2016 Fall Product Program Manual

Transcription

1 2016 Fall Product Program Manual

2 CONTACT INFORMATION YOUR SERVICE UNIT INFORMATION SERVICE UNIT NAME SU PRODUCT PROGRAM MANAGER NAME SU PRODUCT PROGRAM MANAGER PHONE SU PRODUCT PROGRAM MANAGER ADDITIONAL INFORMATION Product Program Team 3806 N. 3rd Street, Ste. 300 Phoenix, AZ Monday Friday, 9am - 5pm productprogram@girlscoutsaz.org Council Address and Phone 119 E. Coronado Road Phoenix, AZ Emergency Phone Number Thank you for your commitment to Girl Scouts. The Fall Product Program will help your Girl Scouts develop skills in financial literacy, and learn how to set goals, make individual and group decisions, craft her unique sales pitch, manage troop proceeds and ethically run a business. She will also develop skills in running an online business. This program also financially support her Girl Scout experience, funding girl travel, troop activities, camp, girl program and so much more! Don t miss out, this is a great program and we encourage 100% participation! Please contact you Service Unit Product Manager if you have any questions. You can contact the Council Product Team at OR productprogram@girlscoutsaz.org.

3 TABLE OF CONTENTS Welcome to the Fall Product Program!...2 New this Year!...2 Fall Product Program Timeline...4 Extended Area Re-order Timeline...5 Fall Product Program Supply List...6 Getting Ready for Fall Product Program...7 Get Excited about Fall Product Program...8 Product List and Troop Proceeds...10 Understanding Online Sales...11 Paper Order Cards...12 Share Donations...12 Fall Product Delivery...13 Fall Product Cupboard Rewards...15 Financial Responsibility...16 Outstanding Accounts...17 ACH Process...18 Nut-E: Updates...19 Nut-E: Getting Started...19 Nut-E: Service Unit Fall Product Managers...20 Nut-E: Troop Product Managers...23 Girl Scout Fall Product Program Lingo FALL PRODUCT PROGRAM MANUAL 1

4 WELCOME TO THE FALL PRODUCT PROGRAM! The Fall Product Program combines education activities, enhances the Girl Scout experience and is a money-earning opportunity. Although this program is perfect for earning startup money for the troop, covering registration membership fees or funding girl travel, it is not a fundraiser. This is a program designed to enhance the Girl Scout experience and is aligned with our values as Girl Scouts. Participating girls will develop skills in financial literacy and learn how to set goals, make individual and group decisions, craft her unique sales pitch, manage troop proceeds and ethically run a business. She will also develop skills in running an online business. Sound familiar? That s because the Fall Product Program helps girls to develop the same entrepreneurial skills as the Cookie Program. This program will introduce or enhance the skills girls develop through participation in the Cookie Program. In fact, surveys show that 70% of troops who participate in the Fall Product Program will reach or surpass their cookie goal. Participating girls will sell nuts and snacks in person using her order card, pre-ordering the majority of her sales with her troop/igm initial order. She may continue to sell after the initial order, but those items will need to be picked up at the Council Warehouse. Girls can also start an online business and sell nuts, snacks, magazines and photo keepsakes through a secure online program. Let s get started! Whether you re new to the Fall Product Program or a veteran leader, this manual will guide you through the program. NEW THIS YEAR! NEW The Fall Product Program has been shortened by 12 days and will now start on October 1, aligning it with the Girl Scout year. All registered girls will be uploaded to NutE. Girls cannot be manually entered into NutE. All activities done on the girls QSP website, including sales records and number of s sent, will automatically be uploaded into NutE! Inventory updates are posted on the NutE dashboad in real time. ONLINE GIRL BUSINESS Registered girls will receive a link to participate to begin sending s! If you don t get the , use the information on the girl Business Card, or go to girlscouts.qspgao. com/arizonacactus-pine or look for the link on our website to access the program online. GIRL AND TROOP REWARDS Stretch goals, including a $150 Summer Camp voucher have been added to the girl reward line-up. Please see the reward card for more details on stretch goal rewards. 2 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

