Service Unit: Troop #: Volunteer Network: ID 622gsocsu Password 622gsocsu. QSP/Nut Online Program: ID

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1 Service Unit: Troop #: Volunteer Network: ID 622gsocsu Password 622gsocsu QSP/Nut Online Program: ID Password Check the Product Sales Website often for the latest information regarding the Fall Product Program.

2 The role of the Service Unit Product Team is vital to the success of the Fall Product Program! The relationships you build with each other and the Troop Product Coordinators will help to make the program efficient, successful and most of all fun! Please take time to be fully informed of the duties and responsibilities of team members; complete training, read the plan book and ask questions as needed. Troop Product Coordinators and leaders will look to the Service Unit team for guidance throughout the program. Service Unit Product Manager Appoints Troop Product Coordinators Coordinates SU Product Team Support and motivate Troop Product Coordinators Reviews Troop Reports Service Unit Materials Coordinator Receives Materials Collates materials into Troop packets for trainings Service Unit Nut Distributor Secures location to distribute product (October 21-24) Coordinates Troop pick-up of product Service Unit Booth Sale Coordinator Secures Booth Sale Sites Runs Lottery Schedules Troops Service Unit Girl Rewards Coordinator Receives Girl Reward items Sorts rewards for each Troop Arranges time for Troop pick-up Reports anyshortages and requests damage replacements

3 Page Page Dates and Quick Checklist 1-2 Troop Payments Ashdon Farms Nut Products and Pricing Online Products and Program Virtual Care to Share Troops Own Care to Share 59 Minutes Quick Start Getting Started Before Training Sales Materials/Training Packets SUPM Part 1 Online Training and Workshop After Training Troop Trainings Sponsor a Training Webinars Fall Product Program Begins Obtain Booth Sites Troop Product Coordinator Rosters Troop Bank Information Upload Initial Nut Order Troop Process Initial Nut Orders Troop Initial Order Submitted Service Unit Initial Order Processing Late Initial Order Delivery and Distribution Delivery of Product Distribute Troop Orders Cupboards Cupboard Orders Guidelines for Collecting Girl Money Troop Bank Account Information Troop Final Payment Counterfeit Bills Uncollected Funds Extra Product End of Sale Processing Troop End of Sale Processing Troop Final Paperwork Service Unit End of Sale Processing Service Unit Final Reports Girl Rewards Resources Customer Returns Damaged Product Online Marketing for Girls Rewards Adjustment Form Troop s Own Donation/Service Project Theft/Burglary/Robbery What to Do About Selling Issues Tax Deductible Girl Scout Products Websites Additional Support Who Do I Contact About Product Sales Website Product Program Task Group GSOC Product Sales Staff Position Description Picking Up Cupboard Orders Booth Sales 13

4 Before the Sale Program Aug. 14-Sept. 5 (pages 3-5) August 28 (page 5) August 28 (page 5) September 5 (page 5) September 6 (page 6) September 22 (page 2) Meet the products Notify Troop Product Coordinators of training and create a roster Update Troop Product Coordinators with complete appointment Send welcome to appointed Troop Product Coordinators Notify Council which Troop Product Coordinator training your Service Unit is sponsoring Remind Service Unit Distributor to complete the online 2017 Fall Delivery & Distribution form Review the Service Unit Fall Product Can Do requirements Service Unit Materials Coordinator receives materials and assembles troop packets Complete the SUPM Part 1 online training Remind other members of your Service Unit Product Team to complete their trainings on time to earn points for the Can Do Bonus Attend SUPM Workshop at GSOC on Sept. 5 beginning at 6:57 pm Ensure Service Unit Material Coordinator distributes Troop packets Troop Trainings begin Receive launch with temporary login for the QSP/Nut Online Program (UNIFY) Launch s sent to Troop Leaders on September 22, 2017 During the Program September 23 (page 7) September 27 (page 7) October 5 (page 7) October 6-8 (page 8) October 8 (page 8) Booth Sale Coordinator obtains booth sale sites Fall Product Program begins Launch s sent to girls Troop Product Coordinator roster due by 9:00 AM Upload of troop bank information into the QSP/Nut Online System (UNIFY) Troops process initial order Troop Initial Order Submitted in the QSP/Nut Online System (UNIFY) by 9:00 AM 1

5 October 8-9 (page 8) October 9 (page 8) October 12 (page 7) October 20 (page 8) October (page 9) October 24 (page 10) Oct. 25-Nov. 6 (pages 11) October 27 (page 11) Service Unit initial order processing Service Unit Initial Order Submitted in the QSP/Nut Online System (UNIFY) Booth Sale Spreadsheets due to Council by noon Late Initial Orders Due Delivery and Distribution of Products Cupboards open Girls continue to make direct, Care to Share and online sales Booth sales begin After the Program November 3 (page 12) November 5-7 (page 14) November 8 (page 14) November 9 (pages 12-13) November 8-12 (page 14) November 12 (page 14) January (page 15) January 22 (page 15) January 25 (page 15) Girls final balance due to Troop Troop end of sale processing Final troop reports due to Service Unit by 9:00 AM Troop Payments begins Service Unit end of sale processing Service Unit final report due to Council Service Unit Girl Rewards Coordinator received girl rewards Last day for Troop girl reward adjustments Final girl reward adjustments due from Service Unit Girl Rewards Coordinator Throughout the Fall Product Program Aug. 14-Nov. 12 (pages 16-20) Resources Websites Additional Support 2

