Troop. Cookie Manager Guide girlscoutshcc.org/cookies

Transcription

1 Troop Cookie Manager Guide girlscoutshcc.org/cookies

2 October 2014 Dear Volunteers, Thank you! Thank you! Thank you! On behalf of the Girl Scouts Heart of Central California Board of Directors and staff, thank you for serving in the role of troop cookie manager. You are critical to the success of the Girl Scout Cookie Program and we are very appreciative of your time and effort. We know there is more to Girl Scout Cookies than what s in the box. There s hard work, a lot of fun and of course the five essential skills goal setting, decision making, money management, people skills, and business ethics. The development of these skills is essential for girls and we thank you for keeping them top of mind as girls engage in the cookie program. We are here to support you. Please call on staff and let us know how we can improve our service to you. Your commitment to the cookie program makes a difference in girls lives and ensures the Girl Scout Leadership Experience will continue for more than 26,000 girls throughout Central California. Thank you again for your hard work and dedication! My best, Linda E. Farley, Ed.D. CEO of Girl Scouts Heart of Central California (916)

3 Table of Contents - Why It Matters.. Goal Setting: Girls set cookie sales goals with their troop, and create a plan to reach them. This matters because girls need to know how to set and reach goals to succeed in school, on the job, and in life. Troop Cookie Manager Position Description... 1 Timeline... 2 Where to Go... 3 Initial Log in Steps Decision Making: Girls decide where and when to sell cookies, how to market their product, and what to do with their earnings. This matters because girls must make many decisions, big and small in their lives, and learning this skill helps them make good ones. Cookie Program Training for Parents/Guardians... 6 Initial Order Opportunities... 7 Troop Initial order and Early Recognition Guide Booth Sales Information Page Booth Sales Rounds Instructions Scheduling and Cancelling Booth Sales Money Management: Girls develop a budget, take cookie orders, and handle customers money. This matters because girls need to know how to handle money from their lunch money to their allowance to (someday) their paycheck. Snap Transfers and Planned Orders Sample Cookie Forms Return Policy and Preventing Leftovers How the Cookie Crumbles Information Finances... See Separate Document People Skills: Girls learn how to talk (and listen) to their customers and how to work as a team with other girls. This matters because it helps them do better in school (on group projects, sports teams, and the playground) and, later, at work. Picking Up Your Initial Order Project Thank You Business Ethics: Girls act honestly and responsibly during every step of the cookie sale. This matters because employers want to hire ethical employees and the world needs great leaders in every field. Unexpected Circumstances Recognitions and Cookie Credits Main Recognition Order, Reports, and Final Paperwork... 30

4 2014 Cookie Program Troop Cookie Manager Position Description Qualifications: Must be 18 years of age or older Must be a registered adult member of Girl Scouts Heart of Central California Must have access to the Internet throughout the cookie program Must have an active address and access to Must have a working telephone Must have access to reliable transportation Must be willing to work with people from a variety of backgrounds Must be able to perform simple mathematics (add, subtract, multiply, and divide) Must be able to maintain accurate records and meet deadlines Must have good communication skills Must accept all financial responsibility for the cookie inventory received Must be willing to work closely with troop leader Must be willing to comply with background clearance requirements Requirements: Attend the required troop cookie manager training scheduled by your service unit cookie manager Sign the Volunteer Agreement Form Ensure each parent/guardian completes the Parent Permission and Responsibility Form/Cookie and Money Record o Train the parents on all aspects of the program: program goals, safety, timelines, forms, and troop proceeds/recognitions Ensure each girl receives the direction needed to achieve her program goals Ensure each girl has a positive Girl Scout experience Make arrangements to have cookies picked up at a Mega Drop or Service Unit Location Drop Take steps to ensure a successful cookie program o Keep all lines of communication open with your service unit cookie manager and troop leader o Contact the product sales department if you are unable to reach your service unit cookie manager o Communicate with your service unit cookie manager if you have concerns about your inventory o Contact your service unit cookie manager and the product sales department regarding any leftover inventory concerns before the end of the cookie program Keep an accurate inventory of all cookies received and disbursed by your troop o Check each order for accuracy o Distribute the initial order to each girl o Obtain signed receipts for all cookies disbursed o Obtain signed receipts for all cookies received Manage your cookie program in Snap o Enter all transfers from your troop to the girls in Snap o Enter all transfers from your troop to other troops in Snap o Review all transfers and transactions in Snap for accuracy o Transfer cookies sold at a booth sale to the participating girls as appropriate o Place your initial order and initial recognition order by the deadline on January 27 o Place your main recognition order by the deadline on March 25 Closing-out the cookie program o Submit all final and completed paperwork to your service unit cookie manager by the deadline o Pick up your recognition items from the service unit cookie manager o Distribute recognition items to your girls in a timely manner o Have each parent sign for the recognition items received 1

