2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
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#GSHCC 2019 Girl Scout Cookie Program Troop Cookie Manager Guide
New Exciting
Features
Table of Contents
Page
Questions?
Customer Care
(916) 452-9181 or (800) 322-4475
4 2019 Dates to Remember
We’ve rolled out new features & functionality
7 What’s your Role? customercare@girlscoutshcc.org
on Smart Cookies to give you a better online
8 The 5 Skills and Product Program
experience across your devices. Emily Walsh, Director of Entrepreneurship
9 Smart Cookies
Ilse Luna, Entrepreneurship Specialist
10 Girl Scout Cookie Program Materials—Be Prepared! Jill Pfeifer, Entrepreneurship Specialist
11 Cookie Share
12 Proceeds and Rewards
14 Troop Treasure
15 Your Troop’s Initial Order N OW A CCE P T I N G
16 Booth Sites—Making the Choice
Credit Card
Payments
17 Prepping for the Sale—Booth Sale Hints
18 Troop Booth Sale Worksheet
19 Managing the Operation—Booth Sales
20 Managing Your Troop’s Girl Scout Cookie Inventory Girls can now accept credit card payments
at time of cookie delivery on any device -
21 Order Types—Planned, Unplanned and Transfer Orders smart phones, tablets or desktop. No extra
23 Financials devices required. Simply enter the credit card
information or scan with your iOS device. Ask
24 Theft, Loss and Product Complaints
your Girl Scout Council today for more details!
25 Rewards and Wrapping Up the Program
Now available for direct ship orders
IN T R O D U C I NG
Gift Boxes S.COM
WWW
.ABCBAKER
THE GIFT OF GIRL SCOUT COOKIES
1
Consumers can now order keepsake gift boxes
filled with any variety of 5 packages to celebrate
special occasions with friends and family.
A PERSONAL TOUCH We’ve also added the GOOD DA
Y
2 COOK
ability to include a personalized note, perfect for
commemorating birthdays and holidays or just to
brighten any day!
IE
The GIRL SCOUTS® name and mark, and all other associated trademarks and logotypes, including but not
limited to the Trefoil Design, are owned by Girl Scouts of the USA. ABC Bakers is an official GSUSA licensee.
2 girlscoutshcc.org/cookies • 800-322-4475
Dear Cookie Volunteers,
Whether you’re a returning veteran or a “Cookie Rookie,” we’re delighted to work with you this
coming Girl Scout cookie season.
Cookie season sparks excitement, enthusiasm, and nostalgia in so many of us, myself included.
I remember very well selling cookies door to door in my neighborhood with my Girl Scout
buddy. We had fewer varieties at that time and we didn’t conduct booth sales. Every neighbor
was counting on us to show up at their door. They had no other way to buy cookies except
through us. A lot of pressure, but we came through!
We know the Girl Scout Cookie Program is a critical source of funding for girls’ programming—
from wilderness adventures to travel excursions and STEM workshops. We also know the
Girl Scout Cookie Program is an important ingredient to the Girl Scout Leadership Experience.
During cookie season, girls venture into the world of entrepreneurship to learn five skills that are
vital in both life and business: goal setting, decision making, money management, people skills
and business ethics.
As a cookie volunteer, the logistics-crushing, troop-rallying, and challenge-tackling efforts you
will engage in will enable girls to learn by doing and to do more with what they learn. The
Girl Scout Cookie Program creates opportunities that will empower girls to follow their passions,
and we couldn’t do it without you. Thank you.
I get very excited when a Girl Scout comes to my door to ask me to buy cookies. I have a sense
of the courage it may have taken her to walk up my driveway. I purchase cookies knowing the
lifelong impact Girl Scouting will have on her life as it had on mine.
For all the effort you’re about to invest, Thanks-A-Lot!
Sincerely,
Dr. Linda E. Farley
CEO
girlscoutshcc.org/cookies • 800-322-4475 3
2019 Dates to Remember
January
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
2019 Cookie 1 2 3 4 5
Activity Pin
$2.00
6 7 8 9 10 11 12
Girl Scout
Cookie
Program
begins
13 14 15 16 17 18 19
Round 1
Round 1
Lottery closes
Lottery opens
@ Midnight
20 21 22 23 24 25 26
Round 2 opens Round 2
(first-come, Lottery closes
first-served) @ 8pm
27 28 29 30 31
Round 3 opens; Troop initial
Service unit Goal Getter
Initial orders orders
reviews and Patch—
end; Parents entered in
submits initial Set goal in
turn in initial Smart Cookies
orders Smart Cookies
orders to troops by 8pm
2019 Goal Getter Patch
4 girlscoutshcc.org/cookies • 800-322-4475
February
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2
Cookie
Zipper
Pouch
$12.00
3 4 5 6 7 8 9
2019
Family
Patch
$1.25
10 11 12 13 14 15 16
Mega Drop
North
17 18 19 20 21 22 23
Cookie
Booth Cupboards
Mega Drop Sales Start Open
South
National Girl Scout
Cookie Weekend
24 25 26 27 28
Share
your First
Cookie Sale
with us!
