2017 Fall Sale Program. Troop Manager Manual. Service Unit Fall Sale Manager contact : Name Phone

Transcription

1 2017 Fall Sale Program Troop Manager Manual Service Unit Fall Sale Manager contact : Name Phone

2 General Information Key Dates Fall Sale New Features 2 Troop Proceeds & Care To Give 3 Troop Manager Job Description 14 Nut-E Information 15 QSP Online Sales Info 16 Girl Recognitions 17 Fall Sale Calendar Back Cover Table of Contents Before the Sale Begins Get Ready for the Sale 4 How to Train Your Troop 5 During the Sale Money Management 6-7 Booth Sales, Cupboards, & Returns 8 Step by Step Timeline 9-13 Emergency Management 13 Contacts: Council Call for Member Services Nut-E (troop ordering and inventory management system, and Nut-E manuals) QSP (girl activities and setup girl online account for sending s) Your Service Unit (SU) Fall Sale Team SU Booth Coordinator Local Cupboard Manager Name Phone Address City Hours Available AWESOME TROOP BONUS Troops who participate in both the 2017 Fall Sale and the 2018 Cookie Sale, and who meet all of the following requirements, will earn a GSNorCal folding wagon (similar to the one below) for the troop, a $50 Reward Card for the troop, and special Super Star patches for each girl and 2 adults. Reward cards and patches should arrive in May; wagons should arrive in June. 75% of the troop s registered girls participate in both the Fall Sale and the Cookie Sale. The troop s Fall Sale per girl average is at least 40 items, for girls selling. The troop s Cookie Sale per girl average is at least 175 items, for girls selling. Funds available in full for all ACH debits during both sales (no ACH Discrepancy forms filed for NSF/Section A)

3 General Information Key Dates Sept Oct. 15 Oct. 15 Oct. 18 Oct 27 - Nov. 2 Nov. 3 Nov. 13 Nov. 15 Pre-order taking begins and online sites are open for sales. Initial orders due in Nut-E. Site locks at 11:59pm. ACH Authorization form due (submitted online). Collect paper magazine subscription orders sold so far and submit to SU Fall Sale Manager. Girls may continue to sell all products. Troops pick up pre-ordered products from Service Unit. Public booth sales begin Deadline to submit ACH Discrepancy form (if needed). Cupboard returns due Initial ACH Debit from troop bank account Nov. 19 Nov. 20 Nov. 27 Nov. 29 Nov. 30 Dec. 5 Jan Last Day of Sale Cupboard returns due Notify SU Fall Sale Manager how many Care to Give/Thank You Nuts you need added to Troop Special line. Product/magazine allocation to girls due in Nut-E. Collect money owed by parents and deposit into troop bank account. Nut-E locks for troops at 11:59 pm. Deadline to submit ACH Discrepancy form (if needed). Troop paperwork due to SU Fall Sale Manager. Final ACH Debit from troop bank account. Recognitions sent to SU Managers; Reward Cards mailed to girls. Dear Volunteers, Welcome to the 2017 Fall Product Program! The Fall Product Program allows troops to earn funds to start off their year and help finance ongoing troop activities. While participating in the product sale program, 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, because we all represent our organization, and would like this sale to be a fun learning experience for all involved. Thank you in advance for your time and effort. - The GSNorCal Product Sales Staff 1

4 What s new for 2017? Deluxe Pecan Clusters - $7 Salt and Pepper Cashews - $7 General Information Dill Pickle Peanuts - $6 Holiday Tin filled with individuallywrapped Caramel Treasures is available by Pre-Order Only for $8. It will not be available in Cupboards. Organic Seed Pots - 8 Varieties Compliments the GS Journeys Available in the Online Store Scented candles, stainless steel bottles, and 200+ college and designer tumblers are available in the Online Store. NEW ACH POLICY: This year, you ll again submit your ACH Troop Debit Authorization form (online) but now it will not expire. Forms need not be resubmitted for any future product sales as long as the bank account remains open. 2