5 Troop Cookie Manager Timeline Welcome to the Girl Scouts Heart of Central California 2015 Cookie Program. We are excited to have you as a troop cookie manager, and we wish you and the girls success with this cookie program. Please make sure you have been in contact with your service unit cookie manager and troop leader, as they will serve as your key contacts for any questions or concerns. The product sales department will provide refresher training in January, details will be provided by your service unit cookie manager. Please complete the initial login steps in Snap as soon as possible. December December 1 January January 1 January 2 January 9 January 16 January 18 January 21 January 25 January 26 January 26 January 27 January 31 February February 3 February 16 February 21 February 27 February 27 March March 4 March 11 March 22 March 23 March 25 March 25 March 27 May May 1 June June 1-10 June 30 Sign-ups open for Gluten Free cookie requests. Troop can request to receive one, two, or three cases of cookies. Please sign-up at beginning at 12 noon. Quantities are limited and will be allotted on a first-come first-serve basis. GSHCC offices are closed GSHCC offices are closed Cookie program begins Log-in to Snap to complete the initial steps and verify girl information Round 1 booth sale selection opens in Snap at 8 p.m. Round 1 booth sale selection closes in Snap at 8 p.m. Girl initial order taking ends Girls (parent/guardian) submit initial orders to troop cookie manager Round 2 booth sale selection opens in Snap at 8 p.m. and will remain open until the end of the cookie program Troop initial orders and early recognition orders are due in Snap by 8 p.m. Last day for girls to set their sales goal in COCO to earn the Goal Getter patch Gluten Free cookies, if applicable, are transferred into troop My Service Unit Location Drop (fill in the date if applicable to your troop) Modesto Mega Drop at Big Valley Grace Community Church Sacramento Mega Drop at Cal-Expo National Girl Scout Cookie Weekend begins Booth sales begin Deposit all cookie money received; troop proceeds and council proceeds. Deposit all additional money received; troop proceeds and council proceeds. Cookie program ends. This is the last day for troops to hold booth sales. Girl (parent/guardian) deadline to turn in paperwork and finances to troop cookie manager Deposit all cookie money received; troop proceeds and council proceeds. This is the last day to turn in the remaining balance due to GSHCC. All Snap entries by troops, including the Main Recognition Order, are due by 8 p.m. Last day Project Thank You cookies can be turned in to GSHCC offices Cookie Credit Cards are mailed directly to the girls. Please be sure any address changes for the Girl Scouts in your troop have been submitted and updated. Recognition items will be disbursed to you by your service unit cookie manager Recognition items are to be disbursed to your girls by the end of the school year Return all unclaimed recognitions to the product sales department 2

6 Where to Go Girl Scouts Heart of Central California Snap COCO Cookie Command* COCOmobile ABC Cookies Available for ios and Android Visit our council website to find forms, user guides, procedures, programs, events, trainings and links to all the sites needed to support your cookie sale. Your command center for managing the cookie program; cookie orders, booth sales, financial reports and girl recognitions. The Snap Help Desk can assist with technical and website problems. Tap into the marketing power of the internet. Girls can send online order cards, send encouragement notes to girls in their troop, and set sales goals. Volunteers can create the troop page and girls can create a personalized page. They are able to connect to other girls in the troop. Be sure to use the COCO login on the bottom of the landing page. A free digital order card and mobile COCO. To use COCOmobile, you must register first on COCO. Then download the mobile app and sign in with your COCO credentials. Girls can enter and track all orders and view recognition items and levels, plus send ecards to family and friends asking for cookie orders during the sale. Find activities, marketing ideas, nutritional information and access themed clipart from Flickr. These tools will also help girls, families and volunteers prepare for and learn about the cookie program. Helpful videos are posted by clicking the YouTube link. These links can be found at the top right side of the landing page. YouTube Flickr Girl Scouts of the USA Cookie Locator Booth Sales Girl Scout Cookie Finder Available for ios and Android Information on the cookie program, earning Legacy, Financial Literacy, cookie badges and pins. Watch videos from fellow Girl Scouts regarding the cookie business, and how to sell or how to buy cookies. Directs customers to the closest cookie booth sale location in their neighborhood. This simple cookie finder app lists the time, date and location of all cookie booth sales in the country. Simple intuitive interface makes finding cookies a snap, just install and press "Find Cookies Now!" *Please note: When registering on COCO, the Girl Scout s name needs to be exactly the same in Snap and COCO. Please contact your troop cookie manager for clarification. 3

7 Initial Snap Log In Steps Please complete the following steps when you initially access Snap. It is criticall to enter correct information. Edit My Profile Password: 1. Log in 2. Go to Edit My Profile (upper right-hand corner) 3. Make necessary changes: Name Password - please change at this time Address Contact numbers 4. Click Edit User to save your changes My Snap Log in: : Click Edit My Profile to make changes or to update your information. Click Edit User to save your changes. Select Account For some of you, you serve as a troop cookie manager for multiple troops. You can now toggle between your roles byy clicking Select Account. This will allow you to work in Snap without having to log in and out to view information or process data. Click Select Account to bee able to switch between your different roles in thee cookie program. 4