#GSHCC
2019 National Girl Scout Cookie Weekend Patch 2019 My First Cookie Sale Patch
$1.50 $1.25
girlscoutshcc.org/cookies • 800-322-4475 5
March
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2
3 4 5 6 7 8 9
Girl Scout
ACH Cookie Booth
Sew-On
Draw #1 Patch
$1.50
10 11 12 13 14 15 16
17 18 19 20 21 22 23
Cookie
program Main ACH
recognition
and booth orders due Draw #2
sales end
24 25 26 27 28 29 30
Final Girl Scout
Cookie Jar
ACH $35.00
Draw #3
31
April May
Friday, April 12 Rewards and Troop Treasure distributed
Last day to turn in 2019 Collection Report
6 girlscoutshcc.org/cookies • 800-322-4475
What’s Your Role?
Troop Cookie Manager (TCM) Troop Leader
Start by making sure that you have registered for the Start by making sure that you and the girls in your
2018-2019 Girl Scout membership year, completed troop have registered for the 2018-2019 Girl Scout
a background check, selected the TCM role in membership year. Remember that only registered
MyGS and submitted a completed Product members of Girl Scouts Heart of Central California
Program Volunteer Position Agreement online at (GSHCC) are authorized for money-handling and
girlscoutshcc.org/cookies. only registered Girl Scouts will be uploaded into
• Have participating families fill out the Girl/Parent Smart Cookies.
Permission and Financial Responsibility form; • Support your TCM as they attend training and learn
this is your assurance that caregivers and girls in the ins and outs of the Girl Scout Cookie Program.
your troop are ready to participate. You will hold • Help maintain the financial management of the
on to these forms until the end of the Girl Scout program by maintaining a troop bank account,
Cookie Program. making frequent deposits and making sure your
• Talk about The 5 Skills, after all, they are what the account has enough funds for the scheduled
cookie program is all about! ACH withdrawals.
• Encourage your girls to set goals. Spend some extra • Notify GSHCC a minimum of three business days
time in goal setting session with your troop; your before the scheduled draw date if your account
troop should set a goal, so should each girl. balance will be insufficient.
• Schedule and organize the booth sale portion of • Discuss The 5 Skills with girls and their families.
the sale. • Obtain a copy of the Troop Balance Summary
• Manage the Girl Scout Cookie Program finances for report from Smart Cookies at the end of the
your troop. cookie program and share with the girls and their
• Work together with your troop leader to help support families the goals you achieved.
your girls’ experience.
girlscoutshcc.org/cookies • 800-322-4475 7
The 5 Skills and Product Program
1 Goal Setting
Girls set sales goals, and with their troop, create a plan to reach them. This matters because girls need to know
how to set and reach goals, how to succeed in school, on the job and in life.
2 Decision Making
Girls decide where and when to sell product, how to market their sale and what to do with their earnings. This
matters because girls must make many decisions, big and small, in their lives.
3 Money Management
Girls develop a budget, take orders and handle customer’s money. This matters because girls need to know
how to handle money—from their lunch money to their allowance to (someday) their paycheck.
4 People Skills
Girls learn how to talk (and listen) to their customers, as well as learn how to work as a team with other girls.
This matters because it helps girls do better in school on group projects, on sports teams, on the playground
and later at work.
5 Business Ethics
Girls act honestly and responsibly during every step of the cookie program. This matters because employers
want to hire ethical employees—and the world needs ethical leaders in every field.
The 5 Skills are part of the Girl Scout Leadership Experience and you will find badge and pin activities in each of
The Girl's Guide to Girl Scouting. Use these resources to expand on each skill and explore what can happen when
girls succeed. Remember badge work isn't designed to be completed in one troop meeting; start building on pieces
of the badge and complete it throughout the year.
Want more activities on The 5 Skills?
Check out The 5 Skills guide at girlscoutshcc.org/cookies
or in the GSHCC app.
8 girlscoutshcc.org/cookies • 800-322-4475
Smart Cookies
Smart Cookies gives troops access to a business
center customized just for their troop and lets girls
manage their cookie activities online. This user-friendly
platform lets girls and troops set and track goals,
create a sales plan, market their sales, customize their
dashboards and personalize their online store!
