Troop Cookie Manager 2019 HANDBOOK - GIRL SCOUTS OF NE KANSAS & NW MISSOURI - GSKSMO.org
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
GIRL S COUTS OF NE KANSAS & NW MISS OURI Troop Cookie Manager 2019 HANDBO OK
TABLE OF CONTENTS Service Unit Product Sales Manager (SU PSM): Cookie Program Support 4 Cookie Program Basics + Jargon 4 Social Media Guidelines – new for 2019 6 SU PSM Email: Important Dates 6 To Do Checklist 7 Smart Cookie username: Smart Cookies for Girls 9 Cookie Booths + No Call List 10 Smart Cookie password: Cookie Ordering + Cookie Inventory 14 If you do not have a username or password email cookies@gsksmo.org or Managing Girl Scout Cookie Money 16 contact your SU PSM. Recognitions 19 Troop Turn In with the SU PSM 20 Reports 20 My initial order pick-up date/time is: Accidents/Safety/Social Media/FAQs 21 Glossary 22 My initial order pick-up location is: My Cookie Cupboard location: Cookie Cupboard hours: THANK YOU for growing future business leaders! We value all the time you give to make the Cookie Program possible for girls! YOU are mentoring our future entrepreneurs as they celebrate reaching their goals and build skills that last a lifetime. We appreciate all you do for girls, the countless hours you spend away from your family and the dedication you show every day! Yours in Girl Scouting, Joy Wheeler, CEO GSKSMO Board of Directors and Staff
Cookie Program Support Locked out of Smart Cookies? Wait 30 minutes and click “Forgot Password” to reset. Your main point of contact is your Service Unit Product Sales Manager (SU PSM): The SU PSM is a volunteer; she/he is your go-to for SU specific information regarding the Cookie Program in your Service Unit (SU) as well as general questions about the cookie program. Additional support: Smart Cookies Help Desk: ABCTech@westonfoods.com or 800-853-3730. The help desk assists with technical questions for Smart Cookies and they can help with correcting mistakes and completing tasks in Smart Cookies. Smart Cookies Video Tutorials: Short videos that walk you through the HOW TOs of Smart Cookies. Log into Smart Cookies, click the Resources tab and choose Smart Cookies Training to access the videos. Follow the Girl Scouts of NE Kansas & NW Missouri’s Facebook page features announcements and reminders regarding the Cookie Program; it’s a great way to keep up to date on everything happening in our council. Customer Care & the Product Sales Teams are also available for help. Email cookies@gsksmo. org. Emails to this address are monitored over the weekends during the Cookie Program. Cookiegrams are emails that remind you about next steps, provide reminders and direction. They include links to video demonstrations and the Troop Cookie Manager (TCM) Handbook and are archived on our website gsksmo.org > Cookies+ > Cookies Cookiegrams are sent to the email address you registered with when you registered for Girl Scouts. SMART TIP: Our emails sometimes get filtered to spam folders. Gmail users have a folder called Promotions that is also a place where our emails get filtered. If you find an email from us in your spam or promotions folder please make sure to mark it as not spam. Cookie Program Basics + Jargon PROGRAM DATES: December 17, 2018 - March 10, 2019. HOW DOES THE PROGRAM WORK? Any registered Girl Scout may participate in person or online beginning December 17, 2018. In-person and girl-delivered online orders are submitted to the troop, the troop places orders, picks up the cookies and distributes to girl. Girls deliver cookies and collect payment at time of delivery. Payments are turned in to the troop. Customers who choose direct shipping when ordering online will pay for cookies and shipping at the time of the order; these cookies are shipped directly to the customer. No action is needed by the troop. Both the troop and the girl receive credit for the sale. Every Girl Scout should be offered the opportunity to participate with the parent/caregiver deciding whether the Girl Scout will participate. Selling cookies is not a requirement. Troops cannot force a girl to take an assigned number of packages. The Cookie Program is a program with emphasis on badge-earning. Troops should work on a new badge every year. 4
COOKIE PROGRAM BASICS + JARGON WHAT DOES THE TROOP EARN? CAN WE REORDER COOKIES? Troops earn $1 per package of cookies. Troops can place additional orders throughout the program (these are called PLANNED ORDERS because The remaining $4, per package, is used to pay the baker, you are planning to pick them up) and will pick them up for girl recognitions and to support everything we do for from a Cookie Cupboard. Every troop is assigned to a girls, locally, in the GSKSMO council. Cookie Cupboard; your SU PSM will let you know where Proceeds from cookies may not be assigned to individual your SU’s Cookie Cupboard is located. Planned Orders girls. The troop should decide, as a group, how the are due in the Smart Cookies system by 9 pm CST proceeds will be used. All proceeds should be split evenly each Sunday. among ALL girls in the troop regardless of the number of To learn more about placing a planned order see page 15. packages each girl sells. ARE THERE ANY RESTRICTIONS ON WHERE OR HOW WHAT DOES THE GIRL EARN? COOKIES CAN BE SOLD? Girls earn individual recognitions. Items vary by year; our Girls may not sell to businesses to resell them nor may goal is to offer items girls can use or have an experience they leave them at a business for them to sell for the with. At some levels girls can opt to choose Cookie Dough girl. Cookies may not be sold for more or less than the instead of an item. Our recognition program is cumulative. established retail pricing. A worksheet with this year’s recognitions is provided for each girl. Cookie Booths cannot be held anywhere where the age of entry, or the majority of product sold, is for someone 18 Troops should distribute recognitions prior to Memorial or 21 years of age or older. Examples include bars, vape Day weekend 2019. Recognitions usually arrive to Service shops and adult-oriented businesses. At least one Girl Units in early to mid-May; your SU PSM will contact you to Scout must be at a Cookie Booth. pick up your order. ONLINE SALES COOKIE DOUGH Girls may use Smart Cookies to solicit sales online. Cookie Dough is a girl recognition that girls can opt to Usernames and passwords established in Smart Cookies earn in place of an item; the recognition flyer indicates for the 2018 program have been retained. where Dough can be earned. Cookie Dough can be used to offset a variety of Girl Scout purchases and activities. Girls who registered for the 2018-19 Girl Scout year will Girls who earn Cookie Dough will be mailed a postcard be sent an email asking them to set up their own Smart in April, 2019; Cookie Dough earned in 2019 expires Sept. Cookie profiles. 