2014 Fall Sale Troop Manager Manual

Transcription

1 2014 Fall Sale Troop Manager Manual Troop # Service Unit # Contact Name Contact Phone # Contact SU Fall Sale Manager SU Fall Sale Booth Coor. SU Fall Sale Cupboard Mgr.

2 GSNorCal Product Sales Staff Contacts

3 Table of Contents 1 GENERAL INFORMATION Key Dates 2 New Features 2 Fall Sale Options 3 Be Prepared 4 Why participate 5 Resources (Manual Cover also) 5 Troop Earning & Bonuses 6 Girl Recognitions 7 Care to Give 8 Product Sale Troop Bonus 25 Financial Literacy Badges 26 DURING THE SALE Booth & Business Etiquette 10 Cupboard Information and Deadlines 11 Money Matters 12 & 13 Emergency Management 14 Timeline and To Do Checklist FORMS Fall Sale Evaluation Form 21 ACH Discrepancy Form 23 Care to Give Summary Form 25 Product Manager Job Agreement 27 BEFORE THE SALE BEGINS Goal Setting 8 Parent/Girl Meeting Outline 9 CALENDAR Calendar of important dates back cover Dear Volunteers- Welcome to the 2014 Fall Product Sale. The Fall Product sale allows troops to earn funds to start off their year and help finance ongoing troop activities. While participating in the product sale your girls will learn five key life skills. These skills are goal setting, decision making, money management, people skills, and business ethics. Thank you for allowing the girls in your troop this opportunity to grow. During the sale it is important for everyone, girls and adults to follow the Girl Scout Promise and Law. The Promise and Law are on page 28 of this manual. When out in public at a booth sale the girls and adults working a booth are representing Girl Scouts. We hope this will be a fun learning experience for all involved. Thank you in advance for your time and effort. The GSNorCal Product Sales Staff

4 2 Key Dates & New Features October 3 October 19 October 19 October 20 November 1 November 6 November 7 November 17 Sale starts Initial orders begin and online set-up/ordering is open. ACH Authorization form due (GSNorCal website online). Contact and banking information due in nut-e. Once locked troops can not add banking information. Initial orders due in nut-e. Nut-e locks at 11:59pm. Initial paper magazine and TRT orders due to Service Unit Fall Sale Manager. Girls continue to sell. Troops pick-up product from service unit delivery site. Public sales begin. ACH Discrepancy form (If applicable) submitted online by 9am. First ACH Debit pull this week. First Cupboard return deadline (10% of cupboard order). Care to Give numbers due to SU. November 23 November 24 December 1 December 2 Last day of sale. Cupboard returns (10% of cupboard order) FINAL day. ACH Discrepancy form (if applicable) submitted online by 9am. Final ACH Debit pull this week. Troops submit paperwork to SU Fall Sale Manager. New Products English Butter Toffee in a box for $7 and Almond Cran-Orange Crunch which comes in a stand up bag for $6. The Almond Cran-Orange crunch is a Gluten Free product. TRT (To Remember This) Memory Books Friends and family can now order photo keepsakes such as photo books, holiday cards, personalized posters, calendars and more. These items can be ordered online or by using paper order forms and will be delivered directly to the customer. Troops earn proceeds of $2 for every photo keepsake ordered. A flier will be included in the girl packet with more information for families. Online Nut Sales This year customers have the option of purchasing and paying for nuts/candy online. Customers may purchase any of the wide selection of products that Ashdon Farms offer. Online nut/candy purchases will ship directly to the customer. Troops earn 15% of every nut/candy item purchased online excluding shipping fees. All Forms Available Online Online activities for both QSP and Ashdon Farms are found on

5 Fall Sale Options 3

6 4 Be prepared for the sale Before getting started: A complete job description is on page 27. The SU Fall Sale Manager will ask you to read, sign and return a copy of the job description. It s important to know that troop/girl participation in any product sale is voluntary. The troop must have a bank account. Contact the troop leader or treasurer to confirm. Use this checklist to help get your troop/group ready to participate in the Fall Sale. REGISTRATION AND TROOP PAPERWORK Every participating girl and troop must be a currently registered member of GSUSA. Every participating girl must have both a current signed Annual Permission Form with approval for permission to participate in product sales and a Girl and Parent Responsibility Agreement on file with her troop leader. The Troop/Group Financial Report for year must be completed and on file (does not apply to new troops). Each adult volunteer working with girls or handling troop product and/or money must have completed the volunteer screening process. All information is confidential. Visit the council website for more information: TROOP FALL SALE MANAGER The troop fall sale manager must be trained. Login and password information for Nut-e (online ordering system) will only be shared with those who have completed the training. Read this manual and become familiar with the instructions and information before training parents or girls. Refresh your training at with the Fall Sale online training. Go to the council website and then to Fall Sale, Volunteer Fall Sale Resources, and then to training. PREPARATION The troop/group leader and the Troop Fall Sale Manager must read the safety and informational guidelines in the Council Resource Guide and the Cookie & Product Sales Safety Activity Checkpoint (both are available on the council website Girl Scout Daisies, Brownies, and Juniors must be accompanied by an adult at all times; older girls must use the buddy system, or be accompanied by an adult. Girls must wear some sort of clothing or insignia to identify them as Girl Scouts when selling products. Work with the Troop Leader to set a training date for girls and parents. Make a plan for how your troop is going to manage collecting money and extra product. Determine what dates you need parents to turn in money and unsold product to meet the council deposit and return policies. Train the girls and the parents. Hold a meeting, whether it is part of the regular troop/group meeting or a special meeting. An outline is provided on page 9. New troops may want to consult with their Service Unit Fall Sale Manager to see if they have an experienced Troop Product Sale Manager that they can pair them up with for guidance.