6 Troops receive 14% of their nut sales $8.00 Girl Scout Tin with Mint Treasurers Individually wrapped creamy milk chocolate with a refreshing mint filled center. $8.00 Salt and Pepper Cashew Halves Cashew halves with a classic salt and pepper seasoning. $8.00 Whole Cashews A classic favorite roasted and salted to perfection. $8.00 Holiday Tin with Chocolate Covered Pretzels A favorite sweet and salty snack. Crunchy pretzels covered in smooth milk chocolate. $8.00 Chocolate Covered Almonds Crunchy almonds covered in milk chocolate will have you wanting more. $7.00 Dark Chocolate Caramel Caps with Sea Salt Dark chocolate covered caramel topped with sea salt. $7.00 Chocolate Covered Raisins Plump raisins covered in smooth milk chocolate that is sure to satisfy any chocolate lover. $6.00 Peanut Butter Bears Milk chocolate bears with a smooth peanut butter filing. $7.00 English Butter Toffee Crunchy toffee handcrafted in small batches and drenched in milk chocolate. $6.00 Dark Chocolate Mint Penguins Rich dark chocolate penguins bursting with frosty mint. $6.00 Cranberry Nut Mix A tasty mix of peanuts, raisins, cranberries, cashews, banana chips, almonds, and walnuts. $6.00 Salsa Mix Peanuts, salsa corn sticks, toasted corn, soy noodles, almonds and pepitas. $5.00 Honey Roasted Peanuts Peanuts roasted with a touch of honey to make this a perfect combination. $5.00 Butter Toasted Peanuts Lightly roasted peanuts with a buttery flavor. $6.00 Care to Share Customers purchase 1 or more cans or magazine vouchers to donate to the Care to Share community service project. This purchase is tax deductible. 3

7 Girls send texts or s inviting friends and family to order QSP and Ashdon products online using the NEW QSP/Nut Online Program (UNIFY)! Online product offerings: Look for this button to register for the online sales program Online Magazine Orders (QSP Items) Give subscriptions as gifts, renew existing subscriptions or order new subscriptions! There are over 600 magazines both print and digital versions to choose from and you can save up to 90% over newsstand prices! NEW! Online Tumbler and Organic Veggie Plant Pair Orders (QSP Items) Customers now have the opportunity to purchase transparent and stainless steel tumblers/water bottles AND 8 varieties of organic veggie plants. Online Nut Store (Ashdon Farms Items) As part of the QSP/Nut Online Program, s or texts to friends and family will include the option for them to order, pay for and have nuts delivered to their home or business. Troop volunteers and parents will receive an from QSP including key details about participating in the QSP/Nut Online program with quick links, their ID and temporary password! All online sales of Ashdon Farms product count towards girl rewards for nuts. Online sales of QSP items (magazines, tumblers and organic veggies) count towards girl rewards for magazines. Deadline: The last day girls receive credit for online orders is November 5, Be sure to personalize your to customers, encouraging them to place an online order before November 5th. Online orders placed after November 5th will continue to help the Council to provide program for all girls, but will not be counted towards girl rewards or troop proceeds. Special Online Girl Rewards: Online Patch send 15 s using the NEW QSP/Nut Online Program Patch Send 30+ s using the NEW QSP/ Nut Online Program Girls who reach $200 in ONLINE sales will earn their own customized online patch! Girls who reach $450 in ONLINE sales will earn a t-shirt customized with their first name! Combo Prize: Girls who sell 5 QSP items and 20 Ashdon Farms items will earn the Mini Notepad with Gel Pen. Troop Proceeds: Troops receive $3 for every QSP item sold and 14% of every Ashdon Farms item sold 4

8 Care to Share is virtual, simple & easy! Virtual Care to Share, a Girl Scout community service project, allows girls the opportunity to participate by selling virtual Care to Share magazine vouchers, nut and snack items that are distributed to our nation s military and to the Second Harvest Food Bank. What a great way to help your Girl Scout Troop, community and Council! Explain virtual Care to Share to your troops. Emphasize how to use the order card, collect payment and provide receipts. Explain who will be receiving the donations. Encourage troops to make posters for your Door-to-Door and booth sales. 1. Girls to ask every customer if they d like to participate in the virtual Care to Share program. 2. Girls collect $6.00 cash for each virtual Care to Share order. Do not worry about choosing the variety of nuts or magazine, or organization. The Council will handle this for you. 3. Girls record virtual Care to Share purchases on their order card including the magazine vouchers. Care to Share purchases are tax deductible! Girls should provide Care to Share receipts to each customer. Coach girls on how to print out receipts from the Fall Product Program Website: fallproduct/forms on the Resources & Forms page. Troops enter virtual Care to Share from each girl s order card just like any other variety. The troop will NOT receive any virtual Care to Share product. Council will deliver it. Troop places orders with their nearest Cupboard for virtual Care to Share sold after initial orders. Troop deposits all money into troop bank account. Girls earn credit towards nut rewards for each virtual Care to Share sold and Troops earn 14% proceeds on all virtual Care to Share sales. Girls who sell 8+ virtual magazine vouchers, nut or snack items for virtual Care to Share earn the Care to Share patch. The Care to Share patch is for the virtual Care to Share program only. Girl Scout troops may choose their own organization to receive Care to Share donations provided they follow the guidelines on the Donation Agreement form found on product/forms. Patches for Troops Own Donation/Service Project can be purchased in the Girl Scout Shop. 5