8 My Troop Icon From the My Troop icon you will be able to: Add/Edit/ /Delete Troop Girls this is where you can make changes to the girls listed in your troop. Council will be uploading dataa frequently during this time o This is a great opportunity to add the T-shirt sizes for all of the girls in the troop for the early recognition item Edit Troop Informationn this is where you can choose the Older Girl Alternative Proceed and Older Girl Recognition Plan Troop Proceed and Recognition Plans Theree are two troop proceed and recognition plans available: 1. Troop Proceed and Troop Recognition Plans Available for all troops, multi-level troops All council troops will be assigned this proceed and recognition plans in Snap. Troops will not have to select this plan in Snap Troops earns $0.90 per package Girls can earn the theme patch, achievement bars, cookie credits, and cumulative recognition items 2. Older Girl Alternative Proceed and Older Girl Recognition Plan Available only to troops with registered Cadettes, Seniors and/or Ambassadors Troops who choose the Older Girl Alternative Proceed and Older Girl Recognition Plan will need to select this plan in Snap per the instructions provided below Troops earns $1.00 per package Girls can earn theme patches, achievement bars, and cookie credits Choosing Older Girl Alternative Proceed and Older Girl Recognition Plan in Snap 1. Go to My Troop icon 2. Select Edit Troop Information 3. Click on the row with your troop number; or click the green pencil 4. Select Proceed Plan; select Older Girl Alternative 5. Select Main Recog. Plan; select Older Girl Alternative 6. Scrolll down the screen by using the scroll bar on the right hand side 7. Click Save on the right side on the row Click Proceed Plan and select Older Girl Alternative Click Main Recog. Plan and select Older Girl Alternative for both Lower the screen using the scroll on the right side Click Save. 5

9 Cookie Program Training for Parents/Guardians We strongly encourage troops to hold a meeting with all parents/guardians of the Girl Scouts in their troop. By providing the families with detailed information as well as your expectations of them, you will help the success of your troop s cookie program. Include the parents/guardians in your goal setting activities and encourage everyone to participate in helping the troop achieve their goals. Planning for your training (Collaborate with your troop leader): Set a date, time, and location for this meeting Discuss what to cover and who will do each part Advise your parents to visit our website and complete the Parent Permission and Responsibility Record Provide each family with a girl cookie order card As the families arrive: Greet everyone and have a simple activity for the girls as they wait Have adults confirm information on the troop roster, including spelling of their daughter s name Provide each family with a girl order card and money envelope How to provide training to your parents/guardians: Introduce all eight varieties of cookies selling at $5.00 per package Discuss the Gluten Free pilot program, if applicable o New flavor Gluten free peanut butter, oatmeal and chocolate chip called Trios o Selling for $5.00 per package o What goals the girls have set within the troop Share the troop goals and have each girl share their personal goals. Discuss booth sale opportunities, booth sale decorations and promotional ideas Order Cards o Discuss new layout. Please have the parents provide only the first name, phone number, and troop number to avoid compromising personal information in the event the order card is lost o Girls are not to pre-order. All families are on their honor to not sell or take orders prior to January 9 Review How the Cookie Crumbles to review the increased troop proceeds and the Older Girl Alternative option for troops with all Girl Scouts registered as Cadettes, Seniors, or Ambassadors. Mixed troops with any Girl Scout registered as a Daisy, Brownie or Junior are not eligible for the Older Girl Alternative. Share the recognition items, patches, and pins the Girl Scouts are able to earn. Make a troop plan in the event the troop has unsold cookies. Cookies picked up at cookie cupboards are not returnable in the 2015 Cookie Program. Having a plan and sticking to it will help relieve any tension regarding unsold product work as a team! Remind families that all money earned by members of the troop, belongs to the whole troop and are not available to any individual girl. The girls decide as a troop on how to spend all money earned. Important Details to discuss Dates of the sale Safety guidelines National Cookie Weekend Project Thank You cookies COCO Cookie Command Keys to Success Who to contact if they need more cookies Who to turn money into and when What happens if money is not turned in? Booth sale guidelines and behavior 6 Thank everyone for coming to training and for their participation.

10 Initial Order Opportunities Troop and Girl Troop Opportunity All troops who average 180+ packages in their initial order, per registered Girl Scout in Snap, will receivee a colorful Boost Your Sales bag. To qualify, the troop s initial order must be entered in Snap no later than Tuesday, January 27: The per-girl average will be based on the number of registered girlss in the troop at the time the initial order is placed in Snap. Yes booth sale/extras placed in the troop s initial order can be applied to the per-girl average (yay!). The product saless department will processs this earned opportunity the week of February 2 6. Service unit cookie managers will be notified via of the troops who qualified. Boost Your Sales bags will be distributed to service units the week of February 9, for those who are participating in a Service Unit Location Drop. Otherwise the bags will be distributed at the Modesto and Sacramento Mega Drops. Boost Your Sales bag includes: Colorful, laminated fabric tote (13 X12 X7 ) Thank you delivery bags (25) I Bought Girl Scout Cookies 1 stickers (25) Double-sided roller banner (see below) $10.00 GSHCC shop certificate Girl Opportunity Individual girls who sell 165+ packages during the initial order will earn a Saving the World, One Cookie at a Time T-shirt. Initial orders are input in Snap by the troop cookie manager. Cookies ordered under booth/extras are not applied toward individual girl totals, but they are applied towards the troop s per-girl average as stated above. Please note January 26 is the deadline for girls to submit their orders to their troop cookie manager. The troop cookie manager s deadline to enter their troop s initial orderr in Snap is 7