Smart Cookies is both desktop computer and mobile
friendly, so you can manage your sale at home or on
the go! Smart Cookies makes managing your troop’s
inventory, booths and girls, as easy as can be!
Getting Started
An email with a registration link will be sent directly to
the TCM’s registered email from abcsmartcookies@
abcbakers.com.
Once you receive your link you will need to fill in/verify
the following information:
• Council Name
• Position
• Troop Number
• First and Last Name
• Email address
My Smart Cookies Log in: • Password
• Upload a Picture (Optional)
Email:_________________________________________
Password:_____________________________________ Once you are registered you will receive a confirmation
email that contains your username and password.
Note: Please make sure to add abcsmartcookies@
Did you know? abcbakers.com to your safe senders list in your email.
The Smart Cookies app is a digital order card for
girls on the go!
girlscoutshcc.org/cookies • 800-322-4475 9
Girl Scout Cookie Program
Materials—Be Prepared!
Being organized and prepared for the Girl Scout Cookie Program lets the girls and caregivers in your troop know that
you are ready to lead them in a successful cookie program. Their confidence in the troop cookie manager and troop
leader allows girls to focus on their goals!
Materials You’ll Need
Make sure to pick up the following materials from your service unit cookie manager:
• 2019 Troop Envelope: one per troop
• Receipt books: three per troop
• Girl/Parent Permission and Financial Responsibility form: one per girl
• Girl Money Envelopes: one per girl
• Girl Order Card: one per girl
• Product Program Volunteer Position Agreement form (online at girlscoutshcc.org/cookies)
Want more info?
Check out girlscoutshcc.org/resources for the
Just-in-Time training.
10 girlscoutshcc.org/cookies • 800-322-4475Cookie Share
Cookie Share is a great way for girls, troops and customers to give thanks to the women and men who serve in our
military. When people donate to Cookie Share, they are sending a package of cookies overseas to our active duty
military, giving them a sweet taste of home.
Why participate in Cookie Share?
• Great way to support members of active military and your community.
• Allows people to support the Girl Scout Cookie Program even if they don’t want to buy cookies for themselves.
• Girls who sell 10+ packages towards Cookie Share will earn the Cookie Share 2019 patch.
• Cookie Share cookies ordered during the initial order are “virtual” and will be given directly to Cookie Share by
GSHCC. Troops will not need to pick up these orders and they will not be added to a troop’s physical inventory.
• The troop will still be financially responsible for these cookies.
• Cookie Share orders are not rounded to the fullest case during the initial order process in Smart Cookies.
• Cookie Share orders done after the initial order at a booth or during door to door sales will be tracked using the
Virtual Cookie Share feature in Smart Cookies.
• These cookies are “virtual” cookies and do not need to be taken out of a troop’s inventory.
Want more info?
Check out girlscoutshcc.org/resources for the
Just-in-Time training.
girlscoutshcc.org/cookies • 800-322-4475 11Proceeds and Rewards
TCM and Troop Leader Roles
Check out the rewards and help your girls set their goals
Troop Proceeds and Girl Rewards
• Available for all troops
• Troops earn $0.90 per package sold
• Girls can earn patches, achievement bars, experiences and reward items
• Troops can earn Troop Treasure
• All troops will be assigned troop proceeds and girl rewards in Smart Cookies
Optional Older Girl Proceeds and Rewards
• Available only to troops with all members registered as Cadettes, Seniors and/or Ambassadors
• Multi-level troops with registered Daisy, Brownie and Junior members do not qualify
• Girls must vote unanimously for the Older Girl Proceeds option
• Your troop earns $1.00 per package sold
• Girls can earn patches and achievement bars
• Troops can earn Troop Treasure
• Troops that choose this option will need to change
their proceeds plan in Smart Cookies
Early Reward Opportunity
• Every girl with an initial order of 175+ packages
submitted by January 28 will earn a
GSHCC Pop-Up Lantern
• Girls in troops choosing Older Girl Proceeds and
rewards are also eligible for the early reward
• The early reward will be distributed at the troop’s
scheduled initial order pick-up location
12 girlscoutshcc.org/cookies • 800-322-4475Unleash your G.I.R.L. (Go-getter, Innovator, Risk-taker, Leader)™
potential for a chance to win the...
COOKIE
ENTREPRENEUR
EXPERIENCE
Featuring the DC Super Hero
Girls™, plus an all-expenses-
paid trip to sunny California
for incredible behind-the-
scenes VIP adventures at
Warner Bros. Studio!
