2019 TROOP COOKIE GUIDE. Guide

Transcription

1 2019 TROOP COOKIE GUIDE Guide

2 Welcme Welcme t the 2019 Ckie Prgram! The Ckie Prgram is an amazing way fr girls t learn skills in a way that n ther experience can teach. The experience gives girls the chance t supprt their wn trp as well as Citrus Cuncil while learning 5 key life skills. This guide is designed t give yu the necessary infrmatin yu need t carry ut yur rle as Trp Ckie Chair. Cmmunicatin is imprtant t a successful prgram. Encurage girls t see themselves as true influencers in the ckie business. If at any time yu need assistance r have questins, cntact yur Cmmunity Ckie Chair. Thank yu fr yur time, energy, patience and dedicatin t make the 2019 Ckie Prgram a success! This years theme is: Inspire Imagine Innvate What a great theme t Inspire and Innvate the girls t use their Imaginatin t think utside f the bx fr ingenius ways t sell their prduct. Cntact Infrmatin My Cmmunity: Cuncil Cntact: Phne Number: 2

3 Nvember & December 2018 January 2019 General Dates t Knw Attend a training sessin in yur Cmmunity t receive materials and Ckie Prgram infrmatin. Turn in signed Trp/Grup Psitin Agreements t Cmmunity Ckie Chair. Keep list f names f girls, parents, and their phne numbers. After yu receive training Schedule a trp meeting with girls and parents t explain the Ckie Prgram prcedures using the utlines in this Guide and guidelines frm Vlunteer Essentials and all addendum's. This meeting is very imprtant! Cmmunicatin with trp parents is key t a successful Ckie Prgram. Have parents sign Parent Permissin Frms. This is needed t ensure the girl is cvered under Girl Scut insurance. D nt distribute mney envelpes t girls until ckie delivery time. December 11, Trps must input their initial rder int SMART COOKIES by NOON. We recmmend existing trps rder 85% f last year s ttal sale. Recmmendatin fr new trps is t rder frm last years Per Girl Average f 209 bxes per girl. Order extra ckies t cver yur walkabuts and the first weekend f bths in the Initial Order. Remember, rder in full cases (12 bxes per case). The Trp is respnsible fr all ckies rdered. Ckies may nt be returned r exchanged - at any cuncil warehuses. MEGA TRUCK DROP - January 12, 2019 All trps will pick up their ckies at Central Mving and Strage lcated at 2002 Directrs Rw, Orland, FL All trps will be required t fill ut and sign the Statement f Respnsibility at the truck drp nce they have received their ckies. The Dt Sheet and Statement f Respnsibility will be at the Mega Truck Drp ready and waiting fr yu when yur arrive When yu place yur Initial Order yu will be requested t pick a time slt fr yur pickup. Yu shuld als bring a cpy f yur Initial Order t cmpare against the Dt Sheet. Please make sure yu verify every case that is laded int yur car. Yu will be respnsible fr thse cases nce yu sign the Statement f Respnsiblity. COOKIE PROGRAM BEGINS - January 12, 2019 Once yu have picked up yur ckies yu can begin yur walkabut's. Walkabuts will cntinue thrugh the end f the sale February 2019 March 2019 BOOTHS - February 1 - March 3, 2019 ACH First Withdrawal - February 2, 2019 Make bank depsits frequently int yur Trp Accunt. 40% f the initial rder balance due t Cuncil will be ACH debited frm yur trp accunt. This debit will be calculated based n the full price f $4.00 per bx f ckies. ($5.00 per bx f Gluten Free). Please be sure depsits are made n r befre first ACH debit date t allw checks t clear in time fr autmatic debit. GSC des nt recmmend that trps accept checks, hwever if yu chse t accept checks please nte that yur trp is respnsible fr any NSF charges fr returned checks. All checks and mney needs t be depsited in yur trp bank accunt. Secnd Withdrawal - February 20, % f the remaining balance f yur Initial Order. Girls shuld turn in mney prir t recieving addtinal ckies. NATIONAL GIRL SCOUT COOKIE WEEKEND - February 22 - February 24, 2019 Final ACH will be debited as each Cmmunity is recnciled. T view the amunt due t cuncil revisit the Trp Balance Summary reprt in SMART COOKIES. After each ACH debit the Trp Balance Summary will reflect the current amunt due. (This amunt may change after we settle the trp reprts) Final Paperwrk Due - March 7, 2019 Final paperwrk due t yur Cmmunity Ckie Chair. All mnies must be in Trp bank accunt by March 7,