11 Troop Initial Order and Early Recognition Order Initial Order Please collect the package totals from the girls in your troop. Ask to see a girl s order card if you have questions or concerns about the accuracy of the order. You will enter each girl s order individually in Snap. Girls and their parent/guardian have until January 26 to submit their initial orders to you. Initial Orders are to be placed in Snap no later than January 27 at 8 p.m. Please keep in mind the service unit cookie manager reserves the right to request an earlier date and time. Only place initial orders for girls who are registered members of Girl Scouts Heart of Central California. Please note all cookies ordered during the Initial Order period are non-returnable. Please review GSHCC s return policy for more information. Please review the example provided of a troop initial order following the Snap instructions. When placing your initial order, please include the cookies for your first two-to-four scheduled booth sales. This will also help the cookie cupboard managers manage their inventory levels for the first few weeks of the program. Please see the charts below for the number of cases suggested to have for your booth sales. Please keep in mind the location of sale, the number of hours, and weather conditions. These are suggestions only. Please contact your service unit cookie manager for additional advice. Suggested Case Quantity by Variety for Scheduled Booth Sale Thin Mints 2-3 cases Peanut Butter Sandwich 1-2 cases Caramel delites 2-3 cases Shortbread 1-2 cases Peanut Butter Patties 1-2 cases Thanks-A-Lots 1-2 cases Lemonades 1-2 cases Cranberry Citrus Crisps 1-2 cases Actual results from 2014 Cookie Program (2015 results may vary) Variety All locations/all dates Thanks A Lots 5% Cranberry Citrus Crisps 4% Lemonades 10% Shortbread 6% Thin Mints 27% Peanut Butter Patties 15% Caramel Delites 24% Peanut Butter Sandwiches 7% Gluten Free 2% Booth Sales by Week Average Sold First Friday 95 First Saturday 91 First Sunday 78 First Week (Mon Fri) 89 Second Saturday 71 Second Sunday 89 Second Week (Mon Fri) 85 Third Saturday 63 Third Sunday 71 Third Week (Mon Fri) 53 Fourth Saturday 53 Fourth Sunday 34 8

12 Step 1 - Enter Initial Order in Snap 1. Log in 2. Click the Cookies icon 3. Select Initial Order 4. Enter the following statement in the Order Reference field: Initial Order for Troop # 5. Note the system will automatically document the date and time stamp of the order 6. Confirm the unit of measure highlighted in red is packages 7. All girls uploaded by council will appear on the order grid. To create the order for each girl displayed: o Use the tab key on your keyboard to move through each field and type the quantity of each variety next to the girl s name o Repeat this process for each girl o Cookies for booth sales are entered in the Booths/Extras row o The extra packages even cases row displays the packages required to fill the case. This rounding row will display on the initial order grid o Cookie Share Column This is our council s Project Thank You cookies. Girls sell these packages during initial orders as virtual cookies. On the initial order grid in Snap, the Cookie Share cookies are not included in the Total column on the right-hand side of the grid. Girls will receive credit for Cookie Share sales but won t take delivery of these cookies. There is no need for troops to order Virtual Cookie Share cookies by variety since virtual sales are not variety specific 8. After entering the quantities for each cookie variety, you can choose to: o Save. You can click Save and be able to return to this order to make any changes necessary o Commit. This will submit your order to the service unit cookie manager. If you have made a mistake after clicking Commit then you will need to contact the SUCM for help. o Cancel. This will clear all current entries. You can return to your initial order to enter data again Example of a troop initial order: Initial Order Sales by Girl in Troop Girl Packages Girl 2** 225 Packages Girl 3 96 Packages Girl 4** 350 Packages Girl 5 45 Packages Girl 6 28 Packages Total 852 Packages The Per Girl Average (PGA) for initial order sales 142 Scheduled Booth Sales #pkgs needed Store #1 2/27/15 2pm-4pm 75 Store #2 2/28/15 1pm-3pm 75 Store #3 3/6/15 3pm-5pm 75 Store #4 3/15/15 10am-12pm 75 Total 300 Adding these 300 packages to the troop s initial order under Booth cookies in Snap changes the PGA to: 192 ** 2 Girls earn the Early Recognition Item T-shirt** **Troop earns the Boost Your Sales Bag** 9

13 Early Recognition Order Guidelines After placing the troop s Initial Order in Snap please place the Early Recognition Order. Early Recognition Orders need to be placed in Snap no later than Tuesday, January 27 th at 8 p.m. Please keep in mind the service unit cookie manager reserves the right to request an earlier date and time. The early recognition item is the Changing the World, One Cookie at a Time T-shirt; see the Initial Order Opportunities page in this guide. Girls will qualify if their individual sales reach 165+ packages on their Initial Order in Snap. The Boost Your Sales bag is not processed in Snap. Step 2 - Enter Early Recognition Order in Snap 1. Log in 2. Select the Recognitionn icon 3. Select Create Recognition Order 4. In the next screen your troop information will populate. 5. For Plan Type; select Early 6. Select Create Order 7. The following screen will give a summary of the girls in the troop and their sales 8. Click on each girl s name 9. Select the size T-shirt for each girl who earned it 10. Girls names will go from red to black; indicating a successful entry. Anyy name remaining red will need their T-shirt size added 11. Click o Save & Exit if you need to return to addd a girl s T-shirt size o Or Commit if the order is final 12. Your Early Recognitionn Order is now complete Girls names will populate here. Summary of the troop s initial order will be shown here. 10