30, 2019. More information is available at gsksmo.org/ cookiedough. Girls who choose to use the Smart Cookies system will be able to email friends and family to invite them to purchase cookies. Girls can send Girl Delivery emails (girl THE COOKIES is responsible for communicating the order, picking up We offer nine flavors: Thin Mints, Caramel deLites, Peanut the cookies and delivering the cookies) and/or Direct Ship Butter Patties, Peanut Butter Sandwiches, Lemonades, emails (cookies are ordered and paid for by the customer Shortbreads, Thanks-A-Lots, S’mores and Caramel online and directly shipped to the customer. Chocolate Chip. All varieties, except Caramel Chocolate GSKSMO will subsidize 50% of the shipping cost for Direct Chip, are listed on the order card and can be reordered Ship orders. More information about online sales will be throughout the program by troops. sent via Cookiegram, direct to families, in December, 2018: Our cookies retail for $5 per package; Troops and girls the Cookiegram will be archived on our website. may not sell cookies at any other prices. This includes pricing incentives like buy 4, get 1 free, BOGO offers, etc. “Women don’t need to find their voice. WHEN DO COOKIES ARRIVE? They need to feel empowered to use it and The first order, called the INITIAL ORDER, is delivered over a nine day period to the Service Unit in February, people need to be encouraged to listen.” 2019. SU PSMs will announce when and where to pick up cookies. They will also ask for help with the process. MEGHAN MARKLE Duchess of Sussex, former actress and Girl Scout Alumna To learn more about placing your initial order, see page 13. 5
COOKIE PROGRAM BASICS + JARGON COOKIE SHARE SMART COOKIES Our council has a virtual Cookie Share program. Smart Cookies is the baker-supported online program Customers purchase cookies that will then be delivered that we use to manage the annual Cookie Program. All to organizations the council has chosen. It’s a virtual sale aspects of the program are tracked in Smart Cookies. because the girls collect $5 for each share but neither Volunteers can be added to Smart Cookies by their SU the girl nor the troop has the physical cookies. PSM or by emailing cookies@gsksmo.org. Sales are tracked in Smart Cookies and funds are Volunteers who used Smart Cookies in 2018 may use turned in the same as when a girl sells a package of their established username and password to access cookies to a customer. GSKSMO supports the USO, the the program. If you attempt to log in and get an error VA Hospitals in Topeka and KC and Harvesters. We may message, use the “Forgot” links to reset your info. add other organizations if needed. Girls who sell 12 or more packages for our virtual Cookie Share *Girls must support our virtual program receive a program to receive the patch. special patch*. NEW for 2019 – Social Media Guidelines Per guidelines established by GSUSA, girls/families/caregivers should only use the internet to market the Cookie Program and Fall Product Program to friends & family (for clarity, “friends & family” are people whom the girl or her family personally knows. Marketing efforts should be led by a girl while abiding by the internet safety pledge established by Girl Scouts; you may find these by visiting Cookies+/ For Parents. Friends & family should not share girl contact info, sales links or sales info on public-facing online sites. This includes online and traditional news media. Online marketing activities, especially those through social media platforms, should always be done through accounts set to private. This includes the feature on Smart Cookies that allows you to publicize booth sales on social media. GSUSA reserves the right to request removal or remove the post if an online marketing activity is deemed to be in violation of guidance. Caregivers/girls/volunteers should coordinate if approached by media of any kind. Contact Gina Garvin at prdept@ gsksmo.org or call 816-759-3046. Important Dates: Booth Lottery Opens: Early December Last Day of Program: March 10 Booth Lottery Runs: January 2 Caregiver Turn In: March 11–14* Initial Orders Due: January 13 Troop Turn In to SU PSM: March 15–19* Delivery: January 31–February 9, specific dates to be SU PSM to in to Product Sales Team: March 20–22 announced by your SU PSM *Your SU PSM may set a different set of dates based Cupboards (council-sponsored) open Feb. 14 (Th: 12–7; on your school district’s Spring Break schedule. F: 12–4). SU Cupboard hours vary; see Smart Cookies Your SU PSM will announce when and where turn in for more info when you place your order meetings will be held. 6
TO DO Checklist 1 Pick-up supplies from your SU PSM Girl materials (one per girl) Order cards (mini order cards can be printed from our website, gsksmo.org) Recognition fliers Money envelopes Permission slips (one per girl, can print more online) Receipt books (three to four per troop) One package of Lemonade cookies per troop for sampling 2 Create a filing system, by girl, to organize her permission slip(s) and receipts. 3 Make sure you have Product Sales Banking Materials Product Sales deposit materials are used to deposit checks that are collected as part of the cookie program. All checks collected as part of the cookie program should be deposited into the Product Sales account. Product Sales deposit materials are different than your everyday troop account materials. Troops in communities that do not have a Bank of America will receive deposit slips from their SU PSM. If there is a Bank of America in your community you need to request Product Sales deposit materials online at gsksmo.org/cookieresources (Product Sales Banking tab). Troops may also reorder materials this way. NOTE: Troops in SU 716 and 816 should see their SU PSM or contact cookies@gsksmo.org for info specific to their SU. 4 Schedule and host girl and parent meetings but do not host them together! Girls have varied attention spans depending on age and want to talk about what’s fun for them. Parents/ caregivers want to know details: dates, expectations, rules and regulations. Older girl troops need service hours; reach out to your SU to recruit girls to engage your troop while you meet with parents. At the girl meeting discuss: What badge are we going to work on? Do we have a goal in mind? If so what is it and how many packages of cookies will that goal require? Do we want to host cookie booths? Cookie booth etiquette Safety guidelines for door to door and online sales At the parent meeting discuss: The badge the girls will be working on Troop goals are and how proceeds will be used Safety guidelines for door-to-door and online sales New social media guidelines (see Basics on page 6 for more info) All dates: start, end, deadlines for reorders, when money is due and when orders arrive Review the order card Parental obligations regarding payments/orders; cookies CANNOT be returned to the troop or council 7