7 Why Participate? What are the benefits? 5 The Girl Scout Product Sale Program is the premiere financial literacy program available to youth today. It provides activities for girls to learn and experience business and financial skills they will use for life. Who benefits? Everyone! Participation in the Fall Sale provides funding and benefits for: Troops Earn proceeds to support their participation in Girl Scout activities throughout the year. Girls There are lots of benefits for girls when they participate in the product sales program: Girls learn and practice these five important financial literacy skills: Goal setting Decision-making Money management People skills Business ethics As part of those skills, they learn marketing and advertising, math skills, making change, and how to talk with people. Girls will be able to earn the Financial Literacy Badges (leaves for Daisies) in the Girl s Guide to Girl Scouting. Girls can also earn Fall Sale Reward cards to support her participation in Girl Scouts. Girls can earn Recognition items. Families Fall Sale Reward cards extend the family budget and can be used for: Program fees (Camp or Program Event Activities) Merchandise (uniforms, badges, etc.) at Council Store and more. Council Provides funding for development and delivery of Girl Scouting to local girls. If you would like more information about council services in your area, contact your local office. Community Allows an easy way for the community to support Girl Scouts, and an opportunity to give back to the community by participating in the Care to Give program. Each year thousands of Girl Scout products are donated to local food banks and the military. TROOP TOOLS & RESOURCES You should receive the following materials at your Fall Sale (FS) Training. Contact your SU FS Mgr. if you are missing any of these items: 1. Fall Sale Troop Manager Manual 2. Girl Order Packets includes these items Nut/Candy Order Card QSP Magazine Program Materials QSP To Remember This (TRT) materials QSP Address Booklet Spread the Word Business cards 3. Fall Sale Envelope containing the following items: Girl Parent Responsibility form QSP Address Activity Map Ashdon Farms Activity/Goal Poster Product/Money receipt booklets Care to Give Receipts Care to Give Can Wrap Care to Give Poster Girl Money Collection Envelope Envelope to turn-in final paperwork to SU. Here are the websites you need for the fall sale. Nut.E QSP (troop online ordering system & Nut-e manuals) (girl activities and setup girl online account for sending s)

8 6 Troop Earnings & Bonuses TROOP EARNINGS Many troops fund the majority of their yearly activities through money earned by participating in Product Sales. Council proceeds are approximately 30% for Ashdon Farms products and 45% for QSP subscriptions/trt. Troop Earnings for Nuts/Candy Items: See Table Unit Price $5.00 $6.00 $7.00 $8.00 Troop Earnings for QSP/Magazines: Troop Earnings $1.00 $1.10 $1.20 $1.35 Magazine Subscriptions/TRT (To Remember This): $2.00 per subscription for a troop submitting 1-12 subscriptions (online and paper) $4.00 per subscription for a troop submitting 13 or more subscriptions. (Will show on sales report as troop bonus proceeds.) On-line addresses: $2.00 per 12 valid addresses submitted per girl through QSP online site (Max. 48 addresses per girl) Online nut sales: Troop earns 15% of price of nut/candy item excluding shipping charges. Address booklets: $2.00 per booklet (Min. of 7 completed forms) submitted per girl (Max. 1 per girl). * No additional monies are earned for subscriptions purchased from address booklets. Troops received $2 up front per completed booklet regardless of any subsequent purchases. Troop Earnings for Care to Give: $1.00 per item. TROOP BONUS The troop can earn a $100 Reward Card. This bonus will require participation in both the Fall and Cookie sales. The Fall Sale portion of the requirements are as follows: The troop registration was completed and submitted prior to the start of the Fall Sale period. The Annual Troop Financial Report was submitted no later than September 30, 2014 (does not apply to new troops). The Fall Sale Troop Manager completed Fall Sale training and trained the girls/parents in the troop. The troop had a minimum 75% girl participation (min. 5 registered girls) and at least an average of 40 combined items per girl sold. The troop completes all final Fall Sale paperwork, has successful ACH Debit pulls, and submits all documentation to the Service Unit Fall Sale Manager on/before Dec. 2nd, Troop participates in the Care to Give program with a minimum of 1 Care to Give item per participating girl. NEW SU BONUS By increasing troop participation the Service Unit can also earn a bonus. The Service Unit can earn a bonus of 1% of total sale dollars minus delinquencies on troop balances due to the council. To qualify the SU must exceed the previous years ending sale dollar amount by 5%. This check will be sent to the SU Leader Support Manager in February, 2015.