PRIZE PROVIDED BY
TM
Here’s how to enter:
Highlight your
unique cookie story by:
★ Answering a set of questions
★ Creating your very own
mini graphic novel
(it’s easy with our handy
a s atc h
template!)
c h ve p
e
s
i
lu
xc r
u n lo c k e a l pu
fo r o p tion
Find entry details, official rules, submission tips,
and downloadable mini-graphic novel templates at
girlscouts.org/cookiepro
The GIRL SCOUTS® name, mark, and all associated trademarks and logotypes, including the Trefoil Design, G.I.R.L. (Go-getter, Innovator, Risk-taker, Leader)™, and Cookie Pro™ are owned by Girl Scouts of the USA.
DC SUPER HERO GIRLS and all related characters and elements © & ™ DC Comics and
Warner Bros. Entertainment Inc. DC LOGO: TM & © DC. WB SHIELD: TM & © WBEI. (s18)
TMTroop Treasure
What is Troop Treasure? NEW! How do I earn Troop Treasure?
Troop Treasure is an additional way for troops to earn Earning Troop Treasure is now simpler than ever!
funds towards supporting their Girl Scout Leadership Troops who increase their troop’s sales from the
Experience (GSLE). 2017-2018 Girl Scout Cookie Program by 5% or more
• All troops are automatically eligible to earn will earn dollars per girl registered in their troop by
Troop Treasure March 17 (last day of the cookie program).
• Troop Treasure may be applied towards GSHCC
events, day and resident camps, membership For example: A troop who sells 10% over their sales
registration fees and in-store GSHCC shop purchases from last year and has nine girls registered in their
troop on March 17 will earn $30 per girl for a total
$270 in Troop Treasure.
Troops who are new this year or did not participate
in the Girl Scout Cookie Program last year will need to
reach the benchmark of 200 packages (the council
troop ☙ per girl average) times the number of girls in their
2019
GSHCC
troop, plus the percentage increase.
treasure For example: A new troop has five girls in their troop
and sells 1,053 packages. Their troop has reached
the benchmark and sold 5% over it. They will earn
$75 in Troop Treasure.
Increase $/girl registered
5%-9.9% $15
10%-14.9% $30
15%-19.9% $45
20%+ $60
Girls must be registered in MyGS in order to count
towards Troop Treasure. Percentages will not be
rounded to the nearest level.
14 girlscoutshcc.org/cookies • 800-322-4475Your Troop’s Initial Order
Your Role How do I place my troop’s initial order?
• Collect the total packages sold by variety from each 1. Hover over the ORDERS tab. Then, select
of the girls in your troop. TROOP INITIAL ORDER.
• The total of these order card sales plus the amount 2. All registered girl names will appear in the order
you estimate for your first 2–4 booth opportunities grid. Click on the drop down arrow next to a girl’s
(for more information see Prepping for the Sale) name and enter their order in PACKAGES by variety.
is your initial order. 3. Use the COOKIE SHARE column in Smart Cookies
• If you have questions about a girl’s order card, to order Cookie Share cookies. This order is not
make sure to clarify with them for accuracy. placed by variety.
4. Repeat this process for each girl.
• Remind girls they can keep taking orders through
5. In the BOOTH SALE row, order by PACKAGES the
the end of the cookie program (you may want to
cookies you estimate you will need for your
order additional cookies to cover these).
booth and pre-sale orders.
• Cookies ordered in your Booth and Extras rows will 6. Click SAVE.
make up your general inventory in Smart Cookies.
7. Then, choose your DELIVERY STATION, then click
You will transfer this inventory to girls based on booth
SAVE again.
sales and additional girl sales.
8. Finally, click READY FOR REVIEW to notify your
service unit cookie manager your order is ready to
Getting Started
be placed.
Make sure to enter each girl’s order under her name
in Smart Cookies by January 28, 2019 at 11:59pm.
Once your order is entered and submitted you will not Did you know?
be able to edit your order. Use your tab key to move through each field quickly.
Initial orders are entered in PACKAGES. Smart Cookies
will round to a full case on all varieties excluding Cookie
Share donations.
If you need help submitting your order or advice on
how many cases to order, please contact your service
unit cookie manager.
All cookies ordered are the financial responsibility of
your troop and are non-refundable. NEW!
Gluten-Free Cookies
can now be placed as
All INITIAL orders part of a troop's initial order!
Quantities are limited.
are due by Monday, January 28, 2018 at 11:59 pm
girlscoutshcc.org/cookies • 800-322-4475 15Booth Sites—Making the Choice
Booth sales are a great way for Girl Scouts to practice their marketing and people skills and work towards their
goals as a team! All booth sites will be selected by troops in three rounds using the Smart Cookies system.