Ask for assistance: Recruit a Troop Cookie Manager, if needed. Request additional help with picking up cookies at the initial order and support with cookie booths (you need two adults per booth) Let parents know that they will receive, for their girls, an email explaining online cookies sales Importance of parent support for the girls Ask parents to fill out permission slips, then hand out girl materials: o cookie order cards and recognition fliers (one each per girl) o money envelope (one each per girl) Only the parent/caregiver may sign for cookies, girls may not Only the parent/caregiver may turn in payment. Cookie money should never be sent with the girl Lost or stolen cookies and/or money is the responsibility of the parent/caregiver *Adults handling money on behalf of the troop and/or product should be currently registered with Girl Scouts and should have completed a background check. We strongly suggest creating a written agenda with bullet points you can hand out to parents. Be firm about dates and expectations Enjoy a sample of our S’mores cookies. The baker provides one package per troop so you may need to cut in pieces. 5 KC Metro Area: Enter the booth lottery (if applicable) If you are in the KC Metro* area and, if applicable, enter the booth lottery in Smart Cookies. (*Cass, Clay, Jackson & Platte counties in MO; Jackson & Wyandotte counties in KS) If you are not in the KC Metro, please see your SU PSM for more details regarding Cookie Booths in your community. For more information on Cookie Booths, turn to page 10. For information on how to enter the booth lottery, please see page 11 6 Set up your profile in Smart Cookies What is Smart Cookies? Smart Cookies is the tool troops use to track all aspects of the Cookie Program. SMART TIP: We have a main registration system used for registering for the Girl Scout year. We also have a program called Smart Cookies that used for managing the Cookie Program. Both systems use the term “register.” Being registered for the GS year is not the same as being registered for Smart Cookies and vice- versa. These systems do not talk to each other; you must register in Smart Cookies as well. Previous Users: Your 2018 username (an email address you used in 2018) and your password should still work. If you’ve forgotten your user name or password click the ‘forgot’ link to reset. If you get an error message after you’ve attempted to reset send an email to cookies@gsksmo.org. New Users: If you have identified yourself as the Troop Cookie Manager in GSKSMO’s main registration system by November 30, 2018 you should receive an email allowing you to set your password and access Smart Cookie in early December. To identify as the Troop Cookie Manager in the main registration system go to gsksmo.org - click MYGS – choose Member Profile and log in. Add the Troop Cookie Manager role to your profile. If it is not available do not 8
choose another role; email us at cookies@gsksmo.org. Include your name, troop number, email, phone number and that you should be listed as the Troop Cookie Manager. If it is after November 30, 2018 email your SU PSM or cookies@gsksmo.org and request that you be added as the Troop Cookie Manager. Include your name, daytime phone number, preferred email and troop number. We will set you up and you’ll receive a Smart Cookies registration email within 48 hours. New users will receive an email that allows you to register for Smart Cookies and set your own password. Be sure to update your contact information in Smart Cookies, if needed. SMART TIP: Please enter a day time phone number in your contact info; that way we know where to call you if we need to contact you. 7 Review your girls' profiles in Smart Cookies . Girls who are registered for the 2018-19 membership year are automatically uploaded to Smart Cookies. Girls who used Smart Cookies in 2018 can use their established user name and password. New users will receive an email asking them to complete their own individual profiles in early December; this will allow you to collect their shirt size and all them to create an online profile so that, if they wish, they may market cookies to their friends and family via email. If a girl is not listed in Smart Cookies you are welcome to manually add her. Her family will receive an email allowing her to establish her unique username and password. To see your Girl Scouts in Smart Cookies, log in to abcsmartcookies.com SMART TIPS: If you manually add a girl try to use the same 1. Hover over My Troop and choose Troop Roster name she will be registered with. For example if Lily’s real name is 2. Click the Add New Girl button Lilian, there’s a good chance the parent/caregiver registered her 3. Enter all required fields. as Lilian. 4. DO NOT ENTER any data in the GSUSAID field. If you see a girl listed twice or the 5. Enter the girl’s shirt size. If she earns the shirt and/or hoodie recognition her name of a girl who is not in your items will be ordered in this size. Exchanges are not possible so be sure it’s troop, please email details (name, correct. We do not need a sock size. troop number, SU number) to cookies@gsksmo.org. Do not 6. Enter parent info (name, email and phone) transfer cookies from one name to another. Smart Cookie Girl Portal Girls can send emails to family and friends using the girl be uploaded on Tues. and Thurs. during the cookie season. portal portion of Smart Cookies. Emails allow customers to order any quantity and/or any variety, pay and ship direct Emails can be sent to customers until March 10, 2019 and to the customer (Direct Ship) or girls can send emails to the order link will work for customers until the end of the collect local orders (Girl Delivery). day on March 10, 2019. Links sent can also be reused should a customer wish to place multiple orders. 2018 girl users of Smart Cookies can login using the username and password previously established. New 2019 Orders placed via Direct Ship are credited to the girl and the users (if registered for 2018-19 by November 30) will receive troop and count towards the girl’s overall recognitions. an email allowing them to set up login details. We recommend that caregivers add noreply@ SMART TIP: In Smart Cookies girl user names must be abcsmartcookies.com to their safe sender and/or contact different than the volunteer’s user name but you can use the list in order to receive the email in their in box. Always check spam, promotions and other bulk email folders. same email and password to set up. Caregivers may also email cookies@gsksmo.org with their Girls who register after November 30 may be manually Girl Scout’s name and troop number. Please ask for Smart added by the Troop Cookie Manager. Girls will continuously Cookie girl access. 9