9 Girl Recognitions Each troop can choose either the Recognitions or Reward Cards Only plan. The decision is a group decision (individuals may not choose their own plan). The troop earnings are the same with both options. All recognitions (including Fall Reward Cards) are cumulative. 7 Total # Items Sold Recognition Items Reward Card Only 15 Theme Patch Be Active Theme Patch Be Active 26 Happy Charmz Pencil & Mini Diary $7 Fall Rewards 40 Small Plush Sea Otter $7 Fall Rewards 50 Hair Color Chalk/Headband Set & Goal Achiever Patch $7 Fall Rewards Goal Achiever Patch 65 Charm Bracelet with Sea Otter Charm $7 Fall Rewards 85 Knit Beanie Kit $7 Fall Rewards Patch 100 Patch 120 Rainbow Zipper Ruck Sack & Fashion Planner $7 Fall Rewards 160 Large Plush Sea Otter $10 Fall Rewards 175 $10 Fall Rewards card and Super Seller Patch 190+ If 1 item was a magazine If 1 item was 12 addresses $10 Fall Rewards/Every additional 15 items over 190 earns $10 Reward QSP Magazine Orders also qualify for these Incentives Dive In Patch Online Patch $10 Fall Rewards Super Seller Patch $10 Fall Rewards/Every additional 15 items over 190 earns $10 Reward Dive In Patch Online Patch If 1 item was an address booklet Shell Patch Shell Patch 10 online sales magazine, TRT, and Twistable Bracelet Kit Twistable Bracelet Kit 1 Care to Give item Share Patch Share Patch 10 Care to Give Items Hermit Crab Charm Hermit Crab Charm

10 8 Goal Setting & Care to Give Program Troop Goals: 1. Discuss goals for the year. Troops may want to take a trip, or purchase supplies for a community shelter. 2. Investigate and estimate the costs of each goal. Involve the girls as much as they are able at their age. Juniors can make supervised phone calls, check out information on the internet, and older Brownies can do the math. 3. Ask the girls to prioritize their goals. 4. Calculate how much money needs to be earned for each activity. 5. Divide the total cost of each activity by the number of girls participating. 6. Use this information to communicate the girls plans to families i.e. if each girl sells approx. this many items (the fall sale items are different prices), we can do these things. Use the goal poster from Ashdon Farms to track the troop s progress. 7. Troops can also set a Care to Give goal. Decide on home many items they would like donate to food banks or the military. Girl Goals: Helping girls to set individual goals is an important skill for her to learn during this process and also helps to make a successful product sale. Have girls talk about what they d like to learn, and what they d like to earn for the sale. Would she like to go to camp, earn patches, or participate in a special Program Event Guide activity? Is there something she would like to try that is new during the sale such as work at a booth sale or try the online program to send out s for online sales. Girls can make/use a goal poster to keep track of their progress. Care to Give Community Service Project In person or booth sales only $5 a can/ no specific variety Payment is collected at time of sale Customer receives a tax deductible receipt Virtual product Care to Give is our virtual donation program which benefits local food banks and military support organizations. At the time of sale, girls provide one copy of the receipt to their customer and turn the yellow copy in to their troop. Care to Give is locked after initial orders. Any Care to Give sold after that time, the troop needs to track and the additional amount sold after initial order to their SU Fall Sale Manager on November 17. At the end of the sale, the troop needs to turn in the Care To Give receipts and summary form with their final paperwork. The Council will confirm the information and coordinate donations to the local organizations. 1 Care to Give item earns a Share Patch 10 Care to Give items earns a Hermit Crab Charm

11 Parent/Girl Training Outline 9 PARENT/GIRL MEETING OUTLINE Training the girls and their parents is critical in the success of the product sale and the support that the Troop Fall Product Manager receives from the families throughout the sale. Review this manual, the Fall Sale Business Smarts Newsletter and the Girl and Parent Responsibility Form before the parent meeting. Explain the financial responsibility of the parents. They are financially responsible for any product they pick up or monies they collect. Pass out the Girl and Parent Responsibility form. Review the form and have parents sign acknowledging due dates to the troop. Girls with two households should have a parent from each household sign the form. Educate parents on policies for accepting payment reference page 12 in this manual. Explain how customers can pay for their nuts/candies and paper magazine orders and the check acceptance policy. Discuss interest in accepting credit card payments cards at booth sales and the associated credit card fee. Discuss the girl recognitions, and help the girls decide which recognition plan your troop will choose. Discuss the troop goal and ask girls to set individual goals. Discuss safety guidelines and etiquette to observe during the sale both during walkabouts and at booth sales. Go over how each component of the sale works. Explain how to complete the: 1) girl order card, 2) magazine and TRT ordering materials, 3) address booklets. Explain how and where to go for the new online sale of nut/candy products. Let parents know that if their daughter does any online sales that they need to make sure to print out a Detailed Order report to turn in, or a copy to the Troop Fall Sale Manager. The Troop Fall Sale Product Manager can also go onto the QSP website and register as a troop leader and have access to the sales for the girls in her troop. (If she does this, she will also get a Detailed Order report ed to her at the end of the sale.) Each family does not need to do all the components of the sale. Have the families and girls decide which components work best for their family, the girl and troop goals. Let the parents know that any time product or money changes hands they should sign a receipt and keep one copy. Highlight all start and due dates. Discuss how due date reminders will be communicated to the parents; phone, , or text. Enlist parent support and assistance with product pick up and distribution to families. Discuss booth sales, will the troop participate in booth sales, how many should the troop sign up for, and which parents are able to help at booth sales. At least one parent at a booth sale must be a screened volunteer. Have all parents sign and turn in the Girl and Parent Responsibility form if their daughters are going to participate. When a parent or troop signs the receipt for product they receive, they are accepting financial responsibility. Sample receipt