5 General Information Troop Proceeds Troop Proceeds for Nut & Candy Items: Unit Price $5.00 $6.00 $7.00 $8.00 $10.00 Troop Earnings $1.00 $1.10 $1.20 $1.35 $1.70 Online Nut/Candy Sales: Troop earns 15% of price of nut/candy item, excluding shipping charges. Troop Proceeds for Mags+More, for items sold in person or online: $2.00 each 1-12 Mags+More items sold by troop $4.00 each 13+ Mags+More items sold by troop (Mags+More = Magazine subscriptions, Tumblers, Water Bottles, Organic Veggies, Photo Keepsakes, etc.) Troop Proceeds for Care to Give: $1.00 Create Your Own Patch: Girls with total online sales of $200 or more will receive an with a link to create her own Superhero Cat Patch. Once submitted, the patch will be created and shipped to her. Allow 4-6 weeks for delivery after submission. Care to Give Program In person or booth sales only; not available online $5 per unit, no specific variety Payment is collected at time of sale Customer receives a receipt Council donates the product 3 Care to Give items earns the Share patch Encourage girls to ask customers who buy products to ALSO donate to Care to Give Buy 1, Give 1 Care to Give is our virtual donation program which benefits local food banks and military support organizations. At the time of the sale, girls provide one copy of the receipt to their customer and turn the yellow copy in to their troop. The Troop Manager should enter initial CTG sales as Thank You Nuts until Oct. 15. Any Care to Give sold after that time, the troop needs to track and the additional amount sold to their SU Fall Sale Manager by November 20. She will put the additional number of Thank You Nuts sold onto the Troop Special line for the Troop Manager to allocate to girls. At the end of the sale, the troop MUST turn in the yellow Care to Give receipts with their final paperwork. The Council will confirm the information and coordinate donations to the organizations Care to Give items earns this charm 10 Care to Give items earns the Super Girl charm Daisy Low 40 10/2/17 3

6 Before the Sale Begins Get Ready for the Sale BEFORE GETTING STARTED Read your job description on page 14. It s important to know that troop/girl participation in any product sale is voluntary. Submit the ACH Troop Debit Authorization form online with your troop bank account information. Use this checklist to help get your girls and parents ready to participate in the Fall Sale. REGISTRATION & TROOP PAPERWORK - CONTACT MEMBER SERVICES FOR HELP: Every participating girl and troop must be a currently registered member of GSNorCal. Every participating girl must have both a current signed Annual Permission Form with approval for permission to participate in product sales and a Fall Sale Girl/Parent Responsibility Agreement on file with her troop. The Troop Financial Report (TFR) for the year must be completed and on file with the Council (does not apply to new troops). Each adult volunteer working with girls or handling troop product and/or money must be registered and have completed the volunteer screening process. All information is confidential. TROOP FALL SALE MANAGER TRAINING Read this manual and become familiar with the instructions and information before training parents or girls. Take your training online at Training.GirlScoutsNorCal.org. Log in to the Volunteer Learning Portal or create a new account. Take the Fall Sale Manager course and give the certificate to your SU Fall Sale Manager. There are courses for New Managers and Experienced Managers. Login and password information for Nut-E (online ordering system) will only be shared with those who have completed the training. Contact your Service Unit Fall Sale Manager for Nut-E access. PREPARATION The Troop Leader and the Troop Fall Sale Manager must read the safety and informational guidelines in the Volunteer Essentials online guide and the Cookie & Product Sales Safety Activity Checkpoint (Both are available on the council website. At GSNorCal.org, search for Product Checkpoint.) 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 to collect money and unsold product to meet the Council deposit and return policies. Keep receipt books handy you ll be writing one for every product and money exchange with girls and parents. Train the girls and the parents. Hold a meeting, whether it is part of the regular troop meeting or a special meeting. New troops may want to consult with their Service Unit Fall Sale Manager to see if they have an experienced Troop Product Sale Manager who can mentor them. Learn the location, hours, and ordering procedures for your local cupboard, as well as the Return Policy. 4

7 Troop Training How to Train Your Troop FAMILY MEETING OUTLINE Training the girls and their parents is critical for the success of the product sale, and will help the Troop Fall Product Manager gain support from the families throughout the sale. Review this manual, take online training, read the Girl/Parent Responsibility Form before the parent meeting, and determine your due dates for parents to turn in money and products, so you can meet council deadlines. 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/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. Girls should select an item or reward card at every level. Educate parents on policies for accepting payment (see page 6 in this manual). - Explain how customers can pay for their in-person orders and the check acceptance policy. - Discuss whether the troop accepts credit and debit cards at booth sales and the associated fees. Discuss the Girl Recognitions (p. 17) and Troop Proceeds (p. 3). Explain that a Nut Promise is simply an unpaid order/request for product. 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: using the order card for nuts/candies, order slips for magazines, how to set up an account to sell online, whether to sell at booths, etc. 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 the troop s goals. Explain the Care to Give program, how it works, and make sure families know to collect payment, give the white receipt to the customer, and turn the yellow receipt into troop sale manager before the end of the sale. Let the parents know that any time product or money changes hands within the troop, 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. Make sure everyone knows that orders may not be taken until the official Start Date of the sale. Enlist parent support and assistance with product pick up and distribution to families. Discuss whether the troop will participate in booth sales, how many should the troop sign up for, how girls will be credited for booth sales, and which parents are able to help at booth sales. At least one parent at a booth sale must be a registered and screened volunteer. (Having a booth in your own front yard is allowed without SU permission.) Discuss online selling, how to sign up, social media rules, etc. as explained on p. 16. Sample receipt When a parent or troop signs the receipt for product they receive, they are accepting financial responsibility. 5

8 During The Sale Money Management ACCEPTING CUSTOMER PAYMENT Cash: Do NOT accept any bills larger than $ Use a counterfeit money marker to check currency at booth sales. Check: Checks must be made out to Girl Scouts or Troop _. Checks 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: GSNorCal recommends troops who want to open and manage a mobile payment account to use Square (our recommended vendor). Square provides troops a low transaction rate, and no monthly fees or inactivity fees. Troops are responsible for managing their accounts with Square and any resulting fees or liabilities (this applies for accounts with Square and other vendors). Adults need to take the brief Accepting Credit Cards online course to ensure they understand the responsibility and liability of taking credit card payments and to receive specific Square registration and setup instructions. This course is available on the GSNorCal Volunteer Learning Portal at training.girlscoutsnorcal.org. Troops that have previously used other vendors, such as GoPayment or PayAnywhere, may continue to use those vendors. However, they should be aware that these other vendors may charge annual or inactivity fees, and may charge higher transaction rates than our preferred vendor. TROOP PAYMENT TO COUNCIL Automated Clearing House (ACH) is the process GSNorCal uses to automatically collect payments from troops. ACH allows the council to debit and credit troop accounts. ACH Troop Debit Authorization An authorized signer on the troop s bank account must submit the online ACH Troop Debit Authorization form by October 15 to authorize GSNorCal to debit or credit the account for Product Sale purposes. This form can be found under the Forms link at the top of the GSNorCal home page. NEW THIS YEAR! The ACH Troop Debit Authorization Form will not expire at the end of each membership year! The form is now a permanent authorization for GSNorCal to initiate ACH transfers from the account noted on the form for Product Sales purposes. All troops do still need to submit a form this year but will not need to do so for future sales as long as their bank account remains open. New troops participating in the sale whose bank accounts are still in process by October 15 must submit an ACH Discrepancy Form (details on next page) by October 15 in lieu of an ACH Authorization form. GSNorCal will follow up with new troops individually to make arrangements for payment, if necessary. Troop banking information is uploaded to Nut-E by the council by the first day of public sales. Full account numbers are hidden from user view and access. ACH Debits Council will make 2 debits from the troop account for the sale: Debit Date Amount of Debit ACH Discrepancy Due (if needed) 11/15/17 50% of balance due on product in troop inventory at 9:00am on 11/14/17 11/13/17 by 9:00am 12/5/17 Balance Due 11/30/17 by 9:00am 6 Troops are responsible for having sufficient funds available before each debit and for any bank fees incurred due to non-sufficient funds. Unless a troop submits a complete ACH Discrepancy Form before the deadline, troops with an unpaid balance after the final debit are considered not in good standing with the council and will not be allowed to participate in any further sales until their balance is paid. ACH debits will continue until the full balance due to council has been collected.

9 During The Sale ACH Discrepancy Form Money Management Troops must submit an online ACH Discrepancy Form to request or report any of the following: Decrease debit amount due to non-sufficient funds (NSF) or no bank account for the first ACH debit ACH credit requests due to returned checks, counterfeit bills, and bank fees Stolen product/money Unpaid money by parents or individuals The form can be found under the Forms link at the top of the GSNorCal home page. Complete the troop information section at the top of the form, then complete the sections that apply as described below. Discrepancy forms and attached information are subject to verification prior to approval. Any mismanagement of GSNorCal product or money may result in a denial of the request. Section A: Decrease ACH Amount Request In reporting NSF for the first ACH debit during the sale, forms must be submitted before the discrepancy form deadline to guarantee a debit decrease. New troops may complete this section to report their bank account as still in process by the ACH Authorization Form deadline of October 15. All participating troops are subject to the ACH payment schedule during the sale. GSNorCal will follow up with new troops individually to make arrangements for payment outside of ACH, if necessary. To report NSF for the final ACH debit, only sections B-D will be accepted to decrease troops final balances due to council with adequate documentation for the request as described below. Section B: ACH Credit Request Use this section to request a credit for returned checks ($60 and under), counterfeit bills ($20 and under), and associated bank fees, including cash deposited/transactional fees caused by Product Sales related deposits. For returned checks and counterfeit bills, a notification from the bank including the check image or currency amount and associated fees must be uploaded to the form. For cash deposited/transactional fees, a complete itemized bank statement for the sale months in which the fees were charged must be uploaded. Scanned copies or clear photos of relevant documentation are both acceptable as upload attachments. Once the request is approved, a deposit will be added to the troop s bank deposits tab in Nut-E to adjust the troop s balance due to council. If the adjustment causes council to owe the troop, a deposit will be made to the troop s account following the ACH schedule during the sale, or on a weekly basis after the sale ends. ACH credits will only be processed if submitted within 14 days of the printed date on the bank documentation. Section C: Stolen Money/Product Report To report stolen money or product, contact your local Product Sales office immediately following the incident, and a form must be submitted within 7 days of the incident. A police report must be filed and uploaded with the form for troops to be relieved of immediate responsibility. A tentative ACH adjustment for the value of the stolen money or product will be placed for the troop while the form is reviewed. The council will follow up with the troop if further action is necessary. Once confirmed, a deposit will be added to Nut-E in the same manner as noted in Section B. Section D: Unpaid Money Report Troops are never obligated to pay the council for uncollected and documented money owed by an individual at the end of the sale, when reported on time. Use this section to inform GSNorCal of outstanding money before the final discrepancy form deadline on November 30 to guarantee a decrease on the troop s final balance due to council. Scanned copies or clear photos of all of the delinquent individual s signed sale receipts and Girl/Parent Responsibility Form must be attached in order for the council to transfer financial responsibility from the troop to that individual. Council will contact reported individuals directly to request payment after the final ACH date. Troop leaders and Fall Sale Managers will be included on formal correspondence to delinquent individuals in their troop. 7

10 During The Sale Booth Sale Information & Etiquette Council Policy: A booth sale is any sale that occurs from a stationary site (a table, a wagon, a car/truck, outside a church) where customers come up to the booth. A girl must be present and interacting with the customers. All booth sales must be coordinated through the troop with the SU Booth Coordinator, whether it s in the boundaries of their SU or not; the only exception is a booth on the property of the girl s home (not the sidewalk, which is public). Before the sale: Role play and practice what to say in different situations, including how to collect money, make change, ask for Care to Give donations, and how to respond when rejected or ignored by a customer. Instruct the girls on what to wear. Girls should wear a Girl Scout uniform, Girl Scout t-shirt, or at least a GS pin. Remind girls and adults that they will represent Girl Scouts. Discuss and agree to expected behavior. Determine (before the sale) how you will divide the credit for items sold at the booth sales. Adults who will supervise girls at booth sales must register as GSNorCal members and complete the volunteer screening process. Allow 3 weeks for the background check to be completed. Things to Bring: The troop provides its own cash for change. Write a receipt for all start up money. Have adults count and sign. Bring a table to display products, and fanny packs to hold money. Bring Care to Give receipts and pens. Tip jars are not allowed. The troop/group s goals poster to display. Have an extra GS pin on hand. Consider a money marker to check for counterfeit bills. These can be purchased at office supply stores. Setting Up: Follow the store s instructions. Selling in front of a business is a privilege; we want to be able to return next year! 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 (one must be a woman). We do allow booths with 1 girl and her guardian. Girl limit per booth sale is 4 at one time; 2-3 is usually plenty. Do not block the doors or sidewalk. During the Sale: Let the girls handle money, under adult supervision. Do not accept bills larger than $20. For check acceptance policy see Money Management on page 6. Ask customers to buy products when they are coming out of the business, to avoid asking them twice. After the Sale: Clean up the area. Take your trash with you, including cardboard boxes. Adults verify the count of both money and products after the sale and note these numbers on receipts. Cupboards & Returns Troops can get additional products from their local cupboards. Cupboards are run by volunteers so their hours and ordering methods will vary. Initial Orders should include extra product ordered for the first weekend of booth sales. (see p. 11) For troops entering the sale late, their first cupboard order is considered their initial order and is not returnable. To ensure that the cupboard has the products you want, adhere to your Cupboard Manager s deadlines. You can order any quantity of nuts or candies; the troop does not need to take or return full cases. Cupboard Managers will record the troop pick-up information on a receipt and in Nut-E (on the Troop Special line). Every product and money transaction MUST be documented on a signed and dated receipt. 8 Returns With a dated receipt, troops may return 10% of nuts and candies taken out of the cupboard during the periods below: Product Received During 10% Can be Returned By 11/06-11/13 November 13th 11/14-11/20 November 20th

11 During The Sale Timeline & Step by Step Instructions There is a check box next to each item that the Troop FS Manager needs to complete. DATES SEPT 23 FALL SALE ACTIVITY ORDER TAKING BEGINS! Girls use the Order Card to record nut/candy orders (but do not collect money until delivery unless it s a Care to Give donation). Girls use the magazine catalog to sell/renew magazine orders to friends and family. a. Forms must be filled in completely. b. No Publisher coupons are accepted. c. Collect money with the paper magazine order. Girls can also begin sending ed 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 in November. a. Parents will receive an ed link to set up their daughter s online site. b. Complete the interactive learning activity. c. Enter addresses to invite friends and family to order or renew magazines, or buy nuts/candy. d. Check the box next to the peanut for each to allow the customer to be sent a Nut Promise order card. SEPT 23 TO OCT 15 Girls take Care to Give orders: a. Complete the Care to Give receipt, give the white copy to the customer, yellow to Troop FS Manager, who will give to SU FS Manager at end of sale with final paperwork. b. Collect the money with the order. Checks should be made payable to Girl Scouts or Troop (your 5 digit troop number). Troop set-up in Nut-E. 1. Log in to Nut-E using the login and password given by your SU Fall Sale Manager. 2. Click on Fall Sale and Sign-In. 3. Click on the Troop icon. 4. In the Troop Edit box, enter: a. Troop Level Please verify that the correct Troop Level is selected, or change it. (Contact Member Services at Council if it is incorrect, so we can fix it in our database before the Cookie Sale ) b. Leader Information Complete all contact information. c. Troop Product Manager Complete all contact information. 5. Click Save. Girls 1. Click on the Girl Orders icon. 2. Enter the number of Girls Registered in the troop, even if they are not all selling. (Nut-E will fill in the number of Girls Selling after product has been allocated to them.) 3. Click Save. NOTE: Girls will be uploaded from our registration database into Nut-E. You cannot add or delete girls. Please check that all your registered girls are listed and contact Member Services at if the list is incorrect or incomplete, as this may indicate a problem with a girl s registration record. Bank Account Troops must submit the ACH Troop Debit Authorization Form online by October 15 in order to participate in the sale. Council will later upload your account information into Nut-E. To find the form, go to GSNorcal.org and search for debit. For accounts still being opened, you should instead file the ACH Discrepancy Form by October 15. Your SU Fall Sale Manager can guide you if needed. 9

12 During The Sale Timeline & Step by Step Instructions DATES ON OR BEFORE OCT 15 FALL SALE ACTIVITY ENTER TROOP S INITIAL ORDER INITIAL ORDERS ARE NOT RETURNABLE. Add Girl Orders - Click the pencil icon next to the girl s name. Click on Items. Enter her order and click Save. Select each girl s Recognition Choices. Click Save. If your troop will be doing booth sales on the first weekend of November, you should order those additional products on the Troop Special line. Please note they are not returnable, even if picked up at the cupboard. See our Return Policy and dates for later cupboard pickups, on page 8. TROOP SPECIAL ORDER FOR BOOTH SALES OR EXTRA PRODUCT Scroll down the page to find the Troop Special drop-down menu. Enter quantities for the Troop that are not specifically associated with an individual girl. The troop uses this line to order for the first weekend of booth sales, or to have extra product on hand. Cupboard Managers will also transfer product to the troop onto this line. Make entries in the Troop Special section as needed, and Save. 10

13 During The Sale Timeline & Step by Step Instructions DATES OCT 15 FALL SALE ACTIVITY SUBMIT NUT/CANDY ORDER After ALL girl orders have been entered, click the pink Submit Nut/Candy Order button. (After October 15, troops can still enter magazine orders taken on a paper subscription form, but nuts will need to be transferred from Troop Special to Girls after this date, not directly entered on the girl s line.) Nut-E will lock at 11:59pm. Troops may not submit any Initial Orders after this time. Subsequent orders will be handled through the cupboards. Paper magazine forms are due to SU Fall Sale Manager, so Council can begin processing. Troop FS Manager checks magazine forms for completeness and correct money included. Troop deposits any money that is turned in with initial magazine orders into their Troop Bank Account. NOTE: Girls can continue to sell all products and turn in money and order forms to the Troop FS Manager throughout the sale. Online Sales Categories Sales of online nuts and magazines will automatically flow from the girl s online site into Nut-E. Please contact your SU Fall Sale Manager if you spot discrepancies. Note that sales might take a day to process and appear in Nut-E. (The Amount Due on the T-2 Sales Report will not include online sales as those monies are paid directly to the council, and girls are not responsible for turning in that money to their troops.) OCT & NOV GIRL PAYMENTS Troops have the ability to track individual girl payments in the Nut-E system. Doing this is recommended but not required. Log into Nut-E. Click on Girl Orders icon. Click on the Girl Payments tab. Click Add Payment, enter the amount and date paid and click Update. Note: Multiple payments can be entered per girl. Payments entered may be for nuts/candy or for paper subscription magazine orders. Products sold at booths can also be entered as paid after moving the product from Troop Special to the girl who worked the booth. Online sales dollars are not entered on the girl payment page as they were paid online. Write a duplicate receipt whenever money is turned in. Count the money with the girl or parent before signing. You each keep a copy. 11

14 During The Sale DATES Timeline & Step by Step Instructions FALL SALE ACTIVITY OCT 27 TO NOV 2 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 for troop pick-ups. Allow time to count the product and agree on the count before you sign for the product and leave the premises. Distribute the product to the girls based on their initial orders. Agree on the count and both the parent and the Troop FS Manager sign the receipt, and each keeps a copy. Girls begin to deliver the product and collect payments. If you discover any damaged product, swap it out at your local cupboard. Additional product can be picked up at your local cupboard. NOV 3 PUBLIC (BOOTH) SALES BEGIN Troop FS Manager submits an order directly to the Cupboard for additional product if needed for booth sales or additional girl orders. Reference booth sale and cupboard information on page 8. Booth Sale sign-ups are held within each service unit. Some SUs choose not to arrange booths. Contact your SU FS Manager or SU Booth Coordinator with questions. Track the product sold at the booth sale. Receipt or make note of the product and money at the beginning and end of the booth. Transfer products sold at the booth from Troop Special to girls in Nut-E, and record as paid. CLICK THE TRANSFER PRODUCT WITHIN TROOP BUTTON AT TRANSFER TYPE, SELECT TROOP SPECIAL TO GIRL AND THE GIRL S NAME, AND ENTER QUANTITIES AND CLICK SAVE. Are purchases tax deductible? According to current U.S. Internal Revenue Service guidelines, the purchase of Fall Sale products 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. 12 Care to Give nut sales are charitable contributions and the customer will receive a donation receipt at the time of purchase.

15 During The Sale DATES Timeline & Step by Step Instructions FALL SALE ACTIVITY NOV 13 NOV NOV Deadline to submit ACH Discrepancy Form online by 9am, if needed. First Cupboard returns due. Deadline: Troop may return up to 10% of product obtained from the cupboard with a signed receipt dated between Nov. 6 and Nov. 13. See page 8 for return details. Nut-E returns are entered by the Cupboard Manager on Troop Special line in Nut-E. INITIAL ORDER and product picked up prior to Nov. 6 is NOT returnable. Deposit additional money into troop s account. Collect Care to Give receipts and paper magazine order forms from families. Final Cupboard returns due by Nov. 20. Deadline: Troop may return up to 10% of product obtained from the cupboard with a signed receipt dated between Nov. 14 and Nov. 20. 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 in Nut-E. Ask your SU Fall Sale Manager to put more on your Troop Special line if needed. Enter any additional paper magazine orders into Nut-E, in both number of subscriptions and dollars. Troop Special line should be zeroed out, with all items allocated to girls, even if unsold product remains with the troop. Verify that the Girl Recognition selections match their permission slip choices. FINALIZE YOUR FALL SALE Nut-E locks for troop edits at 11:59 pm on Nov. 29. Final deposit due into troop s account. If needed, submit the ACH Discrepancy Form online. Print 3 copies of the T2 Nut Sales Report and gives copies to Leader and Troop Treasurer. Also print and keep a copy of the report called Girl Order Summary/Recognitions, so you know what to give each girl when the items arrive in January. Leaders should keep all sales records for 3 years. Turn in paperwork to your SU Fall Sale Manager: A copy of the T2 Report, any yellow Care to Give receipts, and any additional paper magazine subscription forms. If you have no receipts or forms to turn in, please let her know so she isn t waiting for your paperwork. 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. GSNorCal Emergency Phone 1 (877) Media inquiries to GS NorCal Marketing Dept. (800) (during business hours) 13

16 Troop Fall Sale Manager PURPOSE APPOINTED TERM Oversee the Girl Scout Fall Sale within your Troop By and reports to the Troop Leader September January RESPONSIBILITIES Complete online New or Experienced Fall Sale Volunteer Training and pertinent Learn More modules. Attend/participate in the Troop Fall Sale Manager Kickoff provided by the Service Unit. Work with the troop leader to ensure all girls meet the requirements of participation. Train parents and girls. Emphasize benefits to troop and girls, council rules, financial responsibility, etiquette, booth sales procedures, and deadlines. Distribute sales materials and promote the sale. Enter pertinent data in Nut-E (online Fall Sale Management System) in a timely manner. Coordinate troop inventory ordering, re-ordering, and distribution. Manage troop inventory responsibly to minimize troop left over product and ensure ongoing communication with the Troop Leader. Read weekly updates from the SU Manager and/or council and relay pertinent details to troop families. If the troop does booth sales, coordinate booth sales with your SU Booth Sale Coordinator. Maintain accurate records and appropriate money handling procedures, receipting all transactions. Ensure funds are being deposited into the troop account for successful ACH Debit pulls and follow the outlined procedures in the Troop Fall Sale Manual-Money Management section regarding delinquent parents and financial matters. Comply with instructions in Troop Manager Manual and online trainings. Distribute recognitions in a timely manner. Contact the SU Manager and/or council if a problem arises prior to troop deadlines. REQUIRED QUALIFICATIONS Be a registered Girl Scout volunteer with GSNorCal volunteer screening clearance. Have reliable access to a computer and internet, and time necessary to carry out responsibilities. Strong organizational skills. Accuracy and attention to detail in working with numbers, receipting, and handling paperwork. Comfortable working with large amounts of money. Flexible and diplomatic, with good communication skills and available by phone and/or . Availability on key sale dates. Adaptability Adjust, modify own behavior and remain flexible and tolerant in response to changing situations and environments. 14

17 Nut-E is the online ordering system utilized by Girl Scouts of Northern California in conjunction with our vendors, Ashdon Farms and QSP. The web address is Login Page Your Service Unit Fall Sale Manager will provide a Login Name and Password to all Troop Fall Sale Managers upon completion of online training. Please select the Product Sale Campaign when logging in. Also available on the Nut-E login page: Online Activity Portal click here to access girl activities, clip art, and other program materials. Nutritional Information Home Icon This is the page Troop users will see when you log into the system. Status boxes are on the right (Troop Order Status, Troop Sales, Troop Information, Council Information). Troops Icon This page will always be in edit mode so you can make changes and click Save at any time. All fields highlighted in yellow must be completed. Please verify that the correct troop level is selected. To add adult Troop Users, click the Add button (upper right corner). Enter the first name, last name, login and password (must be at least 8 characters long). To edit or delete users click the pencil or delete icon next to the user name in the list. Girl Orders Icon Girls can only be added via Council upload, which will happen after girls are registered. Click the Girl Orders icon to enter girl orders by following these three easy steps: Click the pencil icon next to her name. Enter the total number of each nut/candy variety for each girl along with the total number of paper magazine orders and total sales dollar amount of magazine orders. Click Save. You should confirm the girl rewards choices, using the information on their Girl/Parent Responsibility form. Remember that we offer two reward options at most levels. Be sure to SAVE your selections. After all girl orders have been entered, click the pink Submit Nut/Candy Order button. Product can only be transferred from girls to the troop or vice versa: Click on the Transfer Product within Troop button. Select Transfer Type Troop Special to Girl, or Girl to Troop Special. Select a Girl from the menu. Enter transfer quantities and any note or comments, and click Save. Bank Deposits Icon Council will use ACH process to collect all monies owed by troops to Council, and will update the Deposits tab after each debit. Troops CANNOT enter deposits in Nut-E, and are to deposit all monies into their own Troop account. Reports Icon A variety of reports are available in both PDF and Excel formats. If you have Care to Give receipts or magazine subscriptions at the end of the sale, print out a T2 (Troop Sales Report) to attach your paperwork to and give to your SU Fall Sale Manager by November