9 59 Minute Quick Start is an easy way to supercharge your Service Unit s Fall Product season! Girls talk on the phone with friends and family and earn money at the same time. It s fun! It s easy! And it only takes 59 minutes! How the 59-Minute Quick Start Works 1. First, visit the 59 Minute Quick Start website for resources at girlscouts.qspgao.com/59min 2. Second, girls register for the QSP/Nut Online Program, click on Text & Share and send themselves the text payment link. 59 Minute Quick Start patches are available for purchase. 3. Third, girls call friends and family and forward the text link for payment. Girls have fun on the phone offering a $20 gift card that can be used to purchase a magazine subscription through QSP s website. Sales count towards girl magazine rewards and the Troop will earn $3.00 for each gift card sold. To receive free patches for each girl who sold one or more magazine or military gift card, complete the 59 Minute form on the Product Sales website ( Sample $20 Magazine Gift Card Sample $20 Military Gift Card customers can purchase to be donated to a military family. 6

10 Before Training (August 14 and later) Review the Service Unit Fall Product Can Do Form requirements. Partner with your Service Unit Team on strategies to achieve the Can Do Bonus. Create a roster of all Troops and Troop Product Coordinators for your Service Unit Notify Troops of Fall Product Training Update Troop Product Coordinator roster to record each step as completed: Registered Girl Scout Membership for 2018 Troop Product Coordinator role chosen on MyGS Background Screening complete Troop ACH Authorization form on file, see list at Troop Product Coordinator Training: collect training completion certificates from TPCs Remind the Service Unit Nut Distributor to complete the online 2017 Fall Delivery & Distribution form located on the Product Sales website, Promote participation at August/September Leader Meeting. See product/ forms for Leader Update presentation and contact CustomerCare@GirlScoutsOC.org if support is needed for a Nutty Newbie session. August 28 Sale Materials/Training Packets Service Unit Materials Coordinator assembles materials from Ashdon Farms, QSP, and GSOC into troop packets. Jumbo Envelope (1 per troop) Receipt Book (3 per troop) Money Envelope (1 per girl) Girl Packets with Order Cards (1 per girl) QSP Adventure Poster (1 per troop) Family Guides (1 per girl) Service Unit Product Managers will pick-up sample product at training to be used during a Service Unit Meeting. August 28-September 5 SUPM Part 1 Online Training and Workshop Complete the SUPM Part 1 online training before attending the classroom training on September 5 Attend Service Unit Product Manager Workshop at Council on September 5 beginning at 6:57 PM Notify Council which Troop Product Coordinator training your Service Unit will sponsor and send a helper Remind the other members of your Service Unit Product Team to complete their trainings on time to earn points for the Can Do Bonus. September 6 After Training Receive launch with temporary login for the QSP/Nut Online Program (UNIFY) 7

11 September 6 and later Troop Trainings The key to a successful sale is training. It is mandatory for every Troop Product Coordinator to participate in a training even if it is not their first time doing the job. Training helps Troop Product Coordinators have current information and understand the importance of the deadlines. Sponsor a training Troop Product Coordinator training dates, times and locations are posted on the Council Calendar You may bring Troop packets the SU Materials Coordinator collated to your sponsored training Plan on arriving 45 minutes prior to training time and staying for the entire training The Service Unit Product Manager s role at training: Arrive 45 minutes before training to help with room set-up Work a station at Check In (Be ready and at station 30 minutes before training begins) Sign-in Station Make sure everyone has signed in at the registration table Training Materials Station Hand out one Troop Plan Book and one Family Guide to Troop Product Coordinator as needed Information Station Hand out Volunteer Network ID and password and Service Unit Fall Product Manager contact information to TPCs from other Service Units Check Out Stations by Service Unit (at end of training ONLY) Hand out Troop packets to Troops within your Service Unit For efficient check out come to training with troop materials already counted out and ready for distribution. ID and passwords to TPCs after they have been appointed. Volunteers may attend any training or train online. Volunteers who participate in online training or attend a training sponsored by another Service Unit will receive a certificate of completion and be referred to their Service Unit Product Manager. They will then need to connect with you to: 1. Pick up materials 2. Receive Service Unit specific info (including the Service Unit date for product distribution) Webinars Participate in a webinar covering the QSP/Nut Online System (optional) Thursday, October 5 at 10am and 7pm How to place Initial Order Thursday, November 2 at 10am and 7pm End of Sale Processing GSOC will registration information for each webinar. This information can also be found on the Product Sales Website 8