4 Girl Scut Ckie Terms ACH - Autmatic Clearing Huse The banking methd in which the Cuncil withdraws the mney frm yur trp bank accunt t pay fr ckie prducts thrugh-ut the sale. Military Trp t Trp A prgram develped t send ckies t military persnnel r military rganizatins. Bth Lcatr Used by custmers t lcate Girl Scut Ckie Bths by entering their zip cde. Bth lcatins and addresses will appear - Bth Scheduler and Bth Lcatr are als linked t Ggle Maps. Cmmunity Ckie Chair (CCC) The registered and backgrund checked adult trp member respnsible fr crdinating the ckie sales n behalf f the cmmunity. Planned Order Methd in which trps enter additnal ckie rders needed fr their trp. These rders are entered int SMART COOKIES by 10:00 PM each Sunday evening f the sale. Recgnitins Items earned by girls fr achieving sales milestnes. Ckie Bth A way t sell ckies, cnsisting f a minimum f 2 adults and a maximum f 4 girls that set up a statinary table, usually in frnt f a business t sell ckies. Ckie Cupbards Ckie cupbards are set up as a lcatin where trps can pick up additinal ckies thrughut the sale after entering their planned rder int SMART COOKIES Smart Ckies Direct Ship Online ckie website t track sales, send e-vites t friends and family and make plans fr girls t reach ckie gals. SMART COOKIES A cmputer prgram prvided by ABC Bakers fr trps t assist with their trp s inventry and financial management. Initial Order 1st rder f ckies placed in Smart Ckies based n expected sales fr the 1st tw weeks f walkabuts and 1st weekend f bth sales. This rder is placed in early December. Swiper Mbile credit card payment device and service which allws trps and girls t accept credit card payments frm custmers. Funds are depsited int the trp bank accunt. Trp Ckie Chair (TCC) The registered and backgrund checked adult trp member respnsible fr crdinating the ckie sales n behalf f the trp. 4

5 Knw Yur Ckie Prgram Hw The Ckie Crumbles Sale Price $4.00 Cst t Bakery $1.025 Recgnitins $0.12 Girl Prceeds $0.65-$0.72 Rebuild MKW $0.05 Cuncil Revenue Up t $2.15 The Ckie Line-up What des Cuncil Revenue Supprt? 33% Supprts direct services t vlunteers and girls 26% Supprts maintenance and imprvements n all cuncil prgram centers/prperties 18% Cntributes t the develpment and executin f educatinal activities and prgrams that supprt the Girl Scut Leadership Experience 10% Supprts funds, grants and dnr develpment t enrich cuncil prgramming 9% Business administratin and peratins verhead 4% Cmmunity Relatins and Cmmunity Partner Develpment Caramel delites Thin Mint Shrtbread Peanut Butter Pattie Peanut Butter Sandwich Thanks-A-Lts Smres Lemnades 5

