 4 days, use one of the following options: Use the cookies for booth sales or additional orders. Contact your SUCC and ask them to help you transfer cookies out of the troop. o Proceeds and rewards credit will transfer to the girl/troop who signs for the cookies. 43

44 Use these (M-3) receipts to record all transactions with parents inventory out, inventory returned, money collected and balance due. These receipts are very important: If a parent/guardian disputes cookies received or money turned in, these receipts will serve as records and will prove the transfer of liability from troop to the parent. Fill out receipts for your own Girl Scout s cookies as well, to keep your personal financial responsibility separate from the troop s inventory. Both TCM and parents/guardians must sign all receipts. Cookies from troop to parent. Parent/guardian signature TCM signature Use this blank line to record OTM money. Money from parent/guardian to troop. Note how OTM money is logged on the receipt. TCMs may choose to keep a running balance on these receipts, or simply create a separate receipt for each transaction, as ebudde will track payments and balances. TCM signature Parent/guardian signature 44

45 45

46 Cookie cupboards are local homes or warehouses where your troop can pick up additional cookies. All orders placed after Jan. 11 will be made through the cookie cupboard system: sdgirlscouts.org/cupboard. The initial order (for pick-up at the warehouse on Jan. 26) is the only order placed in ebudde. You can order additional cases of cookies for girl reorders and booth sales. Do not over-order. The TCM is ultimately responsible for all extra cookies ordered. Remember that cupboards are open every day throughout the sale so you may pick cookies up as you need them. Cookie cupboard orders Cupboards are open to new orders from Mon., Jan. 28 Sun., Mar. 3. You can find the complete cupboard list and schedule here: sdgirlscouts.org/cupboard. Cupboard schedules are subject to change and some cupboards may close before the end of the sale. Be sure to check the online schedule frequently and before making plans. Place orders at least 24 hours before scheduled pick-up. Jan. 28 Feb. 10: Orders must be in full cases (i.e. 12 Thin Mints, 24 Samoas, etc.). Feb. 11 Mar. 3: Orders may be in mixed cases (i.e. 8 Tagalongs and 4 Trefoils = 12 boxes). FULL cases may be exchanged for a different variety beginning Jan. 28. Individual boxes may be exchanged for a different variety beginning Feb. 11. Exchanges are at the discretion of the cupboard manager and available inventory. Although we make every attempt to maintain enough inventory to allow troops to exchange varieties, there may be times that inventory is limited or unavailable. Keep cupboard receipts in a safe place you will need them to complete the final report. Place cupboard orders (new orders and exchanges) Home Page Troop Orders: Displays all of your troop s orders (pending, completed, exported to ebudde and cancelled). This is also where you may edit or cancel an order. (page 48) New Order/Return/Exchg.: Enter new transactions, such as new orders, or schedule returns** or exchanges with the cupboard. (**Only Cadette, Senior or Ambassador troops/groups may return up to 60 boxes of cookies.) Cupboard Hours and Locations: Current schedule and locations for every cupboard. Hover over a cupboard s green date to see open hours. Trade Cookies with Others: Post cookies that you would like to transfer out, advertise that your troop is looking for more cookies, or find troops who have additional cookies or need cookies. View/Edit Your User Profile: Update your address here to take full advantage of features like cupboard driving directions (on the Cupboard Hours and Locations page). Change Your Login Role: Use this icon if you are TCM for multiple troops. This function allows you to switch between troops without exiting and re-entering the system. Get Help with Cupboards: Send an to the cupboard. Log Out of Cupboard: Ends your cupboard session. 46

47 Go to sdgirlscouts.org/cupboard. Log in with the address you use in ebudde. Your password is your troop number. You will be prompted to change your password the first time you log in to protect your account security. Place a new transaction 1. If you already know which cupboard you d like to transact with, click on the red plus sign to add a New Order/Return/Exchange into the system and skip to Step If you do not know which cupboard you want to transact with, click on the calendar icon for Cupboard Hours and Locations. When you find a convenient Cupboard/Date, simply click on the link in the calendar to start a new transaction (order, return, or exchange). 3. The Add/Edit Troop Transaction window should now appear on your screen. NOTE: Each time slot shows the number of orders already scheduled for that 15-minute window. Use this feature to avoid busy appointment times or to anticipate that a pick-up might take a little longer. If you started your transaction from the big red plus sign, you need to choose a cupboard, date, and time for your transaction. If you started your order from a cupboard calendar, the cupboard and date are already filled in for you, and you simply need to choose a time from the drop-down list. 47

48 4. Enter quantity and variety of cookies. All orders must be in multiples of 12 the page will prompt you to adjust your order if it is not in a multiple of 12. One case = 12 boxes. Enter returns (as well as the return portion of an exchange) as negative numbers. For example, if you are returning 24 boxes of Trefoils, enter -24 in the Trefoils field. All exchanges must be EVEN exchanges the page will prompt you to adjust your order if the total net boxes in an exchange does not equal zero. For example, if you are returning 24 boxes of Trefoils and taking 12 boxes of Thin Mints and 12 boxes of Samoas, enter -24 in the Trefoils field, 12 in the Thin Mints field, and 12 in the Samoas field. 5. Enter the name and phone number of the person who is picking up the order so the cupboard can contact them if necessary. A confirmation containing your order will be sent to your address. Please print it and bring it with you to the cupboard when you pick up your cookies. You may add an additional address if you would like a copy of your order sent to someone else in your troop. 6. Submit the transaction by clicking on the Save icon. If there are any errors, the system will alert you before saving the transaction to allow you to make adjustments. 7. The Add/Edit Troop Transaction window will close and the transaction list on your Home Page will automatically refresh and show your new transaction in the Pending Troop Transactions table on your home page order history. Edit or cancel* your troop cupboard order 1. Log in to the cupboard ordering system at sdgirlscouts.org/cupboard. a. To cancel a transaction, click on the red at the right side of the transaction in the pending table. You will be asked to confirm that you want to cancel your order. Click OK and the order will be marked as cancelled in the system. b. To edit a transaction, click on the pencil icon at the right side of the transaction in the pending table. i. You will be taken to the Add/Edit Troop Transaction screen. ii. Make your edits, then save your changes by clicking on the Save icon. iii. To cancel your changes, click on the X on the right corner of the transaction screen and it will default to your original order. *If the cupboard has already processed your order, you will not be able to edit or cancel it in the web system. You will need to contact the cupboard directly by messaging the cupboard on the Get Help with Cupboards tab. Tracking cupboard orders in ebudde All cupboard transactions will be exported to ebudde within three calendar days of the pick-up. If you have a question regarding a transaction listed for your troop, you may contact your cookie cupboard by through the cupboard order website. Turn in the receipt documenting the transaction to your SUCC if it has not been resolved by the end of the sale. 48

