GIRL SCOUTS OF NE KANSAS & NW MISSOURI. Troop Cookie Manager 2016 HANDBOOK

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1 GIRL SCOUTS OF NE KANSAS & NW MISSOURI Troop Cookie Manager 2016 HANDBOOK 1

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3 TABLE OF CONTENTS Thank You 3 Fast Facts Cookie Acronyms & Jargon 4 Support 4 Safety 5 Accidents 5 Program Calendar 6 The Basics About Cookies 8 A Successful Cookie Program... 9 Planning 9 Executing 11 Celebrating 11 How do I... Get into SNAP? 12 Update troop information? 12 Review girl information? 12 Set up a filing system? 12 Enter the booth lottery? 13 Know if my troop won a location in the booth lottery? 13 Place my troop s initial order? 13 PIck up the initial order? 14 Manage damages? 14 Distribute cookies to parents? 14 Order more cookies after initial delivery? 15 Transfer cookies between troops and/or girls in SNAP? 15 Deposit cash and checks? 16 Enter council deposits into SNAP? 16 Track girl payments in SNAP? 16 Place my troop s recognitions order? 16 Prepare for turn-in with my SU PSM? 17 Pick up recognitions? 17 Service Unit Product Sales Manager (SU PSM): Preferred contact method: SNAP login: SNAP password: My initial order pick-up date/time is: My initial order pick-up location is: My Cookie Cupboard location: Cookie Cupboard hours: THANK YOU for helping to build future business leaders! We value the time and commitment you give to make the Cookie Program possible! It is remarkable what is accomplished during just a few short months. And to think this program is run by girls with every step supported by you, our troop leaders and cookie managers is truly inspiring! Because of you, girls are having an experience that will last a lifetime. They are learning business skills that will lead them into their future. Girls can only have this experience because of the support you provide in facilitating this program. We appreciate all you do for girls, the countless hours you spend away from your family and the dedication you demonstrate every day! You are making it possible for girls to build their courage, confidence, and character and become successful entrepreneurs!! The Extras Online Order Cards - COCOmobile 18 Online Selling - COCOmobile 18 Booth Sales 19 No Call List 19 Independent Booth Sales 20 Tips for Successful Booth Sales 20 Bling Your Booth 20 Running Reports 21 FAQs 22 Yours in Girl Scouting, Joy Wheeler, CEO GSKSMO Board of Directors and Staff 3

4 Fast Facts about Cookie Acronyms and Jargon: ABC Smart Cookie: A website (abcsmartcookies. com) provided by the baker with graphics and tips to support the program. ABC: ABC is the baker we use for cookies. COCOmobile: An app that allows girls to manage their cookie program via smartphone or tablet. Girls must register at COCOcommand first. COCOcommand: A website for girls and their parent/guardian to use to promote, and track, the girl s cookie program. COCOdirect: A website allowing girls to send s to customers to purchase cookies online. Cookie Badges: Badges earned after completion of activities in the Girl Guides. Badges are worn on the front of the sash/vest and are available for purchase in the council shop. Cookie Patches: Patches given to the girl recognizing individual achievements. These are provided by council at the end of the program (May). Troop leaders must complete an order in SNAP at the end of the season. Patches are worn on the back of the sash/vest. Cookie Pin: An annual award earned after participating in the Cookie Program and completing participation activities outlined in the Cookie Sale Activity Guide. The pin, awarded each year in a different color, is worn on the sash or vest, available for purchase in the council shop. The 2016 pin is melon. Mission Delivery or Membership Manager: This is the council staff person assigned to oversee your SU. SNAP: The online tool we use to manage the Cookie Program (abcsnap.com) SU PSM: Service Unit Product Sales Manager SU: Service Unit SUTM: Service Unit Team Manager TCM: Troop Cookie Manager Fast Facts about Support Troops should contact their service unit product sales manager (SU PSM) with all questions. Training Support & Reminders: During the duration of the Cookie Program, you will receive Cookiegrams with reminders, directions and details on the Cookie Program. To ensure you receive it s important you update your troop information in Snap and that you add prdept@gsksmo to your online address book. Every Cookiegram is unique; please take a moment to review each issue. If you need to access a past issue, visit gsksmo.org, click on Cookies & More link and then Cookies. Here you ll find links to training sessions, support materials and more. Additional SNAP Support: ABC offers 24 hour support at or at abctech@interbake.com. 4

5 Fast Facts about Safety Safety of the girls is our first priority. Please make sure you have thoroughly reviewed (and then shared with girls, parents and volunteers) the Safety Activity Checkpoints at gsksmo.org/besafe. Discuss safety at troop meetings and role play safety situations. Ask parents to discuss safety one-on-one with their daughter(s) at home. Remind parents that girls must be accompanied by an adult when they sell cookies. At no time should a Girl Scout be alone while participating in the Cookie Program. Girls should not carry money with them. Proceeds should be turned into the Troop Cookie Manager, on a weekly basis, by an adult. A receipt must be filled out with the adult receiving a copy and the troop retaining the original. INSTRUCT PARENTS TO NOT SEND MONEY TO SCHOOL WITH THEIR GIRL SCOUT. Lost or stolen funds are the responsibility of the parent. Only sell in familiar areas during daylight hours. DO NOT enter the home of a customer, go up to an automobile on the street or follow a customer into a building or alley. NEVER give out (or use on signs/flyers) girls names, addresses or addresses. Per GSUSA, girls 13 and older may use their own Facebook page for publicizing cookies; girls under 13 should use a parent or guardian s Facebook account, with that adult s consent. Please see the Girl Scout Internet Safety Pledge for all Girl Scouts for guidelines for online behavior. Fast Facts about Accidents If there is an accident involving a Girl Scout, please use these guidelines: Give priority attention and all possible care for the injured. Secure help as appropriate (call 911). Follow council s emergency procedures (emergency card). Call council s emergency line at (816) (available 24/7). If applicable, do not make any media statements. Media inquiries should be referred to the council. 5

6 2015 COOKIE PROGRAM CALENDAR DECEMBER 2015 S M T W T F S Cookie booth lottery registration opens Family orders may be taken JANUARY 2016 S M T W T F S 1 Program begins 2 Deadline for entering cookie booth lottery* 3 Cookie booth lottery runs 4 COCOdirect open Troops collect orders from girls 17 Initial troop orders due in SNAP 18 COUNCIL OFFICES CLOSED Girls continue to take orders through early March *For Cass, Clay, Jackson & Platte, MO and Johnson & Wyandotte, KS counties only.

7 2015 COOKIE PROGRAM CALENDAR FEBRUARY 2016 S M T W T F S Cookies delivered to service units Cookies delivered to service units weeks of Bling Your Booth fun starts now! Check your Cookiegrams for all the details! Council-sponsored booth sales begin Operation Sweet Treat Weekend (National Cookie Days) MARCH 2016 S M T W T F S Program ends Troops collect from parents, make final bank deposits, order recognitions and meet with SU PSM. Dates TBD by SU PSM no later than March 24. (incentives scheduled to arrive in May) SNAP turned off at 11:59 PM on March APRIL 30: Troops must complete sales and deposits by this date. 7

8 The Basics About Cookies Who may sell? Every registered girl should be offered the opportunity to participate in the Cookie Program with her parent/guardian deciding whether the Girl Scout will participate. Before a girl receives a cookie order card, parents should review the permission slip, sign it and give it to the TCM. Girls who reside in multiple residences must have permission from each parent/guardian if each wants cookies. For example if mom and dad live apart, and mom signs the permission slip, cookies should not be given to dad until he signs a separate permission slip. Independently Registered Girls (formerly Juliettes) may participate in the Cookie Program. For more information cookies@gsksmo.org.! Troops cannot force a girl or her parents to take a set number of boxes. Recommend that each girl try to sell enough boxes to reach the troop s goal. Remember that some will exceed and some will sell less. All girls in the troop should benefit equally in any cookie-funded activity. Why do the girls have to wait until January 1? We ask that girls refrain from selling before this date so that all girls begin on the same day. Social media announcements and orders from friends and co-workers should not begin until this day. A reminder is on the girl order card. Are there restrictions on where Girl Scout Cookies can be sold? Cookies may not be sold to businesses for resale. Troops/volunteers/parents may not set up cookie booths at liquor stores, cigarette/cigar stores, adult businesses or any business that with a minimum age of 21 to enter, even if the girl is not entering the business. Please use your best judgment. If in doubt, contact the Product Sales Team to discuss. What is Cookie Share? Our council participates in a virtual Cookie Share program. Cookie Share is a way for customers to support girls, Girl Scouts and another organization. This year we are supporting the USO. Girls will collect $4 per package for Cookie Share but neither the troop, nor the girl, has to actually order or deliver the cookies. At the end of the program we ll tally how many packages were purchased and that number of packages will be delivered to the USO. Girls in troops participating who sell 12 or more packages will receive a Cookie Share patch. In order for girls to earn the Cookie Share patch the troop must participate in the virtual program for the USO. What is Cookie Dough? Cookie Dough is a girl recognition that is earned based on the number of packages sold. Cookie Dough can be used to offset shop purchases, day and resident camp and more. Girls who earn Cookie Dough will receive a mailed postcard at the end of the season (approx. mid April) with more info. Price Our traditional line of Girl Scout Cookies are priced at $4 per package, $48 per case. Trios (gluten-free), are priced at $5 per box, $60 per case (these were ordered in September. Reorders are not available). Troops earn.65 per package sold. Cookies are paid for, by the customer, at the time of delivery. Customers should not prepay. Cookies may not be sold for more or less per package or case. Varieties We offer nine varieties of cookies: Thin Mints, Caramel delites, Peanut Butter Patties, Peanut Butter Sandwiches, Lemonades, Shortbreads, Thanks-A-Lots, Cranberry Citrus Crisps and Trios. 8

9 A Successful Cookie Program Planning The Girl and Parent Meeting The key to a successful Cookie Program begins with planning and organization. Start by setting a date, and then invite the parents, to a Cookie Program meeting. Girls have different attention spans depending on age. Have your girls participate in the meeting and be prepared to have them work on an activity, like discussing goals and sampling cookies during the meeting. For younger girls, you may want to ask an older girl or co-leader to lead them in a secondary activity while you finish your parent meeting. Obtain your Cookie Program materials from your SU PSM. She/he will have order cards, money envelopes, receipt books, cookies and permission slips for you to use. If you need more, reach out to your SU PSM. Prepare an agenda for your girl and parent meetings. We suggest you print out your agenda and hand it out so parents can take notes. SAMPLE AGENDA: Benefits of participating in the Cookie Program: Five key skills (the 5 Skills) that will serve girls for life goal setting, decision making, money management, people skills and business ethics; cookie proceeds and girl recognitions. Set troop and individual goals. Safety standards (see Safety Standards in this handbook). Dates: start and end, due dates and deadlines, and when initial orders arrive. It s ok to continue to take orders manage expectations about when product will be available. Ask for adult assistance in picking up the initial order, reorders and money turn in.* Price, varieties of cookies and when payment is collected (at delivery). Adults signing for cookies and their payment obligations. Cookies cannot be returned. Enjoy a sample of Lemonades. Did you know they are 10 years old this year? If your troop ordered Trios, please review those details. COCO Mobile and COCO Digital (see The Extras section for additional information) Cookie Booths when, where, etiquette and volunteers. Importance of parent support for the girl and the troop. What badge will you work on? Will you be earning the annual Cookie Pin? Ask parents to fill out the permission slips, add the girl s t-shirt size (youth S/M/L or adult S/M/L/XL/2x/3x) on the back. Hand out materials Cookie Order Cards (one per girl, available in English and Spanish) Money Envelope (one per girl) Parent Permission slips (one per girl) If time permits, do a fun activity related to Girl Scout Cookies. *Adults handling money and product should be currently registered Girl Scouts with background checks. 9

10 A Successful Cookie Program Planning (continued) Prepare Your Troop in SNAP 1. Log into SNAP ( and make sure you can get into the program. Your SU PSM will provide you with login and password information. If you cannot get in, contact your SU PSM. 2. Look at your troop info and update as needed. 3. Look at your girl info. Is anyone missing? Girls are listed by their registered names so Missy might be listed as Melissa. If a girl is missing you will want to see if she is registered. If you confirm she s registered but isn t listed, cookies@gsksmo. org with her name, your name, the troop and SU number. Feel free to us with any errors as well. Organize Being organized will make your Cookie Program experience easier. We strongly suggest you use an organizational filing system to organize your troop s Cookie Program. Ideas and suggestions are in the How Do I section of this handbook. Recruit assistants to help you count money and cookies during the program. Ask them to commit to specific dates.! Make sure you have Council Deposit Materials. If you do not have Council Deposit Materials contact your SU PSM immediately. You want to make sure you address this early in the program during the planning stage. DO NOT use deposit slips from other troops or generic counter slips. If you are in the KC Metro area and would like to participate in the booth lottery, enter your choices in SNAP by January 2, Discuss first in your troop meeting, then see the How Do I section for instructions. 10

11 Executing Collect initial orders from girls and enter in to SNAP by January 17, Receive delivery day, place and time from SU PSM. Pick up cookies, sort and distribute to parents. USE YOUR COOKIE RECEIPT BOOKS FOR EVERY TRANSACTION! FILL OUT COMPLETELY! If you have a problem and do not have complete records we may not be able to help you collect missing funds. Place orders, as needed, for additional cookies using the Planned Order Tool. Collect, and deposit, money collected, regularly. USE YOUR COOKIE RECEIPT BOOKS FOR EVERY TRANSACTION! FILL OUT COMPLETELY! If you have a problem and do not have complete records we may not be able to help you collect missing funds. Celebrating! Pick up your troop s girl recognition from your SU PSM when they are in (scheduled for early May). Celebrate! Hand out recognitions, patches, badges and Cookie Pins and use proceeds for service and fun! Send us pictures! celebration photos to prdept@gsksmo.org. Include your contact information please! Endorse checks with Girl Scouts. Write your SU and Troop Number on all receipts. Receipts from deposits to the council s bank accounts must be turned in; if you need a copy please make one and turn in the original receipt. Enter deposits made to the council account in SNAP. Never bring cash or checks to a SU PSM for turn in. Sign up for troop turn in with your SU PSM. She/he will announce details. Prior to this meeting you will need to have made all council and troop banking deposits and complete your troop recognition order. You will need to bring the following to the meeting. Details on parents/guardians who have not paid in full (parent/guardian name, address, phone and address along with total amount due. Girl permission slips for all girls. Receipts from your council deposits, marked with your SU/Troop number on them. Receipt Books with your SU/Troop Number marked on them. A printed copy of your Troop Balance Summary, after your final entries are made. 11

12 How do I? Get into SNAP? You need a user name and password for SNAP. This will be provided to you by your SU PSM. Go to to access the site. Tips about SNAP: Don t use the back button on your browser in SNAP or you ll have to log in. There is a 30 minute time limit that SNAP can be inactive before you re logged out for security reasons. s sent via SNAP come from noreply@abcsnap.com. It s a good idea to add this address to your contacts to prevent s going to spam folders. Update my troop information? Mouse over MY TROOP and choose EDIT TROOP INFORMATION from the drop down menu. Choose your troop s current level. For mixed aged troops choose group. The TCM should fill in ALL data as the main contact including address, phone and addresses. Fill in the troop leader as the alternative contact. If you are both the TCM and the leader you only need to enter once. Click SAVE. Review my girl information? Mouse over MY TROOP and choose ADD/EDIT/DELETE TROOP GIRLS from the drop down menu. Look at girls listed. If anyone is missing, check to see if they have registered. If they have registered, cookies@gsksmo with your name, troop and SU numbers and the girl s name. Click on a girl to edit her t-shirt size. Click SAVE. Set up an organizational filing system for my troop? Organizational filing systems can be simple or fancy use of manila folders, hanging files and accordion files are examples of ways you can organize. TCMs who create a filing system, and use it, swear by it! There are two main ways of organization: by the girl or by the item. For example, if you create a file for each girl you would file her permission slip and all receipts under the girl. An alternative would be to make a file for each item: permission slips, girl receipts, bank receipts. Some troops do a hybrid. However it makes sense to you is fine; this allows you to have the materials you need at your fingertips. 12

13 How do I? Enter the booth lottery? High-traffic, popular locations in the KC Metro area are assigned via a booth lottery to minimize calls to retailers. To participate in the lottery you must enter your choices in SNAP by January 2, For a list of stores on the no call list, see Booth Sales in this handbook. If you are outside Johnson and Wyandotte counties in Kansas or Cass, Clay, Jackson and Platte counties in Missouri, your SU PSM will provide direction on booth sales. Log in to SNAP, mouse over COOKIES and choose BOOTH SCHEDULER, then, SCHEDULE A BOOTH OR LOTTERY REQUEST. Double-click on any location you are interested in, a calendar will appear. Use arrows to work through the months. If you see a date of interest AND it says available, click on it. Resting your cursor on the blue box will show available shifts. To enter the lottery for a specific shift, double-click on the blue box and click REQUEST on the time slot you want. Confirm your selection. Troops may enter for 3 shifts but will only win a maximum of one. How do I know if my troop won a location in the booth lottery? You will be ed either way. Troops who did not win will be contacted by the Product Sales Team the week of January 4. Please have your phone number updated in SNAP so we can help you find a location. Place my troop s initial order? Should I order more? All troops need to place their initial cookie order in SNAP by 11:59 PM on January 17, Girls are welcome to continue selling and additional orders can be placed in February and March for pick up in late February and early March. If you know you are going to have a booth sale we recommend you order additional cookies at the time of the initial order. (See Booth Sales for more information.) All orders are rounded up to the nearest case (12 packages) quantity.! Remember: Cookies may not be returned to SU or council cupboards. All cookies picked up and signed for by the troop are the troop s responsibility. Troops who find themselves with leftover cookies have until April 30, 2016 to complete sales and deposits. To Place your Initial Cookie order (due January 17) log in to SNAP and mouse over COOKIES, then INITIAL ORDER. Using the data on your girl s order cards and COCOmobile reports enter the number of packages each girl has ordered by variety, including Cookie Share. Remember you will not receive cookies ordered in the Cookie Share column. Troop who ordered Trios in September will receive additional instructions. If you did not order Trios, do not enter and order for Trios. After entering all girl orders, note the number of packages in the Extra Packages for Even Cases column; your troop will receive these cookies as part of your initial order. If additional packages are needed enter them in the Booth/Extras row. Click SAVE. This will send you back to an overview of your order. If you need to edit, click the pencil icon to edit. To cancel the order click the red circle/white x. To confirm the order click the. If editing is needed after the order has been committed your SU PSM may be able to help. Once initial orders are placed by the Council the order cannot be changed. 13

14 How do I? Pick up the initial order? Your SU PSM will let you know what time and where to pick up your troop s cookies. At that time, make sure you count, and double count, what you are signing for to ensure your troop s order is complete. You may want to bring along help to double-check your counting and to make sure you can transport your complete order. Remember that some SU delivery locations are only available for a window of time; cookies cannot be left overnight nor is it the SU PSM s responsibility to transport your troop s cookies. Here s a chart of approximately how many cookies you can fit into a vehicle: VEHICLE *with driver only NUMBER OF CASES Compact Car 23 Hatchback/Small Wagon Mid-Size Sedan (six passenger) 35 Minivan/SUV (eight passenger) 60 Full-Size Wagon 75 Van (seats left in) 150 Van (seats removed) 200 TIPS: Arrive early. Be patient. Volunteer to help for a while! Manage any damages? If you find at the time of delivery you have a damaged case, bring it to the attention of the SU PSM. She/he may be able to exchange it immediately. If not, it s your responsibility to place an order for the damaged case and exchange it. If you have damaged cookies, place a planned order for a full case of the variety, even if you have less than a full case of damages. Do not wait until your turnin meeting at the end of the program; your troop is responsible for the sale of the product. Distribute cookies to parents? We suggest you sort prior to parent pick up. Again, use more than one person to count and double count. Then have the parent count. USE YOUR COOKIE RECEIPT BOOKS FOR EVERY TRANSACTION! FILL OUT COMPLETELY! If you have a problem and do not have complete records we may not be able to help. Troops retain the original white copy and the parent receives the yellow copy. Cookies should be kept in an odor-free, controlled temperature between degrees. Cookies exposed to temperatures outside of that range can bloom (where the chocolate looks dusty and white) or melt. Please don t keep product where it can be exposed to dirt, fuel or exhaust odors, pet odors or cigarette/tobacco smoke. All cupboards have been instructed to refuse exchanges (exchanging is optional by each cupboard) of cases that have odors or stains. 14

15 How do I? Order more cookies after initial delivery? Every troop is assigned to a Cookie Cupboard. Some cupboards are managed by the SU, others are managed by the council. To place an order for additional cookies you must have the order placed by the Sunday prior to the week you want to pick up, 11:59 PM. For example, if you want cookies the week of February 15 your order must be in by February 14 at 11:59 PM. The council-sponsored cupboard opens on February 18 and will remain open until March 11 on Thursdays from 12 7 and Fridays from SU cupboards are open at the discretion of the volunteer but will close no later than March 4. If you are assigned to a SU cupboard you will be transferred to the council cupboard closest to you for the final week. To place a reorder for cookies log in to SNAP and mouse over COOKIES, then choose PLANNED ORDER from the drop down menu. Choose your cupboard and pick up date. Enter cases needed, by variety. Click SUBMIT and SAVE. Troops can place up to two planned orders each week. If you need to edit your planned order cookies@gsksmo.org with your SU and troop number and details, including cupboard assignment. PLEASE NOTE: We reserve the right to run out of stock on slower selling varieties like Cranberry Citrus Crisps, Shortbreads and Thanks-a-Lots. Transfer cookies between troops and/or girls in SNAP? It s fine to exchange cookies between girls and troops. The party who gives the cookies should complete the transfer in SNAP. We strongly suggest use of receipts to make sure all parties have written proof of the transfer. Mouse over COOKIES, click TRANSFER ORDER. Choose the type of transfer and use drop down menus to complete. Girl to girl: this will be used to move packages from girl to girl, if needed. Enter number of packages, not cases. Troop to girl: used to distribute cookies from the total troop order to each girl. Enter number of packages in quantity for individual sales; in this case, the girl is financially responsible for these cookies. Enter number of packages under booth to give a girl credit for packages sold at a booth sale; this does not add to the girl s financial responsibility. Troop to troop: used to move packages to and from troops, if needed. Enter packages, not cases. Click SAVE. NEW FOR 2016: SNAP will allow you to complete multiple transfers with less mouse clicks than in the past. Also, the overview screen of transfers has been simplified. 15

16 How do I? Deposit cash and checks collected from girls? Collect and deposit weekly. USE YOUR COOKIE RECEIPT BOOKS FOR EVERY TRANSACTION! FILL OUT COMPLETELY! If you have a problem and do not have complete records we may not be able to help. Cash is deposited into your troop account. Keep your receipts for your records; a copy of deposits to troop accounts is not needed by council. Checks are deposited into the Council Bank Account. Write your SU and Troop Number on all receipts. Receipts from deposits to the council s bank accounts must be turned in; if you need a copy please make one and turn in the original receipt. Enter deposits made to the council account in SNAP. All checks must be deposited within 90 days of date on check. Never bring cash or checks to a SU PSM for turn in. Sometimes the bank finds errors with deposits, both plus and minus. If we are alerted of a discrepancy we will alert you via as quickly as possible. Please note, this may be two or more weeks after your deposit. If you have any questions about the error, please return the with your questions. Enter council deposits in SNAP? Log in to SNAP and mouse over FINANCES. Click on ADD NEW TROOP TRANSACTION. Fill in the fields in the pop up box. You are entering a deposit. The date of the transaction should match the receipt. Leave the reference and notes fields blank. Click SAVE. Track girl payments in SNAP? Go to FINANCES in SNAP. Click ADD NEW GIRL TRANSACTION. A pop up box will appear. Choose the girl from the drop down menu, the date you received the payment, the amount and type of payment. Take the time to enter cash and checks separately. Add any reference or notes you d like (references will be visible on the screen below, notes are only visible when you open the transaction) and click SAVE. Once this is entered, you can run the Girl Balance Summary report to get an overview of how much each girl owes. To run this report mouse over REPORT then choose REPORTS from the drop down menu. Under Popular Reports click TROOP BALANCE SUMMARY. Change the Unit of Measure field to packages and click VIEW REPORT. 16

17 How do I? Place my troop s recognition order? Do not place your troop s recognition order until you have completed all transfers in SNAP. Placing a recognition order should be your final step. Orders are due March 19th. You will be able to place your troop s recognition order beginning March 7. Make sure you know all t-shirt sizes for your girls in case they have earned a shirt. T-shirts are not exchangeable so please be sure you have the correct size ordered. Log in to SNAP and mouse over the RECOGNITIONS icon. Click on CREATE RECOGNITION ORDER. Choose MAIN under PLAN TYPE. Click CREATE ORDER. The screen you will see next will list each girl in the troop on the left, even if she did not earn any recognition. Click on each girl s name, one at a time, to review her order. Each recognition range should be headed by a green bar. If the bar is red, some type of action is needed. If the girl earned a t-shirt make sure her size is correct. Click on the size to change it. Click SAVE and EXIT. Once you do this you ve created an order. To edit, review or complete your recognition order mouse over the RECOGNITIONS icon and click VIEW. To edit, click on the pencil. To delete, click on the red circle/white x. To commit, click on the. Once you commit your order you cannot edit. You will notice a STATUS column. R means needs review, U means Uncommitted, T means Committed by Troop and C means Committed by Council. Prepare for troop turn-in with my SU PSM? Sign up for troop turn in with your SU PSM. She/he will announce details. Prior to this meeting you will need to have made all council and troop banking deposits and complete your troop recognition order.! DO NOT BRING CASH OR CHECKS TO YOUR TURN-IN MEETING. You will need to bring the following to the meeting. Details on parents/guardians who have not paid in full (parent/guardian name, address, phone and address along with total amount due. Girl permission slips for all girls. Receipts from your council deposits, marked with your SU/troop number on them. Receipt Books with your SU/troop number marked on them. A printed copy of your Troop Balance Summary, after your final entries are made. To run the Troop Balance Summary mouse over REPORT then choose REPORTS from the drop down menu. Under Popular Reports click TROOP BALANCE SUMMARY. Change the Unit of Measure field to packages and click VIEW REPORT. Pick up recognitions? Your SU PSM will let you know when and where you can pick up the girl recognitions. Most items are shipped from our vendor however some items will be delivered directly to the girl. Watch your Cookiegrams for more details.! NOTE: Girls will receive a mailing regarding Cookie Dough. The mailing will include how much was earned and how it can be used, along with instructions and deadlines. TCMs will not need to print a certificate. Cookie Pins and optional patches will be available in the council shop. 17

18 The Extras Online Order Cards COCOmobile COCOmobile is a smartphone app (available for iphone and android phones) girls can use to have a mobile version of their order card. Orders can be taken, goals, payment and delivery tracked. If a girl uses COCOmobile she will need to place orders with her TCM as usual; it does not automatically order the cookies nor does it talk to SNAP. Think of it as an electronic order card. To use COCOmobile you must download the free app and register online at www. abcsmartcookies.com. Click on COCO and then GIRLS. Leaders can register too, just click on VOLUNTEERS. COCOmobile can be used to access COCOdirect. Online Selling COCOdirect Girls can use COCOdirect as a means of selling cookies online. COCOdirect is optional for each girl to use. Councils using the other cookie baker (Little Brownie Baker) have a different program so you may find friends and family with different alternatives. COCOmobile will be available to our council January 4. Customers making purchases of cookies on COCOdirect can order (six or twelve packages of a single variety or an eight package sampler) cookies and, for an additional cost, have them shipped directly. Troops receive the same.65 per package proceeds and sales of these cookies are counted towards girl recognition. Sales data is uploaded, by the council, into SNAP. All girls, and their parents/guardians, should follow these guidelines and tips before embarking on any promotion of cookies via online. Girls and parents should work together and parents/guardians should always be present during any online activity regarding cookies. All girls, and their parents, must review the Girl Scout Internet Safety Pledge at To access COCOdirect: Register for COCO via to get username (MUST USE REGISTERED NAME) and password. Log in Select ONLINE MARKETING Click SEND AN E-CARD Choose the COCOdirect e-card to send an that allows customers to order and pay. Add a message, preview and hit send. The other options allow you to send your local friends and family an that allows them to give you an order but the girl must secure the product delivery and collect payment. COCOdirect does not affect our internet rules. The only proceeds that may be collected online are those sales made through COCOdirect. The use of PayPal, ebay and sites where the financial transaction occurs online is prohibited. Girls 13+ may use their own Facebook pages for Cookie marketing (sales, booths). Girls under 13 should partner with their parent/ guardian on the adult s Facebook page or other social networking sites; however, remember this is a GIRL-LED program and your Girl Scout should be involved. We strongly suggest caution when posting girl or adult specific information on Craigslist.com. 18

19 The Extras Booth Sales Booth Sales are a great way to show girls how to run a small business and to boost proceeds. The more traffic and the better the booth the more you will sell. Last year, we estimate troops sold an average of 50 packages per hour at high traffic locations. The first rule of booth sales is you must have Thin Mints. People will walk away if you don t have them. After that, make sure you have the other top sellers. Here s what girls in GSKSMO sold, overall, in Thin Mints 28% Caramel delites 16% Peanut Butter Patties 16% Peanut Butter Sandwich 12% Lemonades 11% Shortbread 7% Thanks-A-Lots 7% Cranberry Citrus Crisps 3% No Call List Major retail locations are the most sought after. In an effort to make sure we don t overwhelm the stores with requests, we ask that all troops in all counties in our council refrain from contacting these merchants: Academy Sports + Outdoor Ace Hardware Stores Animal Clinic of Boardwalk Clinic Apple Markets Backwoods Bass Pro Barnes and Noble Belger Arts Center Red Star Studio Best Buy Bichelmeyer Meats Big Lots Burlington Coat Factory Cabela s Cash Savers Charles Trails West Costentino s Market Costco Country Marts Crowley Furniture Crown Center (all stores) CVS Dick s Sporting Goods Euston Hardware Family Video Feldmans Festival Foods The Fresh Market Furniture Mall of Kansas GreenAcres Market Half Price Books Harbor Freight Tools Hendrick Lexus Hen House Hobby Lobby HyVee IKEA Independence Center Jo-Ann Fabric + Craft Kansas City River Market Kmart Kohl s Leedy Voulkos Art Center Lowe s Nebraska Furniture Mart Nuts + Bolts Office Depot/Max Old Navy Pack s Hardware Patricia s Foods Payless Discount Foods Petco PetSmart Price Chopper REI Running Horse Ranch and Home Sam s Club Sears Shear Madness for Kids Sprouts Strasser Hardware Sunfresh Markets Sutherlands Taco Bueno Target Trader Joe s True Value Hardware Waldo Hardware Walgreens Walmart Westlake Hardware Zona Rosa (all stores) In the Kansas City Metro Area (Johnson and Wyandotte counties in KS; Cass, Clay, Jackson and Platte counties in MO), booth sales at the major retailers listed above will be set up by a Booth Sale Committee and distributed via lottery. To enter the lottery, please see instructions in this handbook ( How Do I section). Troops outside of the counties listed above will need to follow direction given by their SU PSM in regards to the stores listed above. 19

20 The Extras Independently Owned Retailers/Craft Fairs/Etc. If the store is not listed on the No Call List, troops are welcome to make arrangements on their own with local merchants. All booth sales must be approved by council; approval is granted by entering in SNAP. This also allows your booth to be listed on the national Cookie Booth Finder app! This step is not needed if you are assigned a booth via the lottery. Go to COOKIES and choose BOOTH SCHEDULER from the drop down menu. Click TROOP SECURED BOOTHS. Fill in all required information. (Use the same info under Chain/Store and Location. Contact info is your name, phone, etc.). Add the sale date, start and end times and click ADD TIME. Click SAVE. The Product Sales team will review entries and approve. If there is an issue with a location you will be contacted. Stores considered inappropriate include liquor stores, tobacco stores and bars. Get a no thanks from a retailer? Use your SU s Facebook page to let fellow TCMs and leaders know as well. Always leave a booth sale location better than you found it, even if another troop is coming in behind you. Do not tape signs to property other than your own. Pick up your trash! Maximizing the Booth Sale Season Did you know that only 60% of customers who would like to purchase Girl Scout cookies are ever asked? Keeping girls safe and working as a team is a priority, and booth sales whether council-scheduled or troop-scheduled give you a great opportunity to meet your goal. We encourage booth sales as a way to connect with even more customers ready for their once-a-year treat! We will be working hard to promote the season of booth sales and encourage you to take advantage of some or more of these opportunities. Remember to read your Cookiegrams for all the details as they are solidified. Cancelling Booth Sales If you have a booth sale in SNAP and decide to cancel it, please take a minute to delete it from SNAP. 20 Go to COOKIES and choose BOTH SCHEDULER and REQUEST LOTTERY. Your troop s booth sales should appear near the bottom. Click the red circle/white X to delete. Tips for Successful Booth Sales Use merchandising (signs, sign holders, table clothes, balloons, cookie box displays) to stand out. Create fliers or banners to hang up, with permission, to advertise the sale ahead of time. Be courteous and kind to all, including those who say no. Remember: Business owners/managers have the final say in how Booth Sales are held at their stores. Booth Sales are limited to four girls and two adults at one time. Never leave a girl unattended. If a girl needs to use the restroom, an adult should accompany her. Most booths are outside--dress accordingly! Always be prepared with your supplies including tables, chairs and change. Back by popular demand: Bling Your Booth Competition! We will have four weekly online voting opportunities and one grand champion round. You help your girls decorate using the theme: Dream. Design. Do. and then submit a photo for voting. Great prizes like troop Cookie Dough will be awarded! Kick-Off Weekend (Feb ) watch for special promotions and media opportunities which will be announced in December / January. Operation Sweet Treat Weekend (National Cookie Days) (Feb ) a weekend to promote our Cookie Share Partner, the USO and celebrate the service our military men and women provide. Cookie Construction at Crown Center (Mar. 5) Our five girl teams along with their architecture and design professionals will be creating amazing structures from cookie boxes. There will also be an opportunity to be a part of the booth sale. Watch the Cookiegrams for all the details on how your troop can request a shift. Stay tuned for even more fun as we work together to promote booth sales!

21 The Extras Running Reports SNAP offers several reports to assist you with keeping track of your troop and the details of your Cookie Program, including boxes sold, Cookie Share, finances, transfers and recognitions. To access, log on at mouse over the REPORTS icon and choose REPORTS from the drop down menu. That will change your screen. At the bottom left, you ll see several options to choose from. Choose SUMMARY REPORTS. Now, you ll see a box in the middle auto-fill. Choose the report you want and click GO TO REPORT. Here s what each of those reports do: Available Booth Sale Summary shows open booth sale options by location, including date and shift available after the lottery is completed. Booked Booth Sales Summary: List of unavailable booth sale shifts by location, including date and time. Girl Balance Summary: Very useful overall report that will show you, by girl, her packages sold, transfers and financial transactions. Girl Cookie Order Detail Summary: Pulls the entire troop in one report and details what was sold by variety for each girl. This report can be run by cases, packages or both. We suggest choosing packages. Recognition Order Summary by Girl: Allows you to choose an individual girl and what patches, bars, Camp Coupons and plush she has earned. Recognition Order Summary by Troop: The same report as by girl but shows your entire troop. The total number of bars, patches, coupons and plush should equal the total needed for every girl in the troop. Total Troop Sales & Finances Condensed View: This report shows a lot of the same information as the Troop Balance Summary in a line item format. It does not show the contact information or averages and it will show zeros in the damages column. This is more for a Service Unit level, but we keep it available for troops in case you want a condensed view. May be run in cases, packages or both; we suggest packages. Track Cookie Share: Gives a recap of how many packages each girl sold for cookie share and the total number of packages overall. Troop Balance Summary: Detailed information about the total troop including contact information, averages, number of girls selling and cookies ordered. 21

22 FAQ What happens if a parent doesn t pay? As long as the troop has records of the finances for the parent (correctly filled out receipts, parent permission slip) the troop can report non-payment when the TCM meets with the SU PSM. Information needed, in addition the documents noted include the parent/guardian s name, address, all phone numbers (home/cell/work), address, dates contacted, reason and the total amount due. The SU PSM will assist in determining how much is due to the council and how much is due to the troop. TROOPS SHOULD NOT PAY FOR A PARENT. We will not reimburse you later if you later decide you can t collect. Troops may not report a parent after the troop meets with their SU PSM. Without proper documentation, the troop assumes the financial liability. What happens if we have cookies left? Troops are financially responsible for the cookies they pick up at their initial order, any reorders they pick up and any packages they agree to accept from other troops. Troops have until April 30, 2016 to complete all cookie sales and deposits. Troops with unpaid balances at the end of the cookie program will be sent letters of reminders. If you receive a letter, you must contact us; it means we show your troop as unresolved. Troops who do not pay for cookies may be subject to collections, troop leader removal and/or legal action. Can I Get Samoas or Rah Rah Raisins? Yes and no! The two official Girl Scout Cookie bakeries have different names for our cookies. Samoas = Caramel delites, Tagalongs = Peanut Butter Patties, Do-si-dos = Peanut Butter Sandwich and Trefoils = Shortbread. Little Brownie Baker makes three other varieties as well: Savannah Smiles, Rah Rah Raisin and Toffeerific. These are not available to our troops. A Girl Scout transferred to/from my troop in the middle of the Cookie Program. What do I do? If both troop leaders (old and new) are in agreement the girl should pay for all cookies sold during her tenure with her first troop and any remaining unsold cookies will transfer to her new troop using a troop to troop transfer in SNAP. If leaders are not in agreement please contact the SU PSM for assistance. What do I do if someone complains about the cookies? Please ask the customer to cookies@gsksmo. org with their contact info and concern. Encourage the customer to retain the packaging as well. Why isn t there a sugar-free option? They were offered several years ago, but did not sell. Many Girl Scout Cookies, when compared to like varieties of sugar-free cookies, often have similar dietary exchanges. We recommend customers compare our Shortbreads if they are looking for like carb exchanges. What do I do if someone contacts me from the media? If local media reaches out to do a story on your Cookie Program, that s great! We ask that you refer any media requests to Gina Garvin, VP of Brand & Marketing. Gina can assist in making sure you get the most out of the opportunity. Gina can be reached, via at prdept@gsksmo.org or by phone at or How do I borrow Cookie Costumes? Cookie Costumes may be checked out in sets from the Kansas City, St. Joseph, Lawrence, Topeka and Manhattan Council offices. A $5 deposit is required. Please contact the office most convenient to you for more information and to make a reservation. Acceptance of credit cards for cookie purchasing New for 2016 we are allowing troops to accept credit cards for cookie purchases. Troops may acquire the hardware/software of choice, tying the deposits to their troop accounts as if cash is accepted. Please note: Troops may not charge an additional fee for credit card purchases to cover fees. All cookies must be sold at the $4 price point ($5 Trios). Troops may set a minimum purchase for credit card purchases. We ask, for your protection, that should you have a customer who wishes to charge more than $250 that you facilitate that charge through the council office by ing cookies@gsksmo.org. 22

23 NOTES: Easy monthly giving = more girls with courage, confidence & character Join Daisy s Circle today and be one of hundreds who support the mission of Girl Scouts through monthly giving. DaisysCircle.org 23

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