12 Before the Fall Program Begins Continue to remind Troop Product Coordinators to complete the steps to be appointed (page 7) September 23-October 12 Saturday September 23 Obtain Booth Sale Sites The Booth Sale Coordinator will obtain booth sale sites. Partner with Booth Sale Coordinator by: Providing a roster of troops in your Service Unit Helping with and during the booth lottery Help with training the Troop Product Coordinators and Troop Leaders on booth sales Booth Sale spreadsheet due to Council by noon on October 12, Fall Program Begins Girls with adult supervision take orders using their order card. Money is collected only for Care to Share orders. Remind troops of the deadline for entering their initial orders October 8, 2017 at 9:00 AM Girls, with adult supervision register for a QSP/Nut Online Program account and send out s to family and friends. Launch s will be sent to girls who have been uploaded into the QSP/ Nut Online Program (UNIFY) inviting them to create their online accounts so they can start sending s to family and friends inviting them to order QSP and Ashdon Farms products online. The only way to GUARANTEE products is for troops to place an initial order. September 27 Troop Product Coordinator Roster due to GSOC completed Troop Product Coordinator Roster to GSOC at Nuts@GirlScoutsOC.org Submit updated Troop Product Coordinator Roster to GSOC as necessary Appoint Troop Product Coordinator by confirming membership registration, background screening, training has been completed and Troop ACH Authorization form is completed. Send Welcome using the template found on to the Troop Product Coordinator. Troops will NOT earn proceeds unless Troop Product Coordinator has completed appointment steps as reflected on your roster as submitted to GSOC. October 5 Troop Bank Information Upload into UNIFY Begins GSOC will upload troop banking information (e.g. bank name, routing number, and account number) into the QSP/Nut Online Program (UNIFY) beginning October 5,

13 October 6-8 Troops process initial nut orders The only way troops are GUARANTEED the product is to place an initial order. Remind troops to: Collect girl orders via or have parents enter into QSP/Nut Online Program (UNIFY) Make entries into the QSP/Nut Online Program (UNIFY) Complete all entries, Troop order placed and submitted in the QSP/Nut Online Program (UNIFY) by 9:00 AM on October 8, Encourage girls to continue taking orders using their order card and online October 8th by 9:00 AM NO PAPERWORK is due to the Service Unit at this time. Troop Initial Order Submitted in UNIFY Troops should order by deadline even if they are missing some girl orders. Late orders can be filled from product ordered for booth and additional sales or by contacting a cupboard. October 8 9 Service Unit Initial Order Processing Verify that all participating troops have submitted their initial order Contact Troops who have not submitted their order and encourage them to place an order to ensure troop gets the products needed Verify Troops ordered their Initial Booth Order in units and not by the case (1 case = 12 units) Contact Troop Product Coordinator to resolve errors Run troop order report and give to Service Unit Nut Distributor to use at Delivery and Distribution Any order placed in the QSP/Nut Online Program (UNIFY) whether it is Saved or Submitted will be ordered and the troop will be financially responsible for the order. Clicking the Submit button tells the Service Unit Product Manager the order is complete. October 9 by 9:00 AM Service Unit Initial Order Processing Completed All Troop initial order entries and/or corrections done by the Service Unit must be completed by 9:00 am. No paperwork due to Council at this time. October 20 Late Initial Orders Troops missing the cutoff for placing their initial order online will need to order items through a cupboard on Friday, October 20, Troops are to their total order amounts to a cupboard using the Cupboard Order form. Troops will be able to pick up their order on Tuesday, October 24, 2017 or soon after depending on the hours kept by the cupboard. Cupboard orders are not guaranteed and are filled on a first order received, first order served basis. 10

14 The Service Unit Distributor will organize the distribution of nuts and snack product to troops. October Delivery of Product Select a cool, dry, sheltered area before the truck arrives The driver will unload the product and is instructed to leave product on pallets up off the floor/ground. This is to help prevent infestation of insects or water damage. Have cases stacked by variety and inspect for visible damage have damaged cans replaced Count cases by variety to insure correct quantities The delivery ticket should match your report received from the Service Unit Product Manager The Service Unit is responsible for all product signed for on the delivery ticket. If shorted any product at delivery, you must make appropriate corrections to the delivery ticket before signing and contact GSOC for instructions on how to replace the shortage Note: Shortages must be replaced right away and will NOT be deducted from Service Unit or Troop account in the QSP/Nut Online Program (UNIFY) Wait to count your delivery until ALL product has be unloaded from the truck. Sign the delivery ticket for the actual amount received. Be sure to sign against a hard surface and press firmly to make certain that the numbers and signature goes through to all copies DO NOT distribute any product to Troops until the truck delivery is completed to your satisfaction and the truck has gone. Under no circumstances is the truck driver to load from the truck to people s cars Distribute Troop Orders Sort product by troop using the report received from the Service Unit Product Manager Distribute product to Troops promptly Troops should have enough vehicles with space & capacity to accommodate their entire order Troops should print and bring a copy of their initial order report from the QSP/Nut Online Program (UNIFY) Have receipts completed and ready when the Troops arrive to pick up their orders Pull the Troop s entire order and have them verify against the receipt and their initial order reports Do not allow the Troop to move any product to their car until they have verified their full order and have signed the receipt Countersign receipt. Give Troop the copy (yellow) and keep the original copy (white) to submit to Council at the end of the sale. Council s copies must have ORIGINAL signatures Have troops replace any damaged product at a cupboard Troops wanting additional product may place an order 24 hours in advance with a cupboard 11