Cookie Booths NO CALL LIST LOCATIONS: Any RED Development Managed Kmart Cookie Booths are a way for Girl Scouts to sell Shopping Center (includes all Kohl’s cookies in the community. They can be a great way businesses in center, even if Leedy-Voulkos Art Center for girls to learn what it’s like to run a business— it’s not listed below) Legends Outlets Kansas City marketing, people skills and money management Ace Hardware Stores Love’s Travel Stops are all skills needed to run a booth! Aldi Lowe’s All American Indoor Sports Macy’s In highly desirable locations the council and/or the AMC Theatres Main Event SU may decide to manage those locations for the American Legion-Independence Maj-R Thrift Discount Store troops in the area. This allows troops to share the Andy’s Frozen Custard Menard’s location equitably. Animal Clinic of Boardwalk Clinic Michael’s Apex Climbing Gym Midwest Cyclery Apple Market No Call List At Home Minsky's Pizza Nebraska Furniture Mart The No Call List is a list of highly sought after B&B Theatres Nuts + Bolts Hardware stores and businesses. In the metro KC area, these Barnes and Noble Office Depot/OfficeMax locations are contacted by volunteers from our Bass Pro Old Navy Cookie Booth Committee. This allows us to secure Belger Arts Center Old Time Pottery locations for troops and not overwhelm the stores. Best Buy Onelife Fitness Bichelmeyer Meats Pack’s Hardware Do not contact the businesses on this list. Big Biscuit Payless Discount Foods Big Lots Petco Some will be part of the cookie lottery (metro KC) or Broadway Cafe PetSmart managed by the SU; some have already told us no. Burlington Coat Factory Pinstripes Locations in the Metro KC area, defined by Cass, Cabela’s Pizza 51 Clay, Jackson & Platte counties in MO; Jackson & Casey’s Planet Fitness Wyandotte counties in KS, are managed by lottery. If Cash Savers Price Chopper you are not in these counties please contact your SU KCMO Public Library (all branches) Pryde’s Ole Westport PSM for more information. Costco Rancho Market Costentino’s Markets Raygun If a location is not on the No Call List troops are Country Market Red Star Studio welcome to make arrangements on their own. All Crowley Furniture REI locations must be approved by council. Be a sister to Crown Center Roeland Park Dome every Girl Scout and be mindful of where you secure CVS ROKC a booth; setting up in the parking lot of a Walmart, Dick’s Sporting Goods Running Horse Ranch and Home for example, is unfair to the troop at the Walmart. Dollar General Sam’s Club Euston Hardware Scheel’s Family Video Entering a booth in Feldmans Farm & Home Sears Sky Zone Smart Cookies First Watch Soccer Nation Five Below Sprouts NOTE: This step is not needed for council-secured Fulk Chiropractic booths. Strasser Hardware Furniture Mall of Kansas Summit Fair To get approval for a booth you’ve set up and to be Gen X Clothing Sunfresh Market able to use the Smart Cookie Divider (see pg 12 for Go Chicken Go Sunrise Market more on the Smart Cookie Divider): Grain Valley Market Sutherlands GreenAcres Market Taco Bueno 1. Log into Smart Cookies Half Price Books Target Harbor Freight Tools Trader Joe’s 2. Choose the booth tab, then Troop Secured Booths Hen House True Value Hardware Stores 3. Enter the info on both tabs – Booth Information Hendrick Lexus Waffle House and Appointment Times. Hobby Lobby Waldo Hardware Hy-Vee Walgreens 4. Click Save Ibex Climbing Gym Walmart IKEA Walmart Neighborhood Market By entering your booth in the system it also will load Independence Center to the national Cookie Booth Finder (available for Westlake Hardware JOANN Fabric + Craft Wild Child smartphones and at gsusa.org). Kansas City River Market Zona Rosa Shopping Center 10 Kansas City Soccer Dome
Entering the Booth Sale Lottery The purpose of the lottery is to provide an equitable division of the most popular locations. We try to provide a wide variety of options; it’s impossible for us to secure enough locations for every troop that wants a highly-rated location. • The lottery will open in early December (watch for a Cookiegram with more details in early December. • There is no advantage to when you enter. • Troops may enter up to three times with a max "win" of one location. • Troops that enter the lottery will be emailed the outcome of that lottery on January 3, 2019. • Troops who enter, but do not win a spot, will be contacted by the Product Sales team the week of Jan. 3. The email you receive will instruct you to contact your council; there is no need to do this. • While we are contacting troops the week of January 3rd, the Cookie Booth function of Smart Cookies is not accessible by troops. • For troops located in Johnson & Wyandotte counties in KS and Cass, Clay, Jackson & Platte counties in MO, we ask that if you are interested in booths at the businesses that are on the list that you enter the booth lottery. • Troops outside of the six counties listed above should consult their SU PSM for direction on the stores on the No Call list in their area; the list applies to ALL counties served by GSKSMO. • Troops located outside of the six county areas are welcome to join the lottery for locations that are destinations or places they would normally shop. (Ex: Bass Pro, Sam's Club.) We ask that you otherwise enter the lottery in the businesses in your area; retailers want to support local troops. • Not all stores on the no call list will be in the lottery. Additional stores may be offered in lotteries via email; this happens when stores commit after the electronic process. As stores are added we will notify the SU where they are located. • No locations have been designated as "premium" in our lottery. To enter the lottery log in to Smart Cookies: 1. Hover over the booth tab and click on schedule booths. 2. Click on the location you're interested in. 3. Click on the desired month and date. 4. Click save. 5. To delete any selections, go to the My Reservations screen and delete. BLING YOUR BOOTH 2019 We’re excited to bring our annual Bling Your Booth contest back for 2019. This is a great way for girls to learn how to market a cookie booth and for the troop to win some great prizes. Watch our Facebook page (Facebook. com/gsksmo) and the S’more e-newlsetter (email prdept@gsksmo.org if you’re not receiving) for more info. 11
Booth Sale Prep 1. Secure a location 5. Order cookies for the booth 2. Secure girls and adults; make sure they are 6. We estimate troops sold approximately 50 prepared for the weather. Most booths are held packages an hour at high traffic locations. outside. Number of packages sold depends on what varieties you stock and if you’ve promoted the • Minimum one girl and maximum four girls booth. Weather may play a factor as well. at every booth. We do not allow booths without Girl Scouts. 7. Thin Mints: You must have Thin Mints for your booth. Thin Mints are the no. 1 selling Girl • Minimum/maximum of two adults at every Scout cookie (25% of our sales). You'll also booth. Even if there is only one girl, we need want to have the top-selling varieties but plan two adults so there is always one at the accordingly based on average sales. Here are table and one with the girl. average sales, by variety, for our council in 2018: • No tags allowed at booths • Peanut Butter Patties: 15% • Caramel deLites: 15% 3. Create signs, props if desirable. Dollar store • Lemonades: 11% balloons, table cloths and décor are economical. • Peanut Butter Sandwiches: 10% Promoting Cookie Share is a great way to show • S’mores: 9.5% another way Girl Scouts give back! • Shortbreads: 6% 4. Review Booth Etiquette with the girls • Thanks-A-Lots: 6% • 2018 Gluten Free: 0.5% - NEW: If a booth is inside, minimize the volume. Ask customers as they approach, do not yell. No 8. Get change and a change box ahead of time. Get chants, songs, cheers, etc. if the booth is inside plenty of fives and tens. Do not ask the retailer for change. - Outside booths: you may sing, cheer and chant 9. Have tables, chairs and a way to move the but again, watch your volume and do not shout at cookies from the car to the booth. Some stores customers provide tables and chairs but most don’t. Look to the location notes for this info. “Some people say I have attitude…maybe I do…but I think you have to. You have to believe in yourself when no one else does – that makes you a winner right there.” VENUS WILLIAMS All time tennis great and Girl Scout Alumna 12