12 10 Booth Sale Information & Business Etiquette Booth Sales are a fun learning experience for girls and adults. The most important thing is to prepare both girls and adults for the experience before their first sale. Here are some helpful tips: Before the sale: Booth Sale sign-ups are handled through your Service Unit. Find out how your SU does the sign-ups. Plan your booth display in advance to let your customers know the troop s goals and plans for their proceeds. Train the girls about what to expect at a booth before their first sale. Role play, and practice asking customers to make a purchase, what to say in different situations, explaining what products you are selling, what the troop s goals are, how to collect money and make change. Always thank or acknowledge people, whether they buy or not. Instruct the girls on what to wear. Girls should wear Girl Scout uniforms, Girl Scout tee shirt, or at least a GS pin. Teach the girls and adults that they will represent Girl Scouts, and discuss and agree to expected behavior. Ask the girls to eat before coming to the booth sale they shouldn t eat while selling. Ask them to bring water bottles. Determine (before the sale) how you will divide the credit for items sold at the booth sales (divide total sales among the whole troop, divide each sale among the girls who worked at that booth, etc.) Ask adults who will supervise girls at booth sales to register and complete their volunteer screening process. Use receipts for the products and money anytime they are exchanged between Troop FS Manager and parent in charge at a booth. Things to Bring: The troop provides its own cash for making change. Write a receipt for all start up money. Have 2 adults count and sign. Using a cash box is NOT recommended for safety reasons instead adults should wear fanny packs to hold money. Be sure to have a copy of each girl s Heath History Form (in a sealed envelope for privacy) and a first aid kit at each booth. Have an extra GS pin in case anyone forgets to wear one. A table and chairs. The troop/group s goals poster to display. Consider a money marker to check for counterfeit bills. A Credit Card device if the troop choses to accept credit cards. See more information on this on page 12. Setting Up: If you are the first troop to arrive at a booth sale, location, please check with the manager or appropriate person. Follow the store manager s additional instructions, if any. Selling in front of a business is a privilege, we want to be able to return next year! Adults should assess the safety of the area. If at any time you feel it is not a safe location close up the booth. Two adults must be present at the booth sale, one of whom must be a woman. The only exception to two adults present, is if a parent is at a booth with her daughter or two daughters. Adults are to set the behavior example. Adults are not allowed to conduct booth sales without a Girl Scout present. There should be no more than four girls at one booth sale. Schedule girls in advance to work at the booth sales. During the Sale: It's okay to let the girls handle money, under supervision. If they are old enough, teach them how to count change back to the customer. It s recommended that you not accept bills larger than $20. For check acceptance policy see Money Matters on page 12. Ask the customer to buy products when they are coming out of the business, not going in. Use only one entrance to each business/store. Exception for large stores with various entrances, both doors maybe utilized. Do not block the entrance or exit of the establishment. If another organization is also soliciting, take the opposite entrance to the business if possible. If not, allow each group space to operate without interfering with each other. Always have a good attitude. After the Sale: Clean up the area, and take any empty cases with you (to recycle) don t throw them away at the selling location. Two adults verify the count of both money and products after the sale. Use receipts for the products and money when they are returned to the Troop Fall Sale Manager.

13 Cupboards: Orders, Pick-ups, and Returns 11 Troops can get additional nut and candy items from local cupboards in their area. The cupboard supports additional girl sales. Cupboards are run by volunteers so the hours and ordering methods vary. Specific cupboard operating times and ordering details will be provided by your SU FS Manager or SU Cupboard Manager. Only Cupboard Orders are returnable and are subject to the council return policy. No returns on initial order. Ordering: To ensure that the cupboard has the products you want, please place an order 48 hours in advance of pick-up. The troop needs to provide all of the requested information to ensure their order can be filled. Always leave your name, troop number, phone number and desired pick-up date & time and items wanted. Quantity: You can order any quantity of nuts or candies; the troop does not need to take or return full cases. When you place an order, you will be contacted only if there is a problem. Do not expect a reply or confirmation to your order request. Troop Order Pick-Up: Cupboard Managers will record the troop pick-up information on a receipt and in nut-e (in your Troop Special line). Troops will sign the receipt at pick-up. Cupboard Manager will sign the receipt. Troop gets yellow copy (keep receipt for 1 year). Cupboard Manager keeps white copy. STORAGE keep products in dry, cool, clean, pest free and smoke free environment. Troop Return of Cupboard Products & Return Deadlines: Initial Orders should include product for the first weekend of booth sales, therefore any product received through November 9, is NOT returnable. For troops entering the sale late, their first cupboard order is considered their initial order and is not returnable. Troops may return 10% of nuts taken out of cupboard during below timelines. A signed, dated receipt is required for all returns. Product Received During 10% Can be Returned By Nov. 10th Nov. 17th November 17th No. 18th Nov. 23rd November 24th Cupboard Manager will record the return product for your troop in nut-e. Make sure the product is still in your troop special line in nut-e so that it can be taken out of your troop and returned. My Cupboard Information Cupboard Manager Name: Contact phone: Contact address: Cupboard Days and hours: Cupboard Location