49 It is very important that you manage your time by laying out your availability before the sale begins. This will allow you to set expectations with your parents/guardians and be more organized throughout the sale. Consider the following: What is/are the best day(s) for me to pick up cookies? Which cookie cupboard has the most convenient location and hours that best match my availability? When do I have access to a computer with Internet to place my web orders? (You must submit your web orders online 24 hours before you pick up cookies. Plan accordingly to place these orders before your desired pick-up time.) Which day(s) will I need parent/guardian orders so I will have enough time to place our troop order online? Best day(s) to pick up cookies Day I will need to place web order (place 24 hours before going to cupboard) Tuesday morning Monday morning Sunday evening Day I will need orders from parents (give yourself time to sort orders) Saturday afternoon Thursday evening (after kids go to sleep) No later than Thursday, Noon With the information above, you can set a schedule for families so they can also plan ahead. Go to page 23 to fill out the planning questions prior to parent/guardian training. Tips from the field: Parents/guardians may be willing to take more cookies if they know they can return unsold cookies (remember that your troop will need additional cookies for booths). You can allow families to return 1-2 cases per girl of unsold cookies no later than Feb.13, if the troop can use the inventory for booth sales or to fill other orders. As TCM, you can set a firm return date for families and the maximum amount they are allowed to return. After girls/parents return cookies, plan to visit the cupboard before your next booth sale to exchange varieties as necessary. Be careful of allowing parents/guardians to pick up cookies directly from the cupboard. TCMs are ultimately responsible for tracking troop inventory. If a parent/guardian does not keep accurate records, you may find it hard to reconcile at the end of the program. You may limit the number of cases of cookies that parents/guardians take from you at one time. Ask parents/guardians if cookies have been pre-sold or if the girl has a specific sales plan. Remind parents/guardians they can place additional orders with you so they do not order too many cookies at one time. Ask parents/guardians to pay for cookies they have previously picked up before giving them additional cookies. This will help you manage payments and have the funds available for the first troop payment withdrawal (funds must be in troop bank account by end of business Feb. 11.) Some troops have a weekly meeting time for families to pick up cookies and make payments. The maximum amount that a troop may be reimbursed for a parent/guardian outstanding balance is $400. (page 70) 49

50 Tracking your troop inventory in ebudde ebudde tracks your troop s transactions. To see them, select the Transactions tab. The following information is shown on this screen: Init. Del. Receipt column Total The initial order appears after your order has been submitted by council. Lists cookie transactions such as cupboard pickups, returns or troop-to-troop transfers. The inventory balance located at the bottom of the screen shows the total amount of cookies your troop has checked out and is responsible for. This number does not include OTM box credits. Cupboard pick-ups, troop-to-troop transfers and cupboard returns Total # of physical boxes your troop has received (not including OTM). To see more detailed information about a transaction, click on the Info/Dates tab at the bottom left of the Transaction screen. 50

51 It is very important to keep accurate records throughout the sale! Be sure to get a signed M-3 receipt from parents/guardians every time you distribute cookies or receive money. (page 44) Enter all girl orders and payments in ebudde as soon as possible (list boxes and OTM box credits separately). Don t wait until the end of the sale to update ebudde! Keep M-3 receipts in the troop money collection envelope, you will need them for final finalizing your ebudde data. Use the Booth Sale Recorder to track all booth activity and troop inventory. Using it this year means that your service unit will have information about the booth for next year. (page 53) The Booth Sale Recorder will automatically divide the number of boxes and OTM sold by girls present at booth sales to get box and payment credit per girl for each booth sale. Record girl order credits and payments in ebudde The Girl Orders tab shows how many cookies you have ordered through the starting inventory, cupboard pick-ups, and/or troop transfers (on the Troop Order line). It also tells you the difference between your total order and the amount that has been allocated to the girls. When all boxes have been allocated to the girls, the Difference line should be 0. Use this information to ensure that you allocate all your troop s cookies to your girls. 1. Select the Girl Orders tab. 2. Click once on a girl s name. The screen will change to that girl s individual transaction record. 3. Select Add Trans. or Add Payment. 4. Using the Tab key to move between fields, enter the girl s transaction information. 51

52 Comment: You may make a note about the transaction (i.e. Vons 2/15). OTM: Booth: Other: To enter a return: To enter a girl payment: (Do not enter troop bank deposits in ebudde.) Enter OTM box credit, then tab to Paid column and enter corresponding payment amount. Use the Booth Sale Recorder to track girl booth box credits and payment. (page 53) Enter all cookies that a girl takes from the troop after the initial order. Enter the box quantities using a negative format (i.e. -3). (This is a return to the troop and the troop accepts responsibility for these cookies.) Press Tab to move to the Paid box and enter the payment amount. You can enter a payment at any time during the sale to any available line in a girl s record. Just click an available line under the girl s name, click in the Paid box, and enter the payment amount. 5. Press Enter or click OK to end the data entry. 6. Click Save to save the information. To print the Girl Orders information, click Printable. 7. To switch to another girl, simply go to the Switch to Girl drop-down menu and select another name. 52

53 Record girl booth credits in ebudde 1. Go to the Booth Sites tab in ebudde. 2. Select Record Sales from the drop down menu on the right. 3. Click on the booth sale that you want to record data for. 4. Enter the number of boxes sold by variety. Remember to include OTM boxes. 5. Uncheck girls' names who were NOT present at the site. 6. Click Distribute. The boxes will be evenly allocated to the girls whose names are checked. You may also manually allocate boxes to the girls by clicking in the Pkgs and OTM boxes besides each girl s name and entering the number of boxes sold. 7. Click Submit Sale. The information will be transferred to the Girl Orders tab. Frequently asked questions All changes must be made on the booth sites tab (under Record Sales). They cannot make changes on the Girl Orders tab. Money from booth sales will be automatically assigned on the Girl Orders tab (because troops will have it from the booth sale). For example, if you assign 10 boxes to a girl from a booth sale, it will automatically fill in $40 paid, giving her a balance due of $0. 53

54 Download the Booth Sale Recorder app You can also distribute girl booth credits on your smartphone. You can download/access the mobile Booth Sale Recorder app from the following locations: Enter girl box credits in the mobile Booth Sale Recorder app while at your booth sale 1. Sign in to the app. 2. Select your current booth sale. 3. Enter the number of cookie boxes sold. 4. Select which girls are present. 5. Submit sale. 54