15 Additional product will be available from cupboards. Cupboard orders are not guaranteed and are filled on a first come, first served basis. The Cupboards will: Open on Tuesday, October 24 or soon after Not be able to fulfill call-in or drive-up orders Locations of the Cupboards will be posted on the Volunteer Network. This listing will be updated as locations may close gradually throughout the program to consolidate inventory. Cupboard Managers are Volunteers Too! Cupboard are run by VOLUNTEERS and they deserve courtesy and gratitude. All Girl Scout Responsible Adults who pick-up troop orders should always be kind and polite towards our Volunteer Cupboard Managers. Cupboard Orders Troops their orders to any cupboard using the Cupboard Order form located on Varieties are ordered by the unit (1 case = 12 units). All cupboard orders must be placed at least 24 hours in advance of desired pick up time Cupboard Manager will confirm pick-up date and time via Troops are to place an order with a cupboard for any additional and booth sale virtual Care to Share products. Picking Up Cupboard Orders Troops should bring a copy of their Cupboard confirmation. Only Troop adults who pass background screening are allowed to pick-up and sign for product. Usually this is the Troop Product Coordinators or Troop Leaders. If you authorize another member of the troop to make the pickup, they must be a registered and screened Troop Helper who is authorized to drive and handle money for Girl Scouts. Please give the cupboard volunteer the person s name when the order is placed. Minors may not sign for product. The cupboard manager will make all entries online for the product picked up from their cupboards Troops should contact the Cupboard Manager for any online entry discrepancies Troop orders not picked up on confirmed pick-up date will be deleted and troops will have to submit a new order. See pages in the Troop Plan Book for additional information regarding: Placing Cupboard Orders Ordering Additional Care to Share Picking Up Cupboard Orders 12

16 October 28-November 6 Booth Sales Booth sales are an excellent opportunity for girls to practice their new skills and help in realizing their sales goals. The Booth Sale Coordinator will organize the booth sales for your Service Unit. They are responsible for and not limited to: Obtaining booth locations Ensuring all Certificates of Insurance, Facilities Use Forms and Hold Harmless Agreements are processed and in the hands of the booth location that requested them Training troops about booth sale conduct Scheduling booth sales with the troops including holding a Booth Lottery if necessary Sending booth sale spreadsheet and any updates to the Council Headquarters Partner with the Booth Sale Coordinator to remind Troops: When booth sales begin (October 27) All booth sales are booked through the Booth Sale Coordinator The importance of cancelling booth sales with the Booth Sale Coordinator About product displays for booth sales During the Booth Sale period remember to: Remind troops to go over the Booth Sale guidelines section in the Troop Plan Book with the troop girls and their parents Remind troops that all adults participating in booth sales must complete the online Booth Sale training, even for parent/daughter booth sales Remind troops to collect product money from girls frequently throughout the booth sale period Remind troops to deposit money frequently into TROOP account Remind troop to order additional Care to Share from a cupboard as needed Assist those troops that need help in attaining additional product Check in with troops and provide coaching if a troop has excess inventory (see page 13) Remind troops of cutoff date and time for making entries, selecting rewards, and submitting reports. (November 8, 2017 at 9:00 AM) More information regarding booth sales including Parent/Daughter Booth Sales can be found on pages of the Troop Plan Book. Adults or girls not following Girl Scout guidelines at booth sales could result in negative consequences for the entire Troop. The consequences could consist of one or more of the following: Loss of girl rewards Loss of troop rewards Loss of future booth sale(s) Troop not being able to participate in future booth lotteries Service Unit Product Managers and Service Unit Booth Sale Coordinators need to work together to decide what consequences their Service Unit will have and communicate these consequences to all Troop Product Coordinators and Troop Leaders before booth sales begin. Before any consequences are implemented, the Service Unit Booth Sale Coordinator & Service Unit Product Manager must obtain approval from Ronda Sussman, GSOC Product Sales Director. 13

