2013 Troop Fall Product Manager EZ Guide

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1 2013 Troop Fall Product Manager EZ Guide My Troop Number: My Community Name: My Community Fall Product Manager: Phone Number: Address:

2 Congratulations! Accepting the position of troop fall product manager (TFPM) will allow girls in your troop to earn money for their treasury and will support their participation in meaningful Girl Scout activities. Through their participation girls will also learn business skills that will last a lifetime: Who May Participate? All registered Girl Scouts for the membership year are eligible to participate. All girls must have a signed Parent Permission and Responsibility form on file with the troop. Once signed, this form will allow girls to participate in both the 2013 Fall Product Program and the 2014 Cookie Program. 1. Goal Setting 2. Decision Making 3. People Skills 4. Money Management 5. Business Ethics Thank You for making it possible for the girls in your troop to have this opportunity! General Information Supplier: Ashdon Farms provides the nuts and candies for the fall program. QSP/Great American Opportunities provides the magazine portion. Troop Proceeds: Troops retain 25% of each nut and candy item sold. Troops retain $2.00 for each magazine subscription sold before Oct. 4. Troops retain 25% of each Thank You nut or magazine voucher ordered. Individual Rewards: Girls earn a variety of patches from one to 25 items sold. At 50 items girls receive a Blossom the Bee plush. (See the girl order card or the complete TFPM Fall Product Guide for details). Exception: any girl whose parent/guardian has an outstanding balance due to GSSJC may not participate in the nut/candy portion of the sale. She may only participate in the online magazine portion of the sale. Your Community team will communicate with you if this situation applies to a member of your troop. Guidelines for the Fall Product Program All Girl Scout Product Programs are voluntary. The Fall Product Program is a friends and family only sale. By signing this Parent Responsibility and Permission form, the parent/guardian accepts financial responsibility for the products ordered. Girl Scouts and their families are On Their Honor not to begin taking orders before September 13. All troop proceeds are used for troop activities. The proceeds from the sales do not belong to an individual girl. 2

3 Timeline / Checklist September September 9 Girls will be uploaded into Nut-E By September 12 o Train girls and parents o Collect Parent Permission and Responsibility Forms o Distribute girl packets containing nut order card and magazine materials September 13 Girls take nut orders, magazine and Project Thank You orders, and send s to friends and family as part of the QSP/Nut Online Program at Money should be collected for magazine orders and Project Thank You orders. No money should be collected for nut items that will be delivered later. September 18, 7:00 p.m. Attend TFPM webinar. Register in advance using link on Resources page. October October 3, 7:00 p.m. Attend TFPM webinar. Register in advance using link on Resources page. October 4 Order taking ends. October 5 7 o Collect girls nut order cards, magazine order forms with payments attached (white and yellow copies) and Girls Online Order Report from the QSP/Nut Online Program. o Collect outstanding Parent Permission and Responsibility forms. o Enter orders BY GIRL into Ashdon Farms' online ordering system (Nut-E). October 8, 11:59 p.m. All orders must be entered in Nut-E. October 10 Initial paperwork due to CFPM. Turn in magazine forms (white and yellow copies) and top two copies of Parent Permission and Responsibility Forms. October 14 Completed ACH Debit form due to Council October 23 October 30 o Pick-up product from CFPM; follow CFPM's instructions for pickup date/time/location. o Print out electronic receipts (Girl Order G-2) by girl from the Ashdon Farms website. o As soon as product is received, sort product and schedule pick-up times for adults/girls; get parent s/guardian s signature on each Girl Order receipt (G-2). Keep all signed receipts. November Collect girl money as it is received and deposit into the troop s bank account. November 7, 7:00 p.m. Attend TFPM webinar. Register in advance using link on Resources page. By November 10 Girls deliver product to customers and collect money due. Checks should be made out to parent and converted to cash for deposit in the troop s account. By November 12 o o Notify Council if funds will not be available for ACH withdrawal on November 18, 8:00 a.m. Complete a Discrepancy Report for any girl s parent or guardian who has not turned in all money due. Submit all discrepancy reports to Council. Week of November 18 Girl rewards are delivered to CFPM November 18 ACH withdrawal. Council s portion must be in troops account and available for withdrawal no later than November 14. December December 9-13 Complete online evaluation of Fall Product Program. 3