6 Parent Meeting Getting Started - Parent Meeting Hld a girl/parent meeting. Ask fr vlunteer help nw! Remember: This is the Trp s Ckie Prgram. Make sure parents help yu. Be specific abut what yu need and yur expectatins. Have Parents sign Parent Permissin Frm. A parent/guardian f each registered girl must sign the parent permissin frm prir t a girl s participatin. This will ensure that the girl(s) are cvered under the Girl Scut insurance. Distribute girl materials needed fr the sale. Distribute yur cntact infrmatin ( and phne). Review safety guidelines. Always fllw safety checkpints. (See Vlunteer Essentials) Mney Safety and Prduct Safety is key t a successful prgram. Talk abut Gal Setting: What is yur trp s gal? What is each individual Girl Scut s persnal gal? What recgnitin is she wrking twards? Is the girl s gal realistic t the parent s gal and their time cmmitments? Check with the girls in yur trp: Help them register ONLINE. Remind them t send e-vites t their friends and family. Ordering Guidelines Hw much a family shuld rder? (Remember selling ckies directly is easier than taking rders) There is n expected maximum r minimum fr girls t sell. The average Citrus Girl Scut sld 209 packages in What des the trp (Girl Led) want t d with the prceeds? Wh can help ut at bths? All parents must be backgrund checked and registered in rder fr them t help with bths. What d girls gain frm the Ckie Prgram? G ver 5 Business Skills girls learn by participating in the Girl Scut Ckie Prgram: Gal Setting: A Girl Scut sets Ckie sale gals then creates a plan t achieve thse gals all while develping cperatin and team building skills alng the way. Decisin Making: A Girl Scut helps decide hw she (and her trp) will spend their Ckie mney, furthering critical thinking and prblem-slving skills. Mney Management: A Girl Scut takes ckie rders, handles mney, and gains valuable and practical frecasting and financial skills and knw-hw. Peple Skills: A Girl Scut learns hw t talk t, listen t, and wrk with all kinds f peple while selling Ckies. These experiences help her develp healthy relatinships, cnflict reslutin skills, and team building skills. Business Ethics: A Girl Scut is hnest and respnsible at every step f the sale. Her business ethics reinfrce the psitive values she is develping as a Girl Scut. Girl Scuts are hnest and fair and dn t begin taking rders befre January 12,

7 Girl Meeting Getting Started - Girl Meeting Use Trp Gal Setting chart available at Fund in under the resurce tab. Let the girls determine what they want t d with their ckie prceeds. Once they ve settled n sme ideas, estimate the prjected cst and decide hw many bxes f ckies the trp will need t sell t be able t d their activity. Girls shuld identity themselves nly by first name, trp number and the reasn why they are trying t raise mney. Be Prud. Wear yur Girl Scut unifrm r pin.(must be identified as Girl Scut) Explain yur trp gals, where yu are ging and what service prject yu are planning. G ver the Recgnitin s with the girls and let the girls chse what recgnitins they want t earn. This will help them set their gals. Make sure girls are knwledgeable f all varieties f ckies and the price per bx. Ckies sell fr$4.00 per bx with the exceptin f Gluten Free, which are $5.00 per package. Make sure the girls understand the definitin f Gluten Free. Discuss safety tips and curtesy. Always say thank yu. Help girls practice the 5 key skills they learn frm participating in the ckie prgram. (See 5 Skills in the Parent Meeting Sectin) Encurage girls t take rders thrughut the sale. Have girls practice selling t their families first. Making thse first ckie sales builds their self-esteem and helps them feel mre cmfrtable when selling t ther peple. Have girls rle play with each ther n the fllwing: Custmers wh purchase a prduct. Custmers wh dn t purchase a prduct. Is the ptential custmer n a diet r reluctant t buy? Remind them f ur Military Trp t Trp prgram- a charitable dnatin t a gd cause. Making deliveries, remembering safety. Cllecting mney and making change. (Remember we d nt recmmend checks, if yur trp receives a check have it made ut t yur trp and depsit int the trp bank accunt) Cllect mney as yu give the ckies t yur custmer. Never cllect mney upfrnt. Review Online Selling. Help girls register nline at abcsmartckies.cm. Remind girls t tell custmers that Girl Scut Ckies are nt available in stres and that the ckies freeze well and make great gifts. Use last year s rder card t get repeat custmers! Allw girls t sell the ckies, nt the parents. Remind girls and parents f the Girl Scut Prmise and Law. Making a Difference: Yur Ckie Prgram Trp Prceeds Trp that averages packages per girl: $.57 per package. Trps that average packages per girl: $.62 per package. Trps that average 176 & up packages per girl: $.67 per package. Older girl trps (CD, SR, AM) wh pt ut f recgnitins: $.72 per package. NOTE: Trps can receive cents if they qualify fr the early bird bnus. 7

