Cookies 101 2020 Girl Scout Cookie Program Troop Plan Book - Girl Scouts of Southwest Indiana
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Cookies 101
2020
Girl Scout Cookie Program
Troop Plan Book
Girl Scouts of Southwest Indiana
5000 E. Virginia, Suite 2
Evansville IN 47715
cookies@girlscouts-gssi.org
www.girlscouts-gssi.org
T: 812-421-4970
REQUIRED before cookie sales begin on December 13:
1. Girl must be a registered Girl Scout with GSSI
2. Cookie Program Permission and Responsibility Agreement must be signed by
parent and on file with GSSIThe Girl Scout Promise
On my honor, I will try:
To serve God and my country,
To help people at all times,
and to live by the Girl Scout Law.
The Girl Scout Law
I will do my best to be:
honest and fair,
friendly and helpful,
considerate and caring,
courageous and strong, and
responsible for what I say and do,
and to
respect myself and others,
respect authority,
use resources wisely,
make the world a better place, and
be a sister to every Girl Scout.Cookies 101
Girl Scout Cookie Program & Troop Plan Book
2020
Important Contact Information:
Girl Scouts of Southwest Indiana (GSSI)
5000 E. Virginia, Suite 2-3
Evansville, IN 47715
T: 812-421-4970
Website: www.girlscouts-gssi.org
Director of Product Sales: Melissa Rynkiewich Email: cookies@girlscouts-gssi.org
ABC Baker Websites:
Smart Cookies: www.abcsmartcookies.com
Smart Cookies Support:
Telephone: 1-800-853-3730
Email: ABCtech@westonfoods.com
Phone and email support are available 24/7
Your Service Unit Cookie Chair (SUCC) is a volunteer with experience in the Cookie Program.
The SUCC is your link for answers to questions dealing with cookies, delivery, bank deposits,
paperwork, etc. Keep your SUCC name, email, and phone number handy. If you cannot reach
your SUCC, contact the Director of Product Sales – Melissa Rynkiewich at 812-421-4970
SUCC NAME:
SUCC PHONE:
SUCC EMAIL:Cookie Varieties that sell for $4.00 per package: Thin Mints Peanut Butter Patties Peanut Butter Sandwiches Carmel DeLites Shortbread Lemonades Thanks-A-Lots S’mores The Gluten Free Cookie – Caramel Chocolate Chip – can be purchased online for $5.00 per package plus shipping. A limited number of cases will be available at the cookie cupboards while supplies last. IMPORTANT: Girls who want to sell cookies online will have to set up an account at www.abcsmartcookies.com. After the initial upload is completed, girls will receive an email from noreply@abcsmartcookies.com with a link to set up their online account to sell cookies. Girls set up their account by providing a Username and Password. ONLY registered girls can sell cookies. ONLY girls who have turned in a Cookie Permission and Responsibility Agreement can sell cookies. All online sales count toward the girls’ total orders. Online orders placed by January 12 will count toward the presale totals and early recognition. Smart Cookies is the software that leaders and cookie parents use to manage the cookie sale. Registered girls will be uploaded into the Smart Cookies by mid-December. A link will be sent to the parent’s email we have on file at the council. This link prompts the girl/parent to set up an account and send emails to the customers that wish to buy cookies online. The online orders are cookie orders that girls cannot deliver in person. Shipping will be charged for online orders. As a courtesy to your online customers, GSSI will pay 50% of the shipping cost for online customer orders starting at 5 packages. The reduced shipping cost will appear in the online checkout; no promo code is needed! Customers placing orders online must use a credit or debit card to pay for the cookies. ** ** NOTE: Customers can buy 1 or more packages of cookies. You can buy any number of cookies in any combination of flavors. Girls who have online sales of 6 or more packages will earn and receive a patch. REQUIRED before cookie sales begin on December 13: 1. Girl must be a registered Girl Scout with GSSI 2. Cookie Program Permission and Responsibility Agreement must be on file with GSSI
Documents for Download from GSSI website: To view downloadable and printable documents: 1. Go to the GSSI website www.girlscouts-gssi.org 2. Click on COOKIES tab 3. Click on FOR COOKIE VOLUNTEERS tab Downloadable Documents: Cookie Program Permission and Responsibility Agreement (Required before cookie sales begin on December 13) Cookie Activity Pin Program and Order Form Cookies 101 Cookie Order Card - also available at GSSI office C 1 Council Owes Troop Form (Final Troop Report if applicable at the end of the sale) D 1 Delinquent Cookie Account Form – GIRL (Final Troop Report if applicable at the end of the sale) D 2 Delinquent Troop Account Form – Troop missing funds / NO Troop Final Report D 3 Troop Owes Council Form How the Cookie Crumbles Online Volunteer Cookie Training links (Training required for all leaders and cookie volunteers) OPT OUT Form - For Junior, Cadette, Senior, & Ambassador Troops ONLY Product Sale Safety Activity Checkpoints Smart Cookies Troop Resources – training videos, PowerPoint, instructional step by step T 1 – Troop Worksheet – optional use to prep for Smart Cookies entry T 5 – Troop Rewards Worksheet – optional, may be required by your area SUCC, great for gathering individual girl recognition information Smart Cookies Face to Face Volunteer Cookie Training Schedule – dates and times of training Your Guide to the 2020 Cookie Program
