2015 Fall Product Program Troop Guide

2015 Fall Product Program Troop Guide

Contact Information Service Unit Membership Specialist Service Unit Fall Product Mananger Home Phone Work Phone Cell Phone Email Address Council Contact Information Product Program Specialist: Beverly Nazloo 704-731-6546 or 800-868-0528 Ext. 16528 email: cookies@hngirlscouts.org Websites: www.hngirlscouts.org www.ashdonfarmsnute.com http://girlscouts.qspgao.com/hornetsnest Thank You! Your volunteer efforts are truly appreciated! With your help, the girls in your troop will have the opportunity to participate in quality council-sponsored programs, develop life skills and help raise funds for your troop. Not only do girls benefit, but this Fall Product Program also allows GSHNC to provide equipment for facilities, startup funds for new and existing troops, and provides enriching Girl Scout programs for the girls in your community. The Fall Product Program is conducted among friends and family only. No booth sales are permitted. Participation in the Fall Product Program is required for additional troop money earning activities, except for older girl awards and international travel money earning. Nut-e Online Ordering Nut-e Login Nut-e Password

Dates to Remember: Troop Fall Product Manager Training August 1 September 21 Parent Meeting/Troop Training August 1 September 21 Online sale begins September 1 Girls take orders and collect money September 21 October 21 Online Order Deadline for girls and troops to receive credit October 21 Girl Orders and Money due to troop October 21 Troop orders and payment due to Service Unit October 22 Fall Product Program Manager. Update Nut-e, Girl Online Sales Reports, magazine orders, address booklets and payment due. Nut-e closes to troops at 11:59 PM. Product Delivery (Service Unit Fall Program Manager November 11-13 will coordinate troop pick up time) Product delivery to customers November 14 until complete December and/or January Service Unit Meeting Girl Rewards distributed to troops Magazine subscriptions will start in 12 14 weeks from October 28 What you need to participate: One GSUSA registered adult to manage the Fall Product Program for your troop. A co-leader or parent is ideal. The Troop Fall Product Manager and one other registered adult (serving as back up for TFPM) must complete the online training and quiz before your troop will be allowed to participate. All volunteers handling money for product sales must have a criminal background check. Submit Criminal Background Check information securely online at https://girlscoutshornetsnest.infomart-usa.net/app/index.php?aid=573 Girls participating in the Fall Product Program must be registered Girl Scouts and must have a permission slip signed by a parent or guardian. Each girl should be given a Fall Program packet to take home. Troop Proceeds: 15% of each nut, candy, magazine subscription, and photo keepsake sold on paper $2 for each completed Address Booklet. Completed booklet consists of seven (7) or more quality names and addresses no duplicate addresses. All troop proceeds are withheld from money collected before paying balance due to GSHNC. All orders are pre-orders. Money is collected for all magazines, photo keepsakes, nut and candy items at the time of order taking. 1