14 Booth Sale Information Booth sales are a great opportunity for girls to utilize The 5 Skills: goal setting, decision making, money management, people skills, and business ethics. Booth sales provide an opportunity for girl-led experiences and further their progress towards the Girl Scout Leadership Experience. They are also fun, easy, and profitable. Securing Locations Your service unit is responsible for securing booth sale locations within your service unit boundaries. If you have ideas for booth sale locations please contact your service unit cookie manager. Parent/Guardian Booth Sales A parent/guardian may set up a booth sale for their daughter within the troop, to help increase her individual sales. These booth sales are not secured by the troop or entered in Snap. The troop cookie manager should be aware of these parent/guardian booth sales in case any questions or concerns arise. Prior to participation, the parent/guardian must be registered and trained by the troop leader and/or troop cookie manager. They will need to be trained on all aspects of a booth sale including safety guidelines, before they may assist their Girl Scout with an individual booth sale. The parent/guardian is responsible for any additional inventory received. When the packages are transferred to the girl in Snap, they will be transferred as Quantity. Decoration Ideas Practice set-up and take-down of a booth sale before they begin to identify the amount of time needed for each. It is important to begin and end at the specified times to ensure the other scheduled troops can utilize their time effectively. Troops may consider using a small table, cookie cases, cookie packages, balloons, posters, and tablecloths. Most booth sale locations will allow these items. Specific decoration restrictions can be found in Snap under notes or by contacting your service unit cookie manager. It is important for the girls to know why they are selling cookies. Please have them wear their uniform which will clearly identify them as a Girl Scout. Girls should be prepared to discuss their experience and any awards, patches, or badges they have obtained while wearing their Girl Scout attire. Bundling Ideas Cookie bundles make great gift options for birthdays, anniversaries and much more! To create cookie bundles take three to five packages of cookies and tie them together using ribbon, twine, netting, freezer bags, etc... Create a catchy name for your bundles, such as the following: Chocolate Lovers Thin Mints, Peanut Butter Patties, Caramel DeLites Love of Peanut Butter Peanut Butter Patties, Peanut Butter Sandwiches Explore S mores Thanks-A-Lots, Lemonades, Caramel DeLites Shortbread Lovers Shortbread, Thanks-A-Lots, Lemonades Easy to Recycle Lemonades, Thanks-A-Lots, Cranberry Citrus Crisps Coffee Mates Cranberry Citrus Crisps, Lemonades, Shortbread 11

15 Financial Transactions at Booth Sales Allow the girls the opportunity to utilize the five skills by making them aware of the different financial transactions and how to handle unique situations. Accepted payments are: Cash Credit card app Customers using their credit card will only be charged $5.00/ package. We suggest using a credit card reader or app to make your sales easy: o Flint o Square o Intuit The decision to use a credit card app should be a decision made collectively by all members of the troop. The troop will assume all added costs associated with accepting credit/debit cards as a form of payment. Paperwork for Troops to Bring to Booth Sales confirmation from Snap for each booth sale. Information includes the troop number, booth sale location, date and time. And/Or: Booth sale location schedule from Snap. Information includes the troop number, booth sale location, date and time. The schedule will only reflect what has been reserved thus far. Snap How to View Booked Booth Sales by Troop Safety 1. Log in 2. Move your cursor over the Reports icon; then down to Reports 3. Select Report Category: Summary Reports 4. Select Report Type: Booked Booth Sales Summary 5. Click Go to Report 6. You will have the opportunity to filter by one or all of the following parameters: Troop number Location Begin Date End Date View Type (PDF is always the best option when viewing reports) Please reference Volunteer Essentials and Safety Activity Checkpoints for specific information relating to safety and Girl Scouts. It is strongly recommended the assigned, registered adult volunteer wear a money belt or fanny pack instead of using a cash box to help prevent theft. If the troop chooses to use a cash box, they are to make sure it remains under the assigned adult volunteer s possession at all times and out of the public reach. We suggest arranging for the cash to be removed from the site periodically throughout the booth sale. When the adult volunteer is traveling with the money, have someone assigned to accompany them at all times. Any activity that involves more than one parent/guardian and Girl Scout is considered a troop activity and must meet all safety guidelines. This includes meeting the requirement of having two registered Girl Scout adults present. 12