8 Ckie Crumb Reminders All girls must be registered t participate in the ckie prgram. A parent/guardian f each registered girl must sign the parent permissin frm prir t girl s participatin. Explain recgnitin prgram t girls and their families during yur family ckie meeting. Our military Trp t Trp Prgram is a great pprtunity fr anyne wh chses t supprt ur brave men and wmen in all branches f the military. Distribute n mre than 100 packages f ckies t a family at ne time. Be sure t cllect all mney wed befre distributing mre ckies - and make frequent depsits. Have parents sign the M3 Frm fr ckies received and mney they turned int the trp. 1 Receipt per Girl Scut. (Even if they are in the same family) Think ckie safety! Make sure the ckies are kept in cl, safe and dry places. (cupbards cannt take back melted prduct) Encurage girls t take rders thrughut prgram. Trps are respnsible fr the ttal amunt due cuncil. Damaged Ckies and Custmer Cmplaints If a custmer cmplains f damaged ckies, ask them t cntact ABC Ckies Directly: Phne: Visit us nline at cntact-us/ and fill ut the frm Direct Sales What s a direct ckie sale? Simplicity! Order and delivery are cmbined in ne simple transactin: knck n the dr, sell the ckies, cllect the mney, hand-ff the ckies. With a direct sale Citrus Girl Scuts have bxes f ckies in-hand t sell dr-t-dr t family, friends, and neighbrs. In additin t direct sale, trps can als hld Bth Sales thrughut the ckie seasn. Managing a Direct Sale Discuss the quantity f trp ckies with girls and parents, then submit the initial trp rder nline n later than December 11, 2018 by NOON. Trps need t rder enugh ckies fr the first tw weeks f Walkabuts and the first weekend f bth sales t ensure yur custmer has a variety f ckies t chse frm. We encurage existing trps t rder 85% f their last year s ttal sale. Trps and girls can always get mre ckies if they run ut. Trp Ckie Chairs can transfer ckie amunts t the girls selling in the trp. The Trp Ckie Chair must check in with families WEEKLY t see wh may need mre ckies and wh needs less. Exchanges can be crdinated amng the Trp Ckie Chair and trp members. Once a planned rder is placed in Smart Ckies, yu will have until 10 pm n Sunday t make any edits t the rder r delete the rder. After 10 pm the rder is submitted and the planned rder must be picked up as rdered in Smart Ckies, This helps with the management f the inventry and cntrls ver rdering by Cuncil. Trps can pick up their ckies during the specified hurs at the ckie cupbard they selected in their planned rder. Be sure t enter the crrect cupbard when entering yur rder. The ckies yu rder will nly be at the cupbard yu rdered them frm. All ckie cupbards will be clsed n Mndays and Tuesdays. 8

9 Direct Sale Tips Get rganized. This is critical! Keep all paperwrk filed by date, track all girls sales and transfer in SMART COOKIES, keep the girls ckie mney rganized and be mindful f all the ckie deadlines. Set Bundaries! Set aside ne evening r chunk f time that wrks fr yu...this time perid can be dedicated t ckies. That s when parents can cme t yu t pick-up ckies, drp ff mney, make exchanges, etc. Remember: yu re in charge and yu get t set the Trp Ckie Rules. Cmmunicate. Cmmunicate. Cmmunicate. Have a telephne tree, grup r Facebk page s families can help ut families (thrugh transfers) wh are struggling with sales. Make sure they are WELL infrmed n where and hw t pick up mre ckies. Remember t use multiple frmats t cmmunicate with everyne. Everybdy des nt use the same frm f media. Think Ahead. Plan yur ckie sale seasn. Hw many ckie bths will yur trp hld? Where and hw are yu ging t sell yur ckies? Be Creative! This is a girl-led prgram s make sure they re invlved. Let the girls help strategize and think f fun, inventive ways t sell ckies. Online Girl Scut Ckies Please refer t the ABC training vides n hw t sell ckies nline using abcsmartckies.cm Military Trp-t-Trp Prgram Custmers spnsr packages f Girl Scut Ckies that are sent t ur men and wmen in unifrm stateside and verseas. Custmers have the pprtunity t purchase ckies fr Military Trp t Trp. These ckies are virtual and will nt cme frm yur trps inventry. Cllect $4.00 per package f ckies spnsred. Recrd the number f packages spnsred n the Military Trp t Trp Frm. Mney cllected fr the Military Trp t Trp Prgram is turned int the Trp Ckie Chair. Actual ckies will be delivered t varius military branches frm Citrus Inventry. Girls earn recgnitins and yur trp will receive trp prceeds n the packages sld. In 2019, apprximately 25,000 packages f Girl Scut Ckies were sent t the military. Enter all military rders n the Military Trp-t-Trp Frm. This frm shuld be filled ut cmpletely. Remember, custmers will be able t purchase dnatin packages (Trp t Trp Military) nline thrugh Smart Ckies with a credit card. 9