Booth Sales 1. If there’s a problem, misunderstanding or issue email us at cookies@gsksmo.org and include your contact info (phone). We monitor email on weekends throughout the program. 2. Be ready to go at your start time and ready to close out at the finish, especially if you’re at a location where another troop is there before and after you. 3. Be friendly and always say thank you even if the answer is no from a potential customer. 4. Have fun but be respectful. Watch your sound volume and don’t shout at customers. 5. Girls should stay with the booth. Do not let girls wander throughout the business. 6. Consider submitting your booth to our annual Bling Your Booth contest. 7. Leave the area better than you found it. Take all trash and supplies with you and dispose offsite. Do not jam empty case packaging in the store’s trash can. 8. Give the girls who worked the booth credit for the sales of the booth. There are two ways to do this; the Smart Booth Divider (see below) or a Troop to Girl Transfer (see page 16 in this handbook for instructions on Troop to Girl transfers). To use the Smart Divider, your booth must be listed in Smart Cookies. If your booth wasn’t part of the lottery you must submit your booth for approval (and get it approved) in Smart Cookies before you can use the Smart Divider. To add a booth to Smart Cookies, see instructions on page 10. By entering cookies in the Smart Divider you're crediting the girl for packages that she is not financially responsible for. Our video instruction gives instruction on dividing booth cookies after each booth or dividing all cookies sold at all booths at the end of the program. Our instruction below is for distribution after a single booth. 1. Hover over Booth and choose My Reservations. 2. Click the booth sale you are distributing cookies for. Do this by scrolling. ‘Click Booths Left to Distribute’ to filter the booths that do not have cookies distributed. 3. At the far right of the row, click on the three dots on the far right; a tab will extend. SMART TIP: If you’d prefer 4. Click on Smart Booth Divider. to transfer all of the cookies 5. Verify the booth is correct. If it isn’t click the back arrow to change manually, complete a troop the booth. to girl transfer manually. See page 16-17 for those 6. Enter the number of packages sold, by variety, at the booth. instructions. 7. Click Save and Distribute button. 8. Click Select Troop Girls (next to Save & Distribute) and select girls that you wish to include in the distribution (click on the box to the right of their names.) 9. Girls selected appear on the grid and the divider will distribute as evenly as possible. Any remaining packages will need to be manually distributed. To do this in Smart Divider, edit the boxes. 10. Once complete, click save. You'll receive a confirmation package and all packages will show as distributed. 13
Cookie Ordering and Cookie Inventory Initial Order – Due Sunday, January 13, 2019 (11:59 pm deadline) The first order placed by a troop is called the Initial Order. Prior to January 13, 2019 troops need to collect orders from girls (do not keep the girl’s order cards; they need to know where to deliver their orders). Orders are placed into Smart Cookies for each girl. • Orders are placed by girl, by packages SMART TIP: Ask parents/caregivers • Troops with Caramel Chocolate Chip Cookies should not to give you their girl's orders written assign to girl. Troops with orders will receive instructions via out on a piece of paper instead of email. collecting order cards. • Cookies are rounded up to full cases; we do not distribute packages. Your troop is responsible for these packages (sell or transfer to another troop). • Troops are responsible for ALL cases/packages; cookies may not be returned to your cupboard or council. If you are concerned about extra packages please contact us at cookies@gsksmo.org so we can help you with tips on how to get rid of them. Do not wait until the end of the program. • You may enter additional cookies if you would like to. If you have a booth sale prior to February 14 this is strongly recommended. To place your initial order, login to Smart Cookies at abcsmartcookies.com. Hover over Orders and choose Troop Initial Order. If your troop participated last year, data from 2018 will show. 1. Under the red bar that reads Build Order By: Troop or Girl, click Girl 2. Our unit of measure is packages during the initial order. You will be entering the number of packages each girl wants 3. Enter each girl’s order. DO NOT ENTER ANYTHING IN THE CARAMEL CHOCOLATE CHIP COLUMN for girls (this applies to all troops). Troops that ordered Caramel Chocolate Chip will be sent instructions on steps to follow. 4. After you’ve completed all of your girls, look to see how many extra packages you are getting. All orders are rounded up to full cases (every variety has 12/packages per case) 5. If you would like more packages for upcoming booth events, enter them in the booth section 6. Your total will be shown in total package quantity and total dollar quantity at the bottom. 7. There is also a place for notes. Those notes are for you only; we do not see them. DO NOT ENTER MESSAGES FOR YOUR SU PSM OR THE PRODUCT SALES TEAM in notes. Instead, email us directly. 8. Choose your delivery location, date and time. Most troops will have one location and date to choose from. You may also be able to pick a time, but not everyone will have that choice. Editing the delivery location allows you to change your appointment however it does not hold your previous appointment. “Do the best you can in every task, no matter how unimportant it may seem at the time. No one learns more about a problem than the person at the bottom.” SANDRA DAY O’CONNOR First woman Supreme Court Justice and Girl Scout Alumna 14