16 Booth Sale Guidelines for Troops Yes, please: Have two registered adults Have a minimum of two girls; maximum of four girls Have one registered adult volunteer handling all money Have a first-aid kit at every booth sale Ensure there is a barrier between your booth sale and the parking lot Have girls stay near the booth sale at all times Provide a presentable booth sale by covering the table and displaying a variety of cookies Use balloons, posters, post your troop goal Approach customers when they are exiting not when they are entering the establishment Behave professionally if problems arise. You are representing Girl Scouts Heart of Central California Advise the girls to clean up their area and dispose of trash when their booth sale has concluded Allow the booth sale to be girl-led o Encourage your girls to complete the behavior pledge and provide to the establishment (can be found on our website at o Assist the girls with counting money accurately o Allow the girls to approach the customers o Advise the girls to create a hand-made thank you letter (we have provided an example on our website at for each store location which allowed them to have a booth sale (individually or as a troop) No, thank you: Do not secure a troop booth sale location unless approved by the service unit cookie manager or the product sales department Do not allow girls to participate if their parent/guardian has not completed and signed a Parent Permission Slip Do not allow more than four girls at a booth sale at one time. If you have a large troop, it is suggested you schedule shifts Do not allow sitting at a booth sale, standing is more effective at a booth sale Do not allow girls to use cell phones or electronic devices at a booth sale Do not allow eating, drinking, chewing gum, or smoking at a booth sale Do not allow girls to block the entrance or exit of an establishment Do not allow girls to leave the booth sale Do not allow girls to bring siblings Do not allow their troop to leave trash behind, especially empty cases Do not allow the adults or girls to leave cash out in the open or unsupervised 13

17 Online Resources Booth Sale Behavior/Etiquette Pledge Use this form as a resource for preparing your troop for a booth sale. They can sign and acknowledge the acceptable behaviors at a booth sale Booth Sale Guidelines Reference this page to know the expectations for a successful booth sale. Troop Booth Sale Worksheet Use this tool at each booth sale location. It will help record the number of packages sold by variety, the girls who participated, as well as the council and troop proceeds. 14

18 Booth Sale Rounds Information Round Zero Round Zero will be administered locally by service unit cookie managers and will not be administered online using Snap. In November and December, each service unit cookie manager/team is to secure booth sale locations within their service unit boundaries. The service unit cookie manager/team creates a process of assigning 1-2 booth sales per troop from within their service unit. Lottery is the suggested method. Service units will conduct this round fairly for all troops within the service unit. Booth sale time slots are to be no more than two hours each. Round 1 Troops go to Opens January 18 at 8:00 p.m. Closes January 21 at 8:00 p.m. Locations/time slots will be on a first-come, first-served basis. Troops choose up to four booth sales (maximum) council wide. Booth sale assignments will be ed to the troop cookie manager after each secured selection. No more than one person per troop should login to Snap at any one time. Round 2 Troops go to Open January 26 at 8:00 p.m. and will be open until the end of the cookie program. Locations/time slots will be on a first-come, first- served basis. Booth sale assignments will be ed to the troop cookie manager after each secured selection. Snap will be open until the end of the cookie program for troops to select additional booth sale picks council wide. 15

19 Scheduling and Cancellingg Booth Sales Snap How to schedule, cancel and view booth sales 1. Log in 2. Move your cursor over the Cookies icon, down to Booth Scheduler, then over to Schedule a Booth OR Lotteryy Request Click Schedule a Booth OR Lottery Request. 3. All council available booth sales will populate. Use the Search window to select by specific store name or usee the Zip Code search window to narrow results to a specific area 4. Move your cursor over the booth sale location, and then double click that location. Available dates and time slots will show on the following calendar window. Double click the booth sale location to see the available dates and times. 5. A calendar view will appear; scroll through the available calendar months by using the blue arrows. Look for Available listed on the specific date you are interested in. Place your cursor over Available and a pop-up window will appear showing you the available time slots forr that date. Click Available to schedulee for your troop. 16

20 Look for Available on the date interested in. By placing your cursor over Available a pop-up window will appear with the available time slots. Click Available to schedule for your troop. 6. Click TroopFCFSReserve on the two hour time slot you want to schedule. Click TroopFCFSReserve for the specific time slot you want to schedule. FCFS stands for First- Come, First-Served. 7. A pop-up confirmationn window will ask for you to approve this time slot, click OK. The confirmed time slots will no longer say TroopFCFSReserve; Cancel will appear. Iff a time slot was clicked in error you can click Cancel to remove this timeslot from your troop. 17

21 8. Click Close after you have selected the time slots you wanted. 9. Snap will return you to the calendar view for this location. Iff you wish to schedule another location, please repeat steps A confirmation will be sent to the associated with the Snap user who booked the booth sale. 11. To view or cancel scheduled time slots move your cursor over the Cookies icon; down to Booth Scheduler; then over to Schedulee a Booth OR Lottery Request. All confirmed and scheduled booth sales willl appear below the grid of available booth locations. 12. To cancel a scheduledd location/time slot please click the red X. All confirmed and scheduled booth sales will appear here. Click the red to cancel unwanted booth sales. Canceling Booth Sales If a troop cannot attend their scheduled booth sale, theyy are required to login to Snap to cancel as soon as possible. The booth sale schedule is shared with the community through several websites on the Internet, promotions and publicity. Canceling unwanted booth sales gives other troops the courtesy and opportunity to fill the time slot. A cancelation will be sent to the Snap account associated with that troop. It will indicate who canceled the time slot. 18