Product and Selling information Magazines, photo keepsakes, nuts and candies are offered through our Fall Program Product Program. The Address Booklet and the QSP Online ordering offer an easy way to ask out of town family and friends for their support. Online Ordering for Magazines, Photo Keepsakes and Nuts and Candies Click and Go Green! Beginning September 1st, there will be a direct link from our homepage (www.hngirlscouts.org) for girls to registered on the QSP site and build their online site, create their own My Creation giraffe that can become a custom patch for $250 of online sales and send out their marketing emails that customers will then follow the links to order their nuts, magazines and photo keepsakes. Customers pay for their orders with a credit card and start receiving their subscriptions within 3-4 weeks! Customers will receive an email certificate to create their custom photo keepsakes. Customers that purchase from the online nut store will pay for their orders plus shipping with a credit card. Girls can log in throughout the Program to track their progress and send additional emails to reach their goal. Customers will be sent 2 reminder emails each 5 days after the original marketing email is sent. Reminders will stop immediately, if a purchase is made and customers may opt out of the reminders at the bottom of the email. Customer may still purchase after the October 21, 2015 but girls and troops will not get credit for the purchase. For girls to earn Rewards and the troop to get proceeds, all online orders must be submitted no later than October 21, 2015. Troop Leaders may register in the QSP site and pull a sales summary report for the entire troop by indicating they are the troop leader. The report can be found on the Track Your Sales section of the site. Parents must register their own daughters on the QSP online site. Troop Leaders DO NOT register their troop on the QSP site. New The QSP site will automatically transmit all online sales into Nut-e. Girls will be imported into both systems by council on August 31st and September 20th. Paper Magazines and Photo Keepsake Orders: The catalogue offers over 600 popular titles to choose from. Customers make their selections by filling out forms completely. Customers must pay for their magazines and photo keepers at the time the order is placed. Magazines orders taken on paper will begin in 12-14 weeks from October 28. Photo Keepsake certificates will be mailed to the customer that will have their online code information. Renewal will simply extend the length of the current subscription. Double check to make sure customers have filled out order forms completely to include mailing address, selection titles and code numbers. Ensure customers keep the pink copy for their records. You will turn in the white and yellow copies of the order form to your Service Unit Fall Program Manager 2

Nuts and Candies: Use the order card in the girl packet to collect orders for nut and candy items. Payment is required when customer orders are placed. Do not order more than is actually sold; extras cannot be returned. Products will be delivered to your Service Unit Fall Program Manager November 11th-13th. Your Service Unit Fall Program Manager will coordinate a pick up time for each troop. Check each order to ensure its accuracy and correct payment. Use the G-2 receipts available on the Nut-e collections system as a receipt when money is collected and product is distributed to parents. The Fall Product Program is only conducted among friends and family; there will be no booth sales. NEW Thank You Nut Donations. Customers can now purchase tins of honey roasted peanut that will be shipped to our military men and women serving our country. Customer will pay the Girl Scout for the item and the item will be indicated under the Thank You nut column on the order card and Nute. The troop will never receive these nuts, but Ashdon Farms will ship them to our military partners for us. All girls selling 5 Thank you nuts will earn the Share patch and the amount will go towards her rewards and the troop will earn their 15% proceeds. This program is only available on the order card. Address Booklets Seven (7) or more complete and accurate postcards constitute a completed booklet. Only completed booklets will qualify for $2 troop proceeds. Parents should submit the names and addresses of out of town friends and family who they think would like to have the opportunity to support Girl Scouts. Everyone s right to privacy is respected; names will not be sold or rented. Return all completed and correct booklets to you Service Unit Fall Program Manager check addresses for accuracy and legibility. Please check your girl s booklet to be sure they have no duplicate addresses, the addresses are filled out completely and have a positive message. Girls can only get credit for one address booklet. NEW My Creation Girls will have the opportunity to customize her own giraffe on the QSP/Nut Online Program Eyes, mouth, accessories, etc. to reflect her own unique self! 10 features with 15 variations for each Edit as often as she would like Character will change each year with theme Even the leaders can build their own giraffe as part of the troop 3