Picking Up Your Order Your SU PSM will alert you to your troop’s pick up time and Approximate Number of Cases, by Vehicle Type: location. Each troop is responsible for moving the cases from the SU pick up site to the troop’s secure location. VEHICLE *with driver only NUMBER OF CASES • Arrive early; if you are assigned a time and you are late, Compact Car 23 you may have to wait. Hatchback/Small Wagon 25-30 • Count and double count your order. Once you sign the Mid-Size Sedan (six passenger) 35 receipt you are responsible for what you receive. Minivan/SUV (eight passenger) 60 • Plan to pick up your full order. SU PSMs are not Full-Size Wagon 75 responsible for your cookies. Many do not allow partial Van (seats left in) 150 order pick up. Cookies cannot be left over night. Recruit help if needed. Van (seats removed) 200 Damages Distributing Cookies to Parents/Caregivers Damages at Delivery Bring any damages noticed at delivery to the attention of the SU PSM. If it can be fixed then it will. If it cannot, Best practices: order a replacement on a planned order and bring it to • Sort orders prior to parent pick up your cupboard to exchange. • Have a helper Damages after Delivery • Fill out a receipt every time you give a parent If you open a case and there’s a problem, place packages of cookies. This is a requirement. a planned order and bring it to your cupboard to exchange. Questions about damages? Email cookies@gsksmo.org. GIRL SCOUT S’MORES Storing Cookies TR CAIO RASMEL CHOC OL ATE CHIP • Cookies should be kept in an odor-free, controlled temperature (40-70 degrees, F) location. 7/16 • Do not expose cookies to dirt, fuel, exhaust, pets or cigarette/tobacco smoke. 15
Getting Additional Cookies, AKA Planned Orders Your troop is assigned to a Cookie Cupboard; see your SU PSM to find out what cupboard you are assigned to. The deadline to order each week is Sunday, 9 pm. Cookies will be picked up that week. These orders are called PLANNED ORDERS. To place a planned order login to abcsmartcookies.com 1. Hover over the orders tab and click on planned order 2. Your cupboard options will be listed. For most troops you’ll have a single choice SMART TIP: Every variety of Girl Scout 3. Select a date and time and click save. You may edit by picking edit under each cookies has 12 category packages in a case. 4. Enter your order. Planned orders are always in cases 5. Click save 6. If you’d like, click print receipt at the bottom. You will not need it to pick up your order; it’s for your reference only. Also, note that it will say Not Approved which means the order hasn’t been picked up. Once you pick up the order and the Cupboard Manager enters it in Smart Cookies the order is approved 7. You can delete the order by clicking delete 8. We allow two planned orders per week. If you need to edit your order you may do so if it is before the deadline (9 pm, Sunday) by visiting the Manage Order screen under orders Managing Inventory, Crediting Girls for Sales Managing Girl Inventory In order for the girl to get the recognitions she earns cookies have to be assigned to her. This also allows you to keep track of how much each girl is financially responsible for. To assign cookies to a girl TCMs need to TRANSFER cookies to the girl. Cookies ordered in the initial order do not have to be transferred to the girl; they are automatically assigned. Transfers do need to occur if: • Your troop ordered Caramel Chocolate Chip Cookies and a girl sold them. • The Girl Scout sold any of the extra cookies the troop received as part of the initial order • The Girl Scout sold any cookies the troop picks up at a cupboard • If a Girl Scout works at a Booth Sale; she should be credited for her work Managing Troop Inventory Troops may transfer cookies to and from another troop. If a troop wishes to do this, the giving troop enters the transfer in Smart Cookies. The receiving troop’s TCM will receive an email confirming the transfer. Transfers To execute a troop-to-troop, a troop-to-girl or a girl-to-girl transfer, log into Smart Cookies (abcsmartcookies.com.) 1. Hover over the Orders tab and click Transfer Order 2. Select the option you need. Our video (located on our website gsksmo.org, Cookies+/Resources) demonstrates Troop to Girl. 16
Transfers continued... Under the Troop to Girl option you can transfer Managing Girl Scout cookies to a girl two ways: A. Transfer to credit the girl for packages she is Cookie Money taking beyond her initial order. B. Credit for cookies sold at a booth sale. Every troop should have an everyday troop that is used for the regular business of troops. Troop Transferring cookies to the girl gives her leaders use this account to pay for supplies and financial responsibility for the cookies, activities; dues and activity fees are deposited transferring to her in the booth sale category into this account. does not because you already have the money from the booth and you’re just crediting her If your troop does not have a troop account, with packages for working the booth. please visit gsksmo.org/banking. You will find direction on how to set up your troop account. 3. Enter the quantities, by variety, you wish to transfer 4. Enter notes (optional) if you wish; these Every troop should also have Product Sales notes are for your reference only Deposit materials. These are different than 5. Click save | SMART TIP: You do not need to your everyday troop account materials and complete a transfer for cookies ordered with the initial need to be requested by visiting our website, order; those are automatically transferred to the girl. gsksmo.org. 6. If you would like a printable confirmation, Checks collected from customers for cookies click print | SMART TIP: If you pick up are deposited in the Product Sales account. This cookies from a cupboard, the cupboard will protects troops from having to collect on bounced complete the transfer to your troop asap. checks and the associated fees. Only checks for Product Sales Programs (cookies in spring, candy/ nuts/magazines in fall) should be deposited in the Tracking Cookie Share Product Sales account. To get Product Sales deposit materials, see Girls participating in our Virtual Cookie Share step 3 on page 7. program receive a patch when they sell 12 or more packages. To make sure they get credit, these You will need to turn in original receipts for all sales have to be tracked in Smart Cookies. deposits made into the Product Sales account. SMART TIP: If you gave your Girl Scout credit for Write your SU and Troop number on each receipt any Cookie Shares during her initial order, you do not prior to turn in. If you make your deposit with need to track those packages again. They are already a teller you’re welcome to request additional assigned. receipts. If you make a deposit at an ATM we suggest you request the receipt with images. To track Cookie Share sales log into ! All deposits into the Product Sales account abcsmartcookies.com MUST be entered into Smart Cookies. 1. Hover over Orders and choose Virtual Cookie Share 2. Enter the total number of packages you wish to credit the Girl Scout with 3. You can enter for one or more girls and you may enter as many times as you need “Whatever goals we set for ourselves, to during the program. You do not have we know we can go higher.” to wait (or you may choose to) to have all of the girl’s sales to give credit ADMIRAL MICHELLE J. HOWARD 4. Enter notes if you wish; these US Navy’s first female four-star admiral and Girl Scout are for your info only Alumna 5. Click Save. You should receive a pop up window alerting you that the order was successfully updated 6. You may edit or delete your Cookie Share order by going to the Manage Order Screen (under Orders tab). 17