22 Transfers and Planned Orders Cookie inventory management is processed and tracked in Snap. It is a critical component of the cookie program for both your troop and the participating girls. It is imperative inventory is transferred to the girls within your troop so they can receive credit towards their recognition level. Your troop may need to get more cookies or transfer out excess inventory during the cookie program. If you have excess inventory and you notify your service unit cookie manager, they may be able to assist you with locating troops within your service unit who are in need of inventory. Your service unit cookie manager can also provide you with a list of nearby cookie cupboards if you are in need of additional cookies. It is the responsibility of the troop cookie manager to monitor and update their inventory in Snap. Be sure to manage your inventory throughout the cookie program, run the Troop On Hand Inventory Report in the report section. All inventories should be allocated to the girls within the troop. You can only transfer as many packages as you own in the troop. Should you notice any discrepancies, please contact your service unit cookie manager. Transfer Options in Snap: Troop to Troop Transfer (T2T) o This transfer is completed by the troop leader and/or troop cookie manager Troop to Girl Transfer (T2G) with Financial Responsibility o This transfer is completed by the troop leader and/or troop cookie manager Troop to Girl Transfer (T2G) without Financial Responsibility o This transfer is completed by the troop leader and/or troop cookie manager Girl to Troop Transfer (G2T) o This transfer is completed by the troop leader and/or troop cookie manager Cupboard To Troop Transfer (C2T) o This transfer is only completed by the cookie cupboard/jar manager How to Complete Each Transfer Type: Troop to Troop Transfer (T2T) Transfer out inventory to another troop. The troop transferring out cookies is responsible for entering the transfer in Snap. o Transfer by Quantity (in packages) o Each troop should have signed the completed M-3 Money and/or Cookie Receipt o In Snap: 1. Log in 2. Click on the Cookies icon 3. Click on Transfer 4. Enter in the Order Reference field specific information about this transfer. Example: To troop 12345; 15 packages 5. Select Troop to Troop Transfer 6. The troop inventory can be viewed on the top line of the grid. On the second line you can select from the drop down menu the troop number that is taking your inventory 7. Enter the number of packages in the Quantity field 8. Click Save & Go to Manage 9. Snap will assign a transfer number for this transaction. Please note this transfer number on the signed M-3 Money and/or Cookie Receipt 10. You will be redirected to the Manage Order section in Snap 19

23 Troop to Girl Transfers (T2G) in Snap Transfers packages with financial responsibility o Transfer by Quantity (in packages) and assign financial responsibility to the girl (parent/guardian) o In Snap: 1. Log into Snap 2. Click on the Cookies icon 3. Click on Transfer 4. Enter in the Order Reference field specific information about this transfer. Example: To Julie; 50 packages 5. Select Troop to Girl Transfer 6. The troop inventory balance can be viewed on the top line of the grid. On the second line you can select the girl s name from the drop down menu that the transfer is for 7. Enter the number of packages to be transferred in the Quantity field 8. Click Save & Go to Manage 9. Snap will assign a transfer number for this transaction. Please note this transfer number on the signed M-3 Money and/or Cookie Receipt 10. You will be redirected to the Manage Orders section in Snap Troop to Girl Transfers (T2G) in Snap Transfers packages without financial responsibility o You will enter the number of packages in the Booth field. This ensures the girl (parent/guardian) is not held financially responsible for packages sold at a Booth sale. o The packages transferred within the Booth field will count towards the girls recognition items. o In Snap: 1. Log into Snap 2. Click the Cookies icon 3. Click Transfer 4. Enter in the Order Reference field specific information about this transfer. Example To Julie, 25 packages sold Walmart 5. Select Troop to Girl Transfer 6. The troop inventory balance can be viewed on the top line of the grid. On the second line you will select the girl s name from the drop down menu that the transfer is for 7. Enter the number of packages to be transferred in the Booth field 8. Snap will assign a transfer number for this transaction. Please note this transfer number on the signed M-3 Money and/or Cookie Receipt 9. Click Save & Go to Manage 10. You will be redirected to the Manage Orders section in Snap Girl to Troop Transfers (G2T) in Snap Transfers packages back into the troop from a girl. o You will enter the number of packages in the Quantity field. This ensures the financial responsibility is removed from the girl (parent/guardian) o The troop leader/troop cookie manager can choose to accept or decline excess inventory from a girl (parent/guardian) in the event she has cancelled sales. o By accepting the unsold cookies from a girl, you are able to fill other orders or sell these cookies at booth sales. The troop accepts the financial responsibility for the cookies transferred back to the troop from a girl. o In Snap: 1. Log into Snap 2. Click the Cookies icon 3. Click Transfer 4. Enter in the Order Reference field specific information about this transfer. Example From Lily to the troop, 12 unsold packages from cancelled order 5. Select Girl to Troop Transfer 6. From the top line of the grid, select the girl s name from the down menu. The second line will default with your troop inventory balance 7. Enter the number of packages to be transferred in the Quantity field 20