10 Hw t Place an Initial Order in SMART COOKIES Place rder n later than December 11, 2018 by NOON Lg n t abcsmartckies.cm Enter User Name and Passwrd On the Main Dashbard, hver ver the Orders tab, click n Trp Initial Order Remember t rder enugh ckies n yur Initial Order t cver the first 2 weeks f walkabuts and the first weekend f bth sales. Save the rder. NOTE: If n Initial Order is placed by the trp, the first planned rder will becme the Initial Order. The first ACH will apply t this rder. Trps will need t fill ut a Statement f Respnsibility fr this planned rder. The first planned rder will nt be submitted until January 27, Make sure yu rder enugh prduct n the Initial Order t cver the first 2 weeks f walkabuts and the first weekend f bth sales. This is t ensure the cupbards are nt verstcked n the first planned rder. Many f these cupbards are in vlunteers hmes and strage units and cannt accmmdate large vlumes f ckies. Ordering prperly n the Initial Order will nt nly prevent this frm happening but als ensure the bakery cntinues t bake the ckies s we d nt run shrt during the sale. The baker frecasts their baking schedule based n the Initial Order. EXISTING TROOPS Hw much and what kind f ckies shuld I rder? The average Citrus Cuncil Girl Scut sld 209 packages f ckies during the last sale. We knw that Thin Mints, Peanut Butter Patties and Caramel delites are the best sellers. Best rdering advice? Order heavy n Thin Mints, PB Patties, Caramel delites. If yu need any help determining hw much t rder, cntact yur Cmmunity Ckie Chair. Hw much did yur trp sell in 2018? Use the data in Smart Ckies t guide this years Initial Order. Lgin t using yur Lg-In and the passwrd sent t yu by Smart Ckies. On the main dashbard, hver ver the rders tab, click n trp initial rder. Fr returning Trps the fllwing infrmatin will be available n the initial rder screen: 10 Initial Order The Ttal number f packages sld last seasn, and the ttal fr the current year. The per girl average frm last seasn will be shwn and the per girl average will update fr this seasn as it prgresses. The Trp Initial rder frm last seasn will be shwn and this seasns quantity will display nce entered. The Trp Initial rder ttal sales frm last seasn and this seasn will be shwn. Place the rder fr the entire Trp by variety. Enter the ttal f each variety in the crrect unit f measure in cases. (Please nte the crrect unit f measure fr yur rder entry in upper right f the rder grid.) Yu cannt change the unit f measure fr the rder. Order Bth / Extra Ckies and Save Order The Ttal f the Trp s Initial rder is shwn in Dllar amunt and in Ttal package quantity There is a bx t place any Order Ntes Click the Save bx t save the rder. Yu have the ptin t edit any part f the rder up until the Order Due date which is listed in red at the tp f the Initial Order Screen If yu click n Delete Order, a cnfirmatin message will appear nce the rder is deleted, the data cannt be retrieved. If yur rder is cmplete, yu can slide the ready fr review buttn t the left t let yur Cmmunity Ckie Chair knw that yur rder is cmplete and ready fr prcessing. Yu have up until the rder due date t slide that buttn back, make any edits that yu need t make and then indicate when the rder is ready fr review After the Order Due date (Date shwn at the tp f the Initial Order page in red), the CCC will review and submit t Cuncil. If the Trp needs any changes made t the rder after the due date, the CCC must be cntacted t make the updates befre the CCC's rder due date.