Entering Product Sales Entering Girl Payments into Account Deposits in Smart Smart Cookies Cookies Keeping track of the money each girl turns in is an important part of managing your Cookie Program. Cash collected from the Cookie Program is deposited into the troop’s account. This allows the troop to have Every time a parent turns in money, a receipt should their profits on hand when the program ends. Do not be issued to the parent. Be sure to fill out the receipt enter deposits made into the Troop Account in Smart completely, including the full date and signatures on Cookies. the correct lines. Keep the white copy and give the yellow copy to the parent. To enter Product Sales Account deposits, log into Smart Cookies: To enter girl payments into Smart Cookies, log into Smart Cookies: 1. Hover over the Finances tab and choose Financial 1. Hover over the Finances tab and choose Financial Transactions. Transactions. 2. Make sure you’re on the Troop finances tab (the 2. The program opens automatically to the troop program opens on the troop tab). transaction tab, click on ‘Girl Transaction.’ 3. Scroll down and click the box on the lower left that 3. Scroll down and click ‘Add Girl Transaction.’ says ‘Add Troop Transaction.’ 4. Choose the girl, type and payment method from 4. Confirm your bank and type of transaction the drop down menus. (choose deposit). 5. Enter the date (the day the cash/checks were 5. Enter the date of the transaction (use the date on accepted) and the amount of the deposit. the receipt). 6. The reference and notes fields are optional and as 6. Enter the amount. a general rule the council will not see these fields. If 7. The reference and notes fields are optional and as something has been entered in these fields do not a general rule the council will not see these fields. erase. If something has been entered in these fields do 7. Click Save. not erase. 8. Click SAVE Most troops deposit more cash than checks and need to pay off their cookie bill at the end of the program so be sure not to spend more than you earn. For information on how to finalize your Cookie Program finances, see page 19. As parents/caregivers turn in the cash and checks they collected they should always receive a receipt. Do not accept payments from the girls; you need an adult’s signature on the receipt. If the TCM is turning over cash and/or checks to the troop leader to deposit the funds should be counted in the presence of both parties and a receipt should be filled out. DO NOT SKIP ISSUING OF RECEIPTS FOR ANY REASON. YOU MUST USE THE RECEIPTS WE PROVIDE. IF YOU RUN OUT, WE WILL SEND YOU MORE! Contact your SU PSM or email cookies@gsksmo.org to request. 18
Recognitions Opens March 1, 2019. Order due Friday, March 19, 2019 (11:59 pm) Before you create a recognition order for your troop you should: SMART TIP: Online sales • Have all transfers (troop and girl) completed. continue throughout March 11, 2019 so you • Have all virtual Cookie Share packages assigned to the girls as appropriate may want to wait until March 13, 2019 to finalize • Know what each girl wants for her recognitions. You cannot change this after the your recognition order recognition order is in place. Items may not be swapped for Cookie Dough and if anyone in your troop Cookie Dough may not be swapped for items. For more information on Cookie sold cookies online. Dough see page 5. • Be sure that t-shirt sizes are correct for those who have earned, exchanges are not possible. • Creating a recognition order should be the last thing you do in Smart Cookies. Entering Your Troop’s Recognition Order Entering your troop’s recognition order is the very last thing you should do in Smart Cookies. Do not create an order until you have completed all transfers of cookies and have entered all financial transactions (troop and girl). Prior to entering your order you should confirm all girl choices for recognitions. Recognitions cannot be exchanged. Recognition ordering is not available until March 1, 2019 and must be completed by the end of the day on March 19, 2019. To enter your recognition order, log in to Smart Cookies: 1. Hover over Recognitions and choose Create Recognition Order from the drop down menu. 2. A new window will open. Enter, if needed, your troop number and choose Main from Recognition Order Type. 3. Click ‘Create Order.’ NOTE: You may only create an order once. Even if you do not review any of the girls or make choices, once you’ve created an order you cannot create a second; you will get an error message if you attempt to create again. If you get this error message choose ‘Manage Recognition Orders’ to edit your order (click the pencil icon). If your order is committed contact the council (cookies@gsksmo.org) or your SU PSM to uncommit. 4. Another window will show the girls and items. If the girl’s name is in red it means that her recognition order needs reviewed. Click on the girl’s name and then review the order, making choices when asked and confirming/entering t-shirt size. 5. Click Save and then click Exit after all girls are reviewed and all names are in blue. You should have all transfers of packages completed however you may need to re-review a girl. Direct Ship orders can be placed by customers until the end of the day, March 11th. Should a girl receive credit for an order after you’ve completed your order you will need to re-review if she is bumped up to a higher recognition level. NOTE: There is not enough time for us to contact all girls/troops that need reviewed after the 15th. If we have to make a choice, we will choose the item, not Cookie Dough. These may not be exchanged. If you find you need to adjust any orders, go back to the Recognitions tab and choose Manage Recognition Orders. STATUS KEY: U: uncommitted, R: review, T: committed 6. Once you are completely done with your order, click the checkmark on the far right. You’ll be asked confirm commitment. Click Yes. Your recognition order is complete. You will be notified by your SU PSM when the order may be picked up. Troop Cookie Managers/Leaders should have all recognitions to girls no later than Memorial Day Weekend, 2019 19