5 The Koala custom patch is earned by selling $200 in online sales (promises not included). Girls may unlock additional features by using the online platform. One volunteer Koala custom patch is earned when the troop reaches $500 in online sales (promises not included). THE FALL PRODUCT PROGRAM AND COOKIES Surveys show that 70% of troops who participate in the Fall Product Program will reach or surpass their cookie goal. Six troops with the highest PGA for the Fall Product Program will earn a chance to sell cookies at the GCU Cookie Kick-off on January 7! The PGA will be determined two ways and three troops will earn a spot in each category. PGA by number of items sold and PGA by dollar amount sold. Girls who sell combined units can select a Cookie Mobile Cart. Troops who sell $250 in combined units will receive an early cookie booth selection. Troops who sell $1,500 in combined units will earn a cookie costume, large cookie display boxes and five cookie button pins (that can be worn at booths). FALL PRODUCT RALLIES AND 59 MINUTE QUICK START Service Units are encouraged to host a Fall Product Program rally. At the rally, Service Units will host a 59 Minute Quick Start. For 59 minutes, girls will contact friends and family asking for their support. Girls can send friends and family s from the QSP online site, as well as texts with a link to the QSP website. Girls who attend will earn a rally patch. Girl who participate in the 59 Minute Quick Start will earn a 59 Minute Quick Start patch. These patches are entered into NutE. Don t worry if your Service Unit isn t hosting a rally or 59 Minute Quick Start Event. Your troop can do a smaller version on their own or with a sister troop. See the Fall Product Rally guide on our website for details. PRODUCT LINE The QSP online magazine store will offer an improved To Remember This photo keepsake option. New snack flavors include: Chocolate Covered Almonds, Honey Roasted Mixed Nuts, and Pistachios. The Council line up will no longer include: Honey Mustard Pretzel Mix or English Butter Toffee. The Girl Scout Tins will be available for Council reorders; however, they are in limited stock and it is highly encouraged to pre-order your Girl Scout tins. Don t forget the entire Ashdon Farms product line is available at the Nut Store online store FALL PRODUCT PROGRAM MANUAL 3

6 FALL PRODUCT PROGRAM TIMELINE OCTOBER 1 NOVEMBER 6, PRE-SALE ENDS OCTOBER 14. SERVICE UNIT TROOP GIRLS/FAMILIES DATES GROUP ACTIVITY August/September Service Unit Provide Troop Fall Product Program training August/September Troop Attend Fall Product Program training August/September Service Unit Distribute Fall Product Program troop material Troops cannot participate in until it has been signed Girls cannot participate until registered. Troop Troop Sign the Troop Fall Product Manager Agreement Form: Financial Contract and Program/Commitment Requirements online (TPM Agreement) Girls cannot be manually added to NutE or sell online until they are registered for the 2017 Girl Scout Year. September Service Unit Give troop s access to Nut-E when training is completed and TPM Agreement has been signed and girls registered. September Troop Hold a parent/guardian meeting. Get the troop excited about the Program. Attend a Service Unit Rally or hold a troop Rally. Before October 14 Girls/Families Pre-orders due to Troop Product Manager October 15 October 16 Troop Service Unit Troop Product Managers input troop pre-orders into Nut-E. Nut-E is locked to troops at 11:59 pm Arizona time Service Unit Fall Product Managers verify troop pre-orders are entered in Nut-E Contact troops that are participating and have not placed orders and assist with placement of order Nut-E is locked at 11:59pm Arizona time to Service Unit Fall Product Managers October Service Unit Metro Phoenix: Nut and Candy Delivery October Service Unit Extended Area: Nut and Candy Delivery October Schedule with Service Unit Troop Pick up nuts and candy from the Service Unit October 15-November 6 Girls/Families Girls continue to sell online, take orders and deliver product. Once a week or as needed. Girls/Families Girls turn in money collected to troop November 10 Troop Troop Fall Product Managers assigns all product in Nut-E to girls and verifies girl rewards 4 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

7 FALL PRODUCT PROGRAM TIMELINE (cont d) SERVICE UNIT TROOP GIRLS/FAMILIES DATES GROUP ACTIVITY November 13 November 13 Service Unit Troop Service Unit Fall Product Manager verifies troops have assigned all product to girls Outstanding Parent Forms due to Product Program Team Forms available online. Send forms to November 14 Troop Metro Phoenix: Money must be deposited into troop account. November 17 Troop Metro Phoenix ACH: Troops will be debited amount owed to Council December/January Service Unit Rewards will be shipped to Service Unit Fall Product Managers December/January Troops SU Fall Product Managers distributes rewards to troops EXTENDED AREA RE-ORDER TIMELINE COUNCIL TROOP DATES GROUP ACTIVITY November 7 Troop All re-orders due to Council November 8 Council All re-orders will be entered into NutE by Council November 9 Troop Re-order delivery scheduled November Council Re-orders shipped November 27 November 28 December 1 Troop Troop Troop Outstanding Parent Forms due to Council Product Program Team Extended Area: Money must be deposited into troop account. Extended Area ACH: Troops will be debited amount owed to Council 2016 FALL PRODUCT PROGRAM MANUAL 5

8 FALL PRODUCT PROGRAM SUPPLY LIST Service Unit Service Unit Training Material 1 Manual 1 Order Card 1 Product Sample Box 1 Reward Sample Box Material to Distribute to Troops One Per Troop Manual Receipt Book Troop Money Envelope One Per Girl Girls Sales Packet Parent/Guardian Permission Slip Troop Materials to Distribute to Girl One Per Girl Parent/Guardian Permission Slip and Financial Agreement Girl Packet: Girl Order Card Girl Money Envelope Girl Business Cards Please contact productprogram@girlscoutsaz.org if you need additional materials. 6 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