11 Initial Order (cnt.) Factrs t determine yur trp s rder: Trp Sales Gal Girls persnal sales gals fr 2019 Number f planned Trp Ckie Bth Sales Number f Girls Selling Remember: The per-girl selling average in Citrus is 209 packages. Review yur archived data t see yur trp s sales. Let that be yur guide. New Trps On average, each girl sells 209 packages f ckies during the Ckie Prgram. That is an average and yur trp may sell mre r less. Hw t Get Started Estimating Yur First Order At the trp ckie meeting, discuss the trp gals fr the ckie prgram. Cnsider these factrs when establishing the trp sales gal. What activities and prgrams are the girls planning fr the year? Ckie mney can pay fr thse events and utings and als pay fr Early Bird, badges, unifrms etc: Are the girls wrking n an award r bridging? D they have a special cmmunity service prject t achieve? Each Girl Scut, with her family, shuld set a sales gal. The trp will use the sales gals t help finalize the trp s gal. D nt feel pressured t rder a large amunt. Yu can rder mre ckies weekly n yur planned rder. Remember if girls want t take rders they can. The Trp Ckie Chair will place the trps planned rder int SMART COOKIES n Sunday evenings by 10 pm. Fr New and Existing Trp: Initial Order Deadline Placed in SMART COOKIES by December 11, 2018 at nn. If yu miss the deadline, yu will place a Planned Order in SMART COOKIES by 10 pm n January 27, Ckies can be picked up frm yur cupbard at the end f that week. During the remainder f the sale, have girls take rders with their rder card, cmpile the rder and then place the planned rder in SMART COOKIES every Sunday evening thrughut the sale. Mega Truck Drp - January 12, 2019 Ask parents t help pick up Trp s ckie initial rder. Determine the apprpriate sized vehicles(s) needed. All ckies fr a trp must be picked up at the same time. Print a cpy f yur Trp Initial Order Reprt frm SMART COOKIES t take t the delivery site fr verifying the Trp s rder. At the Mega Truck Drp Please arrive at the scheduled time. Arriving n time ensures everyne stays n schedule. Cunt the ckies with Vlunteer Crdinatrs t verify the crrect amunt is being received. Initial all f the varieties n the Ckie Dt Sheet. Sign the Statement f Respnsibility. Recunt the ckies as yu are lading them int the vehicles. The Trp is financially respnsible fr the ckies listed n the signed receipt when leaving the Delivery Site. As yu unlad the ckies at yur hme recunt by flavr and make sure the amunts match. Cunt, Cunt and Recunt! 11

12 Distributin f Ckies t Girls There are varius ways yu can determine hw many ckies t distribute t each girl. Have a discussin with the girls and parents t determine what wrks best fr the Trp and hw many ckies each parent wants t be respnsible fr at ne time. Maintain accurate inventry cunts s yu can give girls/parents ckies when needed. Optins: Give a lwer amunt t each girl. When a girl sells all her ckies and turns in her mney, she can pick up mre. Give different amunts t each girl based n hw many ckies she sld last year and/r her gals this year. D nt give each girl 100% f her ckie gal at nce. Cuncil recmmends n mre than 100 pkg per girl. D nt give a girl additnal prduct unless she turns in mney fr the prduct she has already recieved. When distributing ckies t the Girls: Make sure yu have the signed Parent Permissin Agreement in hand befre distributing ckies t the girl/parent. Schedule pick up times and srt each rder BEFORE distributing ckies t any f the girls. The key t a smth distributin is t allw enugh time fr each girl t pick up her rder and duble cunt the rder. Have each parent cunt ut each variety and duble check the amunts listed n their receipts. Have parents sign the M3 receipt alng with the Trp Ckie Chair. The amunt signed fr is parent s financial respnsibility. If a parent cannt sell all the ckies they have recieved they must turn the ckies back int the trp immediately s the trp can distribute t ther girls r use in bth sales. Trps must check with parents each week prir t placing their planned rder t make sure they d nt have excess inventry. This will ensure the trp des nt have extra ckies at the end f the sale. Keep a cpy f M3 Receipt. Trp keeps the white cpy and parent receives the yellw cpy f the M3 Receipt. Yu will turn in yur cpies at the end f the sale with yur paperwrk. 12