December 2019
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5 6 7
COOKIE SMART SMART SMART
PERMISSIONS COOKIE COOKIE COOKIE
DUE TRAINING TRAINING TRAINING
AT GSSI AT GSSI AT VU
JASPER
CAMPUS
8 9 10 11 12 13 14
PRESALE
Cookie
Order
Taking
BEGINS
15 16 17 18 19 20 21
22 23 24 25 26 27 28
OFFICE OFFICE OFFICE OFFICE
CLOSED CLOSED CLOSED CLOSED
29 30 31
OFFICE OFFICE
CLOSED CLOSEDJanuary 2020
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4
New Year’s
Day OFFICE
Closed
5 6 7 8 9 10 11
12 13 14 15 16 17 18
PRESALE GIRL PRE- TROOP
Order ORDERS INITIAL
Taking DUE TO ORDERS
ENDS TROOP & DUE TO
entered into SUCC
OPT OUT Smart
Forms Due Cookies
to GSSI
EARLY
recognitions
entered
19 20 21 22 23 24 25
SUCC
INITIAL
ORDERS &
Early
Recognitions
Confirmed
and TO GSSI
26 27 28 29 30 31February 2020
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1
2 3 4 5 6 7 8
9 10 11 12 13 14 15
COOKIE COOKIE COOKIE COOKIE COOKIE GSSI
DELIVERY DELIVERY DELIVERY DELIVERY DELIVERY Cupboard
8:00 AM –
Cookie 12 Noon
Booths begin
16 17 18 19 20 21 22
GSSI
Cupboard
8:00 AM –
12 Noon
23 24 25 26 27 28 29
GSSI
Cupboard
8:00 AM –
12 NoonMarch 2020
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 5 6 7
Retail and
cookie
cupboard
open 10:00
am to 2:00
pm
8 9 10 11 12 13 14
DIRECT Girl Cookie Troops enter
COOKIE SALE Money girl orders &
ENDS due to Main
TROOP recognitions
Cookie Booths
End Paperwork
due to SUCC
15 16 17 18 19 20 21
SUCC &
Troop
Final
paperwork
due to
GSSI
22 23 24 25 26 27 28
29 30 31Leader / Cookie Volunteer Checklist
IMPORTANT: Corporate policy states: Any troop / group adult volunteer associated with
the Cookie Program who has put Girl Scout funs in jeopardy because of unpaid troop / group
cookie accounts or other mismanagement of funds / awards, cannot hold a volunteer position.
GIRLS:
1. All girls who sell cookies must be registered Girl Scouts
2. All girls who sell cookies must have a signed Cookie Program Permission and
Responsibility Agreement on file at the GSSI office and a copy held by the troop leader.
3. Permissions can be scanned and emailed to the office at cookies@girlscouts-gssi.org
If you email the permissions, we will email you when we open the document. If you do
not get a receipt email, then we did NOT receive the permissions.
4. All Cookie Permissions are due to GSSI by no later than December 1.
5. Girls who have been delinquent in the past cannot participate in presales. However,
girls may participate in booth sales but the parent / guardian cannot be responsible for
cookies, handling money, collecting money, or making deposits.
LEADERS / VOLUNTEERS:
1. Leaders and cookie volunteers must take cookie training. Returning leaders are required
to take the online cookie training for RETURNING volunteers. NEW volunteers are
required to take the online training for NEW volunteers. Cookie training can be found on
the GSSI website and in the On My Honor newsletter.
2. Smart Cookie software training will be conducted face to face in December. ALL NEW &
RETURNING cookie volunteers are required to take the face to face Smart Cookie
training. The software has again gone through significant changes and requires the
volunteers to take face to face training. ABC also provides training videos on line with
step by step instruction.
3. Cookie volunteers – all adults who are helping coordinate the troop cookie program
must be registered Girl Scout adults and must have completed the Volunteer
Application Process and take Smart Cookie training.
4. Familiarize yourself with the Smart Cookie computer software used to manage the
cookie program. Use the website: www.abcsmartcookies.com
5. Mozilla Firefox and Google Chrome browsers work best.
6. Read Cookies 101
7. View YouTube Smart Cookies Training found on the GSSI website.
8. Read and respond to all cookie related emails that you will receive during the sale.
To earn an EARLY recognition GSSI’s council pre-sale goal is 173+ packages per girl. To earn an
EARLY recognition prize the 173+ goal must be met by January 12, 2020 and entered into Smart
Cookie software.Girls should continue to take orders for cookies after presales are entered into the Smart
Cookies software. Additional cookies can be ordered and picked up at the council cupboards.
Council cupboards are located at the GSSI office, Daviess County, Dubois County, and Perry
County.