14 12 Troops need to have a troop bank account in order to participate in the fall sale. For more information on this please reference Money Matters in the CRG. ACCEPTING CUSTOMER PAYMENT Cash: Do NOT accept bills larger than a Twenty dollar bill, use a counterfeit money marker to check currency. GSNorCal Check Acceptance Policy: Must be made out to Girl Scouts or Troop _. Must be preprinted with the customer s name, address, and phone number. Do NOT accept foreign, post-dated or starter checks. Customer must show a photo identification, if you do not personally know them. Do NOT accept a check over $60. Large corporate purchases are an exception. Credit Cards: Troops may accept customer payment by credit card. Many troops have found accepting credit cards has increased their sales with customers carrying a limited amount of cash; and there are fewer checks and less cash to deposit with customer payment going directly into the troop bank account. Reference our website for details regarding the approved vendor (PayAnywhere), training, and troop application details. Set-up is free. Troops are responsible to pay their own fees. Money Matters Online training is required. This training provides education on security/pci compliance and the data needed for Girl Scout troop set-up. Visit the council website and search: online learning courses, then look for the PCI Compliance course. Donations and Tip Jars NOT ALLOWED: Donation and tip jars are not allowed. Reference the Blue Book of Basic Documents, 2012, page 21. Troops may use the change from customers who don t want to accept it to purchase additional Care to Give nuts. TROOP PAYMENT TO COUNCIL Automated Clearing House (ACH) is the process council uses to collect payment from the troops. ACH allows a third party to either debit or credit troop accounts. The council will schedule 2 debits throughout the sale. Troops need to collect money from parents/girls and deposit it into the troop account weekly. This avoids problems later when the troop doesn t have enough money in their account to pay for their product and/or there is difficulty collecting from a family. After you make a deposit into your troop account you do not need to enter it on Nut-e. The council will enter ACH debits to Nut-e which will show as a credit towards your council balance due. How will ACH Work? 1. The Troop Treasurer or Leader (bank account signer) will need to submit an online ACH Authorization Form by 10/19/14. The form is good for the Girl Scout year, so if you submit a form for the 2014 Fall Sale, you do not need to submit it again for the 2015 Cookie Sale. By submitting this form, troops authorize GSNorCal to debit or credit their account for Product Sale purposes. To find this form, go to: Authorization Form 2. Enter the troop banking information in Nut-e by 10/19/14, troop entry is locked at 11:59 pm. Troops MUST enter this information in order to participate in the sale. If a troop misses this deadline the information will need to be entered by the council. The council will verify bank account number and contact troops that didn t enter their account number or have inaccurate information. The banking information stays locked throughout the sale.

15 Money Matters Continued Council will make 2 debits from the troop account: Week of Debit Amount of Debit ACH Discrepancy Due (if needed) 11/17/14 50% of council proceeds on initial order 11/17/14 9:00am 12/1/14 balance due on council proceeds 12/1/14 9:00am 4. Troops are responsible to have the funds available in their troop accounts. 5. Troops are responsible to pay any fees incurred when sufficient funds are not available for debits. ACH Discrepancy Form Troops should submit an ACH Discrepancy Form to report non-sufficient funds (NSF), stolen products or money, counterfeit bills and non-payment of parents. Troops should not pay for a delinquent parent that may pay later. Troops can submit an ACH Form online by going to the Council website, the link is located under Fall Sale/Volunteer Fall Sale Resources/Financial Procedure/Product Sales documents. A fillable PDF version of the form is also available in the forms library of the website. A sample form is found inside the back cover of this manual. Completing the form: Make sure you choose your corresponding area (EBS/SBP/NCost/NCen/Redwoods), and enter your troop s information accurately. Then choose the section that applies to your case: Section A: to report NSF in the troop account prior to an ACH debit. The form must be filled out and submitted to the Product Sales Director for your area (there will be a drop down selection on the fillable form) by the date and time in the chart to amend the scheduled debit amount. Council will amend the debit amount only for the debit cycle noted on the form. Please verify that your Product Sales Director has received the form. Section A: for stolen product or money, a police report must be filed, and a copy submitted with the form, for the troop to be relieved of responsibility. Section B: to request a credit due to counterfeit currency, the bills must be no larger than $20 and bank documentation provided. Fill out Part B on the ACH Discrepancy form. Section B: to request a credit due for returned checks. Council will reimburse troops for returned checks if the appropriate procedure and check acceptance policy is followed. Attach copies of all bank documents received. Submit the documents and form within 7 days of the return date as noted on the bank notification. Is the purchase of nuts, candy or magazines tax deductible? According to current U.S. Internal Revenue Service guidelines the purchase of Girl Scouts of Northern California nuts/candy and magazines are not charitable contributions. The customer is receiving a product at the fair market value for the price paid. Customers should contact their own tax accountant for further guidance. Care to Give nut orders are charitable contributions and the customer will receive a donation receipt at the time of purchase. Consult the Council Resource Guide for more information and guidelines about money matters and troop bank accounts.