4 Nut and Candy Orders Paper Order Cards: Customers fill in the order card with their nut and candy selections. Online Nut Promises Girls go to and click on QSP/Nut Online Program link, follow the instructions on the QSP page, and complete an interactive learning activity with adult supervision. Girls send individual s to family and friends asking for a nut promise. Family and friends can select the items they promise to purchase using an online order form. Products and Pricing Troops should order only what is needed to fill the orders. Girls collect payment when they deliver the orders. To complete the promise, each Girl Scout collects the money and delivers the promised items. The record of these nut promises can be found on the Girls Online Sales Report. Troops retain 25% of the proceeds of the nut/candy sale, so this is a good money-earning opportunity for girls to help fund their troop activities. Product Description Selling Price Butter Toasted Peanuts (9 oz. pop top can) $ 5.00 Cranberry Nut Mix (7 oz. pop top can) $ 5.00 Hot Cajun Crunch (7 oz. pop top can) $ 5.00 Salsa Mix (8 oz. pop top can) $ 5.00 Chocolate Covered Peanuts (9 oz. pop top can) $ 6.00 New Price! Dark Chocolate Mint Penguins NEW! (6 ox box) $ 6.00 Deluxe Pecan Clusters (5 oz. box) $ 6.00 Blueberry Pomegranate Nut Crunch (6 oz. stand up re-sealable bag) $ 7.00 Chocolate Covered Raisins (10 oz. pop top can) $ 7.00 New Price! Chocolate Covered Almonds (10 oz. pop top can) $ 7.00 Pistachios (7.5 oz. pop top can) $ 8.00 New Price! Whole Cashews (8 oz. pop top can) $ 8.00 New Price! Milk Chocolate Covered Pretzels (6.5 oz. holiday tin) $ 9.00 Double Chocolate Truffles NEW! (6 oz. Girl Scout tin) $ Thank You Nut Donation $ 5.00 Thanks You Magazine Donation $ 5.00 Magazine Orders Family and friends browse through the catalog and make selections. They complete the Magazine Order Form(s) with their choices and pay for their magazines. Customers keep the pink copy, and the white and yellow copies (along with payment) are handed into the TFPM. Make sure your troop number and the customer s name, address, and zip code are complete on each form. Girls must collect money at the time of sale and turn it in with the magazine order form. QSP/ Nut Online Ordering Program Girls go to and click on QSP/Nut Online Program link, follow the instructions on the webpage, and complete an interactive learning activity with adult supervision. 4

5 Girls invite family and friends via to shop online for magazines. Customers order magazines through the online site and pay QSP directly via credit card. Girls must submit a Girls Online Sales Report to their TFPM by the deadline to receive credit for these sales and to earn the patch for entering 12 or more s. An reminder will be sent to the addresses provided. Girls earn credit for magazines and nuts sold online from September 13-October 4. Project Thank You Project Thank You is a service project girls can participate in during the Fall Product program. Girl Scouts offer friends and family the opportunity to show their patriotism, help their community, and support Girl Scouts through one or both of the following programs: 1. Thank You Nuts: Girls ask customers to make a $5 monetary donation which is used to provide nut products to military support organizations. 2. Magazine Vouchers: Don t need another magazine? Girls can ask friends and family to purchase $5 magazine vouchers which provide subscriptions to military personnel through our partners. For every four vouchers, one (1) magazine subscription will be sent. It s so easy that troops will only need to submit their orders online. No products will need to be delivered to the troop. Girl Scouts of San Jacinto will make arrangements, in partnership with Ashdon Farms, for all of the products to be delivered directly to our beneficiary organizations. Placing Your Troop s Order Gather each girl s order card(s), Girls Online Sales Reports, and magazine forms with payments. These items should be turned into you no later than October 5. This is a one-time ordering program so no additional orders can be placed. Make sure you get all the girls orders into Nut-E by Oct. 8 at 11:59 p.m. If changes need to be made after that, contact your CFPM. After entering your order, you must submit your troop s initial paperwork to your CFPM no later than October 10. Items due at this time are magazine forms (white and yellow copies) and top two (2) copies of Parent Permission and Responsibility Forms. Product Delivery Your CFPM will let you know the date/time and location to pick up your nut and candy items. Be courteous and show up at your designated time. Allow enough time to count the nut and candy items that were ordered. Your CFPM will count the items with you and ask you to sign a printed receipt showing the total amount of items ordered for the troop. Once counted, load the products into your vehicle. The products should be transported in a climatecontrolled vehicle, not the back of a truck or trunk of a car. The temperatures in the South Texas area can cause the chocolate items to melt quickly. Melted items cannot be returned. You are financially responsible for all items ordered and will be asked to pay for any melted items. Getting Products to the Girls Print 2 copies of the Girl Order (G-2) for each girl. Notify the girls and adults of their date/time and location for pick up Separate varieties and count before anyone arrives. Recount with the adult. The adult signs both copies of the G-2 report for her girl. The parent keeps one copy and you keep the other. Remind the adult to keep the products in a climate-controlled area. Give the girl back her original order card. Shortages or Damaged Product Damages products may be replaced or shortages picked up at the GSC. Contact Carrie Carter at or ccarter@sjgs.org. 5

6 Money Matters Money must be deposited in the Troop s account on or before November 14. Be sure to: Give adults a receipt each time they turn in money. Girl Rewards See the nut and candy order card or the full TFPM Guide for complete list of girl rewards and how each girl can earn them! Rewards will be delivered to you in November. Tip: Print the G-2 Incentive Report from Nut-E to help sort the patches by girl. Track each girl payment in the Excel spreadsheet or in Nut-E. Remind adults in writing ( ) when money is due. Banking Procedures Deposit all funds into the troop s account on or before November 14. ACH Transfer: The money owed the Council will be ACH transferred from the Troop s account to Council s account on November 18. See p. 29 for instructions on entering the Troop s bank account information. No additional action is required by the troop. Council will only deduct their portion, less any reported discrepancy reports. 6

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