55 Troop-to-troop transfers Cookie box transfers among troops are a win-win situation for everyone. Troops can connect with each other to even out their inventories. Some troops will need more inventory and some troops will need to reduce their inventory. A box-for-box exchange with another troop does not need to be recorded. Transfers may be done in boxes, and do NOT need to be in multiples of 12. When transferring cookies to another troop, the troop profit and credit towards rewards are also transferred. Use a transfer receipt printed from ebudde to document the movement of cookies between troops. Cadette, Senior, and Ambassador troops may transfer cookies in from other troops. However, if they accept transfers from other troops, they will not be eligible to return cookies at the end of the sale. NOTE: The troop that transfers cookies OUT to another troop enters the troop transfer information. ebudde will automatically update the receiving troop s transaction with this information (see instructions below). Instructions for the giving troop: Boxes transferred OUT Sign both troops completed transfer receipts. Record the transfer in ebudde (see below). Instructions for the receiving troop: Boxes transferred IN Sign both troops completed transfer receipts. The giving troop enters the transaction into ebudde, so check ebudde for accuracy. 1. Select the Transactions tab. 2. Click Add a Transaction. The system will display a product transaction form. 3. Enter the transaction information (see table below). Date Receipt Type 2nd Party Troop # Product Movement Variety Enter the transaction date. The system defaults to today s date. Type Transfer Select Normal. Select Troop. Enter the troop number you transferred cookies to. Select Remove Product. Enter the quantities transferred. You can enter them in cases or boxes (packages), or both (i.e. 1 case and 2 boxes of Samoas). You must put a 0 in empty fields. 4. Click Print to print a receipt for your transaction. 5. Click + if you have another transaction to enter. It will bring you to a blank transaction form. 6. Click Okay when you are finished entering transactions. 7. Click Save to save your transactions. 55

56 Girl or parent/guardian with unsold cookies Parents/guardians should make every possible attempt to deliver or sell the cookies. However, there are times when all efforts fail. If you have enough warning, there are a few options: The Girl Scout can try to find another customer to buy them. The parent/guardian can purchase them. TCMs may accept unsold cookies only if they can be used to fill additional orders from other girls or use them for booth sales (credit is also transferred). Troops may not accept unsold cookies from parents/guardians after Feb. 13. Extra troop cookies If you have extra cookies at the beginning of your troop s final week of booth sales, tell your SUCC immediately! Check on the booth scheduler to see if additional booth sale locations are still available. (page 63) Post on the council s cupboard website Trade Cookies with Others page (see page 46). You should also check the listings to see if someone is looking for cookies. Go to: sdgirlscouts.org/cupboard Girls can divide the cookies and sell them door-to-door. Take the cookies to an area of concentrated population. Example: apartment complexes, office buildings, retirement centers. Get permission from the facilities manager or owner first! Ask the girls and parents/guardians if they have any additional ideas. 56

57 57

58 Friday, Feb. 8 - Sunday, March 3 Booth sales are a fun, popular way to boost troop sales. They are usually held at grocery stores, convenience stores, religious institutions, banks, video stores and other private locations. All booth sales must be coordinated and approved by your service unit. Do not contact stores directly. o Booth sales at schools (K-12, excludes colleges and universities) and religious institutions may be coordinated by members and to not need to be approved by the SUCC. All Girl Scouts at a school/religious institution must have an equal opportunity to participate in such a booth sale. How does my troop get booth sales? All troops in your service unit will have an equal opportunity to use the sites within your service unit. To ensure fairness, each service unit or region conducts a live lottery for troops to select their locations and time slots. Your SUCC will provide you with a date for your lottery. Each service unit/region conducts their lottery differently; you will receive additional details from your SUCC. Before the lottery, complete Section A of the Booth Lottery Worksheet and Agreement (available online or from your SUCC) with your choices. Be ready with a list of alternative booth locations and/or times in case your pick(s) are already taken. If you miss the initial lottery, you will be able to pick from remaining booths by using the booth scheduler on ebudde. (pages 62 and 63) Choosing booth sale locations Keep in mind that the success of a booth sale depends on many variables: location, girl preparation and attitude, clothing, time of day, weather, and variety of cookies. You may ask your SUCC for your service unit/region s booth sales history from the previous year. Beginning Feb. 7, troops may schedule additional booths in ebudde. See page 63 for directions on how to use the ebudde booth scheduler. You may continue to select new booths until March 3 on the booth scheduler. Check the booth scheduler often new sites are added throughout the sale and sites open as troops cancel them. New booth sale locations Booth sales are not limited to previously approved locations. Communication with your SUCC about a new location at which you wish to sell is REQUIRED. New locations will be made available to all troops in your service unit. The SUCC will make arrangements for a certificate of insurance, which is required for all booths. Contact your SUCC even if the location you have access to is not in your service unit boundaries. 58

59 Military and older girl sites The military and older girl lottery site will be open Monday, February 4, at 7:00 p.m., to all eligible* troops that have been trained by their SUCC and submitted their troop banking ACH information. TCMs can access the online scheduling system through their troop ebudde account. (page 63) Check back frequently for new sites. *Military sites (commissaries, base exchanges, etc.; Camp Pendleton excluded): any troop may sell at a military base, however, one person with a military ID is required to be present throughout the booth sale. *Older girl sites (universities, farmer s markets, etc.) are for Cadette, Senior, and Ambassador troops only. Credit card payments All troops participating in the 2013 Cookie Program have the option to accept credit card payments at booth sales. It is a business decision each troop must make for themselves; troops should only opt in if they believe they can increase their sales by accepting credit cards, as they are responsible for all transaction fees. Credit cards payments may only be accepted at booth sales, not on an individual (door-to-door) girl basis. Troops may only accept credit card payments for the Cookie Program using the council approved merchant (merchant TBA in December 2012). What does my troop need to participate? A troop checking account (savings accounts do not work). An adult with a compatible mobile phone or tablet. The compatible device must have a data plan (standard data charges apply). o An unlimited data plan is strongly recommended or only accepting credit card payments at locations with free wi-fi. More details will be provided in the credit card handbook, released in December