SUMMARY OF MONTHLY RESPONSIBILITIES:
September – October – November – December
1. Take the GSSI online cookie training. Details can be found on the GSSI website
www.girlscouts-gssi.org
2. Attend a face to face Smart Cookies training for ALL leaders / cookie volunteers.
3. Meet with your SUCC to receive your cookie materials and sample cookies for your
troop. Troop cookie materials are usually passed out at the monthly service unit
meeting or Service Unit Cookie Kickoff.
4. Review all sales materials. Contact SUCC if you have questions.
5. Contact businesses to inquire about or to reserve a cookie booth.
6. Conduct a troop meeting with parents and girls to go over the safety rules and
guidelines for the cookie program. Pass out cookie materials to parents.
a. Make sure all the girls in your troop are registered Girl Scouts.
b. Make sure that all the girls have a signed Cookie Permission form on file at GSSI.
c. Conduct Cookie Program troop training for girls and parents.
d. Teach the girls the 5 Cookie Program skills.
e. Help the girls set individual goals and talk about the Goal Getter Patch and Early
Recognition.
f. Set troop sales goals.
g. Discuss with the girls the early recognition program prize and what they need to
do to achieve it.
h. Give the parents a timeline of what you need and when you need it.
i. Advise parents to turn in cash/money weekly so troop leader can make deposits.
j. Discuss and plan with the girls what the troop will do with the troop profits and
proceeds from the Cookie Program sale: trips, camp, service projects, etc.
k. Create a troop cookie sale goal chart and update it as the girls sell cookies.
7. By mid-December, troops and registered girls will be uploaded into the Smart Cookies
software.
a. Registered Leaders and or Cookie Volunteers will receive an email with a link to
create a leader/cookie volunteer account in Smart Cookies. Leaders/Cookie
Volunteers must register so that they can enter sales, check rosters, and order
recognitions. Leaders/Cookie Volunteers create a Username and Password.
The Leader username MUST be their email address.b. Leaders must check Smart Cookies software to ensure all girls were uploaded
BEFORE THE SALE BEGINS on December 13
c. If a registered girl joins the sale after December 13, contact your SUCC to have the
girl added to your Smart Cookies Roster. Only REGISTERED girls can be added and
girls must have a Cookie Permission on file at GSSI.
December – January
1. Presale order taking begins on December 13 and continues through January 12.
2. Girls do not collect money during the presale. Money is collected when the cookies are
delivered to customers starting February 10.
3. By no later than January 14 the girl order cards are due to the leader / cookie volunteer
so that the presale cookie orders can be entered into Smart Cookies.
a. Enter all presale cookies (troop initial order) into Smart Cookies by due date.
b. Enter all Goal Getter Patch orders – one for each girl who set a goal by due date.
c. Enter all EARLY Recognition orders for girls who presold 173 or more packages of
cookies by January 12.
d. Make sure to collect the t-shirt size for all girls in your troop and enter into Smart
Cookies.
4. After you enter the preorders and order the patches and early recognitions, SAVE and
SUBMIT the order. Do this by the deadline.
a. Contact your SUCC to let them know you have entered your orders. The SUCC will
check your work and contact you if they have a question or concern about your
order.
SUGGESTION: After entering the presales into Smart Cookies, if possible, make a copy of
the girl cookie order form before returning the original to the girls. We can make copies
at the office for you. Give the girls an additional order form so that they can continue to
take orders. Additional cookie order forms can be picked up at the council office.
b. Encourage your girls to continue to sell cookies. Additional cookies can be picked
up at any local cookie cupboard or the council office.
5. Registered girls can sell cookies online by registering and setting up an account at
www.abcsmartcookies.com.
a. After the girls are uploaded into the cookie software Smart Cookies, the girls will
receive an email to register to sell cookies online by clicking on the link in the
email.
NOTE: If there is NOT an email entered in Volunteer Systems, then no email will
be uploaded into Smart Cookies and the girl will not receive an email to sell
cookies on line.
b. When the girl receives the email and if she wants to sell cookies online, the girl
clicks on the link in the email to set up an online account. Girls create a username
and password. The Username for a girl CANNOT be an email address.February – March
1. February 10-14 cookies are delivered to the 11 counties. Contact your Service Unit
Cookie Chair for information about cookie delivery and troop pickup times.
2. Girls should start delivering cookies and collecting money as soon as they receive their
orders. Encourage girls to turn in money to leader/cookie volunteers often and the
troop should also make deposits often to avoid theft. You will be given several GSSI
deposit slips but you can always get more from your SUCC or at the council office.
3. Goal Getter Patches and Early Recognitions will arrive for the girls who earned them. It
is BEST to distribute the Goal Getter Patch and Early Recognitions at the end of the sale
with all the other awards and recognitions. However it is up to the troop leader to
decide.
4. Pick up additional cookies for booths and additional sales at any of the 4 cupboards:
Council, Daviess County, Dubois County, and Perry County. It is always best to call in
advance and place your order with the cupboard to insure stock and that it is ready for
pickup when you arrive.
5. Banking – collect and deposit money frequently. Be sure to save the bank deposit
receipts to turn in with the Final Troop Envelope paperwork. Record the GSSI bank
deposits into Smart Cookies.
a. Encourage the girls to turn money in often. Give the girls receipts as you collect
money from them. If you collect money more often and make deposits
immediately, the money won’t go missing, be stolen, or lost.