Round One—Lottery Round Two & Three—
• Round One you will be able to pick from sites located First-Come, First-Serve
within your service unit. Locations and time slots are offered on a first-come,
• If your service unit is paired with another service uint, first-served basis and are available council-wide.
you will be in a district in Smart Cookies, and you will Round Two
share booth opportunities. • Opens Sunday, January 20 at 7pm
• Starting January 11, troop cookie managers can • Closes Wednesday, January 24 at 11:59pm
review all booth opportunities in Smart Cookies.
• Troops have the opportunity to secure up to four (4)
During this time TCM’s should coordinate preferred
booth opportunities.
dates and times with other adults in the troop.
• Troops will only be able select up to two (2) premium
• From January 13—16, TCM’s can select up to 10 booth
booths in round two.
opportunities, directly in Smart Cookies.
• For best results, it is recommended that troops Round Three
vary their booth preferences by location, date • Opens Sunday, January 27 at 7pm
and time. • Remains open until the end of the cookie program
• HINT: Do not select only premium booth sites. • Troops have the opportunity to secure up to 20 booth
In the lottery, troops will only be awarded up to opportunities (only ten may be premium locations)
one premium booth site, and could result in zero until February 6 at 5 pm. It will then be uncapped
booth locations awarded if only premium locations until the end of the program.
are selected.
• At midnight on January 16, the lottery will select up to
2 of the 10 requested booth opportunities per troop.
Smart Cookies will send a confirmation to the TCM’s email for each booth opportunity that Did you know?
is secured. Review your email for accuracy and planning purposes. Your service unit
cookie manager
Premium Sites are high traffic locations like Walmarts, shopping malls, etc. and will be marked
is responsible for
in Smart Cookies with a “P” when you are viewing booth options. These locations are limited
and marked Premium in order to allow for more troops to have access to the opportunity. securing booth
opportunities.
If a troop cannot attend their scheduled booth sale, they are required to log in to Have ideas for a
Smart Cookies to cancel as soon as possible. The booth sale schedule is shared with good location?
the community through several websites, including the national Girl Scout Cookie Locator.
Contact your
Customers searching for Girl Scout Cookies are directed to locations that show as secured
service unit
in Smart Cookies. Cancelling unwanted booth sales gives other troops the courtesy and
cookie manager.
opportunity to fill the time slot. A cancellation email will be sent to the Smart Cookies
account associated with that troop.
16 girlscoutshcc.org/cookies • 800-322-4475Prepping for the Sale—
Booth Sale Hints
Once your booth sites are scheduled, it’s time to plan for your Girl Scout Cookie inventory. Keep in mind some
variables that could impact the number of cookie packages you can expect to sell at each site, such as:
• Time of day and day of the week
• Location
• Weather
• Booth sites held towards the beginning of the Girl Scout Cookie Program typically show slightly higher sales
Make sure to use previous booth site experience as a guideline for your initial orders.
Use the chart below to help you plan for your initial cookie order. (Keep in mind that these are guidelines and that
sales may vary from year-to-year).
Average sales per variety Average sales per two-hour time slot
All Locations/ Booth Sales Average packages
By Variety All Dates By Week sold/2-hour time slot
Thanks-A-Lots 5 First Friday 85
S’mores 9 First Saturday 95
Lemonades 9 First Sunday 79
Shortbread 5 First Week (Mon-Fri) 77
Thin Mints 27 Second Saturday 62
Peanut Butter Patties 16 Second Sunday 58
Second Week (Mon-Fri) 62
Caramel DeLites 24
Third Saturday 51
Peanut Butter Sandwich 5
Third Sunday 58
Third Week (Mon-Fri) 62
Fourth Saturday 52
Fourth Sunday 45
girlscoutshcc.org/cookies • 800-322-4475 17$___________
$___________
$___________
18 girlscoutshcc.org/cookies • 800-322-4475Managing the Operation—
Booth Sales
The TCM is responsible for selecting booth opportunities, helping girls and caregivers understand and prepare
for the booth sale experiences, scheduling girls for each site and making sure the sales are accurately entered in
Smart Cookies.