60 Planning for a booth sale A signed Girl Scout Permission Slip is required for booth sale activities in addition to the Cookie Program Participation Agreement that was signed at the family meeting. A first-aider is NOT required at council-sponsored product sale activities. All girls in a troop must have equal opportunities to participate in booth sales. At least two adults (one registered) must be present at all booth sales. Girl Scouts are the only children allowed at booth sales. If you cannot hold your booth sale, cancel immediately on the ebudde booth scheduler so another troop may sign up for the site. (page 63) Remind girls and any helper parents of the Code of Behavior (below) before each booth sale. At the booth sale Arrive no earlier than 10 minutes before your shift. Be alert! Make sure that an adult is close to the girls, money, and cookies at all times. Upon arrival, check with location manager or troop finishing up for any specific instructions. Ask where you can set up, but tell them you will send customers to them until your time begins. Your cash box remains closed until your time slot begins. Do not take sales from the other troop! Display your troop number. Only approach customers on their way out of the store. Start packing up minutes before your shift ends. Cash boxes must close on time. When your time slot ends, you may not stay into the next troop s time for anyone that said they would catch you on the way out ; they re the next troop s customer. Leave the area cleaner than you found it. Take your empty boxes home and recycle them. The last troop of the day should let the store management know you are leaving and thank them. Record girls booth sale credits in the Booth Sale Recorder app or online in ebudde (page 53). Cash Donations received during the Cookie Program are to be designated for OTM. Use the Booth Sale Recorder to buy an OTM box for every $4 received and record it in ebudde. (Troops and girls should NEVER ask for a troop donation.) Code of behavior at booth sales Girl Scouts and adults alike are expected to act respectfully at all times. Girls must be present at all booth sales. Adults may assist, but not sell Girl Scout products. Don't block store doors with tables or signs, and make sure girls don t block them either. Running and screaming is not acceptable behavior storefronts are not play areas. Adults are not permitted to smoke at booth sales. 60

61 What if another troop shows up at the same time? Or we have other problems? FIRST, remember, you are representing Girl Scouts. If another troop shows up for the same place and time, compare paperwork (make sure you have yours). Maybe you can each take one door most grocery stores have two. Or each troop takes every other *sale* (not person). If one troop does not have their paperwork, they must leave. If you run into any serious problems with another troop, politely get their troop number and call your SUCC immediately. In many cases, they can handle the problem over the phone. Under no condition should you involve store management in troop conflicts. Stores have the right to cancel all remaining booth sales in front of their store for all troops if they see fit. If you have a problem with property management, store management or security guards, call your SUCC immediately they may be able to resolve it so you can continue your sale. Troops reported breaking rules or not respecting others may lose the rest of their booths, a portion of proceeds, or both. Tips that can help sales Say thank you at all times regardless of whether a purchase is made. Girls should dress in clean, neat Girl Scout uniforms/gs t-shirts and have clean faces and hands. Adults are also representing Girl Scouts and should dress appropriately Girl Scout t-shirts suggested. Do not bring toys, radios, etc. Do not bring food or eat at the booth. Some troops buy a box and set out a plate of cookies for customers to sample it can boost sales. Ask for donations to the OTM program! Schedule a maximum of four girls for a shift; too many girls may lead to too much play. Record your sales using the Booth Sale Recorder app or on ebudde. This information is very helpful in future years to determine successful locations, times and days. Tips that will make life easier for you Be prepared for the unexpected weather, no-shows, etc. Have contingency plans. Remind girls and parents/guardians that they will not have access to restrooms, and should plan accordingly. Use a cart to haul cookies and supplies to the storefront. Leave the extra cases in the cart during the sale it keeps cookies off the dirty sidewalk. Keep an eye on that cart! Let girls switch doors every 15 minutes to alleviate boredom (an adult should be at each door). Remind parents/guardians to drop off and pick up promptly. Tip: Meet off-site and carpool to booth sale. Booth sales are for the benefit of all Girl Scouts. If an error was made in scheduling troops, it wasn t intentional. Please contact your SUCC to work things out or get another location (page 63). When you are at a booth sale, you are a representative of Girl Scouts. It is very important to keep in mind that conflicts among volunteers and parents/guardians are evident to the girls, the public, and the store personnel. They are a negative reflection on our organization and should be resolved away from the public eye. 61

62 After service units have conducted their service unit/regional lotteries, ALL service unit booth sites (claimed and unclaimed) will be uploaded into ebudde. If a troop has to cancel a booth site, they only have to deselect the site on ebudde and it will immediately become available for another troop. (page 63) Additionally, this will allow troops to pick up open sites remaining from the lotteries (in case they missed the live lottery or just want additional booth sites). Dates and instructions Feb. 4 7 p.m. Feb. 5 7 p.m. Feb. 6 7 p.m. Feb. 7 7 p.m. Feb Feb. 8 Military and older girl sites are available to preview on ebudde. Troops may prepare a list of desired booth locations. Round 1. Military/older girl lottery opens. Troops may select one site. Round 2. Troops may select one additional military/older girl site (for a total of two sites). Round 3. Troops may select one additional military/older girl site (for a total of three sites). Remaining sites from service unit lotteries available in ebudde. All sites (military, older girl, SU sites) open. Booth sale sites open until Mar. 3. Troops may have up to nine sites (from service unit/region lottery and military/older girl, if applicable). Service unit sites (Walmart, Vons, etc.) open to all troops troops may schedule sites outside of their service unit. To begin, all troops may have up to 9 sites on Feb. 7. Troops may select an additional three sites each day. The booth scheduler counts the total number of sites a troop has, so on Feb. 7, a troop may have a total of nine sites, 12 sites on Feb. 8; 15 sites on Feb. 9, and so on until Feb. 18, when sites become unlimited. For example: On Feb. 7, a troop logs into the booth scheduler with eight sites from the live and/or military/older girl lotteries. They would be able to schedule one additional site on the booth scheduler that day. If a troop has more than 9 sites assigned when the booth scheduler opens, they will not lose those sites. They simply have to wait until they have less than the daily maximum sites allowed to sign up for additional sites. Booth sales begin. Mar. 3 Booth sales end. Mar Cookie Program ends. No cookies may be sold after this date. 62

63 Sign up for booth sites 1. Beginning Feb. 4, you will be able to preview military and older girl booth locations. You will not be able to sign up for any locations until the first round opens at 7:00 p.m. 2. Select the Booth Sites tab. Make sure you are in Council Sales. 3. There are two ways to search for available booth slots: Select Free Slots to search for specific dates filtered by name, date, time or city. Once you enter your search criteria, it will export as an Excel spreadsheet showing all of the available sites, which you can sort by business name, date, time or city. Browse the list by city. Note: Sites listed in green mean that slots are available; sites in blue mean slots are unavailable; sites in gray are in the past. 4. Click on the + sign next to a city name (i.e. San Diego) depending on which site locations you want to sign up for. 5. Click on the + sign next to the location you are interested in. Choose the date and time range you are interested in by clicking directly on the text. This will bring up a small screen on the right, which will show the available periods. Some spots may be closed, due to other troops having selected them already. These spots will say Claimed. 6. To select the time period, click on the space next to the time that you are interested in. To deselect it, you just need to click the space again. 7. Once selected, click on the Submit button to reserve your location and time. You will receive a message that your time is reserved. Click OK on the message window to proceed. 8. Your troop s booth sites are listed on the Dashboard tab, or you can click on the Current Signups button on the Booth Sites tab. A separate window will pop up to show your troop s confirmed locations. Cancel booth sites It is important to cancel sites that your troop is unable to attend, so that another troop may use them. 1. To cancel a site, just click on your troop number next to the timeslot that you wish to cancel. 2. When the space is blank, click Submit and it will re-save without your troop number. 63