6. March 10 – collect all girl cookie money by no later than March 10. The troop may set
an earlier deadline to collect the money.
7. March 14 – troop final paperwork is due to the Service Unit Cookie Chair. The final
paperwork includes the Smart Cookies Troop Balance Summary report and all bank
deposit receipts you receive from the bank when you make the GSSI cookie deposits.
Write your troop number on each bank deposit receipt. See Final Troop Envelope for all
items required.
May
1. Award and recognition distribution begins.
2. Your troop leader / cookie volunteer will pick up from the SUCC the girl awards and
recognitions that were earned through the cookie program.
3. Distribute the recognitions to girls within one week of receiving them.
June
1. Troop Status bonus checks will be mailed (if earned) from the council to the troop
leaders.
2. No troop or individual cookies can be sold after the end of the program – March
Approval must be given by GSSI to sell cookies after March 8.How to enter your presales (initial orders) into Smart Cookies:
Initial orders must be entered into Smart Cookies by no later than January 14. Leaders or the
cookie volunteer must set up an account in Smart Cookies to manage the troop order.
By mid-December we upload the Leaders/cookie volunteers into Smart Cookies. After you are
uploaded into Smart Cookies, you receive an email from: noreply@abcsmartcookies.com
When you received the email, open it and click on the link to set up an account in Smart
Cookies so you can manage your troop cookie order, and enter your early and main
recognition orders. A Leader’s username is your EMAIL ADDRESS and your password is
whatever you want it to be as long as it follows the guidelines that ABC provides.
If you do not receive the email in your IN BOX, then please look in your SPAM or JUNK folders
BEFORE calling the office.
Steps for entering initial orders:
1. Log into your Smart Cookies account at www.abcsmartcookies.com
2. Enter Leader/ Cookie Volunteer Username (email address)
3. Enter your password
4. On the Main DASHBOARD, use your mouse and hover over the ORDERS tab, click TROOP
INITIAL ORDER
a. To enter the individual girl orders, click on the GIRL Icon on the far left next to
each girl’s name or the down arrow icon on the far right and each girl’s individual
variety grid will appear.
b. Enter the total number of packages by variety ordered by each girl. Repeat the
steps for each girl until all girl orders have been entered.
c. Initial orders will be rounded up to FULL CASE quantities
d. The EXTRA packages represented at the bottom of the order grid are the packages
in every variety that have been automatically added to round up to the nearest
case.
5. BOOTH ORDER option – After the last girl on the order grid, you can place an order for
booth cookies to be delivered with your initial order. This is optional but a good idea if
you have a cookie booth scheduled the first night you receive cookies.
6. The TOTAL of the troop’s initial order is shown in dollar amount and in TOTAL packages
and TOTAL case quantity at the bottom of the initial order page.
7. Click the SAVE box to save the order. Select the delivery station and click on save to
complete the initial order process. On the initial order page you will see your initial
order and the delivery station selected. You have the option to edit any part of the
order up until the TROOP ORDER due date which is listed in red at the top of the initial
order screen.8. If your order is complete, you can slide the “ready for review” button to the right to let
your SUCC know that your order is complete and ready for processing. Once you place
your order in review status, you cannot edit your order.
9. Smart Cookies will calculate which girls have earned the early recognition prize.
Steps for entering the Early Recognitions & Goal Getter Patches:
1. After you have entered the initial orders, on the Main DASHBOARD, click the REWARDS
tab, next click Recognition Order.
a. Click on Select Recognition Order and Early will appear, click on Early.
b. Smart Cookies will calculate and order the Sitting Fox for each girl who has sales
of 173 or more packages.
c. To order the Goal Getter Patch for each girl, click on the > next to UNREAD to
proceed.
d. Click on EXTRAS to order the Goal Getter Patch.
e. A picture of the Goal Getter Patch will display. Click on the little box to order the
patch. No need to place a number; just click on the little box so that the check
mark appears.
f. Click Save to order the patch. You will repeat this process for each girl that has set a
goal.
2. Once you have entered the initial order and created your early recognition order,
contact your SUCC immediately so they can begin checking your work and committing
the order.
Cookie Delivery to Troop:
1. February 10-14 cookies are delivered to the stations. This delivery will consist of cookies
from your initial cookie order and any booth cookies you ordered with your initial order.
Packages are rounded up to complete a case – 12 packages = one case.
2. Girls deliver cookies February 10 – March 8.
3. Your Service Unit Cookie Chair (SUCC) will coordinate the date, time, and location where
adult troop volunteers pick up their troop cookies. Consider asking some volunteers to
help you and engage a van or two.
4. Find a dry, safe, and sanitary location to sort your troop’s cookie order.
5. Decide which vehicles you will use to pick up your troop’s cookie order. You must pick
up and load your entire order at one time. So please make sure you have enough
vehicles and be on time at the pick-up site.
6. How many cases of cookies will your car hold?
Sedan 35 cases Station Wagon 75 cases
SUB 60 cases Mini Van 60 cases
Full size Van 200 cases – seats removed7. NO CHILDREN ARE PERMITTED ON THE LOADING DOCK OR IN THE PARKING LOT. If you
bring children, they must remain in the vehicle, buckled in a child seat.