17 Guidelines for Collecting Girl s Money Troops may not require payment from parents in advance Money for nuts is collected when the girl delivers the order to the customer except for virtual Care to Share orders for nuts and magazine vouchers Accepting checks is highly discouraged. Troops who choose to accept checks should refer to the Accepting Checks document located on Troops collect girl payments frequently with final balances due on November 3, 2017 Troop Product Coordinators record girl payments using receipts and deposit into troops bank account immediately Troop Bank Account Information Troops complete the online Troop ACH Authorization (TAA) form (see page 5) Troops deposit all product money into their troop s bank account promptly and frequently GSOC will upload troop banking information (e.g. bank name, routing number, and account number) into the QSP/Nut Online Program (UNIFY) beginning October 5, Troops will not have access to make changes to the banking information once it is uploaded into the system. Please have troops complete a new online TAA form immediately if their troop banking information has changed after the upload was completed on October 5, Troop Final Payment All Council proceeds will be collected from troops via ACH (Automatic Clearing House) debit. ACH is a nationwide electronic funds transfer network which enables banks to distribute electronic charges (debits) to bank accounts and to settle such entries. Troops make final deposits into their TROOP account by end of day on Tuesday, November 7, Final Troop Payment the full balance of Council proceeds will be debited from troop accounts beginning on Thursday, November 9, Council will upload the troop s payment in the QSP/Nut Online Program (UNIFY) after the bank has completed the ACH debits Have a troop who is having difficulties making their final payment? Instruct the troop to: Complete the online Payment Adjustment form by Tuesday, November 7, (see page 17 in the Troop Plan Book for more detailed information) Please note: A payment can be reduced but cannot be waived all together. Contact the Booth Sale Coordinator to schedule booth sales Complete and submit delinquency reports online See page 13 regarding Uncollected Funds, Extra Product and Counterfeit Bills Troops with payment plans or an NSF will be required to submit payment to GSOC via money order or cashiers check. If troops do not notify us on time, and the ACH debit is not honored by their bank, the Troop will be charged for all NSF (Non Sufficient Funds) fees incurred by the rejected transaction. Troops missing payment plan deadlines are subject to a $15 fine per week and may be sent to collections. 14

18 Counterfeit Bills While it doesn t happen often, a troop may receive a counterfeit bill and not even know it. If a troop contacts you about receiving a counterfeit bill, please have them: 1. Complete the online Counterfeit Bill Report located on the Product Sales Website 2. Obtain a receipt from the bank for the counterfeit bill and attach it to the Counterfeit Bill Report 3. Completed Counterfeit Bill Report with the receipt attached must be submitted online no later than November 8, 2017 See page 16 of the Troop Plan Book for more information regarding counterfeit bills. Uncollected Funds If a Troop calls to report a delinquent girl/parent: Offer to call the parent to try to arrange for payment. If the attempt to make payment arrangements fails, have the troop fill out and submit a delinquency report online by Wednesday, November 8, Delinquency Report forms can be found at Be sure they include copies of all signed receipts and the signed Parent Responsibility form Keep a written record of the situation, noting dates and contacts made regarding the delinquent funds. Attach to the Delinquency Report the troop has submitted The Troop should not hold up payments to Council because of an outstanding parent. Troop should note Delinquency report submission in final report to their Service Unit Product Manager The Council office will follow up on delinquency reports. Unpaid accounts may result in collection procedures Delinquency Reports need to be completed and submitted online by above deadline otherwise Council will not be able to assist the troop with collection. Extra Product Sometimes a troop may end up with leftover product due to unforeseen circumstances: illness of girls, orders refused by customers, cancelled booth sales, etc. Here are some proactive suggestions on how to avoid the problem. During booth sales, touch base occasionally with your troops to see how they are doing Encourage them to schedule additional booth sales through the Booth Sale Coordinator Suggest they may want to conduct a rolling sale or walkabout as a troop outing Check to see if any other troops in neighboring Service Units need product and transfer the product between troops Note: Cupboards cannot make exchanges or accept returns. Should a troop have an excessive amount of leftover product near the end of the sale, notify the Product Sales Department at Council immediately. Do not wait until the Fall Product Program has ended. 15

19 November 5 7 End of Sale Troop Processing Remind troops to: Make final deposits into Troop Account by end of day on November 7, 2017 to cover the final balance due taken by ACH debit beginning November 9, 2017 Make final entries for additional nut orders, Care to Share and booth sales into the QSP/Nut Online Program (UNIFY) and to verify rewards Troops requesting payment adjustment due to insufficient funds should submit the online Payment Adjustment form located on GSCookiesETC.org/productsales/forms by 3:00 PM on November 7, 2017 Remind Troops that all entries must be made and reports ed to the Service Unit by 9:00 AM on November 8, 2017 Remind Troops to retain a copy of the reports for Troop records and to complete the online evaluation Troop Final Paperwork Due to Service Unit on November 8 at 9:00 AM Troops are to a copy of the troop s reports to their Service Unit Product Manager Troops must note if a Delinquency or Counterfeit Bill reports were submitted in the body of their (if necessary) Remind troops to copy their Troop Leaders and Treasurer on Remind troops to print a copy of their reward report to use when picking up their girl rewards Contact any troops who have not met this deadline Service Unit End of Sale Processing (November 8 12) Make entries and changes for troops as necessary Verify that all product has been assigned and allocate any unapplied units to the girls for each Troop Contact Troop Product Coordinator to resolve any errors Make any other necessary corrections to troop s reward order Download reward report and the information to the Service Unit Girl Rewards Coordinator Complete the online Can Do Service Unit form whether your Service Unit has achieved the bonus or not (link to the form can be found on at Service Unit Final Reports Due to Council on November 12 The following is due to Council on or before 9:00 am: Send an to Nuts@GirlScoutsOC.org with Service Unit Processing is Complete in the subject line and in the body of the , include information for troops with unresolved errors if necessary. Note if any troops have submitted Delinquency or Counterfeit reports. Complete the online Can Do Service Unit form Service Units who miss the deadline will forfeit any Service Unit Can Do funds earned. 16