16 14 Emergency Management Four Reasons to Contact Council Staff Immediately: 1. The safety of a girl or adult has been jeopardized. 2. A product complaint. 3. A situation potentially involving the media (positive or negative stories). 4. A police report has been filed. During office hours, phone your local office. After hours, use the council emergency phone number for emergency situations: 1 (877) It is important that you, as a key product sales volunteer, be prepared. Please take a moment to review the procedure for reporting product complaints or other situations, and make preparations for handling such incidents. Many possible situations may require immediate council staff attention. Some may even attract the attention of the local media. Prompt notification of staff is critical to handling the situation effectively. In the food industry, product complaints are not unusual. Each year, we experience a small number of product complaints (taste, crushed product, etc.) A prompt and customer-friendly response to a difficult incident is the key to a successful resolution of a product complaint. Your role is crucial in satisfying the customer and diffusing a potentially damaging situation. When in doubt whether you should notify someone, call the council staff. MEDIA INQUIRIES To ensure that we handle all media with a consistent message based on factual information, all media inquiries (whether positive or negative stories) must be approved or handled by the Marketing/Communications Dept. If you receive a media inquiry during business hours, immediately contact the Marketing/Communications Dept. at (800) If you receive a media inquiry after business hours, please call the GSNorCal Emergency Answering Service at (877) Product Complaint IF YOU RECEIVE A COMPLAINT: 1. If you receive a complaint about any Girl Scout product, remain calm and get the facts. Use the Product Complaint Form on our Website to document all the facts. Send the Product Complaint Form to your area council office as soon as possible. 2. The council s product policy is Satisfaction Guaranteed. Offer to either exchange the product in question or refund the cost. Exchanges may occur with product from the cupboard. Troops may use their own stock for the initial exchange and then take the damaged/returned product to the cupboard for replacement. Refunds should be handled directly by council. Call the product sales staff to initiate the refund process. If it is determined that the product should be picked up, you or someone you designate must pick up the product from the customer as soon as possible. Be sure to document everything relating to the complaint. The product must be returned to the council so that it can be returned to the vendor. The council staff will notify GSUSA, the vendor, and the appropriate law enforcement agency, if necessary. 3. Contact your Product Sales Director immediately. In a situation requiring immediate attention, contact your SU Fall Sale Manager and your area product sales staff member (contact info is inside the front cover).

17 Timeline & Step by Step Instructions 15 There is a check box next to each item that the Troop FS Manager needs to complete. Check them off as you go. DATES OCT. 3, 2014 FALL SALE ACTIVITY ORDERING BEGINS! Girls use the Order Card to record nut/candy orders. Girls use the magazine catalog to sell/renew magazine orders and TRT (memory books) to friends and family. a. Forms must be filled in completely. b. No Publisher coupons are accepted. c. Collect money with the paper magazine or TRT order. Girls can also begin sending electronic order cards to friends and family via the QSP system, if they receive a nut promise they will deliver the product and collect money in person. a. Find the link on our GSNorCal website at b. Click on the Online Nut/Magazine Program button. Complete the registration screen. c. Complete the interactive learning activity. d. Enter addresses to invite friends and family to order or renew magazines, TRT, and nuts/candy. Girls take Care to Give orders: a. Complete the Care to Give receipt, give the white copy to the customer. b. Collect the money with the order. Checks should be made payable to Girl Scouts or Troop -(your 5 digit troop number). OCT 3-19, 2014 Troop set-up in Nut-E. FS Manager: Log into Nut-E 1. Enter this into your web browser: 2. Type in your login (provided by SU Fall Sale Manager). 3. Type in your password. 4. Click on 2014 Fall Sale. 5. Click on Sign-In. 6. Click on the Troop icon. 7. In the Troop Edit box, enter: a. Troop Level Please verify that the correct Troop Level is selected. b. Proceeds Plan Must be selected prior to entering girl Orders. On the troop settings tab, you should select With Recognitions or Without Recognitions. Once the initial order is submitted, it cannot be changed. c. Leader information (complete contact/address information) d. Troop Product Manager (complete contact/address information). 8. Click Save. 9. In the Troop Users box, click ADD to add additional users. 10. Click Submit or Cancel. 11. In the Troop Bank Account box click Edit. (See picture below.) 12. Fill in Troop Bank Name, Routing Number, Account Number, and Account type. 13. Click Save. NOTE troops must enter bank info on Nut-E to participate in the fall sale. This will lock to troops at 11:59 pm on 10/19 and remain locked throughout the sale. 10/19 is also the Deadline for troops for fill in and submit The ACH Authorization form on our Website..

18 16 DATES OCT. 3-19, 2014 OCT 19, 2014 FALL SALE ACTIVITY Adding Girls 1. Click on the Girl Orders icon 2. Enter the number of girls registered in the troop. 3. Click Save. NOTE: Girls will be uploaded from Personify into your troop on Nut-e but if you have had girls register since the upload you will need to add them. 4. Click Add Girl Name. Timeline & Step by Step Instructions Continued 5. Enter the Full Name ( First and Last) of each girl just as she is registered in Personify/eBiz. 6. Click Add Girl. Continue until all participating girls are entered. SUBMIT INITIAL ORDER INITIAL ORDERS ARE NOT RETURNABLE. Add Girl Orders - Click the green add order button next to girl name. Enter all Magazine and Nut/Candy quantities and click Save. CARE TO GIVE Enter items as Thank You NEW Online Nut Category This category will look and feel just like the Online Mag Subs category. There will be one cumulative Online Nuts column for total units and one cumulative Online Nuts $ column for total sales. Both the Online Nuts and Online Nuts $ columns will remain open until the council submits their recognition order. On the T2 Sales report the Amount Due will not include Online Nut sales as those monies are paid directly to Ashdon Farms so girls are not responsible for turning in money that money to their troops.