64 Why are all booth sites online? We want to make this process as easy as we can for our volunteers. Allows TCMs to sign up for booth sites from the comfort of their home. Eliminates any chances of double-booking. Booth sites sync to the Cookie Locator in real time, so customers can access nearby booth sites. All of the booth information is in one place, streamlining booth site management for everyone. We can keep our Girl Scouts safe by providing liability insurance for all locations, dates and times. What happens if another troop is at my location at the same time? Take your confirmation page with you to all booth sale sites. Work this out between yourself and the adults from the other troop. For details on how to resolve these situations, see pages 60 and 61. Will more locations be added after the booth scheduler opens? Yes! Keep checking back! We approve new locations throughout the sale, and troops occasionally have to drop booth sites due to scheduling conflicts, making sites available for other troops to pick up. Are there any new features on the booth scheduler this year? Yes! Past booth sites are color coded gray, so you can see at a glance which sites are available. Booth site door field so you know which door you are assigned to (if blank, you may use any available doors). Booth time slots are displayed on the ebudde troop dashboard. 64

65 65

66 Girls monies Payment is collected only when girls deliver cookies, and cookies are not to be delivered without receiving payment in full. Girls may accept cash and/or checks made payable to Girl Scout Troop # as payment for cookies and OTM donations. Do not accept bills larger than $20. Girl Scouts San Diego does not reimburse troops for counterfeit bills. Adults should safeguard money immediately. Funds should be submitted for deposit to the troop, in their original form (i.e. cash and checks from customers), promptly and frequently. Funds must never be deposited into a personal bank account. Payments for cookies must be submitted to the troop within 5-7 days of receipt. Troops must track every transaction using provided receipts (e.g. product given to girls/adults, money received) for clarity and reconciliation. Girl/Adult policies for accepting checks Girls should accept checks from friends, family or a person they trust only. Checks must be preprinted with issuer s current name and address. If phone number is not preprinted, this must be handwritten on the face of the check. Recording the driver s license number is recommended, if possible. Council cautions against accepting out-of-state checks. Do not accept checks if you have any reason to believe it will be returned. You may request cash payment instead. Do not accept checks in any amount over $100. If a customer purchases more than $100 of product, request multiple checks. This will help in collecting a portion of their payment should the full amount not be available from their account. Girl s first name only should be written in the memo section of check to help troop identify payments. For each transaction: Count money/product with the parent/guardian. Both the TCM and parent/guardian must complete and sign the receipt. Give the yellow copy to the parent/guardian. 66

67 Troops monies Troops will deposit all funds into their individual troop bank accounts promptly and frequently. Some banks charge fees for large cash deposits, so check with your bank well before the Cookie Program begins to avoid incurring these fees. Do not track troop deposits in ebudde (the Deposits tab is for recording council payments and outstanding balances only.) Troop ACH payments will be uploaded by Product Sales. Wells Fargo accounts and large cash deposit fees ALL fees incurred due to depositing large cash amounts during the months of February and March 2013 will be reimbursed when a troop banks at Wells Fargo under the council plan*. In order for troops to receive a refund on the charges assessed, they need to only do one of the following (please have the account number on hand): Call or one of the designated Business Bankers (contact your Volunteer Support Coordinator if you are unsure) and request the refund. Call or visit your local Wells Fargo Bank branch and request the refund from the Business Banker or Store Manager. If you encounter any difficulties, please contact Brenda Hummell (brenda.hummell@wellsfargo.com) and she will ensure the store knows the process in the future. Please note: The only fees for which your troop account will be reimbursed are those related to excess cash deposits. Any NSF fees your account may have incurred due to overdrafts are still the responsibility of the troop, and not of Wells Fargo Bank. *Please contact your Service Unit Treasurer to open a Wells Fargo account under the council plan. Troop money handling policies and procedures Troops may accept credit card payments at booth sales. (page 59) Do not accept bills larger than $20. Girl Scouts San Diego does not reimburse troops for counterfeit bills. (page 70) Make deposits within 3-5 days of receiving money. You are responsible for all money turned in to you by the girls. Put all deposit receipts in the troop money collection envelope for your records. Troop policies for accepting checks Checks are to be made payable to Girl Scout Troop #. Do not accept personal checks over $100. DO NOT accept checks at booth sales. Train girls and parents/guardians on all money handling policies and procedures. Be specific regarding check policies. This will help to ensure our risk is kept to a minimum. Ask parents/guardians to give you any checks they collect within 5-7 days of receiving them. Troops must deposit checks within 7-12 days of the date the check is written. NOTE: Banks do not always add your checks upon receipt. Your bank may contact you if your deposit slip is incorrect. Girl Scouts San Diego cannot offer any recourse if your troop deposit slip is incorrect. 67

68 Parent/Guardian collection issues Should payment concerns arise with a parent/guardian in the troop, troop leaders/troop cookie managers are asked to attempt resolve the issues within their own troops before submitting an Outstanding Balance Report. Document the situation and all attempted contacts. This information may be needed if money remains uncollected. (See pages 71 and 78 for more information on parent/guardian outstanding balances.) Returned check recovery Should a customer check not be honored (e.g. non-sufficient funds, account closed, etc.), troops should first ask the girl s parent/guardian to attempt to collect the funds and any associated bank fees from the customer. If unsuccessful, troops should complete the Returned Check Reimbursement Request form in its entirety with a copy of the returned check within 7 days of bank notification. (Download at sdgirlscouts.org/cookies) Troops that follow all money collecting policies (listed in this handbook) and correctly complete the Returned Check Reimbursement Request (within 7 days of receiving the returned check), will be reimbursed up to the full amount of the check and bank fees incurred. Download the Returned Check Reimbursement Request form for details on the process (sdgirlscouts.org/cookies). 68