8. At SU delivery, you will receive the troop initial cookie order, bank deposit slips, receipt
books, Goal Getter patches, and Early Recognitions for those girls who earned the plush.
Cookie Delivery to Girls:
1. Before troop pick-up time, sort each girl‘s cookie order according to her original order
card. Be sure to return each girl’s order card to her – if you kept it – so she knows who
to deliver her cookies to.
2. Ask parents / guardians to pick up their daughter’s cookie order. Each parent must sign
a receipt that details the varieties and quantity of cookies they pick up. Keep the white
receipt copy for each girl for your records. You may be required to provide the copy to
the office if the parent is delinquent as well as a copy of the Cookie Permission.
3. Give each girl a money envelope, their original order card, the cookies they ordered,
goal getter patch and early recognition plush if applicable. Or you can hold the Goal
Getter Patch and Early Recognition until the end of the sale and distribute them with
the other prizes. Some leaders hold on to the patches and early recognition in case the
girl is delinquent and does not pay for the cookies.
4. Release the cookies to a family adult – NOT the girls! Very Important! The parent /
guardian who receive the cookies must sign a receipt and double-check the count and
variety of cookies they are taking financial responsibility for when they pick up the
cookies. Keep a copy of the signed receipt.
5. Retain your copy of the signed receipt for your file (white copy).
6. Remind the parents / guardians about the dates and times for turning in money. It is
best to type up and print the document to hand out to the parent / guardian. Also
include COOKIE BOOTHS dates and times on this document. Ask for parent participation
and explain how their daughter – if she works at a cookie booth – can earn additional
sales by working at a booth.
7. Confirm your cookie booth sale(s) date/time and enter ALL cookie booth information
into Smart Cookies.
Friday Cookies:
On two Fridays – February 14 and February 21, troops may check out additional cookies for
weekend cookie booth sales. Only with Friday Cookies can a troop return UNOPENED FULL
CASES OF UNSOLD COOKIES. Cookies are picked up at BELMONT and returned to COUNCIL.
How to order Friday Cookies:
1. Orders must be phoned in – NO EMAILS – to the council office front reception by noon
on the WEDNESDAY before the two Friday dates. Call the front desk 812.421.4970 x 0 –by no later than 12 noon on Wednesday and order your cookies. YOU MUST GIVE A
PICK-UP time.
2. Cookies must be picked up on FRIDAY at appointed time at BELMONT MOVING AND
STORAGE, 2825 Maxx Road (off Lynch Road) on Friday by no later than 4:00 PM. No
Exceptions.
3. Friday cookie orders are limited to a total of 40 cases. If your troop requires more than
40 cases, contact the Product Sales Director to discuss your cookie order and get
approval for more than 40 cases.
4. Returning allowable unsold Friday Cookies – Cookies must be returned to the council.
Cookies must be returned by the following Monday deadline. Returned cookies must be
in the same condition in which they were checked out. Returns must be in full,
unopened cases of the same variety of cookies. No mixed cases. No cookies from the
initial troop orders can be returned. GSSI reserves the right to terminate this program at
will.
5. Cookies checked out on Friday, February 14, must be returned to GSSI by 2:00 PM,
Monday, February 17. Cookies checked out on Friday, February 21, must be returned to
GSSI by 2:00 PM, Monday, February 24. NO EXCEPTIONS.
Cupboards:
The council buys extra cookies for cookie booth sales and for troops to sell as customers
request more cookies. Extra cookies can be picked up at the council office cookie cupboard
during regular business hours – 9:00 am to 5:30 pm Monday, Wednesday, and Thursday.
Tuesday cookie cupboard hours are 9:00 am to 6:00 pm day, and Friday from 9:00 am to 5:00
pm. There will also be four (4) Saturdays – February 15, 22 and 29. Saturday hours are 8:00 am
to 12 Noon. Saturday, March 7 hours are from 10:00 am to 2:00 pm. It is best practice to call
and place your cookie order before you come to the office. By placing your order, it will speed
up your cookie pick-up and ensure the requested cookie varieties you requested.
Additional cupboards are in Daviess, Dubois, and Perry counties. These cupboards are open
when the area cupboard manager is available. The days and time of operation vary and will be
announced at your area cookie meeting.
1. Most varieties of cookies will be available in the Council Cookie Cupboard, at the council
office, for about two weeks after initial delivery. After that, certain varieties may not be
available. We will make every effort to have what the troops need however as the sale
continues some varieties may run out.
2. Call the council office front desk 812.421.4970 to confirm varieties and reserve cookies
as you troop needs more product.
3. Orders placed with the council cookie cupboard must be picked up within 24 hours of
the call.4. Once cookies leave the council office or area Cupboards, they are not returnable or
exchangeable. This applies to all cookies EXCEPT Friday Cookies.
Cookie Booth Sales:
What is a Cookie Booth Sale?
1. A cookie booth sale is a direct product sale where you contact a business and set a day
and time to sell cookies to their customers coming in and out of their business.