Before your booth sale Financial Transactions at Booth Sales
• Know the Girl Scout booth sale guidelines (found at • Accepted forms of payment are:
girlscoutshcc.org/cookies or in the GSHCC app) • Cash
• Coordinate the details for booth sales: • Credit Card (The troop assumes all added costs
• Print booth site confirmation from Smart Cookies associated with accepting credit/debit cards)
• Schedule girls and adults for shifts • Checks—only from people that you know,
• Troops can schedule in two ways under $60 (please minimize a troop’s liability and
have them limit acceptance of personal checks)
• 1 girl and 1 related registered adult
• 2–4 girls and 2 adults (at least 1 must be registered)
• Request additional adult help (if needed) Did you know?
Any activity that involves more than one Girl Scout
• Bring:
and a caregiver is considered a troop activity
• Assortment of cookies and must meet all GSHCC safety guidelines.
• Table, chairs (if allowed on property. If in doubt,
please contact the service unit cookie manager)
• Decorations
• A cash box or apron with change available
• A credit card reader
• Booth Sale Worksheet form
• A copy of the Girl Scout booth sale guidelines
• Review the safety guidelines in Volunteer Essentials
and Safety Activity Checkpoints. Only registered
Girl Scouts may attend booth sales.
The price per package of cookies is $5.00;
no more, no less. Troops should sell only Girl Scout
Booth Sales
Cookies at their booth. Troops that do not adhere to Begin Friday, February 22, 2018
these rules are subject to penalties including loss and continue through
of booth opportunities and/or troop proceeds. Sunday, March 17, 2018
girlscoutshcc.org/cookies • 800-322-4475 19Managing Your Troop’s
Girl Scout Cookie Inventory
Having an accurate inventory of the cookies in your troop’s possession is very important and key to having a
successful season. Inventory management is a critical part of the cookie program for your troop and the girls involved.
Knowing your inventory shows your girls a real life-example of using The 5 Skills, particularly Money Management.
Depending on how your Girl Scout troop manages its cookie program, you will have an initial order, planned orders
and/or transfer orders.
Cookie Cupboards and Jars
Once your troop has placed their initial order you can receive cookies through planned orders, which are placed
in Smart Cookies by Sundays and picked up by the troop at their chosen Cookie Cupboard the following week.
Cookie Cupboards and Jars open starting on February 23.
What is a Cookie Cupboard?
• A Cookie Cupboard is operated by a volunteer who has offered their space and their time to warehouse an
inventory of cookies, in various locations across GSHCC’s 18-county region. Their inventory is based largely on
the Planned Orders placed by troops by the Sunday before the restock order is placed.
What is a Cookie Jar?
• A Cookie Jar is also a space operated by a volunteer but will begin the Girl Scout Cookie Program with a
predesignated inventory of cookies; once that inventory is depleted, the Jar will close.
Note: Cookie Cupboards and Jars are CLOSED on Mondays.
20 girlscoutshcc.org/cookies • 800-322-4475Order Types—Planned, Unplanned
and Transfer Orders
What Is a Planned Order? What Is an Unplanned Order?
• A Planned Order is an order placed at your local • An Unplanned Order is placed in a situation where
Cookie Cupboard the Sunday before you would like you need more cookies before you can complete a
to pick it up, by 11:59 pm. Planned Orders help the Planned Order.
entrepreneurship team accurately purchase enough
inventory to stock Cookie Cupboards with the Please have troops contact the cupboard manager
varieties to meet your communities demand. at their preferred location to inquire about available
inventory. Capacity to hold excess inventory varies by
each cupboard location.
Plan Ahead! This is essential to ensure troops
have enough inventory to host their booth sale. • If the nearest cupboard does not have enough
Keep in mind that cupboards and jars are inventory to fill a troop’s request, consider having
closed on Mondays. them contact another cupboard manager or help
facilitate a Troop to Troop transfer.
When placing your Planned Order, Smart Cookies will
give you a list of Cookie Cupboards and Jars to choose Keep in mind…
from, along with available dates and times. Pick the A Planned Order picked up on the requested date
location, day and time that is most convenient for will always take priority over an Unplanned Order.
your troop.
Please pick up your order within 48 hours of your Part of managing a troop’s Girl Scout Cookie inventory
scheduled time. Orders that are not picked up within is keeping track of where the cookies are. Are they with
that time frame will be cancelled and released to make the troop at a booth sale? Out for delivery with a girl?
those cookies available for other troops. Being transferred to another troop? Emphasize that the
troop’s tracking of the cookie orders directly impacts
the financial “bottom line” of the program.
Note: Though there may be pick up times available early in the week at your local cupboard, GSHCC cannot
guarantee a full planned order within 48 hours of placing your order. We suggest you schedule your pickup for
Thursday or later. It can sometimes take between 2-4 days to replenish inventory at a cookie cupboard.
girlscoutshcc.org/cookies • 800-322-4475 21What Is a Transfer Order? Cupboard to Troop Transfer (C2T)
Transfer Orders are how your troop’s inventory gets • Cupboard to troop transfers occur when a troop
assigned to girls, moved into another troop’s inventory picks up a Planned or Unplanned Order from their
or brought into your troop’s inventory. local Cookie Cupboard or Jar.