Calculating Your Order: Nut-e Online Programs Data Entry System Collect from the girl/parent: Girl nut order card Paper magazine/photo orders (white and yellow copies) Girl s Online Sales Report (GOSR) from the QSP site. The report will include all online magazine, photo keepsake and nut orders. Payment; all checks should be made out to the troop Online orders must be entered into Nut-e or the girl and troop will not get credit for the sales. **See Nut-e tips on how to login to the system and enter girl names Troop login: GSHNC plus your troop number with 5 digits (no spaces i.e.gshnc00099) Temporary Password: fallsale (You will change your password after your initial log in) (If you are a returning user, your password will be the same as last year.) If you are unable to login, please contact your Service Unit Fall Program Manager 1. Enter total number of paper magazine/photo keepsake orders (there can be up to 3 orders per order form). 2. Enter total dollar amount of paper order forms. 3. Verify the total number of online magazine/photo orders (on GOSR) 4. Verify the total dollar amount of online magazine/photo orders (on GOSR) 5. Enter 1 for a completed address booklets (must have 7 complete address per book; girls may only get credit for one booklet 6. Verify the number of emails each girl sent out on the QSP site (on GOSR) 7. Verify the total number of online nut orders (on GOSR) 8. Verify the total dollar amount of online nut orders (on GOSR) 9. Enter the number of each nut/candy item girl has on her nut order card 10. Enter the total number of Thank You nut item girl has on her nut order card 11. Rewards will automatically populate; if there is a choice and a choice is not made, the system will automatically choose the first item listed. **Remember to save Once information is entered into Nut-e, all orders, money due and Girl Rewards will be automatically calculated for the girls in your troop. To learn more or have a refresher after this training, please log in to the Nut-e system at www.ashdonfarmsnute.com 4

Payment Procedures: October 22: Deadline for the Troop Fall Program Manager to turn in troop payment or ACH form and orders for the Fall Program. Troops should retain their proceeds. The Nut-e system will show accurate reports Troop Order (T2) Candy/Nuts and Mags regarding the troop balance. Products will not be ordered and Girl Rewards will not be delivered if payment is not made at the time orders are turned in. Troops are to pay by troop check or money order made out to Girl Scouts, Hornets Nest Council. Troops may also submit an ACH form for automatic draft in the amount due from Nut-e under the Bank Deposit tab or Reports: Campaign Sales by Troop. Full payment is due from your troop to the Service Unit Fall Program Manager by October 22, 2015. NEW Troops may submit an ACH form and have their Fall Product payment deducted from their troop account. Please submit your complete ACH form along with a voided troop check or bank statement containing your troop account number and bank routing number print on it. If you turn in an ACH form for the Fall Product Program, it will also be used for the 2016 Cookie Program. If submitting an ACH form, please complete the Troop Bank Account information box along with your troop contact information. Due to your Service Unit Fall Program Manager: October 22, 2015. (Your reports must be completed in Nut-e, you will be closed out of Nut-e at 11:59 PM.) 1. Paper magazine and photo keepsake orders, white and yellow copies 2. Girl s Online Sales Order Reports from Online Ordering Program that will include all online magazine, photo keepsake and nut orders. 3. Completed Address Booklets 4. Payment (see above) Please read the Fall Product Family Guide for more program details 5

Troop Tips A Girl Order Tutorial and Troop Manual for Nut-e can be found on Nut-e under the Reports Icon at the top of the page. Taking a few minutes to do the tutorial and reading the manual with make your experience with Nut-e run smoothly. Getting started with Nut-e: Once your troop is registered, you will be emailed a username and password, link for Nut-e: www.ashdonfarmsnute.com (If you are returning user, it will be the same as last year. Don t remember it? Please contact your Service Unit Fall Product Manager.) When you log in, use the assigned user name and password and select 2015 Fall Product Program. Once you are logged into Nut-e, click on the Troops Icon at the top of the page, and then click on the pencil to the left of your troop number. The Troop Detail page for your troop will open. Please complete your contact information for the Leader (left) and Troop Fall Program Manager (right). If one person is serving both capacities, you can click on the Use Troop Leader s Name and Address button. This is very important in case your Service Unit Fall Program Manager needs to contact you. Click on save when you are done. To add your troop bank account information: Select the Troop Bank Account box under the Troop tab. Complete the information then save. Ensure the completed ACH form in turned into your SU FPPM. To add a user to your troop: Troop Detail page, click on ADD in the Troop Users box. Complete information click on submit and save on the Troop Detail page. Contact the volunteer you added with the link, user name and password. Be sure to change your password: To prevent hackers, it is required for you to change your password for Nut-e. From the Troop Detail page, click on the pencil to the left of your name in the Troop Users box, change your password, click on submit. Click on save on the Troop Detail page. 6