20 See pages of the Troop Plan Book for more information about Girl Rewards, Troop Rewards, Troop Bonus Reward and Troop Proceeds. January Receive and Distribute Rewards OC Bucks and some of the girl rewards will be available for pick up at the Council office in Irvine in January. All Service Units will be notified by Council when the rewards are ready for pick up. All other rewards will be drop shipped to the address that is listed in the QSP/Nut Online Program (UNIFY). Rewards Shipment The Service Unit Rewards Coordinator will: Open and verify shipment immediately when it arrives Verify the items and quantities received match the packing slip exactly (Do not distribute any items to troops before completing this step) If you receive more items than listed on your reports, ask for a new report. Sometimes errors are caught and fixed by Council which may change the number of items you receive. Return any extras to GSOC. packing list, noting any extras or shortages to CustomerCare@GirlScoutsOC.org If shorted on delivery and/or need additional items, complete the Rewards Adjustment Request form online at Council will notify you when the rewards are ready for pick up (please allow 2 weeks) Distribution to the Troops Count out rewards for each Troop as recorded on the rewards report Contact the Troop Product Coordinators to arrange for the pick up of their rewards Have the Troop count out items they received in your presence, verifying against their rewards report Have the Troop initial the rewards report after the troop has verified their rewards January 15 distribute all Fall rewards to the Troops Troop Final Reward Adjustments (January 22) Troops submit any adjustments to their Service Unit Product Manager as soon as possible, but no later than January 22, Service Unit Final Reward Adjustments (January 25) All Reward adjustments must by reported to the Product Sales Department at the Council as soon as possible, but no later than January 25, 2018 using the Rewards Adjustment form. 17

21 Customer Returns There may be times when a customer decides to return product. Troops should follow these steps: Accept the returned product from the customer even if they did not sell to that customer Offer the customer an even exchange for the same or other variety of product If the customer does not want product replaced, give the customer a refund from the troop funds. Do not give a refund without first getting the unwanted product from the customer since you will need to exchange returned product for new at a cupboard Complete the Damaged Product Report, giving as much detail as possible. This form is available on the Resources & Forms page at Exchange product at a Cupboard If a foreign object is found in the product, notify council staff immediately by calling Ronda Sussman at In the case of an injury, notify council staff immediately by calling Ronda Sussman at Troops should accept returned product and make exchanges or issue refunds for any customer. Damaged Product Sometimes product received may be damaged (dented, crushed, etc.). Troops should place an order with a Cupboard via for replacement of the damage product. Remind troops to do the following: Contact a Cupboard via to make arrangement for a replacement When placing their replacement order, Troops need to: a. Type Damaged Product in the subject line of their b. Enter the number of units needed, by variety to be replaced Complete a Damaged Product Report located on Give the damaged product along with the completed Damaged Product report to the Cupboard when making the exchange Damage product replacement orders should be placed separately from other orders and must be replaced by November 5th. Product should be kept off the floor on a pallet or shelf. This will help prevent damage from insects or water. Product damage caused by girl/parent negligence (such as melting) will NOT be replaced. 18

22 Online Marketing for Girls What can girls do online for Product Sale Activities? Girls can use electronic marketing, social networking, and group web sites to gather sale commitments from family, friends and previous customers. Please keep in mind that girls: Can market to and collect indications of interest from customers within Orange County zip codes. Family members, ABC Smart Cookies and QSP/Nut online program sales are the exception to this rule. Cannot have customers pay online (such as through a shopping cart function on a website) except through QSP/Nut Online System Must sign the Girl Scout Internet Safety Pledge (available at forms/ on the Resources & Forms page) before doing any online activities, and all online activities must be under the supervision of adults Cannot expose a girl s address, physical address or phone number to the public Girl Scouts under 13 can use their parent or guardian s online sites with their approval and supervision. Girls over the age of 13 may work in partnership with an adult to market products online, using the social networking sites of the adult All of the above excerpts are taken from Chapter 5 of the Volunteer Essentials Resource Book (VERB). Rewards Adjustment Form This form is to be used if your delivery of rewards has been shorted, if a troop notifies you that they have damaged items or need additional items. The Rewards Adjustment form is available on the Product Sales Website ( Reward adjustments must be submitted to the Product Sales Department as soon as possible and no later than January, 25, Please note: If a troop is missing items because they lost them or made errors in the QSP/Nut Online Program (UNIFY) that were not corrected by the end of the sale, the troop will be charged for these items. If Service Unit Rewards Coordinator has not submitted confirmed packing lists, Service Unit will be responsible for cost of rewards ordered. Troop s Own Donation/Service Project Girl Scout troops may choose their own organization to receive Care to Share donations provided they follow the guidelines on the Donation Agreement form found on product/ forms. Please note: Magazine Vouchers are for the Council s virtual Care to Share program only. Patches for Troops Own Donation/Service Project can be purchased in the Girl Scout Shop. 19