• Verify that C2T transfers are entered accurately in a
timely manner.
Want more info?
Check out girlscoutshcc.org/resources for the When managing your troop’s inventory, it is important
Just-in-Time trainings for how-to! that you do not create a “negative inventory.” This
means that you are assigning cookies that are not
in your troop’s inventory. If you do not have enough
Types of Transfers inventory listed in Smart Cookies to complete a
Troop to Troop Transfer (T2T) transfer, but have enough physical cookies, this is
• To transfer inventory to another troop. a sign to check your transfers in Smart Cookies to
• Only the troop transferring the inventory out will ensure they were entered accurately.
process the transfer in Smart Cookies.
Troop to Girl Transfer (T2G)
• To transfer inventory to the girls in a troop.
• Reduces troop inventory and increases each girl’s
packages sold.
• There are two types of T2G transfers:
• Transfer with financial responsibility in the
PACKAGES field
• This transfer adds to the amount the girl is
responsible for turning into the troop.
• Transfer without financial responsibility in the
BOOTH field
• This transfer does not add to the amount the
girl is responsible for turning into the troop.
• Money was collected at a booth.
Girl to Troop Transfer (G2T)
• To transfer inventory from a girl back to the troop and
reduce her financial responsibility.
• The troop leader/troop cookie manager can choose
to accept or decline excess inventory from a girl in
the event she has cancelled sales. Visit your local GS shop
• The transfer will be processed. for all your Booth Sale needs!
22 girlscoutshcc.org/cookies • 800-322-4475Financials
What do troops do with the money Checks: Got questions? We’ve got answers!
they collect? • GSHCC recommends that troops only accept
Troops will deposit all monies (including checks) into personal checks from friends and family and not
their own bank account and the troop’s balance due in amounts greater than $60.
will be withdrawn via ACH (Automated Clearing House). • Be sure each check is made payable to “GSHCC
Troop #[your troop]”. Troops will no longer be able to
Troops who participated in the 2017-2018 Girl Scout deposit checks into GSHCC’s bank account.
Cookie Program will have their bank account
information automatically uploaded into Smart • Troops will be responsible for any fees associated
Cookies; TCMs will still need to verify bank account and with bounced checks.
routing numbers for accuracy prior to the first ACH • Checks should be endorsed with the bank account
draw date. number, GSHCC, service unit and troop numbers.
• Troops should make regular deposits into their troop
New troops or troops with new bank accounts are bank account.
required to complete the ACH Authorization Form
and submit it to Council HQ prior to participating in the • Be mindful of the ACH draw dates.
cookie program. Visit girlscoutshcc.org/cookies to fill
out the ACH Authorization Form.
Bounced Checks?
Troops who have checks that have bounced should
GSHCC will withdraw troop balances due in three contact the entrepreneurship team immediately.
scheduled ACH withdrawals on the following dates:
Fees
Draw 1 March 7 25% of what is due for
inventory (as of March 2) Troops are responsible for any and all fees incurred
from their bank due to depositing money, valid ACH
Draw 2 March 21 75% of remaining balance due
withdrawals and/or use of credit card readers.
Draw 3 March 28 Remaining balance due
Troops without sufficient funds in their account to
cover the amount to be withdrawn should notify
the entrepreneurship team a minimum of three (3)
business days prior to the scheduled draw date.
Important to note: Troops in councils
Did you know? participating in ACH do not have the ability to
If you have parents in with outstanding balances, enter troop transactions. ACH withdrawals will
please fill out the 2019 Cookie Collection Report and be uploaded automatically into Smart Cookies
turn it in to Council HQ. and troop balances due will be adjusted.
girlscoutshcc.org/cookies • 800-322-4475 23Theft, Loss and
Product Complaints
Theft Loss
• It is the troop cookie manager’s responsibility to • If cookies are lost, the troop is financially responsible
safeguard the girls’ money after it has been turned in. for those cookies.
• It it the parent/guardian's responsibility when the • It is the parent/guardian’s responsibility when cookies
money is in the parent/guardian or girl’s possession. are in the parent/guardian or girl’s possession.
• If cookies and/or money are stolen, the troop will
need to follow these steps: Cookie Product Complaints
• Report the theft to their service unit cookie • If there is a complaint due to the overall quality of the
manager immediately (within 24 hours). cookies, please email ABC Bakers at abcbakers@
• Report theft to local authorities immediately (within interbake.com or call them at 800-221-1002.