24 8. Snap will assign a transfer number for this transaction. Please note this transfer number on the signed M-3 Money and/or Cookie Receipt 9. Click Save & Go to Manage 10. You will be redirected to the Manage Orders section in Snap Cupboard to Troop Transfers (C2T) in Snap Transfers are entered by the cookie cupboard managers not the troops. o If your troop receives cookies from a cupboard or jar, you will have a transfer in to your troop. o Cookies are transferred in from cupboards or jars in full cases only. These cookies are nonreturnable. o Cross-reference your cupboard receipts with the transfer-in on your Troop Balance Summary Report. o Please contact the cupboard or jar with any discrepancies. Planned Orders in Snap: o o o o o o Troops must place a Planned Order in Snap by Sunday night (11:59 p.m.) to ensure cookies are available to pick up the following week. On Mondays at 12 a.m. the dates for the week will no longer show as available. Please be considerate of the cookie cupboard and jar managers, they are volunteers too. You will only pick up full cases at the cupboards and jars. These cookies are non-returnable. Your troop assumes financial responsibility for all cookies transferred into your troop from a cupboard or jar. In Snap: 1. Log into Snap 2. Click the Cookies icon 3. Click Planned Order 4. Select the cupboard number from the drop down menu where you want to pick up cookies. 5. Select the available date from the drop down menu when you want to pick up cookies 6. Enter in the Order Reference field enter your first and last name, contact phone number and troop number. Example Rita Quinn, , troop Tab through the varieties of cookies and enter in cases the requested quantity by variety. Your total case order will show in the last column 8. Click Submit and Save 9. A pop-up window will appear with the order number assigned to this transaction; be sure to note this order number down for future reference 10. The cookie jar/cupboard will pull a report that will reference this Planned Order; they will have your order pulled and ready for you. Any changes to your order will be done by the cookie jar/cupboard manager when they transfer in Snap the inventory into your troop account 21

25 Sample Money and/or Cookie Receipts Troop to Girl - Cookie Receipt Receipt is used to transfer cookies to a girl in the troop where the parent/guardian is financially responsible for these cookies. Also use the grid on the parent/guardian permission form. Process a Troop to Girl transfer in Snap. Packages will be transferred in the Quantity field. Note the Snap transfer number on this receipt. Troop to Troop - Cookie Receipt Receipt is used to transfer cookies to another troop. The financial responsibility also transfers to the troop. Process a Troop to Troop transfer in Snap. Packages will be transferred in the Quantity field. Only the troop transferring out the cookies will process a transfer in Snap. Note the Snap transfer number on this receipt. Girl to Troop - Money Receipt Receipt is used for receiving money towards the financial responsibility of a girl in the troop. Also use the grid on the parent/guardian permission form. Process a New Girl Transaction under Finances in Snap if tracking finances in Snap. Note the Snap transaction number on this receipt. 22

26 Return Policy and Preventing Leftovers In honor of the regulations set forth by the United States Food and Drug Administration, GSHCC is implementing a No Return Policy. This applies to cookies ordered and received for initial orders, and cookies picked up at a cookie jar or cookie cupboard. Once cookies have left our sub-distribution centers, the cookie cupboards we are unable to ensure the safety of them. Our priority is the safety of our girls, volunteers and customers. If a troop finds they have received damaged cookies, they are to notify the appropriate person within 24 hours: If they received cookies from the Sacramento or Modesto Mega Drop, the product sales department at product.sales@girlscoutshcc.org. If they received cookies from a Service Unit Location Drop, notify the service unit cookie manager. If they received cookies from a cupboard, notify the cookie cupboard manager. If a customer receives a damaged or altered package of cookies, we request they contact the product sales department by phone or product.sales@girlscoutshcc.org within 24 hours of receiving the compromised product. We will replace damaged or altered cookies; however, we will not offer a refund. Preventing Leftovers: What if you have too many cookies? Good communication with all of the families in your troop throughout the sale is the best way to ensure that your troop does not get stuck with too many cookies near the end. Make a plan with your troop in the event the troop has unsold cookies. Having a plan and sticking to it will help relieve any tension regarding unsold product. Work as a team with your troop. If you find that your troop has more cookies than you think you will sell, here are some suggestions: Be creative. Ask all your customers to buy an extra package for Project Thank You. Brainstorm with the girls in your troop for unique booth sale ideas. Is there an upcoming community event that the girls could sell at? Would the event organizers be willing to purchase cookies to serve as refreshments? How can the girls attract more customers to your booth sales? Could you post flyers in advance so customers can plan to attend? Your troop may consider making hand-made thank you cards for customers who purchase five or more packages. Find a troop that needs more cookies. Connect with the service unit cookie manager for the best way to communicate your extra cookies. It is important to stay in contact with your service unit cookie manager. The sooner they know about a potential problem the easier it is to resolve. 23

27 How the Cookie Crumbles for 2015 All money raised by GSHCC through the Girl Scout Cookie Program remains locally to be used for the programs and activities offered throughout our 18 counties and for our 26,000+ girls. A portion of the proceeds are disbursed to the troops and girls in the form of troop proceeds, recognitions, cookie credit cards and the Troop Opportunity Program (TOP). Where does the money go? $2.92/Package Girl Scouts Heart of Central California services and program activities. Financial assistance to provide the Girl Scout experience to every girl who wishes to participate. Properties to ensure we offer the most rewarding camp experiences for our girls. Volunteer trainings and support. $0.975/Package* Cost of cookies to the baker. $0.90 to $1.00/Package* Troop proceeds are $0.90 per package. Older Girl Alternative troops have the option of choosing $1.00 per package in place of receiving the main recognition items. $0.205/Package Recognition Items Cookie Credit Cards Troop Opportunity Program (TOPs) proceeds * Our cost of the Gluten Free Peanut Butter Oatmeal Chocolate Chip (Trios) cookie is $2.25/package; troop proceeds are $0.90 to $1.00 per package. 24