23 Products are insured against fire and theft through the point of delivery to the Service Units. Once the items have been delivered to the Troop, the items and related funds are the responsibility of the Troop, parents, and girls. Product must be distributed to the girls quickly, delivered to the customers immediately, and funds deposited frequently for their own protection. In the event that product or funds are stolen, the police must be called and a report taken within 48 hours of the incident. The number of items and/or money stolen must be specified on the police report. The police report number should be submitted with an explanation in writing with the troop s final reports. A copy of the police report is to be submitted to the Council office as soon as it is available. In some cases, homeowner s insurance will cover the loss. Product that is damaged due to improper handling (such as melted chocolate left in a car) is the responsibility of the volunteer/parent. What to Do About Selling Issues (Early Sellers, unauthorized booth sales, etc.) Deal with the situation when it occurs. If problem is widespread in the Troop, a Court of Honor meeting might be held to discuss the incident. If someone reports a selling issue, you must: Take the name and phone number of the person reporting the girls no anonymous calls Identify the girl by name and/or troop number Date and time of incident Notify the Leader and the Troop Product Coordinator The Leader and/or Troop Product Coordinator should: Notify the parent as soon as possible. Explain the reasons for the rules as it relates to the Girl Scout Promise and Law and business ethics Remind the girl/guardian not following the Girl Scout guidelines for the Fall Product Program can result in negative consequences for the entire troop. Is the purchase of Girl Scout Products tax-deductible? Yes and No No, if the customer keeps the product. Individuals who buy and take the product home or consume it have purchased a product at a fair market value. For this reason, no part of the price of a can of nuts, a magazine subscription, tumbler or organic veggie plant pairs used in this way is tax-deductible. Yes, if the customer leaves the product with Girl Scouts. Many Girl Scouts ask customers to pay for one or more cans of nuts for use in their community service project, for example, Care to Share. The customers did not receive any Girl Scout products and will not benefit directly from paying for them. The purchase price of the donated Girl Scout product is a charitable contribution. 20

24 Product Sales Website ( product) Check here often for the latest information regarding the Fall Product program. Here is a list of resources found on the Product Sales Website: 5 Skills 59 Minute Quick Start flyer Accepting Checks Care to Share Flyer Care to Share Receipts Counterfeit Bill Report Delinquency Report Damaged Product Report Volunteer Essentials Excerpt from chapter 5 Easy Start Guide Fall Product Program Family Guide Fall Product Program Troop Plan Book Frequently Asked Questions Girl Activities Girl Rewards Girl Scout Internet Safety Pledge Glossary of Terms Information for Parents QSP/Nut Online Program Link Volunteer Network Link Fall Booth Sale Locator Link Product Info Safety Activity Checkpoints for Product Sales...and more! Volunteer Network (Volunteer/Volunteer Network) The following documents can be found on the Volunteer Network: City Permits Cupboard Locations Fall Product Program Troop Plan Book Service Unit Plan Book Service Unit Product Team Volunteer Roster Volunteer Essentials Resource Book (VERB)...and more! QSP/Nut Online Program (UNIFY) Look for this button on or to register your Girl Scout to sell magazines, nuts, tumblers and organic veggies online and to create MY Creation customized patch. 21

25 Who Do I Contact About? Money: Other: For Troops who owe money CustomerCare@GirlScoutsOC.org Delivery Date and Time: Complete the online form For Additional Materials/Forms: CustomerCare@GirlScoutsOC.org Magazine Subscriptions Contact QSP Customer Service at Reward Shortages and/or adjustments: Complete the online Reward Adjustment form located on the Product Sales website ( All adjustments to troop rewards must be reported to Council by January 25, Product Sales Website Check here often for the latest information regarding the Fall Product Program. Girl Scouts of Orange County s Product Sales Staff: ing CustomerCare@GirlScoutsOC.org is the fastest and most efficient way to connect with us. Cheryl Ledgerwood Lisa Nevares Ronda Sussman 22

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28 August 28 and later August 28 September 5 September 5 September 6 and beyond September 23 September 27 October 5 October 6 8 October 8 by 9 AM October 8 9 October 9 October 12 October 20 October October 24 November 5 November 3 November 5 8 November 8 by 9 AM November 9 November 8 11 November 12 January January 22 January 25 Program materials arrive to Service Unit Material Coordinator Service Unit Product Manager part 1 online Training Service Unit Product Manager Part 2 Workshop Troop Product Coordinator Trainings Fall Product Program Begins Troop Product Coordinator Roster Due to GSOC Troop Bank Account Information Uploaded into the QSP/Nut Online Program (UNIFY) Troop Initial Order Processing Troop Initial Order Submitted in QSP/Nut Online Program (UNIFY) Service Unit Initial Order Processing Service Unit Initial Order Processing completed by 9:00 AM Booth Site form is due to Council Late Initial orders placed with Cupboards Delivery and Distribution of Nut Products Deliveries, Direct Sales and Booth Sales Girls Final Balance Due to Troop Troop End of Sale Processing Troop Final Due to Service Unit Troop Payments Begin Service Unit End of Sale Processing Service Unit Final Due to Council Service Unit Girl Rewards Coordinator distributes to Troops Troop Final Rewards Adjustments Service Unit Final Rewards Adjustments