19 DATES OCT. 19, 2014 CONTINUED Timeline & Step by Step Instructions Continued FALL SALE ACTIVITY Verify recognitions earned and select choices (if necessary). Click Save. 17 Save Girls Entire Order (you must click Yes to save her order). TROOP SPECIAL ORDER Enter quantities for the Troop that are not specifically associated with an individual girl. The troop uses this order feature to order for booth sales. Click the Add Troop Special Order button Enter quantities for booth sale items and click Save. FYI Recognitions are not associated with Troop Special. SUBMIT NUT/CANDY ORDER After ALL girl orders have been entered, click the pink Submit Nut/Candy Order button. Troops can still edit the magazine items until the Council submits their Recognition Order. Nut-E will lock at 11:59pm. Make sure you have entered your troop banking information. See page 15. Troops may not submit any Initial Orders after this time. Subsequent orders will be handled through the cupboards.

20 18 OCT 20, 2014 OCT. 20 NOV. 23, 2014 NOV. 1 6, 2014 NOV. 7, 2014 INITIAL ORDER ENTRY IS CLOSED Troops who miss the initial order deadline may pick-up product from the cupboard. Their first order will be considered an INITIAL ORDER and is thereby NOT returnable. Paper magazine subscriptions, TRT paper orders, and address booklets due to SU Fall Sale Manager. Troop FS Manager checks magazine/trt forms for completeness and correct money included. Troops deposit any money that is turned in with initial magazine or TRT orders. NOTE: Girls can continue to sell all nut/candy and QSP products and turn in money and order forms to Fall Sale Troop Manager throughout the sale. GIRL PAYMENTS Timeline & Step by Step Instructions Continued Troops have the ability to track individual girl payments in the nut-e system Log into Nut-E. 2. Click on Girl Orders icon. 3. Click the Girl Payments button. 4. Click Add Payment, enter the amount Paid and date paid then click Update. Note: Multiple payments can be entered per girl. Payments entered may be for nuts/candy or for magazines. Online sales dollars are not entered on the girl payment page as they were paid online. NUT/CANDY PRODUCTS DELIVERED Troop FS Manager picks up Troop Initial Order of product Service Unit FS Manager will provide the date, time, and location of when your troop is to pick up product. Allow time to count the product and agree on the count before you sign for the product. Distribute the product to the girls based on their initial orders. Agree on the count and have the parent and the Troop FS Manager sign the receipt. Girls begin to deliver the product and collect payment. Checks should be made out to Troop (your 5 digit troop number) or Girl Scouts. If you discover any damaged product trade it in at your local cupboard. Additional product can be picked up at your local cupboard, reference page 11. PUBLIC (BOOTH) SALES BEGIN Troop FS Manager submits an order to the Cupboard for additional product if needed for booth sale. Reference booth sale information on page 10 and cupboard information on page 11. Booth Sale sign-ups are held within each service unit. Contact your Service Unit FS Manager or SU Booth Coordinator with questions. Track the product sold at the booth sale and what comes back. Receipt the product and money at the beginning and at the end of the sale. Transfer product sold from Troop Special to girl in nut-e. CLICK THE YELLOW TRANSFER PRODUCT WITHIN TROOP BUTTON

21 NOV. 7, 2014 TIMELINE & STEP BY STEP INSTRUCTIONS Select Transfer Type, select the troop special then select the transfer to girl, enter transfer quantities in the middle row and click Save. You will have to Save her recognitions and nut-e will ask you if you want to update her order click Yes. 19 Troop Special Girl Troop special Amber A NOV. 10, 2014 NOV. 17, 2014 NOV. 24, 2014 DEC. 1, 2014 DEC. 2, 2014 Deposit due into troop s account. Follow the check acceptance policy on page 12. 2nd deposit due into troop s account. Deadline to Submit ACH form online to Product Sales by 9am. Care to Give the number of additional Care to Give sold after the initial order to your Service Unit FS Manager. CUPBOARD RETURNS DUE First Cupboard returns due Deadline: Troop may return up to 10% of product obtained from the cupboard with a signed receipt dated between Nov. 10 & Nov.17, See page 11 for return details. Nut-e returns are entered by the cupboard manager. INITIAL ORDER product and product picked-up prior to 11/10 is NOT returnable. 3rd deposit due into troop s account. Final Cupboard returns Deadline: Troop may return up to 10% of product obtained from the cupboard with a signed receipt dated between Nov. 18 & Nov.23, Nut-e returns are entered by the cupboard manager. Troop FS Manager allocates nut/candy/care to Give items to girls in nut-e. Care to Give are listed as Thank You nuts on nut-e. Troop FS Manager adds any additional online sales or address booklets to nut-e. Check to see that Troop Special is zeroed out. Move all product out of Troop Special so that girls receive recognition credit for these items. FINALIZE YOUR FALL SALE Final deposit due into troop s account. Deadline to Submit ACH form online to Product Sales by 9am. FINALIZING YOUR FALL SALE CONTINUED Troop FS Manager logs into nut-e and prints the final sales report. Log into nut-e. Click on the Reports icon. Click on T-2 Nuts/Candy Print out 2 copies of the T-2 report. (One the troop keeps and the other is to turn in to your SU Fall Sale Product Mgr). The report will show your sale details and the balance due to the council in the final ACH debit pull.