2. A cookie booth sale should include at least two (2) girls and two (2) adults. Adults should
not outnumber the girls.
3. No siblings or non-Girl Scouts (Tag-Alongs) are allowed at cookie booths.
4. Do not block the entrance to the business and be respectful.
5. Troop leaders and cookie volunteers organize all cookie booth sales. Parents are
enlisted to help where needed.
6. Troop leaders or troop cookie volunteer contacts the store or business in advance and
fill out all required paperwork if required.
7. Girls who participate in the cookie program MUST BE registered Girl Scouts and MUST
HAVE a parent signed Cookie Permission on file at the council office.
8. This is a Girl Scout event. For safety reasons, no TAG-ALONGS (no sibling, friends, etc.)
should be present at the cookie booth sale.
9. Troops conduct cookie booth sales after school and on weekends until 8:00 PM. Times
vary according to cookie booth location. Younger girls should not sell past 6:30 pm.
Why conduct a Cookie Booth Sale? Cookie booth sales provide opportunities for girls to:
1. Interact with other girls from the troop and practice teamwork.
2. Interact with customers, practice manners, and develop “people” skills
3. Develop self-confidence, be more successful in selling, and reach troop goals.
4. Have their parents / guardians help with sales.
How to plan a Cookie Booth Sale:
1. Set troop sales goals. Conduct a troop meeting to discuss what the troop would like to
do with the troop earnings. Calculate how many packages the troop must sell to pay for
the activity.
2. Order extra cookies for your cookie booth. This can be done when you enter your initial
order into Smart Cookies. Or you can pick up extra cookies at any of the 4 cookie
cupboards.
3. Contact businesses or safe facility in a good busy location. Get permission and your
dates and times in writing from the venue. Have a manager or appropriate authority
sign. Do these as early as you can – the best spots go fast! Locations to consider: grocery
stores, beauty shops, video rental stores, banks, fitness clubs, discount retail stores, gas
stations, specialty shops, department stores, sporting events, and at church.4. Enter all cookie booth details in Smart Cookies. Log into Smart Cookies and:
a. Click on the Booth Tab
b. Click on Troop Secured Booths
c. Complete the booth information, required fields are marked with a red asterisk *
d. When done, click the SAVE button.
i. Select Request Appointment Time
ii. Pick Date of Booth
iii. Choose Start Time and End Time, click SAVE button.
iv. Select Request Troop Secured Booth
5. Go To Booths – My Reservations to check status of booth – booth will show pending
status until council approves
6. Do not call radio stations or newspapers. GSSI will send out cookie news releases and
appear on TV promoting the cookies and booth sales.
7. Some businesses require proof of insurance, a special request form or a letter on
letterhead from GSSI. Allow 2 weeks for these requests to be processed at the council
office. If you have questions, call the Product Sales Director 812.421.4970 or send an
email to cookies@girlscouts-gssi.org
How to conduct a Cookie Booth Sale:
First and for most – BE POLITE and do not disrupt the regular business of the location in
which you conduct a cookie booth.
1. Get parent / guardian emergency phone number for each girl.
2. Get permission to bring a table with you to set up the cookie booth.
3. Set up your display and decorate your booth i.e. goal chart, decorations, etc.
4. Bring a cash box with one, five, and ten dollar bills.
5. Bring cookies of all varieties.
6. Count your cookie inventory before the sale begins.
7. No siblings or friends (No tag-alongs) only registered Girl Scouts who are working at the
cookie booth.
8. Girls must wear their GS uniform (sash or vest) or clothing that identifies them as Girl
Scouts i.e. troop t-shirts.
9. Assign duties and times for the girls and adults.
10.Ask customers to buy cookies on their WAY OUT of the business. Communicate your
troop goal to the customers.
11.Thank the business before leaving. Girls can make a card to send to the business after
the sale.
12.CLEAN UP THE AREA when the sale is finished. DO NOT leave cardboard cases. (Ask the
management if you may place cartons in their recycling center.)
Cookie Booth Sale Tips from the Pros:We encourage volunteers to use their best judgement in setting up cookie booths in locations
that will be open, accessible, and safe for all girls and potential customers.
Certain locations may be inappropriate for young girls based on the standards of your local
community, may negatively impact the cookie program experience for girls, and /or may
negatively impact our brand in your community.
For additional clarity, girls should not sell in or in front of establishments that they themselves
cannot legally patronize.
Days of the week best for cookie booth sales:
1. Any day except Monday (Warning – some leaders say Monday are their best days!)
2. Tuesday, Wednesday, Thursday best venues – grocery stores, office buildings
3. Friday afternoon and Saturday morning best venues – banks, Walmart, Sam’s, Target
4. Sunday best venue – video stores, convenience stores, Walmart, Sam’s, Target
5. Cookie costumes are available for checkout at the council office. Call the front desk to
reserve your cookie costume.
BLING YOUR BOOTH CONTEST – Details and official rules will be published on Facebook and in
the newsletter, so keep tuned for more information coming in January! And take a photo to
send in for voting. NO COLLAGE photos. Please send only one photo per troop. No collages.
Banking Procedures:
1. Ask customers to make checks payable to GSSI. Council will assume all NSF fees for
checks deposited into the GSSI cookie bank account.
2. Encourage the girls (parents/guardians) to turn in the cookie money they collect to you
every week. Sorry to say this but some people are tempted with cash and make bad
decisions. As a troop leader or cookie volunteer, MAKE DEPOSITS OFTEN. The
preferred GSSI Cookie Account Bank to make deposits is GERMAN AMERICAN BANK.
53rd and First Federal Savings are also approved GSSI Cookie Account banks to make
deposits.
3. Always give the parent/guardian a receipt every time cookie money is turned in. This is
a great way to manage the collection of money from the girls.
4. As money comes in, you need to deposit the money often. Yes, this is the second time I
have said this – See #2.
5. All money collected EXCEPT troop proceeds should be deposited into the GSSI cookie
bank account. You will receive GSSI cookie account deposit slips from your SUCC. If you
need more GSSI bank deposits slips, you can pick them up at the council office.
6. Only troop earned proceeds are deposited into the troop bank account.7. Keep ALL bank deposit receipts you receive from the bank. These receipts must be
turned in with your final envelope at the end of the sale.
8. Write your troop number on ALL bank deposit receipts.
9. Turn in ALL GSSI bank receipts with your final paperwork. The deposit receipt the bank
gives you when you make a deposit is required with your Troop Final cookie paperwork.
10.Customers who write checks on closed accounts or writes a check and there is not
enough money in the account to cover it are responsible for any fees the banks and or
the collection agencies charge.
Determining Troop Proceeds:
1. Calculation to determine your troop average is:
a. Total number of packages sold ÷ the number of girls selling = troop average
2. Determine your troop’s per package proceeds using the chart below. If your troop
average is:
PROCEEDS SCALE 2018 PER PACKAGE OPT OUT INCREASE OPT OUT TOTALS
Less than 100/girl .30 .02 .32
100 – 124 .32 .02 .34
125 – 149 .37 .02 .39
150 – 174 .39 .03 .42
175 – 199 .40 .05 .45
200 – 249 .41 .07 .48
250 or more .42 .09 .51
3. OPT OUT – Junior, Cadette, Senior, and Ambassador Troops can OPT OUT of receiving
recognitions and cookie dough to receive more troop profits. The entire troop – every
girl – must choose to OPT OUT. Opt Out troops will receive all earned patches, early
recognitions, and achievement bars. Opt Out forms must be received by GSSI by no
later than January 12, 2020.
4. Troops with fewer than 5 registered girls selling cookies must call GSSI to get permission
for troop proceeds. Call the Director of Product Sales – 812.421.4970.
5. Girls who plan to sell as individuals are encouraged to associate with their favorite
troop. Individual sellers do not qualify for troop profits or bonuses. SUCC’s will assign an
individual seller to a troop if the individual seller cannot locate a troop on her own.
6. Per IRS rules, an individual seller can earn any of the awards for which she qualifies, but
no money as profit.
7. Enter all GSSI deposits into the Smart Cookies software. From the Smart Cookies
dashboard choose the FINANCES tab and enter your deposit information.
8. Failure to deposit the full amount owed to GSSI will result in the filing of a claim in
court and the amount owed will be turned over to a collection agency.Determining Troop Status Bonus:
Your troop may also be eligible for a Troop Status Bonus – see chart below.
Do not withhold this bonus. A check will be sent to you after your paperwork is verified. No
troop status bonus will be paid to troops selling below the 100 package per girl average.
Troop Status Average Packages Per Girl Bonus Amount Per Girl
Champion Troop 250 packages / girl average $20.00 per girl
Trailblazer Troop 200 packages / girl average $16.00 per girl
Pacer Troop 175 packages / girl average $14.00 per girl
Pioneer Troop 150 packages / girl average $12.00 per girl
Super Troop 125 packages / girl average $10.00 per girl
Banner Troop 100 packages / girl average $ 4.00 per girl
The troop bonus check, if earned, will be mailed to the troop’s leader. Please make sure your
address is current with the office. Notify GSSI if your address has changed or to verify we have
the correct address.
Troops with fewer than 5 registered girls selling cookies must call GSSI to get permission for
troop status bonus. Juliette’s do not earn troop profit or troop bonuses.
Delinquent Accounts:
It is unfortunate and sad that sometimes the parent and/or guardian do not turn in the girl’s
cookie money. Leaders and volunteers should make every effort to collect the money.
If the cookie money is not turned in by the troop due date deadline:
1. Contact the parent and remind them that the money is due. Inform the parent that if all
the money is not turned in, that they will be sent to collection.
2. Contact the GSSI Director of Product Sales before you close out in Smart Cookies to
inform GSSI of the delinquent girl. Fill out the D1 form and contact GSSI so that the
delinquent cookies can be removed from the troop balance. GSSI staff will make
adjustments in Smart Cookies for the missing uncollected cookie funds. You will need to
make adjustments in your final paperwork before you turn it in to the SUCC. Do not take
responsibility for the delinquent girl cookies. GSSI will subtract the delinquent packages
from your total sold so that your troop is not responsible financially for the delinquent
girl.