24 hours) and obtain a copy of the police report.
• Consider filing a claim with their insurance
company. If there is a deductible required GSHCC
will not be held responsible for this amount. We
will not reimburse a parent/guardian or a troop for
product or funds that are stolen.
• The troop cookie manager is required to notify the
entrepreneurship team as well as the troop leader
with supporting documentation within (24 hours).
• GSHCC will not reimburse stolen product or money.
24 girlscoutshcc.org/cookies • 800-322-4475Rewards and Wrapping Up
the Program
Your Role Parent Outstanding Cookie Accounts
• Once you have transferred your troop inventory to Caregivers and volunteers are responsible to forward
the girls in your troop, you will need to create the all funds from the Girl Scout Cookie Program to the
Main Rewards Order by March 20 at 11:59 pm. appropriate person. Girl Scouts Heart of Central
• Get t-shirt sizes for all girls who sold 160+ packages California (GSHCC) will pursue all options when dealing
(You will not be able to complete the Main Rewards with the misappropriation (theft and misuse) of
Order without entering t-shirt sizes for girls who sold Girl Scout funds. Our goal is to ensure that money
160+ packages in your troop). earned by Girl Scouts and their troops is used to
enhance the Girl Scout experience.
Note: This is the only way your girls will receive their
earned rewards; if you do not place a Main Rewards If a troop is having difficulty collecting money and
Order, your troop will not receive reward items. final paperwork from a girl’s family, the cookie
manager should follow these steps and complete
Final Paperwork
a 2019 Cookie Collection Report, found at
Troops will only have to turn in paperwork if their troop girlscoutshcc.org/cookies.
has a parent in collection, using the 2019 Cookie
Collection Report. Follow these steps:
1. Call caregiver of the Girl Scout to discuss the situation.
Document interactions and attempts to collect.
2. Notify council prior to final ACH draw date
of attempts to collect. Council will collect
outstanding debt directly with caregivers and
adjust the troop’s ACH balance.
3. Turn in the 2019 Cookie Collection Report and
supporting documents (receipts, log of interactions/
attempts to collect) must be turned in to the
Entrepreneurship team by Friday, April 12. A
signed Girl/Parent Permission and Responsibility
Agreement form must be included. We cannot
collect outstanding debts without a signed
agreement form. GSHCC cannot recover the
parent’s outstanding debt back to the troop if a
signed parent permission form is not included.
4. Troop cookie managers should not accept any
payment after the Girl Scout Cookie Program is
completed. Please refer any delinquent account
inquiries to GSHCC.
girlscoutshcc.org/cookies • 800-322-4475 25To Our Service Unit
Cookie Managers,
Thank you is not enough of a phrase to appreciate all that you do for the girls in your area. The time, the knowledge,
the attention—all have led to the success of this program, and in the meeting of goals for our Girl Scouts. With
your contributions, Girl Scouts Heart of Central California is able to keep our camps and programming going,
create opportunities for unique experiences, and help us grow the next generation of G.I.R.L.'s. Thank you for being
dedicated to being a part of the change that we want to see in the world, and your work to make it a better place.
Your Entrepreneurial Team,
Emily Walsh Ilse Luna Jill Pfeifer
Director of Entrepreneurship Entrepreneurship Specialist Entrepreneurship Specialist
26 girlscoutshcc.org/cookies • 800-322-4475Notes
girlscoutshcc.org/cookies • 800-322-4475 272018-2019 Girl Scout Cookie Menu
S’MORES CARAMEL DELITES® THANKS-A-LOT®
Crispy graham cookie and double dipped Vanilla cookies topped with caramel, Shortbread cookies dipped in rich fudge and
with a yummy crème icing and sprinkled with toasted coconut and laced topped with an embossed thank you message
a scrumptious chocolaty coating with chocolaty stripes in one of 5 languages
GF!
CARAMEL CHOCOLATE CHIP PEANUT BUTTER PATTIES® LEMONADES™
Rich caramel, semisweet chocolate chips, Crispy vanilla cookies layered with peanut butter Savory slices of shortbread with a refreshingly
and a hint of sea salt in a chewy cookie and covered with a chocolaty coating tangy lemon-flavored icing
SHORTBREAD PEANUT BUTTER SANDWICH THIN MINTS®
Traditional shortbread cookies Crisp and crunchy oatmeal cookies Crispy chocolate wafers dipped
with creamy peanut butter filling in a mint chocolaty coatingYou can also read