22 20 DEC 2, 2014 Timeline & Step by Step Instructions FINAL PAPERWORK TURN IN TO YOUR SU FALL SALE MANAGER (DO NOT SEND TO COUNCIL OFFICE) T-2 Report 1. Sign the report 2. Attach all Care to Give Receipts and the Care to Give Summary form. Address Booklets Magazine Subscriptions and TRT orders Turn in the white and yellow copies. 1. Attach a detailed order report documenting online sales and s sent out for each girl as applicable. Put Troop Order (T-2 Nuts/Candy) report, address booklets, and magazine/trt order forms in a large envelope. Mark the outside of the envelope with your: Troop number SU Name and or SU Number Your Name and Phone Number Give the envelope to your SU Fall Sale Manager. Complete the Fall Sale Evaluation at (click on the Survey Monkey link) or complete the form in this manual. SIGN HERE This is where you can check your PGA for the Nuts/Candy. Make sure to add in your total # of QSP items, to get your troop s total PGA.

23 No / Disagree Yes / Agree forms Fall Sale Troop Evaluation Your feedback develops improvements in our program for next year. Please take a few minutes to complete this survey. This survey is also available in an online format, a link will be sent toward the end of the sale. Thank you for volunteering and allowing your girls to benefit from the Girl Scout Fall Sale program. Area: East Bay/Solano North Central North Coast Redwoods South Bay & Peninsula SU # / Name: Troop Level: Daisy Brownie Junior Cadette Senior Ambassador Other Rate the following statements as they relate to what you experienced. 1. I attended the Fall Sale training given by my SU in person. 2. I took the online Fall Sale training course on the GSNorCal website. 3. My SU Fall Sale Manager sent s at least weekly providing pertinent information. 4. The troop manual contained the information I needed regarding the requirements and due dates for the program. 5. I was provided enough information on how to use Nut-E. 6. The troop had a parent meeting to explain the sale details. 7. The Girl and Parent Responsibility form contained the information needed (if you disagree, please provide details on the back of this form). 8. I was able to easily find any additional forms I needed on the GSNorCal website. 9. Our troop promoted the new TRT item by using their certificate. 10. Having an online nut sale option was helpful to our troop. 11. As a group the girls made their choice to take the recognition item or the reward card plan. 12. The troop set a group sales goal. 13. Our troop met the goal they set for the sale (financial or # of items). 14. During the sale the troop worked on a Financial Literacy or Cookie badge. 15. We continued to use the Nut Promise option even with the new online nut sales. 16.Our troop participated in these activities for the Fall Sale (check all that apply) Nut Pre-orders Booth Sales Magazine Sales Address Booklets Online COMMENTS? Please use the back for any comments/recommendations you would like to provide.

24 22 forms Back of 2014 Fall Sale Evaluation form Please add additional comments here.

25 forms 23

26 24 Forms

27 Forms and Troop Bonus Requirements Product Sale Troop Bonus Troops can earn a $100 Reward Card by meeting their due dates and strong participation in both the Fall Product and Cookie Sale programs. No application required. Council will verify information and mail out cards to qualifying troops.

28 26 Check out the badges available in the Girls Guide to Girl Scouting. There is one Financial Literacy and one Cookie Business badge or leaf at each grade level. Daisy awards are called leaves while all the other levels are badges. There are three awards each at the Cadette level because there are three years spent as a Cadette. Girls can choose to earn badges in any order. Although there are loose ties between the financial literacy and cookie business badges, girls do NOT have to earn a financial literacy badge before earning a cookie business badge. The fall sale is a great time to work on a Financial Literacy badge.

29 Girl Scouts of Northern California Product Sale Job Description - Troop Product Manager 27 Accountability: Appointed by and reports to the Troop Leader and to the Service Unit Product Sales Manager. Time Commitment: Beginning with Product Sale training through the end of the product sale. Responsibilities: 1. Complete Product Sales Training. 2. Work with the troop leader to ensure all girls meet the requirements of participation. 3. Promote the sale and train parents and girls. Emphasize financial responsibility, etiquette and deadlines. 4. Distribute sales materials and promote the sale. 5. Maintain regular communication with the troop leader, troop parents, and SU Product Manager. 6. Enter pertinent data on the Nut-E system in a timely manner. 7. Coordinate troop inventory, including ordering, re-ordering, and distribution. 8. Check weekly for updates from the SU Manager and/or council and relay pertinent details to troop families. 9. Coordinate booth sales with the Booth Sale Coordinator in your area. 10.Maintain accurate records and appropriate money handling procedures, receipting all transactions. 11.Maintain the troop finances so that the money is available in the troop account for the ACH Debit pulls. 12.Comply with instructions in Troop Manager Manual & all due dates set by council. 13.Distribute recognitions. 14.Contact the SU Manager and/or council if a problem arises prior to troop deadlines. Qualifications: 1. Must be a registered Girl Scout with GSNorCal volunteer screening clearance. 2. Able to work well with adults and girls. 3. Have access to a computer and internet. 4. Time necessary to carry out primary tasks. 5. Have the ability to work with numbers and feel comfortable working with large amounts of money. 6. Good communication skills and available by phone and/or Strong organizational skills. Job Agreement - Troop Product Manager I am a registered Girl Scout Volunteer. I have completed the volunteer screening process. I understand and agree to do my best to accomplish all my duties as outlined in the job description. The support available to me has been described and I understand it and I will get help if needed. I understand there are important deposit deadlines to meet so that we are ready for the ACH Debit pulls. I will meet these deadlines. I understand there are deadlines for turning in reports/orders. I will meet these deadlines. I am responsible for all money and product that I handle. I will make sure the recognitions get distributed to the girls in a timely manner when they come in. Name: Troop #: Phone #: Signature: Date: