2011 Fall Product/QSP Sale Troop Manual

Transcription

1 2011 Fall Product/QSP Sale Troop Manual Welcome to the 2011 Girl Scouts of North East Ohio Fall Product Sale! The Fall Product Sale is a Friends and Family sale and is a way for girls to develop leadership skills, set and achieve personal goals and practice resourcefulness and decision making; all as part of our Financial Literacy Program. This year our vendors are Trophy Nut and QSP Magazines offering 15 delicious nut and candy items and the opportunity to purchase or renew magazines. In addition, customers are able to order magazines on-line and, for a small shipping charge can also order nut and candy items to ship anywhere in the USA! Thank you for chairing your Troop s Sale this year. This handout, when used with the on-line help, and your Troop Chair Training, should assist you in having a fun, easy and profitable Fall Product Sale. We look forward to working with you! Service Unit: Troop #: Your Role: Action Deadline Complete 1. A Troop Fall Product Chair must be a registered, approved adult. If you have not already done so, please complete a Membership Registration form and pay the $12 registration fee. You must also turn in the Volunteer Application with background disclosure; all of these actions can be accomplished on-line at gsneo.org. You must also complete and turn in the Volunteer Position Description/Agreement form. 2. Meet with the girls and their parents to set goals and review and distribute sales material. Ensure a signed Financial Responsibility form is received for each girl. This form, accompanied by signed receipts, is how the payment responsibility will shift from you to the parent. 3. Remind girls and parents order card and incentive choice form must be returned by October 23. Magazines sales can continue until November Ensure Nut order is entered into the Trophy Nut Ordering System (TNOS) by deadline. You will be locked out of the Nut portion and be unable to submit any changes or additions to your order after the deadline of 11:59 pm on October 26. Keep girl order cards to return to them later with their order. 5. Pick up Nut/Candy order at your assigned delivery location. You are able to select your location and time from available slots. 6. Return girl order cards with their Nut/Candy order and remind families when payment is due. Magazine sales can continue. Service Unit FP Chair: SU FP Chair Phone #: SU FP Chair Your role as Troop Fall Product Chair is very important to the success of your troop's sale. Please follow the manual to meet all of the steps and deadlines listed below. Please do not hesitate to contact your Service Unit Fall Product Chair or the GSNEO Product Sales department if you have any questions. 7. Collect all monies and deposit directly into the troop bank account. Collect and verify all Step 2 Booklets and magazine orders. Nov Enter magazine orders and final incentive order into TNOS. Complete Troop Envelope and deliver to Service Unit Fall Product Chair Nov 30 Completed by October, 2011 Completed by October 1, 2011 Received by Troop by October 23 October 26, 11:59 pm Nov 11 or Nov 12 Distribute as soon as possible after delivery

2 GENERAL INFORMATION Who May Sell? All Registered Girl Scouts and only registered Girl Scouts. The 2011/12 membership form must have been completed, signed and turned into the Girl Scout office with the GSUSA $12 membership registration fee or e- membership completed online Girls whose families are current with their financial obligations to GSNEO. (No shortage from past product sales, outstanding checks, etc.) Girls whose parents have completed and signed a Financial Responsibility Form. Girls whose parents live separately and who will both be assisting their daughters should have both parents sign a separate form and may be given a separate order card. Girls may not receive an Order Card until the signed Financial Responsibility Form is in the Troop Fall Product Chairperson s possession. If there is not a signed Financial Responsibility form, the Troop Chair will be liable for the product payment. Safety Guidelines: Even though the Fall Product Sale is geared towards friends and family, safety takes priority! Check Adult Resource Guide for general safety guidelines and review the basic rules of safety with the girls: Never sell alone, go with an adult or use the buddy system Wear GS Identification such as sash or vest or pin Sell & deliver only during daylight hours Timeline of Sale: Complete timeline is on the back of the Troop Final Report Envelope. Sale begins October 1, 2011 Nut & Candy order taking ends October 23, 2011 Magazine order taking ends November 27, 2011 Financial Information This is NOT a pre-paid sale for Nuts & Candy. Girls may begin taking orders now but will deliver the product in November. All monies must be collected at the time of delivery. Magazines may now be ordered on-line and paid by credit card. These orders will be entered separately and will not be included in the total troop money due. These sales will still be included in the girl's total for incentives. Magazines not sold online but direct to the customer using the standard 3-part form must be paid for at the time of order. These order forms are due in November with full payment Troops will earn 15% profit on all nut, candy and magazine subscriptions sold, including online. Checks should be made out to the Troop, NOT GSNEO, and should only be accepted from individuals known and trusted. GSNEO is not liable for bounced check fees. Product Information Trophy Nut offers 15 assorted nuts and candy. Most items will be selling for $7.00 each. This year we have three tins and a value jar for $ Girls can also send s to allow family and friends to order nuts online and pay shipping to have them sent anywhere in the United States. The QSP Magazine Program offers over 700 magazine titles to choose from plus music and books: o STEP 1: Direct sale of magazine subscriptions, renewals, books and music. Remember to inform customers that some subscriptions may take up to weeks to begin. This processing time o o begins after December 15. On-line orders will process faster. STEP 2: Each girl completes one booklet with at least 10 names and addresses of family members and friends who may be potential buyers whom you were unable to reach during STEP 1 of the sale. QSP does the rest! Troops must check to make sure that no names and/or addresses are duplicated within the booklet or within their troop. Any duplication or incomplete booklets will disqualify that girl s STEP 2 booklet and no STEP 2 awards will be given. Please note: QSP guarantees that no names or addresses will be copied or shared for any purpose. 2

3 YOUR TROOP FALL PRODUCT SALE Family Training Essentials Materials Needed: Parent Brochure ( 1 per girl) Money envelopes (1 per girl) Girl Order Cards (1 per girl) Troop Packet (1 per troop) Girl Incentive Flyer (1 per girl) Receipt books (2 per troop) QSP Packet (1 per girl) Final order envelope (1 per troop) Complete the front of each Parent Brochure with 5-digit troop number and essential dates before distributing. This brochure will give the families all the website locations and order instructions for the sale and should be a helpful resource for them. Suggested Time Learning Point Visual Aid 5 Min 5 Min Welcome! Leader welcomes families and introduces/turns meeting over to Troop Fall Product Chair. Have families look over the order card and Parent Brochure Discuss the purpose of the sale and benefits to girls, troops, council and community Review Care to Share program Service Project 5 Min How can Families help? Family support is vital to troop success: Adults are expected to: Fill out Financial Responsibility Form (if not previously completed) Let the girl practice to build confidence Log on to the QSP website and E-Nuts Plus websites and review the programs with your Girl Scout Complete the Step 2 Address book if you have family or friends that your Girl Scout will not have personal contact with to invite them to participate 10 Min Safe Selling! Role play knocking on doors and following safety rules. 10 Min Recognitions: Discuss the purpose of recognitions. Review the girl incentive flyer. Explain Troop proceeds *** Ask parents to write T-shirt & Hoodie sizes on the flyer when it is returned so you will know the correct size to order. See page 10 for sizes Review process to register at gsneo.org for Pathway Passes. 5 Min Procedures: Collect Financial Responsibility forms, review order card and Gift of Caring. Review Nut/Candy pick-up, delivery dates, money deadline, outstanding accounts. Stress that products are non-returnable & melt easily 5 Min Questions anyone? Don't be afraid to say "I'm not sure but I'll find out" and then ask your Service Unit Fall Product Chair Goal Poster Girl Order Card QSP materials Parent Brochures Trophy Nut Program materials for age level Order card Troop Handbook Parent Brochures QSP material Safety Tips in Troop Packet Girl Incentive Flyer Parent Brochure Financial Responsibility Form Girl Order Card Receipt Books Goal Poster Girl Order Card 3

4 Trophy Nut is the current vendor for the Fall Product sale and all orders are entered into their system. Please go to: trophynutorders.com. Please click on Order System (new) On the log in screen, please use the following: USER ID: 5 digit troop number plus gsneo all together: Example: 50001gsneo or 90999gsneo PASSWORD: stars (all lowercase) Note: If you are unable to access the website using your 5-digit troop# and password, please contact your Service Unit Chair to reset your access. If your Chair is not available, you may contact the Product Sales Department. Troop Number Note: All troops have a 5-digit number even though your Girl Scout may only have 3 or 4 numbers on her sash or vest. The first digit indicates the Region and County you live in. If you do not know your 5 digit Troop number, the first digit is based on the County below: (For example, if the Troop is 378 and you live in Lake County, your 5 digit Troop number is 70378; if your Troop is 7745 and you live in Medina County, your 5 digit Troop number is ) 5-Lorain; Erie; Sandusky; Huron; Seneca 6-Stark; Carroll; Tuscarawas 7-Cuyahoga; Lake; Geauga 8 - Ashtabula; Mahoning; Trumbull; Columbiana 9 - Summit; Medina; Portage Step 2 Add Contact info # Registered Girls Select delivery Step 1: On the Troop Home Screen, select Edit to change your Troop Data. Step 2: Complete all Troop information. a) Complete all information for Troop Chair b) Please make sure to include address c) Adjust # of girls Registered if needed d) Select Delivery location & time. You may chose any site that is convenient for you (A complete list of delivery locations is available under Online Forms in left column) You must select a delivery location before you can place. an order but your location and time can be changed as long as there are times available. Please select UPDATE when complete so your data will save. Recognition Opt Out/Apply Profit Bonus is ONLY for Cadette, Senior & Ambassador troops. They may have the option of an increased profit of 3% instead of receiving any incentive items. This must be a Troop decision; all girls must agree. Daisy, Brownie, Junior and multi-level troops may not choose this option. To choose this option; both buttons must be selected. Your troop will be deselected if you do not qualify. 4

5 Money Matter$ All Troop payments will be by ACH Debit from the Troop Bank Account. Keep in mind that depositing troop funds into a personal bank account is illegal. A Troop Bank Account under GSNEO's federal tax ID is required for all troops! Please go to the Reports screen and click on Payment details. (See page 8 for more information) Council has loaded your bank information in as a zero dollar payment. Please review to ensure your bank and account number are correct. If your bank data is incorrect, please provide a correct copy of your bank information in the form of a voided check to the Product Sales Department as soon as possible. If Bank data reads "unavailable" you must provide a voided check immediately! Step 3: Reports are available by clicking on Reports in the left column. The 9 reports available to a Troop will list. Select Payment Details to confirm Bank Data. Troop Bank Data must be verified by selecting Payment Details. The entry dated 8/1/2011 will show the bank data on file for your troop; your account number is under Check Number. Please confirm it is accurate and contact the Product Sales Department if it is incorrect or states "Unavailable". Step 4: Once all your Troop data has been entered and/or verified the next step is to add your girls. Return to the Home screen and click on the Add button on the right next to Girls. Your Troop Bank Account # This step should be done by October 1 before the girls begin to sell as they need to be listed here in order to have access to the enuts+ program. Please enter all the girls registered to your troop even if they have not indicated they intend to sell nuts and candy. 5

6 Choose Recognitions lets you enter Incentive Choices for each girl. You may do this at any time as when the girl returns her choices to you. A. Enter girl First Name & Last Name. Please use full name to be able to match later with Pathway Passes. B. Enter First Name only for E-Nuts plus. This will allow the girl to have access to the website when her family does this program. C. Check both participating boxes; this will give each girl access to the TNOS website. D. Choose recognitions - if you have her recognition choices, you can enter them now. You can also add them later if the girl turns in her recognition flyer with her nut order. You can make choices at every level, the system will only allocate what she qualifies for. Step 5: Entering orders Click on the orders button at the top right Then click on Add next to your Troop number Order information a) Select girl from drop down box b) Select her level from drop down box NOTE: Please do not select Other - every girl has a level 6

7 (f) (a) (b) (c) (d) (e) Magazine Information - The magazine section must be entered by November 30. a) The first box is paper-copy subscriptions b) Dollars sold for paper-copy orders (see sample below) c) Address coupons is the Step 2 booklet; either 0 or 1 if she completed 10 postcards d) Web Magazines subscriptions are orders from the QSP website e) Dollars sold for website orders Products - The Nut & Candy order must be entered by October 26 f) Enter quantity sold against each product Items will total at bottom Select ADD at bottom when girl order is entered. You are able to go back and make changes and additions. The Nut/Candy order is locked on October 26th at 11:59 pm; magazine sales can be entered until November 30. Repeat as needed for each girl E-Nuts Plus orders will load directly from the website if the Girl Scout receives any orders from the s she sends. For each magazine subscription a girl turns in, please make sure the form is filled out completely: Make sure the Girl Scout's name and 5-digit Troop number are on top line Make sure a complete address is in the bottom box Up to three orders to the same address can go on one order form Add Total amount due for orders. Check type of payment in bottom right corner This order would be entered as 3 magazines for $56.00 Magazine order form - 3 part form. Pink stays with customer; white and yellow are turned into Council in Final Order envelope 7

8 Additional Information There are many helpful tools on the TNOS website, listed on the left side of every screen in the green box. Online Forms will provide copies of all materials distributed except for the Girl Candy/Nut order card. This will not be available online. Online Training will include copies of the training you received from Council or your Service Unit Chair plus additional reference material to assist you with the sale. Complete addresses to delivery locations will be available here. Reports - See section below Delivery Tickets - Products by Troop will be a useful reference at delivery. REMINDER - a Troop will NOT receive Care to Share items. These will ship directly to Operation: Troop Aid. Other delivery tickets may be useful as you distribute items within the troop The Troop Final Report is required in the Final Order envelope to the Service Unit Chair on November 30. 8

9 Step 6: Incentives - There are two reports regarding Incentives - called Recognitions in TNOS. It is important that every girl receive her incentives for her sales. If you did not make Incentives Choices for each girl when you entered their name or their Nut/Candy order, please make sure all the choices are made before November 30. Please review. these two reports before you turn in your Final Envelope to the Service Unit Chair. The Council Incentive order will be placed based on what is in the system; no report needs to be turned in. Recognitions Earned But Not Chosen by Troop Report. Click Run Report. The under the $300 Sales means the incentive choice has not been made for this girl for this level and she has sold enough to qualify for this level. You can go back to the Home Screen, Click on the girl name, click on Choose Recognitions and make a selection. If you click on a Girl name in the home screen and select Earned Recognitions, all incentives earned by this girl will list. There is also a Recognitions By Troop Report and an Incentive Delivery Ticket that will assist you in distributing girl incentives. 9

10 Patch Guide - There are 9 different patches that a Girl Scout can earn during the Fall Product Sale. Use this guide to make sure she receives all the patches she is eligible for: Dream Big Patch $240 in Sales Shine On Patch Sell 3 Magazines Shine Bright Patch Send 12 E-Nuts Plus s Super Star Patch $700 in Sales Success for Tomorrow Patch Sell 7 Candy & Nut items Extra! Extra! Patch Sell 6 magazines Together to the Top Patch Plus $2 Shop Credit 10 valid addresses in Step 2 Booklet Online Patch Send 12 valid QSP Magazine s Sell 5 Gift of Caring Nuts and receive the Care to Share Patch Incentives Total Sales Glow in the Dark Stars $75 Star Necklace or $3 Pathway Pass $100 Backpack Tote or $5 Pathway Pass $135 Invisible Erase Board or $8 Pathway Pass $180 Dream Big Patch & choice of Plush Arctic Fox or $10 Pathway Pass $240 T-shirt - Available in YS; YL; AM; AL; XL; 2XL; 3XL $300 Peace Lights or $15 Pathway Pass $400 Bedroom Doorbell or $20 Pathway Pass $550 Super Star Patch & choice of Mini Planner w/ Body Art Set or $25 Pathway Pass $700 Hoodie - Available in YS; YM; YL; AM; AL; AXL $900 Best Buy $100 Gift Card $1,200 10

11 Recap Checklist: By September 16, attend Council-sponsored Fall Product Chair training or a training conducted by your Service Unit Fall Product Chairperson; receive Fall Product Sale Materials. By October 1, meet with girls and parents. Review Sales Materials, establish Goals, Set Deadlines. Make sure there is a signed Financial Responsibility form for each girl. Enter TNOS system data > Enter Troop Chair contact data > Select a delivery location and time > Enter each girl's name and check the E-Nuts Plus and Web Magazines Participating boxes so the girls will have access to the online sales options. By October 23, collect each girl's Nut/Candy order card and incentive choice flyer > Enter each girl's Candy/Nut order into TNOS > Enter her choices from the incentive choice flyer ALL CANDY & NUT ITEMS MUST BE ENTERED BY OCTOBER 26, 11:59 PM. The Council order will be placed based on what is in the system. There will not be reorders, cupboards, or booth sales. No paperwork is due at this time. November Pick up your Candy/Nut items at your chosen delivery location. Print your Delivery Ticket from TNOS for your order and put the back page of this manual in your window to streamline your pickup. Distribute products as soon as possible to your Girl Scouts. Please make sure you have a signed receipt when the family picks up the product. Safely guard the product from extreme heat or cold and advise parents of the same. Damaged product due to weather is the responsibility of the Troop Chair or parent who last signed for it. November 28 - All Candy/Nut money, white & yellow carbons for regular magazine orders with payment (pink should have gone to customer), Step 2 address booklets and QSP online orders report is due from each Girl Scout to Troop Chair. Please provide a receipt to each family as you accept their payment. Deposit all money into Troop Bank Account. November Enter all magazine orders, regular and online into TNOS. Complete all Incentive choices for each girl based on the form the parents filled out (don't guess); don't forget to select the patches for the Online Magazines and E- Nuts Plus if the girl sent 12 valid s for each program. Review report on Recognitions Earned but Not Chosen (see page 9) to make sure you have made all needed choices for each girl. Choices not made will receive the incentive item, not the Pathway Pass. By December 1 Deliver Final order envelope to Service Unit Fall Product Chair. Enclose all magazine white & yellow order copies and Step 2 address booklets. Print and include the Troop Final Report. December 9 ACH Debit will begin. If you have a financial issue with a family, please contact your Service Unit Chair for an Outstanding Balance Report. Correct submission of this report in your final order envelope will assist the Product Sales Department with adjusting your ACH Debit. Unless otherwise notified, the full amount listed as Amount Due Council on the Troop Final Report will be the amount debited. Product Sale Department Contacts Please call and choose the extension listed below: Director of Business Services - Marianne Love x 0393 Product Sales Manager - Sue Majzun...x 0393 Business Services Asst - Betty Dugan... x 0371 Macedonia Service Center Central Service Area - Colette Miller...x 0378 North Service Area x 0405 mlove@gsneo.org smajzun@gsneo.org bdugan@gsneo.org cmiller@gsneo.org Lorain Service Center - Satania Hoover...x 6219 shoover@gsneo.org N. Canton Service Center - Lisa Keatley...x 7921 lkeatley@gsneo.org Niles Service Center - Chris Hancock...x 7002 chancock@gsneo.org Need further assistance? If you can not find the answer in the handbook or in the online material or training please contact your Service Unit Fall Product Chair. If they are unavailable, during business hours you may contact the Product Sales Department. Product Sale Cell Phone Hotline available October 1 - December 20, Call

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