Picking up Recognitions Your SU PSM will alert you when and where to pick up recognitions. Troops receive girl recognitions for all levels except for the following: • All Cookie Dough postcards will be mailed to the address on file with the girl’s registration in mid-April 2019 • Girl Scout Day at the K, Girl Scout Day at Worlds of Fun, Membership, Backpacks, Earbuds, Scooter Gaming Systems and Disney Recognitions.: girls will be emailed a redemption form at the email address on file with the girl’s registration Troop Turn In with the SU PSM Your SU PSM will let you know when you will meet with her/him for final turn in. IMPORTANT NOTES: DO NOT BRING CASH OR CHECKS TO YOUR TURN IN • Do not withhold recognitions if a parent/ MEETING. Your SU PSM is forbidden from accepting cash caregiver has not paid. or checks on behalf of your troop. • Do not wait to submit the parent/caregiver. You will need to bring: If you do not submit at the time of your SU PSM meeting the troop forfeits the • Receipts from deposits made into the Product opportunity and must handle the collections. Sales Account. Mark each with SU and troop • Troops should NOT pay for a parent/caregiver. number • Troops do not get to keep the troop portion • Contact details on any parent/caregiver who has of the unpaid parent/caregiver balance. We not completed the program will pay the troop if and when the parent/ • How much is owed? caregiver pays. • Why (if you know) has the parent not yet paid? • Correctly filled out (dated, signed, complete) receipts showing the transactions between the troop and the parent. Running Reports • Signed girl permission slip • Parent contact information (name, address, If the data you are looking for is not on your phone, email). dashboard you can run reports. To run a report, login to abcsmartcookies.com 1. Hover over reports and click Current. SMART TIP: If you turn in a parent/caregiver to your SU SMART TIP: For previous year’s reports, click PSM and the parent pays you, please let the Product Sales Archived. If the archived report is not available, Team know by emailing details to cookies@gsksmo.org. email your request to cookies@gsksmo.org; we may have the info you need. If you cannot provide any of the items listed above the troop 2. Choose the Report Category in the left hand box, must handle the collections with the parent/caregiver. then the Report in the right hand box. SMART TIP: If this is a report you’d like to access If the troop has not completed sales at the time of turn regularly, click Add to Favorites. On your next login in your SU PSM will fill out a form that helps us keep the report will be under Reports/Favorites. track of who still needs to finish. If you have further work to do (sales, deposits) you will communicate with the 3. Click Go To Report and choose the format you Product Sales team (cookies@gsksmo.org). Other than prefer distribution of recognitions, your SU PSM has completed her/his work for the program. 20
Accidents FAQs If there is an accident involving a Girl Scout, please use A Girl Scout transferred to/from my troop in the these guidelines: middle of the program. What do I do? • Give priority attention and all possible care for the Email details (SU number, former troop number, new troop injured. number) to cookies@gsksmo.org. The Product Sales Team will address the situation with each leader and assure that • Secure help as appropriate (call 911). all steps are taken to make sure all details are addressed. • Call GSKSMO 24hr emergency line (816-759-3040) Please do not transfer cookies. • If applicable, do not make any media statements. What if someone complains about the cookies? Media inquiries should be directed to Gina Garvin, Email details (customer contact info including name, VP of Brand & Marketing at 816-759-3046. phone number or email) to cookies@gsksmo.org. Ask the customer to keep the packaging. We will contact the customer and take care of any issues. Please do not Safety refund the customer or replace cookies from your troop inventory. Our first priority is our Girl Scout’s safety. Please review Safety Activity Checkpoints with girls, parents and What if I’m contacted by the media? volunteers. You can find the Safety Activity Checkpoints at If local media reaches out to do a story on your Cookie gsksmo.org/besafe. Program, that’s great! We ask that you refer any media requests to Gina Garvin, our VP of Brand & Marketing. • Girls must be accompanied by an adult when going You can email her at prdept@gsksmo.org or call her at door to door. 816-759-3046. • Do not enter customer homes, go up to an automobile or follow a customer into a business, alley, etc. • Girls should never carry money with them. • Only sell in familiar areas during daylight hours. • Never give out (or use on signs or flyers) girls names, addresses or email addresses. Always use an adult’s information. Social Media Girls 13 and older may use their own social media sites (i.e. Facebook, Twitter, Instagram) to promote cookies. Girls under 13 should use a parent/caregiver account with the adult’s consent. Postings on public sites such as Craigslist. com and Facebook Swap & Shops are prohibited. Postings on social media, set to private status, are allowed. Easy monthly giving = For more information see the Girl Scout Internet Safety more girls with courage, Pledge at gsksmo.org/besafe under Safety Activity Checkpoints. confidence & character Join Daisy’s Circle today and be one of hundreds who support the mission of Girl Scouts through monthly giving. DaisysCircle.org 21 21
Glossary ABC: ABC is the baker our council contracts with for cookies Bling Your Booth: Bling Your Booth is our annual troop cookie booth décor contest. Watch our Facebook page for more details. Cookie Badges: There is a badge (or leaves for Daisies) that girls can earn as part of participating in the annual Girl Scout Cookie Program. Badges and Leaves are displayed on the front of the uniform and signal completion of an established set of learnings. Details on badges and pedals can be found in Girl Guides and the Volunteer Tool Kit. Badges and Leaves may be purchased in our Girl Scout Shop, online or in person. Cookie Cupboards: Every troop is assigned to a Cookie Cupboard. This is where you pick up reorders (called Planned Orders) of cookies during the duration of the program but after your initial order delivery. Cookie Patches: Cookie patches are fun patches and are displayed on the back of the uniform. Some are earned by reaching package sales goals as part of the girl recognitions; others may be purchased in the Girl Scout Shop, online or in person. Cookie Pin: The Girl Scout Cookie Activity Pin is earned when a Girl Scout completes nine steps that celebrate the 5 Skills. The pin is available for purchase in the Girl Scout Shop, in person or online. Girls can earn the pin annually and they are worn on the front of the uniform. The color of the pin changes yearly. For more information on the steps required, turn to the back cover of this book. 5 Skills: The Cookie Program is first and foremost a program—meant to give girls experiences that will help them throughout their lifetime. The Cookie Badges and the Cookie Pin all reflect learning these skill sets: Goal Setting, Decision Making, Money Management, People Skills and Business Ethics. SU PSM: Service Unit Product Sales Manager. This volunteer oversees the Cookie Program for all of the troops in your Service Unit (SU). SU: Service Unit. Every troop is assigned to a service unit. The approximately 2000 troops in GSKSMO are grouped into 59 SUs. TCM: Troop Cookie Manager. This volunteer oversees the Cookie Program for a specific troop. Some troops have more than one and split up duties. 22
23
☆ Visit the GSKSMO Girl Scout Shop to purchase your annual Cookie Pins, fun patches, Cookie Program marketing supplies and more. Go to gsksmo.org/shop for more information and store hours.
You can also read