18 Sell your Nuts and Magazines Online! Simply go to & click this button 1. Learn how to set up an online site in the Volunteer Learning Portal at 2. Make an online account with QSP! Parents should log in using the link ed to them, or may enter via the button above on the Council website. Those using an account set up last year will have access to their prior contacts, as well as their order history. This is the ONLY place girls may sell online. 3. Girls create their personalized message and set a goal on their Welcome Page. Pictures, videos and background images may be uploaded. 4. Girls enter addresses inviting family and friends to order online (all sales will transfer to the girl s line in Nut-E). When customers receive the , an Online Sale link will be included. This link will send them directly to the girl s Online Store. If families wish to allow a customer to place a Nut Promise for Girl Delivery, check the box next to the peanut icon. 5. Leaders and Troop Managers can log in to see their troop s orders, create a Superhero Cat, and more. 6. Once the sale begins, families may use social media to invite their personal contacts to support them by including the girl s website code, but remind them that posting to GROUPS is not allowed. 7. Parents should check their girl s account frequently for Nut Promises requiring in-person payment and delivery. 8. Girls will receive recognitions and the troop will receive proceeds for every online order placed before 9 pm on November 19, Each girl participating in the program will be able to create her own virtual Superhero Cat Patch online. Different eyes, mouths, accessories, and background selections are available to reflect her own unique self! Girls can edit their cats as often as they would like. Girls that sell $200 or more in Online products will be contacted via to order their customized patch to be stitched up and mailed to them after the sale. You must SUBMIT your order online. Troop Leaders can also build their own Superhero Cat Patch images from the QSP Troop Dashboard.

19 Girl Recognitions Theme Patch Mini Notepad & Gel pen OR $5 Reward Card Color Changing Nail Polish & Jelly Bracelets OR $7 Reward Card Goal Achiever Patch & CHOOSE Small Superhero Cat OR $7 Reward Card LED Cat Watch OR $7 Reward Card 15 Items 26 Items 40 Items 50 Items 65 Items Mini Sleepover Kit OR $10 Reward Card 100 Club Patch & CHOOSE Check Meowt Charm plus $5 Reward Card OR $10 Reward Card Light Up Cat Headphones OR $10 Reward Card Beach Towel & Tote OR $12 Reward Card Super Seller Patch & CHOOSE Large Superhero Cat OR $12 Reward Card 85 Items 100 Items 120 Items 150 Items 175 Items Personalized T-Shirt OR $20 Reward Card 200 Items $15 Reward Card PLUS Engraved Award 250 Items $12 Reward Card For every additional 15 items 265+ Items $200 in Online Sales Patch for 2 Mags + More Items Patch for 15 Addresses Patch for 30 Addresses Patch for 3 Care to Give Charm for 10 Care to Give Recognitions are cumulative. Items that count toward Recognitions include all items sold in person or online. Recognition items may vary in make, model, or color. 17

20 DECEMBER NOVEMBER OCTOBER SEPTEMBER S M T W T F S ORDER TAKING BEGINS Initial Orders & ACH Auth forms Due. Nut-E locks at 11:59pm Girls may continue selling until Nov.19 Turn in Paper Magazine Sub. Forms to SU FS Manager SU Deliveries PUBLIC SALE BEGINS Cupboard Returns DUE Initial ACH Debit ACH Disc Form Due (if needed) 19 LAST DAY OF SALES Online sales end 8:59 pm 20 Cupboard Returns DUE Submit CTG numbers to SU Mgr Nut-E locks at 11:59pm for SU Mgr Confirm Girl Recognitions and Product Allocation Final ACH Debit Nut-E locks at 11:59pm for Troops THANKSGIVING 30 Paperwork due to SU Manager ACH Disc Form Due (if needed)