69 Council payments All council payments will be made via ACH debit. Council will automatically withdraw the amount owed from the troop s account within 10 business days of each troop payment deadline. Troops must enter their bank account information on the ACH website by Jan. 11. (page 41) In the case of overpayment to council, troop refunds will be made by the end of June. Troops will make payments to council based on the following schedule: Banking calendar: Dates can also be found on TCM Timeline & Checklist. (pages 4 and 5) Jan. 11 Troops must enter bank account information on ACH website. Feb. 5 Contact Product Sales if initial troop payment amount needs to be reduced due to insufficient funds. cookies@sdgirlscouts.org. Feb. 11 Mar. 13 Troops must have the funds for the initial ACH withdrawal deposited into their account by the end of business. Troop will pay $2 per box received as of 11:59 p.m., February 2. This will include starting inventory and cupboard transactions. Remaining balance (minus any outstanding parent/guardian balance up to $400) must be deposited into troop bank account by the end of business. This amount is found on the Amount You Owe Council section of the Sales Report tab in ebudde. See pages for final paperwork instructions. Troops must enter parent/guardian outstanding balances (up to $400) into ebudde to reduce the amount of money that is debited from troop s account for final payment. (page 78) Frequently asked questions Q. What if my troop moves to a higher per box proceed rate after the first payment? A. ebudde will do all of the calculations for you! All you have to do is check the Sales Report tab to see the balance due to council. Q. What if my troop does not have the funds available to make the scheduled payments? A. Troops must contact the Product Sales department by Feb. 5 if the initial payment amount needs to be reduced due to insufficient funds. (Troops will not be allowed to pick up more cookies until the amount is paid in full.) If the troop needs to adjust the final payment due to parent/guardian outstanding balance (up to $400), adjust the amount in ebudde. (page 78) Q. Will my troop be reimbursed for bad checks even if we don t follow all of the check acceptance policies? A. Troops are encouraged to submit a Returned Check Reimbursement Request regardless of whether all policies were followed. All requests will be evaluated on a case-by-case basis. In some circumstances, troops may receive partial reimbursement. Q. We re a new troop; we don t have a bank account yet Can we still participate? A. Yes! Thanks to our council partnership with Wells Fargo, new troops can open accounts without any money to deposit. Contact your service unit treasurer for information on opening an account. 69

70 The troop pays for all cookies it receives, including unsold cookies. Troops are responsible for invalid returns and inaccurate entry of parent/guardian outstanding balances, which may take up to three months to be identified by Product Sales. It is the responsibility of the TCM to account for all troop product and money. TCMs are financially responsible for keeping track of their troop s inventory, collecting signed participation agreements and filling out M-3 receipts for every transaction, including money received. Responsibility is transferred from the TCM to the parents/guardians when a participation agreement and product receipts are completed. Troops MUST record transactions using M-3 receipts to show the parent/guardian accepted cookies. If troops are not able to document that a parent/guardian took cookies, they may be responsible for any unpaid balances. Troop proceeds are not to be used to cover uncollected parent/guardian money. Amounts up to $400 should be subtracted from council proceeds ($400 or less; see page 78 for instructions). Do not hold up troop wrap-up because of an outstanding balance. Theft/Robbery/Burglary/Fire Girl Scouts does not take financial responsibility for any of the circumstances listed below, but will try to assist these troops (on a case-by-case basis) with payment plans. A few recommendations to assist you in recovering your loss: The police/fire department are to be called and a report taken within 48 hours of the incident. The number of boxes and/or money lost must be specified on their report and/or insurance claim. A copy of the police/fire report must be submitted with final report. In some cases, homeowner s or rental insurance will cover the loss. Counterfeit bills Girl Scouts does not take responsibility for counterfeit bills received by troops. We strongly recommend that troops only accept bills of $20 or less. 70

71 Parent/guardian outstanding balance Any parent/guardian who does not turn in money by Mar. 13 should be submitted as having an outstanding balance. Do not hold up wrap-up because of an outstanding balance. 1. Enter the outstanding balance in ebudde. (page 78) 2. Submit the Outstanding Balance Report to your SUCC. (Download: sdgirlscouts.org/cookies) Attach signed Participation Agreement. Attach all M-3 receipts relating to the outstanding balance. Experience has shown that immediate contact with the parent/guardian by the TCM is by far the most effective method of collection. The TCM should call the parent/guardian and discuss the problem. If possible, arrange for payment or partial payment. Alert leader and SUCC if matter is not resolved by Mar. 13. Council will contact the parent/guardian and try to collect the debt. Payment plans may be used, or in some cases, the debt may be referred to a collection agency and may be pursued to the maximum extent of the law. Troops may be reimbursed up to $400 for parent/guardian outstanding balances. Completed paperwork must be turned in by Mar. 13 to be considered. Rewards at the 525-box level and above may not be distributed if balance is not paid in full by April 12, TCM outstanding balance If troop final information (boxes allocated to girls, rewards ordered, OTMs submitted) is not completed in ebudde or is submitted as incomplete, the TCM will be considered as having an outstanding balance until it is completed. Failure to submit final information may affect girl reward distribution. Troop must contact Product Sales (cookies@sdgirlscouts.org) by Feb. 5 if initial troop payment amount needs to be reduced due to insufficient funds. If council payment is not received, (i.e. a troop doesn t submit ACH information or the electronic transfer is declined due to insufficient funds) the TCM will be considered as having an outstanding balance until payment is received. TCM is fully responsible for all monies received; ensuring that the troop receives its proceeds and the council is paid in full. 71

72 72

73 73

74 Wrap-up week is March 4 March 10. Use this time to: Sell the last of your cookies door-to-door and to friends/family (booth sales are not allowed after March 3). Do not wait until the last day of the sale to try to transfer extra cookies contact your SUCC early so they can help you transfer the extra inventory out of your troop! You should also post to the cupboard exchange website to let other troops know that you have additional cookies. See page 46 for instructions on using the posting tool. Collect all cookie money from your parents/guardians. There are four parts to finalizing your troop s sale: Gather all receipts (girl and cupboard), booth sale totals, troop transfer receipts, and deposit slips. Order girl rewards. (page 75) Ensure all information in ebudde is complete and correct. (page 76) Turn in paperwork to your SUCC, if applicable. (page 76) After March 13 Do not accept any money from parents/guardians after outstanding balance paperwork has been submitted to the SUCC. Parents/guardians must pay debts at Girl Scout Balboa Service Center to ensure payment is recorded correctly. Remaining cookies may be sold to friends/family/previous customers only. Public sales (i.e. door-to-door, booths, walkabouts) are not allowed after March 10. IMPORTANT: If your troop is requesting a reimbursement for a returned check, mail the Returned Check Reimbursement Request directly to the council office. Do not send it with the final troop paperwork. (Download: sdgirlscouts.org/cookies) Keep a copy of the ebudde Sales Report for your records for one year. Submit copies of the final Sales Report, M-3 receipts, troop deposits and Participation Agreements to the troop leader. She will need these for troop financial reporting. 74