3. Complete the D1 form found on the GSSI website under the COOKIES Tab, then click on
For Cookie Volunteers tab (on left). A copy of the girl’s signed Cookie Permission and
Responsibility Form MUST be attached to the D1 form.4. Turn the completed D1 form and copy of cookie permission in with the Troop Final
Paperwork. After you submit the D1 form, your troop is no longer responsible for the
missing money.
Troop Final Reports and End of the Program:
All final reporting is due to your SUCC no later than March 14. You will receive a large
troop envelope labeled: Troop Final Report Envelope
1. Completely fill in the information requested on the front of the envelope.
a. Troop #
b. Level
c. Service Unit – i.e. East River, N. Dubois, SW Warrick, etc.
d. Cookie Volunteer name and phone number
e. Leader name and phone number
2. Enclose the REQUIRED PAPERWORK
a. If you have a delinquent girl, complete the D1 form and send along with signed
Cookie Permission.
b. Troop Balance Summary report – run this report in Smart Cookies. Go to
REPORTS, Click on CURRENT, In the Categories Box, Click Finances, Click on Troop
Balance Summary, Click Go To Reports and fill in the blanks.
The Troop Balance Summary report gives the breakdown of your troop sales, troop earnings,
average packages sold per troop, money owed to GSSI, bank deposits, etc.
*** If there is a delinquent girl in your troop, the Balance Summary report has to be rerun
AFTER the delinquent cookies are removed from your troop. GSSI must be notified to remove
delinquent cookies from the troop totals.
c. ALL bank deposit receipts. This is the receipt that the bank gives you AFTER you
make the deposit.
d. Write your troop number on all bank receipts when making deposits and write it
on the receipt the bank gives you after you make the deposit.
e. Include all bank deposit receipts in your final envelope.
3. If you have accidentally overpaid GSSI, we will refund your money once we verify the
overpayment. Fill out the C1 form found on the GSSI website. Click the Cookies Tab then
click the For Cookie Volunteers tab. Report to your SUCC that you have overpaid.
4. We will have a survey link available after the sale where you can answer questions
about the cookie program and give us constructive feedback.
5. No cookies can be sold after the sale ends March 8 without permission from the
Director of Product Sales. Permission must be given BEFORE MARCH 8.
6. All paperwork must be completed and turned in on time and by all deadlines.Recognitions Distribution:
1. When you receive your girls’ cookie recognitions, usually by mid-May or before, check
your order against your records in Smart Cookies. Notify GSSI of any discrepancies by no
later than June 15. After June 15 no adjustments will be available.
2. Distribute recognitions to girls within one week of receiving them, unless other
arrangements such as presenting them at a recognitions event. Make sure the girls and
parents understand when the girls will be receiving their recognitions.
3. Any undeliverable recognition should be returned to the council office by JUNE 5.
4. All earned troop status bonus checks will be sent to leaders from the council by no later
than mid-June. Troops must be in good standing to receive the bonus check.
5. If your paperwork is submitted after March 14, receipt of recognitions and patches is
NOT guaranteed.
Cookie Dough:
Cookie Dough will be delivered to SUCC’s to be distributed with the other girl recognitions.
Cookie Dough can be used for most Girl Scout activities and merchandise, including purchases
through the council shop, day camp trading posts, resident camp trading posts, and council
sponsored activities, camp reservations, troop travel, and membership.
Use of smart phone applications/car reader hardware to take cookie payments:
GSSI recognizes that troops may choose to use smart phone card readers to take credit/debit
card payments for cookie purchases. If your troop wishes to use smart phone applications and
card reader hardware to take cookie payments, it is important that your adult troop leadership
make an informed decision and consult the girls, parents, guardians, and the bank where you
have your troop account before choosing this type of cookie payment option.
IMPORTANT: ONLY troop adult leaders may take cookie payments via smart phone card
applications/card readers.
It will be each troop’s individual decision to choose whether it wants to use card readers. Each
troop should consider:
1. Does your troop’s bank offer smart phone card reader options?
2. What type of phone do you need to be able to support a car reader for payments?
3. What is the best rate for this service?
4. What is the processing rate for this service?
5. Is there a monthly fee for this service?
6. What is the minimum purchase you will allow with a credit/debit card?
7. Does your bank provide a reader free of charge to a non-profit?NOTE: It is recommended NOT taking payment by credit/debit card for anything less than 4
packages of cookies, so that the card transaction fees will be covered.
If your troop chooses to take credit/debit card payments, be sure to consider:
1. The bank/transaction rates and fees payment are the responsibility of the troop.
2. Hardware purchase or rental payments are the responsibility of the troop.
3. How will the added expense of rates, fees, and hardware affect the bottom line of the
troop profits from cookie sales?
Important Note: All transaction and processing fees associated with credit/debit card
purchases, or hardware/software purchased for the purpose of accepting credit/debit card
payments, are the financial responsibility of the TROOP’S bank account and CANNOT be
deducted from GSSI cookie sales revenue due to GSSI at the end of the Cookie Program.NOTES:
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