9 GETTING READY FOR FALL PRODUCT PROGRAM! The first thing you need to do before starting the program is complete the paperwork and understand how the logistics work. PARTICIPATION REQUIREMENTS All girls must be a current registered Girl Scout. Unregistered girls cannot participate. Avoid the last minute rush and register girls before September 30 for an easy upload to NutE. All girls must have a signed 2016/2017 Parent/Guardian Permission and Financial Responsibility Agreement on file with the troop. This is extremely important and is valid for both the Fall Product and Cookie Program. Troops must have a properly established checking account. Please see our website for more details. All Service Unit and Troop Fall Product team members must attend training; live trainings are always preferable, but we also offer webinars. Webinars can be found on our website The Troop Fall Product Manager and other person(s) responsible for handling troop money from the Fall Product Program must sign the Troop Fall Product Manager Financial Agreement and Program Requirement Form. The form is on our website. Girl Safety: Girls should reference the Internet Safety Pledge when doing online sales: Girls must follow the safety and etiquette guidelines printed on the order card and on our website. Keep in mind that troops may accept checks or use PayAnywhere (PayAnywhere is a mobile credit/debit card reader), but please remember the following: Troops are responsible for all non-sufficient fund fees (bounced checks). PayAnywhere charges 2.69% of the total sale per swipe. Please see our website for PayAnywhere set-up information. Please do not talk to the media. If you are contacted be the media, please direct them to the Council Office at FALL PRODUCT PROGRAM MANUAL 7

10 GET EXCITED ABOUT FALL PRODUCT PROGRAM! FALL PRODUCT RALLIES Service Units can create excitement by hosting Fall Product Rallies. Rallies help increase girl engagement and participation. If your Service Unit does not host a Fall Product Rally, or there is a time conflict, a troop can host their own Fall Product Rally or combine resources and plan a rally with sister troops. Use the Fall Product Program Rally Guide posted on our website for rally instructions and tips. It s important when organizing your Fall Product Rally that you encourage girls to lead the event. Guide girls through the event planning process and allow them to organize, promote, design and teach others about the program. The skills they learn will last a lifetime! A great way to increase girl participation and sales is to participate in a 59 Minute Quick Start Event. This can be held at the rally or at done at another time. Girls come together with their lap tops, tablets and phones and for 59 minutes, they call, text or friends and family about the Fall Product Program. Girls who attend a rally will earn the Rally Patch, girls who attend a 59 Minute Quick Start Event will earn the 59 Minute Quick Start Patch. These are entered into NutE. To prepare for the 59 Minute Quick Start event girls should set up their online business through the QSP online program. Girls should also have crafted her elevator pitch. This will give girls the confidence to make phone calls and write s. Use the following outline to help girls develop their own unique elevator speech: 1. Get her customer excited about Girl Scouts by describing what she does in Girl Scouts. What cool things is she doing? What interesting things is she learning? 2. Engage her customer with a question Were they ever a Scout? What did they do as a Scout? Did they ever want to be a Scout? 3. Identify her Goal Why does she want to sell Fall Product? What will selling Fall Product help her accomplish? 4. Close the Deal Pull it all together Ask clearly and directly what you want them to do. example Hi grandma, it s Jordyn. I ve been in Girl Scouts for three years and we have been doing really cool things. Last year our troop volunteered at the animal shelter and we got to play with all the animals waiting to be adopted. I didn t know there were so many animals that didn t have a home. We are now trying to educate people about getting their animals spayed or neutered so that more animals aren t suffering and living without people who love them. 8 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

11 Were you ever a Girl Scout? Did you go to camp? What was camp like for you? This summer, I really want to go to Girl Scout camp and I want to help pay for it myself. If I sell $2,000 in Fall Product, I will earn a voucher for $150 towards camp fees. We sell nuts, candy and magazine subscriptions. I know you love eating chocolate and our product is really good. We also sell magazines, and you can renew your subscription to Better Homes and Gardens through my online business. If I send you an on Oct. 1st, will you help me get to camp by buying some chocolate and renewing your subscription? Thank you grandma, I love you. Can I talk to grandpa now? PARENT MEETING All troops who participate in the program should host a mandatory parent meeting. During the meeting, explain that the Fall Product Program teaches girls to set goals, make decisions, talk to customers, manage money and run a business ethically. The proceeds from the sale will financially support the troop experience - funding girl travel, troop activities, camp, girl program, and so much more! Cover the logistics and products sold, and distribute participation materials. topics The Parent/Guardian Permission and Financial Agreement should be signed at the meeting. Keep your copy. What girls learn through participation Proceeds and the Fall Product Program: Supporting the troop, girl, and council Products offered Online and In-person selling The difference between an online sale and an online promise Girl safety Financial responsibility 2016 FALL PRODUCT PROGRAM MANUAL 9

12 PRODUCT LIST AND TROOP PROCEEDS Fall Product is delicious; friends and family won t be able to resist! And they make great gifts during the holiday season. PRODUCT PRICE PROCEEDS EARNED Butter Toasted Peanuts Gluten Free $5 $1 Fruit Slices Gluten Free $5 $1 Salsa Mix $5 $1 Black Forest Trail Mix $6 $1 Dark Chocolate Caramel Caps $6 $1 Dark Chocolate Mint Penguins Gluten Free $6 $1 Deluxe Pecan Clusters $6 $1 Chocolate Covered Almonds $7 $1 Whole Cashews Gluten Free $7 $1 Honey Roasted Mixed Nuts $10 $2 Mint Treasures Girl Scout Tin $10 $2 Pistachios $10 $2 Military Share Nut $5 $1 Military Share Magazine $5 $1 Magazine subscriptions or renewal varies $2 Don t see your favorite item? Never fear, customers will now be able to order all Ashdon Farms products online. All nut/candy items online earn $1. FALL SALE LINE UP Butter Toasted Peanuts Fruit Slices Salsa Mix Black Forest Trail Mix Dark Chocolate Caramel Caps Dark Chocolate Mint Penguins Deluxe Pecan Clusters Chocolate Covered Almonds Whole Cashews Honey Roasted Mixed Nuts Mint Treasures in Girl Scout Tin Pistachios 10 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

13 UNDERSTANDING ONLINE SALES Selling online is simple once you get the hang of it. Let s begin by reviewing a few key vocabulary terms. KEY VOCABULARY TERMS QSP/Nut Online Program An online program designed for girls to safely send s to friends and family asking them to make a purchase; items are paid for online and mailed to the customer. Delivery charges will apply. Registered girls will be sent an to participate. Fall Product Business Cards These are business cards that girls receive in their girl packet with the Council number listed. The business cards will direct customers to the Magazine and Nut website to make a direct purchase online. The website will credit the girl for the purchase. Customers cannot make a promise using the business cards. Promises Local customers can make a promise to purchase nuts or candy items through the QSP online program. Girls must collect the money owed and deliver the product. Girls may only sell promises to local customers and only the Council product line is offered. No delivery charges will apply. To send a promise, the girl must check the peanut next to her local customers name. If she forgets, she cannot resend the and must contact her customer directly. HOW IT WORKS Troops, Girls and QSP/Nut Online Program Registration 1. Girls who are not currently registered Girl Scouts are unable to participate. 2. Girls will be sent an to participate. 3. If a girl does not receive an Girls will use the council ID number and her troop number to link with her troop. 4. Returning girls are able to use last year s log-in information and can change the troop number. 5. Siblings may use the same log-in information. Selling Magazines and Nuts and Candy Online Girls can sell to friends and family two different ways online. 1. Girls will send customers an through the QSP website. 2. Girls will pass out their business cards directing their customers to the magazine and nut stores. 3. All items purchased online are paid for online and product is shipped directly to the customer. Delivery fees will apply. Girls will be given credit for those purchases. 4. Sales and number of s sent will automatically be uploaded to NutE. NUTS AND CANDY: PROMISES If a girl wants to send the promise option to a local customer, she must send an through the QSP website. Customers cannot make a promise through the Nut Store FALL PRODUCT PROGRAM MANUAL 11

14 IMPORTANT REMINDERS The Nut Promise box (a peanut icon) must be selected on the QSP/Nut Online Program to send Nut Promises. The Nut Promise link should only be sent to local customers. Links to the Magazine and Nut Store are automatically included in every sent. Share Items cannot be purchased online and are not offered as a promise option. USING THE SYSTEM Aunt Melissa from Virginia can now support her Arizona niece and purchase magazines, nuts and candy online. She will pay for the items purchased online and the items will be shipped directly to her door. While Honey Mustard Pretzel Mix is no longer on the Council product line-up, Uncle Phil next door can still purchase Blueberry Crunch for his wife at the Nut Online Store. Uncle Phil can also save on delivery charges for his cashew purchase by making a Nut Promise online. PAPER ORDER CARDS The paper order card is always a fantastic way to sell nuts and candy to friends and family. And girls are encouraged to use both the paper order card and online tools to promote, market and sell Fall Product. SHARE DONATIONS WHAT ARE THEY? Customers can donate nuts/candy and magazines to Packages from Home through the Share program. ITEM DONATED PROCEEDS EARNED $5.00 nut item $1.00 $5.00 magazine voucher (used towards purchase of magazine subscriptions) $1.00 HOW DO SHARE DONATIONS WORK? 1. Customers make a donation on the order card. 2. The troop will not take possession of the product and Council will donate the items. 3. Unlike orders where the girl must deliver the product, the money for the Share donations is collected UPFRONT. 4. Sales are recorded into Nut-E. 5. the Product Program Team at productprogram@girlscoutsaz.org to add additional Share items after initial order. 12 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

15 FALL PRODUCT DELIVERY PHOENIX METRO AREA INITIAL ORDER SERVICE UNIT DELIVERY Service Unit delivery is October 22 or 23. Service Units will be contacted by our delivery agent, after the initial order is received to schedule the delivery time and date. All product will be delivered on October 22 or 23 to a location pre-selected by the Service Unit Product Manager. The Service Unit Product Team will schedule troop pick-up times. Receipts are issued for all product transfers at both the service unit and troop level. Be sure to count, recount and count again if necessary. The party receiving the product is responsible for the accuracy of the count. Disputes will be settled based on the receipt record. EXTENDED AREA INITIAL ORDER SERVICE UNIT DELIVERY Delivery will take place at your location October Service Units will be contacted by our delivery agent, after the initial order is received to schedule the delivery time and date. The Service Unit Product Team will schedule troop pick-up times. Receipts are issued for all product transfers at both the service unit and troop level. Be sure to count, recount and count again, if necessary. The party receiving the product is responsible for the accuracy of the count. Disputes will be settled based on the receipt record FALL PRODUCT PROGRAM MANUAL 13

16 FALL PRODUCT CUPBOARD Fall Product is so delicious that after the initial order your customers will be begging for more! What do you do? Where can you go to get more? The centrally located Council Warehouse (next to the Council Shop) is where you ll find more of the yummy treats! Troop Leaders should strategically collect reorders from girls on specific dates throughout the program. This will prevent multiple trips to the cupboard for one or two items. Girl Scout Council Warehouse 3806 N. 3rd Street, Phoenix, AZ October 24 - November 4, 2016 Monday Friday 9:00 am 5:00 pm October 29 - November 5, 2016 Saturday 9:00 am Noon EXTENDED AREA SERVICE UNITS Shipping is very expensive and time consuming, therefore we have streamlined the extended area re-order process. There will be one re-order shipment from Council to the extended areas. All reorders must be received by Council no later than November 7, It will take 1-2 weeks to ship the re-orders. Enter your re-orders at Council cannot guarantee that all flavors will be available. Flavors will be allocated to troops on a first come, first serve basis; therefore it is critical that troops enter their re-orders in a timely manner. The detailed re-order process will be sent to troops in the extended area. To guarantee that your customers receive the flavors they ordered, it is highly recommended that troops submit an initial order reflecting all of their orders. Re-orders should only be supplemental orders. Please remember that all flavors are available at the Nut Store; however, there will be a delivery charge. Re-orders will be combined whenever possible and shipped to the Service Unit Fall Product Manager. If there is only one order in the Service Unit, product will be shipped directly to the troop. Because the re-orders will be shipped after the sale is over, the ACH for the extended area will be pushed back until December 3. RE-ORDER TIMELINE November 7, 2016 All re-orders due to Council November 8, 2016 All re-orders will be entered into Nut-E by Council November 10, 2016 All product must be assigned to girls November 14-23, 2016 Extended areas will receive re-ordered product December 1, 2016 ACH for Extended Area 14 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

17 2016 REWARDS Troop Leaders can now enter Girl Reward choices as soon as the girls are entered into Nut-E. You don t have to wait until you assign product to girls in Nut-E. It is highly recommended that Troop Leaders enter girl choices as soon as possible. Troop Leaders may change girl selections at any time until rewards are due. Remember that if the troop leader fails to make a selection, the system will default to the first selection. Council can t guarantee reward options if the troop leader fails to change the default option. Participation Patches Combined Units Sold Explore Patch & Survival Tool Combined Units Sold Small Plush Koala or Hand Powered Flashlight Combined Units Sold Scarf or Binoculars or $5 Program Credits Combined Units Sold Large Plush Koala or Boomerang or $10 Program Credits Combined Units Sold Patch & 100+ Event or $20 Program Credits Combined Units Sold Cookie Cart or Coleman Personal Cooler or $25 Program Credits Combined Units Sold Hydration Pack or $30 Program Credits Combined Units Sold Super Seller Patch & 2 Girl Scout Chairs or $40 Program Credits Combined Units Sold Inflatable Kayak or $50 Program Credits 300+ Combined Units Sold $150 towards 2017 Summer Camp or $75 Program Credits $2,000 Combined Dollars Sold Share Patch 10+ Miliary Items Sold Koala Badge Participate in a 59 Minute Quick Start Session Rally Patch Participate in a Rally Brand/Style may vary on reward items. Many products are Girl Scout branded. See website for detailed description of items and reward details. NUTTY BUCKS ARE NOW CALLED PROGRAM CREDITS If a girl does not like the rewards offered, she may select Program Credits on higher items. Girls may use them to pay for a variety of Girl Scout products and activities. Program Credits expire and can only be transferred between siblings. Traditional IGM Program Credits will now expire on the same timeline. All Program Credits will expire 15 months from date of issue FALL PRODUCT PROGRAM MANUAL 15

18 FINANCIAL RESPONSIBILITY This is one of the most important sections of the manual. Collections can be a tricky subject. The Product Program Team has carefully developed guidelines to minimize money related issues. The Troop Fall Product Manager must sign the Troop Fall Product Manager Agreement Form: Financial Agreement and Program Requirements online. This form contains the financial agreement. All volunteers who handle Fall Product Program money must sign the agreement. Please do not sign the agreement and then delegate money duties to another person because you may be held responsible for their misuse/mishandling of funds. All girls must have a current signed Parent/Guardian Permission and Financial Responsibility Agreement on file with the troop. It is valid for both Fall Product and Cookies. All product transactions must have a receipt. Please use the designated receipt books to keep accurate records. There must be a receipt for all product going out and all money coming in. This applies to troop and Service Unit transactions. If there is a question about who owes money for product, you may be asked to provide receipts to show transfer of product. Tip! Keep two receipt books, one to document product going out and one to document money coming in. Encourage parents to turn in money frequently. Create Money Mondays or a fun way to collect payment. Check the timeline for ACH dates. Troops must have money in the troop account by the Monday prior to the ACH date. If the troop has a slow or non-paying parent, contact the Product Program Team at productprogram@girlscoutsaz.org immediately and submit an Outstanding Balance form by the deadline. Money is collected from customers when the product is delivered. Share Donations are an exception. Girls must collect money up front since no product is delivered. Please do not take bills over $20. Troops are responsible for replacing counterfeit money; Council will not reimburse. Troops may take checks or use PayAnywhere but remember the following: Troops will be responsible for the amount of the check AND any non-sufficient fund fees (bounced checks). PayAnywhere charges 2.69% of the total sale per swipe. 16 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

19 OUTSTANDING ACCOUNTS You ve followed all the guidelines and recommendations, but still have a parent who cannot, or has not, paid for the product. What do you do? It s always a challenging situation, but here s the procedure to ease you through the situation. Your first responsibility is the financial stability of the troop. The girls worked hard and the troop deserves the proceeds from the program. One non-paying parent can wipe out the all troop proceeds from the sale. Regardless of your relationship with the parent, troop leaders must act quickly to protect the troop and the girls. The Council will work with parents to set up a payment plan or will use an outside collection agency, if necessary. The guidelines for this procedure are very structured and need to be followed meticulously to ensure a smooth and successful collection of debt. OUTSTANDING BALANCE FORM Fill out an Outstanding Balance form if a parent fails to make payment for the product. The form can be found on our website or can be requested by from productprogram@ girlscoutsaz.org. The form can be turned into the Product Program Team, productprogram@girlscoutsaz.org, at any time during the sale; but no later than the deadline. All transaction receipts for product going out and money coming in must be submitted with the form. Please include any communication pertinent to the collection of debt. If the troop fails to submit the form by the deadline, the troop will assume all financial responsibility for any unpaid balances. If the balance is paid by the parent after the form has been submitted, contact the Product Program Team immediately and the collection process will not proceed. WHAT IF COUNCIL IS UNABLE TO COLLECT? The girl will not receive her rewards until the money has been paid. The troop will not receive proceeds for unpaid product until the money has been collected. Troops with outstanding balances who have not reported it as parent delinquency will not receive proceeds or rewards. The Council will take the necessary steps to recover all outstanding debts. Anyone who misuses Girl Scout funds will be prosecuted to the fullest extent of the law. Can a girl participate in the Fall Product Program if she owes money from a prior sale? To ensure girls are successful, they will only be able to participate in the online sales portion during the Fall Product and at booths during the Cookie Program FALL PRODUCT PROGRAM MANUAL 17

20 ACH PROCESS ACH is short for Automatic Clearing House, which is the method Council uses to transfer funds owed for fall product from your troop s bank account into the Council bank account. For the fall sale, there is only one ACH date when funds are withdrawn. See timeline for dates. You can find the amount due by clicking the Bank Deposits tab in Nut-E. ACH PROCESSES IMPORTANT! It takes Council a few days to prepare the ACH. Please review the process, so you understand how it works and what to expect. 1. Troop bank balances are checked as of end-of-day Monday before the ACH date. This way we know what s in your bank account, and we minimize the risk of an account overdraft. 2. The ACH is prepared on the Tuesday before the ACH. 3. The ACH is approved on Wednesday before the ACH. 4. The ACH posts to your bank account on Thursday. You should also see the transaction posted in Nut-E under the Bank Deposits tab. Note that you need to deposit the money before 5:00 pm on the Monday before the ACH. Money deposited after Monday at 5:00pm will not be included in the ACH. However, you should be making regular deposits throughout the sale. Council should be able to collect the full amount due at the first ACH; however, if Council is not able to collect the full amount due, we will continue to attempt ACHs from your account until the balance is paid. It is the Fall Product Manager s responsibility to check their bank account and the Bank Deposits tab on Nut-E to keep updated on what the troop has paid, and what is still due. Remember: We check the troop s bank balance on Monday and base our ACH withdrawal on the available balance. If troop money is spent between Tuesday and Thursday, the account may become overdrawn. Troops are responsible for all overdraft fees. 18 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

21 TROOP BANK ACCOUNTS Troops do not enter their troop account information in Nut-E. NUT-E: UPDATES Troops must have a properly established Troop Account. See our website for more details. NUT-E MANUALS For additional information on using Nut-E, please see the Service Unit or Troop Nut-E Manual on our website. addresses will be uploaded from QSP. Do not enter s. RALLY and 59 MINUTE QUICK START PATCH Enter a 1 in the appropriate column in Girl Recognitions NUT-E: GETTING STARTED Nut-E is the online sales tool used by Council, Service Units and Troops to place product orders and submit Girl Rewards. It is a fun and intuitive system; easy to master and will help manage the Fall Product Program. LOGGING-IN Go to The log-in information will be sent to Service Unit Product Managers by the Product Program Team. Make sure you have the current year selected; click the Sign-In button. You may change your password; however you won t be able to reset your password if you forget it. If you forget your password you must contact your Service Unit Product Manager or the Product Program Team FALL PRODUCT PROGRAM MANUAL 19

22 NUT-E SERVICE UNIT FALL PRODUCT MANAGERS THE HOME PAGE The Home Page provides a quick overview of the sales for your Service Unit and contains messages from the Product Program Team. Navigation buttons are across the top of the screen and allow access to different screen pages. SETTING-UP YOUR ACCOUNT Go to the Service Unit Edit screen. Make sure the contact information is correct. Make changes as needed and click save. Council Bank Account and Delivery Agent are for Council use only. Add Fall Product Service Unit Team members who need access to Nut-E under Service Unit Users. Create unique messages to communicate with your troops through the Message Center! 20 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

23 MANAGING YOUR TROOPS The Troops page will show all the Troops and Fall Product Managers for each troop. TROOP ORDER STATUS To view the status of each Troop s Order (Open or Submitted) just click the Troop Order Status drop box under the Troop icon. Hover your mouse over the Troops button until you see the sub-menu Troop Order Status and click it. Check the box to the left of your troops, select Submitted from the drop-down menu and click Apply. Service Units can change the status of a Troops Nut/Candy order until the Service Unit is locked by the Council. See timeline for details. Once the Council submits the Nut/Candy order to Ashdon Farms, no changes can be made to the Troop Order Status all will be considered Submitted FALL PRODUCT PROGRAM MANUAL 21

24 SENDING MESSAGES TO YOUR TROOPS. Communicate to your Troops by sending blasts through Nut-E! This is a simple but effective way to communicate important messages about the Fall Product Program. s may be sent to all Troops or a selected few. messages may include attachments. Any Troop without an listed on their detail page will be highlighted in pink. REPORTS FOR THE SERVICE UNIT AND TROOPS The Reports page allows you to print multiple reports for your entire Service Unit or for individual troops. You are able to toggle between the two. The report options include: Sales summaries Rewards/ Rewards earned Girl Order summaries Detailed Nut-E manuals to download for troop and service unit And more! 22 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

25 NUT-E TROOP PRODUCT MANAGERS THE HOME PAGE The Home Page gives a quick overview of troop sales and messages from your Service Unit. The navigation buttons across the top of the screen allow access to different screen pages. SETTING-UP YOUR ACCOUNT Go to the Troops Screen. Make sure the contact information is correct. Make changes as needed and click save. Add Fall Product Team members who need access to Nut-E under Troop Users. GIRL ORDERS The Girl Orders screen is where you enter pre-orders, additional product, payments and reward orders for girls. Do not click Submit until the entire initial order has been completed. The Submit button will lock the troop out of Nut-E and you will not be able to edit it until the re-order phase of the sale FALL PRODUCT PROGRAM MANUAL 23

26 Registration Info Before the troop can submit their order this field must be filled in with a number equal to or greater than the number of Girls Selling. Girls in Nut-E Girls registered for the current Girl Scout year will be updated. Girls cannot be manually added. TROOP PRODUCT MANAGERS: GIRL REWARDS Troops can now save both earned as well as unearned recognition choices. All choices will be saved for any future updates to orders. Leaders will only update Girl Rewards if the girl changes her mind. For example, if the Troop Leader enters ALL girl reward choices at the beginning of the sale, then the Troop Leader won t have to enter them at the end of the sale, or update a girl s rewards if she sells additional product. To open the recognition choices click the save button on the girl order screen. Make the girl reward selection and save her order. You can do this before you enter her initial order and go back to place the order later. You can make changes until you submit the order or until the initial order deadline. Girl Rewards will default to the first option in Nut-E. If a Troop Leader fails to enter the Girl Rewards properly, Council cannot guarantee the desired Girl Reward will be in stock. TROOP PRODUCT MANAGERS: INPUTTING PRE-ORDERS Check timeline for dates. Click the plus sign to the left of a girl s name to input her order. Click the pencil to edit an order. Enter the product sold, Promises and order card sales. Click Save. This will open all recognitions choice. Insert all her choices, regardless if she has earned them yet. Recognitions will automatically calculate to the default choice. You must change it, if needed. Verify recognitions earned and select choices (if necessary). If earned, be sure to enter the rally and 59 Minute Quick Start patch by entering a 1 in the appropriate column. 24 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

27 WHEN FINISHED Click Save. Save girls entire order (you must click Yes to save her order). SUBMITTING THE INITIAL ORDER After all pre-orders have been entered, click the large pink Submit button on the main Girl Order screen. Once you hit submit, you won t be able to add any more nut or candy pre-orders, unless product has been assigned to you from Council. You can still add magazine and online nut sales until the end of the sale. productprogram@girlscoutsaz.org to add Share Items FALL PRODUCT PROGRAM MANUAL 25