Recording your orders: Click on the Reports Icon at the top of the page. This page has several boxes. In the Manuals box is the Girl Order Tutorial. You must do this tutorial before you begin entering your girl s orders. The tutorial takes about 5 minutes. The first thing you must do is click on Girl Orders Icon, add in the number of girls in your troop that are registered and selling in the Registration Info box. If your troop and Girl Scouts registered prior to Sept 20th, the girl s names should already be in Nut-e. If so, DO NOT change the girls membership number. This is how the QSP site and Nute talk. To Add A Girl: Select the Add a Girl button Enter the girl s first and last name and click Add Girl Name ; Do not add Member ID. Click the pencil next to girls name then add all of their orders for QSP and Ashdon Farms, then save. Girl Rewards will automatically be calculated when you are done, save. (See image for more information.) Enter the girl s payment for the items she has ordered by selecting the Add Payment button. DO NOT CLICK ON THE BIG GREEN SUBMIT CANDY/NUT ORDER UNTIL YOU HAVE ENTERED ALL OF YOUR GIRL S ORDERS. Once you click on this button, you will be closed out of Nut-e and will have to call your Service Unit Fall Program Manager to be un-submitted. When you count girl s QSP paper orders, be sure to count orders, not order forms. Each form has space for 3 orders. 7

Online QSP orders: The QSP site will automatically transmit all online sales into the Nut-e system. Girls that have online orders should give or email you a copy of their Girls Online Order Report, parents will need to email this report to the TFPM by October 21st, they can forward it to you. You will use this to verify their orders and the amount paid for them in Nut-e, your troop also earns 15% proceeds. The report will also indicate if the girl entered enough emails to earn the Online patch. ALL ONLINE ORDERS MUST BE ENTERED INTO NUTE OR THE GIRL AND TROOP WILL NOT GET CREDIT FOR THE SALE. DISREGARD the add Troop Special Order button. We do not do booth sales with the Fall Program therefore; you will not use this feature. You must complete your orders and Girl Rewards in Nut-e by 11:59 PM October 22, 2015. Nut-e closes to troops at this time. Girl Rewards: Nut-e will calculate what the girls earn based on what is entered into Nut-e Delivering the product to the parents/guardians: Print a copy of Girl Order Summary Report, use the space available for parents to sign when they pick up the girl s candy and nut orders. All reports are located under the Reports Icon at the top of the Home page. Deposits: Your troop will not be recording deposits on Nut-e. Your Service Unit Fall Program Manager will do this function. Troop Reports: Click on the Reports Icon at the top of the Home page To determine what your troop owes for the Fall Program, select Campaign Sales by Troop. To get a rewards report for your girls, select T-2-Girl Rewards. What to turn in to your Service Unit Fall Program Manager by October 22, 2015: The yellow and white copies of the order forms. All Address booklets All Girls Online Order Reports from your girls. Payment: Troop Check or Money Order made payable to Girl Scouts, Hornets Nest Council. Troops may also submit completed ACH form for automatic draft. Be sure to keep your troop proceeds. 8

12 Emails 5 Thank You Military Nuts Address Booklet 3 Magazines/ Photo Keepsakes Rewards 10 Nuts/ Candy Troop PGA Award: Troops earning a $250 PGA will earn a goal achiever patch for each girl and a $10 store credit Tye Dye Bracelet for $100 of combined sales Zipper Purse for $150 of combined sales Small Giraffe for $200 of combined sales Nail Art Set for $250 of combined sales Desk Set for $300 combined sales 3D Pop-up Boutique or $5 Nut Bucks for $400 combined sales Rhinestones Headphones or $10 Nut Bucks for $600 combined sales Large Plush or $15 Nut Bucks for $800 combined sales Large Bucket Tote or $20 Nut Bucks for $1000 combined sales 9