75 ebudde calculates the girl rewards based on the boxes sold as recorded in the Girl Orders tab. All troops must submit orders for patches, even if they are opting out of the rest of the rewards program (Cadette, Seniors and Ambassadors only). Verify your girls totals Girl rewards are cumulative. You will need to enter the number of goal achiever patches your troop earned. Make selections at the 120, 525, 650, 800, 1000, 1500 and 3000 box levels from the girls Participation Agreements. If the selections on the Participation Agreement are incomplete, contact the girl to find out her choice. If you cannot verify her choice, select the event. She will be able to change her choice upon receiving her registration letter, if necessary. Submit your reward order Product Sales will calculate and submit your girls Cookie Club and Initial Order rocker patch orders. These rewards will not be visible in ebudde. 1. Select the Incentives tab. 2. Click Fill Out. 3. There are two ways to select girl rewards. a. The system will show a link next to the girl s name in the list if additional information is needed for a girl order (i.e. a choice, listed on Participation Agreement). Click the girl s name and enter the information as needed, then select Submit Girl Order. b. NEW! Select Edit All to select all of the girls rewards in one session. Note: if you choose this option, you will not be able to save a partial order and come back to it. Only choose this option if you are ready to submit all of your rewards. Option B Option A 4. When you are finished updating the reward selections for all girls (including Goal Achiever patches), click Submit Incentive Order. NOTE: You can only submit your order once. If you have changes after you submit, contact your SUCC. They need to make the changes for you. See page 16 for reward distribution policies. 75

76 Review finalized data in ebudde 1. Select the Transactions tab. Verify that cupboard transactions and troop-to-troop transfers (Transactions tab) are entered correctly. 2. Select the Girl Orders tab. Use M-3 receipts to verify girl totals. Girls have the correct total box amounts under their name (for initial order, reorder, and booth sales) and total payment amount is recorded accurately. Do the Due and Paid amounts on the Girl Totals line match? o The amount listed in the Difference line under the Total column must equal 0 in the Girl Totals row. o If there is a negative number, the troop has cookies left in its inventory. Assign all of the boxes to the girls for rewards. o A positive number indicates that the girls have been assigned more box credits than the troop paid for. Subtract box credits accordingly. 3. Select the Settings tab. Verify the number of girls selling is accurate. If you have a Cadette/Senior/Ambassador troop/group that has chosen to receive the higher level of proceeds (additional.10/box) instead of rewards, select No Incentives/additional Proceeds. Troops or multi-level groups with Daisy/Brownie/Junior girls may not choose this option. 4. Select the Sales Report tab. (See following page for example.) The Sales Report reflects all transactions for the troop. It includes the starting inventory order, additional orders, OTM, payments, as well as the calculations for troop profit, council proceeds, and balance due. Council payments listed under Deposits Made should match your records (page 77). If there is a parent/guardian outstanding balance, it should be listed in the Deposits section. This will reduce the payment the troop owes council. See page 78 for instructions. Troop deposits should not be entered under Deposits. Verify that all numbers listed on the Sales Report match your records. The final debit amount owed is listed by Amount You Owe Council. 5. Complete the TCM Survey: surveymonkey.com/s/2013tcm. Your feedback helps us improve the Cookie Program for the future. 6. Finally, please recycle any dated (i.e. 2013) or unused materials. That s it! You re finished (unless you have outstanding balances or questions about transactions if so, please see box below for instructions). Thank you for a job well done! Complete the following steps only if there are outstanding balances or transaction discrepancies. If you have a parent/guardian outstanding balance, see page 78 for instructions on how to record it in ebudde and reduce the troop s final payment. Print the Sales Report and turn it in to your SUCC by Wednesday, Mar. 13 with the following attached: Cookie cupboard receipts (only if there are discrepancies). (page 76) Transfer receipt(s) (only if you are disputing troop transfers). Outstanding Balance paperwork, if necessary (Participation Agreement, M-3 receipts, and report). (page 76) 76

77 Troop PGA is calculated by number of girls selling divided by total box credits. If the troop earns additional proceeds based on their PGA, it will be displayed at the left. Amount of final payment due Mar

78 When to short council proceeds If the TCM has proper documentation (signed M-3 receipts, completed Participation Agreement and completed Outstanding Balance Report) demonstrating that a parent/guardian has taken financial responsibility of cookies, but failed to pay the troop for them. Instructions on how to adjust the final payment in ebudde are below. When not to short council proceeds When a troop has cookies left over in their inventory, they must pay council the full amount due to them for these cookies. Council assumes you will continue to sell these cookies and keep the full amount collected, since you have already paid for the cookies. Enter outstanding balances in ebudde Entering parent/guardian outstanding balances in ebudde will reduce the amount of money that is debited from the troop s account for the final council payment. ebudde only tracks council payments do not enter troop deposits in ebudde. If your troop has a parent/guardian outstanding balance or for some other reason cannot make the final payment amount listed on the Sales Report, follow these instructions: 1. Select the Deposits tab. 2. Click Add Deposit. 3. Entry fields appear at the bottom of the chart. Enter the outstanding balance information in these boxes. Bank Date Reference Number Amount Select Outstanding Balance Enter today s date using the mm/dd/yy format Enter the first initial and last name of the girl whose parent/guardian has an outstanding balance, or Troop if it is a troop outstanding balance and cannot make the entire final payment Enter amount of outstanding balance (i.e. 135), up to $400 for parents/guardians 4. When you are finished entering the outstanding balance information, press Enter or select OK to complete the data entry. Follow steps 2 and 3 if you want to add another outstanding balance. 5. Select Save when you have finished entering outstanding balances. 6. Check the Sales Report tab to confirm that the amounts have changed to reflect the adjustments. NOTE: Product Sales will verify information entered. The troop may be required to make additional payments if outstanding balances are recorded inaccurately. The reconciliation process may extend through June. Troops/parents/guardians are responsible for outstanding balances due regardless of when the error is identified. 78