28 INPUTTING ONLINE NUTS/MAGAZINES All online orders will be automaticaly uploaded in Nut-E. ADDITIONAL ORDERS Learn and earn more! Girls may continue to sell until the end of the sale. Additional product can be picked up from the Council Cupboard. Coordinate with girls so you aren t making multiple cupboard stops for one or two items. Remember, not all product flavors may be available towards the end of the sale. Please check s and the NutE dashboard for inventory updates. Council staff will input the orders picked-up into Nut-E. The additional product will appear in the Girl Order screen on a line titled Troop Special. To transfer the product to a girl in your troop so she gets credit for rewards earned, click the yellow button on the screen titled: Transfer Product Within Troop. Make sure Troop Special to Girl is selected; choose the girl s name from the drop down list and type what product she sold. Click Submit or Save. If you select the Girl to Girl option, it will give you a message that you have to transfer to the Troop Special first. After the Council submits their Recognition order to Ashdon Farms, all girl orders lock and no transfers can be made in or out of a girls order at the Troop level. 26 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

29 GIRL PAYMENT Troops have the ability to track individual Girl Payments in the system. These payments will appear on the G2 report. Click the Girl Payments button. Click Add Payment, enter the amount paid and date paid then click Update. Multiple payments can be entered per girl FALL PRODUCT PROGRAM MANUAL 27

30 GIRL SCOUT FALL PRODUCT PROGRAM LINGO ACH is the acronym for Automated Clearing House and issued to transfer money owed from the Fall Product and Cookie Program to the Council account. ASHDON FARMS is the fundraising division of the A.L. Schutzman Company. This is the company our Council uses to sell nuts and candy during the Fall Product Program. COUNCIL PROCEEDS are the monies earned from the Fall Product Program that financially supports year-round maintenance of our camps, print resources and council publications, financial assistance for girls, troop programing and staff support for our volunteers. CUPBOARD WAREHOUSE A warehouse located behind the Council Shop where additional product may be picked up. The Cupboard Warehouse is located at: 3806 N. 3rd Street, Phoenix, AZ FALL PRODUCT BUSINESS CARDS are cards girls receive in their girl packet. The business cards will direct customers to the QSP website to make a purchase. The website will credit the girl for the purchase. FALL PRODUCT DELIVERY is when the troop s initial order of nuts and candy is delivered to the Service Unit. The initial order is generally delivered to the home of a Service Unit Product Program Team member. Troops arrange pickup of their order with the Service Unit. GIRL REWARDS Individual girls earn Girl Rewards, troops earn troop proceeds. Girl Rewards are listed on the order card. INITIAL ORDER Girls collect pre-orders from friends and family using her order card and through online promises. The girls give those orders to the Troop Leader/Troop Product Manager prior to the set deadline. The Troop Leader/Troop Product Manager will enter girl pre-orders into Nut-E. NUT-E is the online software program that manages the Fall Product Program. All troops and Service Units participating in the Fall Product Program must use Nut-E to manage the program. PROGRAM CREDITS (formally NUTTY BUCKS) are Girl Scout gift cards that girls may select in lieu of some girl rewards. Nutty Bucks can be used at the Council Shop, resident or day camp, Girl Scout sponsored programs, membership dues, lifetime membership and travel! PROMISES Local customers can make a promise to purchase a nut or candy item through the QSP online program. Girls must collect the money owed and deliver the product. Girls may only sell promises for product that Council has pre-selected. Customers may purchase other items directly online. Those items will be paid for online and mailed to the customer. QSP is the fundraising division of Great American Opportunities. This is the company our Council uses to sell magazines during the Fall Product Program. QSP HELP LINE If customers need help with their magazine subscription, they can call (800) for immediate assistance. 28 GIRL SCOUTS ARIZONA CACTUS-PINE COUNCIL, INC.

31 QSP/NUT ONLINE PROGRAM is designed for girls to safely send s to friends and family asking them to make a purchase; items are paid for online and mailed to the customer. Local customers can make a promise to make a nut or candy purchase. SERVICE UNIT FALL PRODUCT PROGRAM MANAGER is a volunteer who manages the Fall Product Program for the Service Unit. SHARE DONATIONS are preselected magazine subscriptions and nut and candy items that can be purchased as donation to military personnel. TPM AGREEMENT is an agreement between the Troop Fall Product Manager(s) and the Council accepting responsibility to manage the Fall Product Program, including all financial obligations. Volunteers who have not signed the agreement should not handle Fall Product money. TROOP PROCEEDS are the portion of the Fall Product Program earnings that the troop uses to support troop activities. TROOP PRODUCT MANAGER leads the troop through the program. This person(s) is responsible for financial and product transactions, program logistics, girl program and must sign the TPM Agreement online. The Product Program Team recommends more than one person run the troop program FALL PRODUCT PROGRAM MANUAL 29

32 119 E Coronado Road Phoenix, AZ girlscoutsaz.org