79 79

80 TCM Troop cookie manager (page 9) A troop volunteer who manages the logistics of the Cookie Program, such as ordering cookies, collecting money from parents/guardians and distributing girl rewards. SUCC Service unit cookie coordinator A volunteer in a community (service unit) who trains, supports and oversees all of the TCMs. RM Regional manager A volunteer who trains, supports and oversees multiple SUCCs. Booth lottery (page 58) All troops in a service unit/region meet to pick sites for booth sites. ACH (page 41) Electronic debit from troop bank account for council payment. Booth sales (page 58) Girls sell cookies at stationary tables at grocery stores, convenience stores, religious institutions, banks, video stores and other private locations. Booth scheduler (page 62) Online scheduling system in ebudde where troops manage their booth sign-ups. Cookie cupboard (page 46) Local homes or warehouses where troops pick up additional (reorder) cookies. Cookie Rally January 18 at Town & Country Girls of all ages will rock the night with a high energy spirit rally including Cookie Program logistics, safety tips, reward introductions and concert. Delivery day January 26 (page 42) Initial orders of Girl Scout Cookies are picked up by troops at warehouses and other locations around the council. ebudde (page 34) Web-based inventory management system. LBB Little Brownie Baker The baker that produces cookies for Girl Scouts San Diego. OTM Operation Thin Mint (page 17) Customers have the opportunity to donate to a Girl Scouts San Diego program that sends Girl Scout Cookies to military troops. Rewards (page 16) Items/experiences that girls earn by selling cookies. Walkabout (page 11) A mobile cookie sale where girls sell in residential areas or on public property. Also known as door-to-door sales. Warehouse (page 42) Troops pick up their initial orders at warehouses on Jan. 26. Links ebudde: ebudde.littlebrownie.com ACH: sdgirlscouts.org/ach Cookie cupboard: sdgirlscouts.org/cupboard Girl Scouts San Diego cookies: sdgirlscouts.org/cookies Girl Scouts San Diego: sdgirlscouts.org Girl Scouts USA: girlscouts.org Cookie Club: cookieclub.littlebrownie.com Little Brownie Baker: littlebrownie.com VIP etraining: vipetraining.littlebrownie.com 80

81 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Troop starting inventory order and delivery appt. due in ebudde by 11:59p.m ACH electronic debit information due on website All ages Cookie Rally at Town and Country! Martin Luther King Jr. Day 27 COOKIE PROGRAM BEGINS (door-todoor sales) 28 Cookie cupboards open for new orders and full case exchanges COOKIE DELIVERY DAY Pick up cookies from warehouse and distribution to parents/guardians

82 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 3 4 Military and older girl lottery opens (7p.m.) Funds must be deposited into troop account for first payment Troops may order mixed cases and exchange individual boxes at cupboards President s Day Unlimited sites available on booth scheduler 5 Military and older girl lottery: Round 2 (7p.m.) Contact Product Sales if troop needs to adjust first payment 6 Military and older girl lottery: Round 3 (7p.m.) Last day for parents/guardians to return unsold cookies to troops 7 All booth sites available in booth scheduler 1 2 Inventory cut-off for first payment (11:59 p.m.) 8 9 BOOTH SALES BEGIN Troop initial payment info uploaded into ebudde

83 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY BOOTH SALES END Last day for new orders at cupboards 10 COOKIE PROGRAM ENDS Last day for C/S/A troops to return up to 60 boxes to cupboard Finalized troop data and rewards submission due in ebudde by 11:59 p.m Funds must be deposited into troop account for final withdrawal Outstanding balance paperwork (if applicable) due to SUCC Complete TCM survey

84 ACH 41 After March Are Girl Scout Cookies tax-deductible? 11 At the booth sale 60 Basic facts & policies 10 Boost your OTM donations 18 Booth sale policies 60 Booth Sale Recorder 53 Booth sales 58 Booth scheduler FAQs 64 Cancel booth sites 63 Choosing booth sale locations 58 Code of behavior at booth sales 60 Cookie Club 15 Cookie Club rocker patch 12 Cookie details 10 Cookie Program theme 8 Council proceeds payment & banking FAQs 68 Counterfeit bills 70 Credit card payments 59 Delivery day 42 Download the Booth Sale Recorder app 54 ebudde computer specifications 34 ebudde: Log on 35 ebudde: Troop set-up 36 Edit or cancel your troop cupboard order 48 Ensuring girl involvement 26 Exchange and return policy 11 Extra troop cookies 56 Final paperwork 74 Finalizing ebudde 76 Financial responsibility 70 Girl or parent/guardian with unsold cookies 56 Girl order cards and dates 27 Girl training script & goals 31 Girl/Adult policies for accepting checks 66 Girls monies 66 Goal achiever rocker patch 12 How does my troop get booth sales? 58 How many cases of cookies will fit in my car? 42 Important dates 1 Initial order rocker patch 12 ipad contest 12 84

85 Managing your time and the troop s inventory 49 Materials 22 Military and older girl sites 59 Money handling & and collection procedures 66 New booth sale locations 58 New boxes 12 New for the 2013 Cookie Program 12 Official start date 10 Older girl troop proceeds 19 Online booth scheduling system 62 Online marketing 10 Online-only resources 22 Operation Thin Mint 17 Operation Thin Mint Sendoff 18 Ordering cookies for booth sales 39 Ordering rewards 75 OTM rewards 17 Outstanding balances 71 Parent/Guardian collection issues 68 Parent/Guardian doesn t pick up cookies they ordered 43 Parent/Guardian training script 25 Participation agreement 26 Participation policy 10 Place cupboard orders 46 Plan ahead 42 Planning for a booth sale 60 Preparing for a troop family cookie party 24 Pre-sale activities 4 Proceeds 19 Receipts 44 Record girl booth credits in ebudde 53 Record girl order credits and payments in ebudde 51 Recording outstanding balances 78 Reorders/Cookie cupboard orders 46 Returned check recovery 68 Rewards 16 Safety 10 Sales report 77 Select your delivery time 40 Sign up for booth sites 63 Starting inventory order 38 Submit and print your order 39 Super six 14 Supplies for parent/guardian training 24 Theft/Robbery/Burglary/Fire 70 85

86 Timeline and checklist 4 Tips for handling unsold cookies 56 Tips that can help sales 61 Tracking cupboard orders in ebudde 48 Tracking girl sales totals and payments 51 Tracking inventory in ebudde 50 Training girls & parents/guardians 23 Troop Cookie Manager calendar 81 Troop Cookie Manager role 9 Troop money handling policies and procedures 67 Troop per girl average (PGA) 19 Troop policies for accepting checks 67 Troops monies 67 Troop-to-troop transfers 55 Walkabouts 11 Website links 80 Wells Fargo accounts and large cash deposit fees 67 When not to short council proceeds 78 When to short council proceeds 78 When you get home from the warehouse 43 Wrap-up week 74 86

87 87

88 88