13 Planned Orders Hw t Get Mre Ckies As yur trp sells their initial rder f ckies, yu may run ut and need mre. Befre creating a Planned Order, cmmunicate with families in yur trp! Are families hlding ckies they aren t selling? If yes, transfer ckies amng families first. The Trp is respnsible fr all ckies. If mre ckies are needed, create a planned rder in SMART COOKIES. These planned rders will be picked-up at the ckie cupbard yu selected when yu placed yur planned rder. (Remember all planned rders must be picked up and signed fr) All Planned Orders MUST be placed in SMART COOKIES by 10 pm n Sunday prir t yur planned pickup date. If rders are nt placed in Sunday evening, yur Cmmunity Ckie Cupbard may nt have additinal ckies t hand ut. Trp Ckie Chairs will select a date, time, and lcatin fr when they will pick up their rder. Hw t Place a Planned Order in SMART COOKIES Lg n t SMART COOKIES using yur Lg-In and passwrd. Hver ver the Orders tab and click n Planned Order. The Planned Order shws the trp #, trp cntact infrmatin and the cupbards that are available t the trp t pick up additinal ckies frm. Chse a cupbard by clicking n and highlighting it Click cntinue Once the cupbard is chsen the edit ptin is available if there are ther lcatins yu wish t chse frm T change lcatins, click edit and select again. When yu select the cupbard yu will see a list f dates indicating the days the cupbard is available fr pickups Select a date and click cntinue Select a time and click save Enter the number f cases fr each variety If yu wuld like t add ntes there is a field fr rder ntes available Click Save Cnfirmatin f the planned rder appears nce yu click Save The planned rder number will appear at the tp f the page The rder can be printed by clicking n print receipt The tp f the receipt will say Planned Order Receipt nt apprved indicating that the rder has nt yet been picked up frm the cupbard and apprved The receipt cnfirms the lcatin, date and time yu selected as well as yur rder details If yu delete the rder yu will see a cnfirmatin t delete pp up. Yu can cancel r cntinue with deletin Yu can edit yur rder up until the Cuncil designated deadline fr placing Planned Orders fr the upcming week. Trps are respnsible fr picking up all planned rders placed in Smart Ckies. Make sure yu verify yur lcatin prir t cming t pick up yur ckies 13

14 Picking Up yur Planned Order Once yu have picked up yur Planned Order frm the cupbard, the cupbard manager will apprve yur rder and it will becme a Cupbard - t- Trp transfer and will shw an apprved planned rder status n the receipt. Cunt all prduct and verify that yur rder is crrect. Sign the planned rder reprt. Lad yur vehicle. When the transfer is cmplete, the packages will be available fr yu t transfer t girls fr additinal sales r bth sale credit t girls. Trps needing mre ckies t fulfill additinal rders r ckie bth sales will receive them frm their Cmmunity Ckie Cupbard. These transfers are entered by the Cupbard Manager. It is the respnsibility f the Ckie Chair t transfer ckies t the girls s they receive credit when creating the recgnitin rder. A SUCCESSFUL BOOTH Ckie Bths Bth sales are an integral part f the Girl Scut Ckie Prgram. The Cmmunity Ckie Chair will be the nly persn allwed t make arrangements fr all bths within the Cmmunity bundaries. Trp Ckie Chairs may submit bth lcatin suggestins t the Cmmunity Ckie Chair. Safety First Always fllw Safety Check Pints. Girl safety, mney safety and prduct safety are key t a successful Prduct Prgram. Every adult at a ckie bth must be registered and backgrund checked. What t Bring t a Bth Cash bx and extra cash t make change fr custmers Shpping bags - Recycled grcery bags Imprtant phne numbers Water fr girls A cunt r tick sheet t keep track f prduct inventry Bth card N Dnatin Sliciting Remember: N Dnatin Jars allwed! It is permissible t accept dnatins, but we cannt slicit them. Create a Bth with Appeal Table, 2 chairs fr adults, and a Girl Scut r clrful tableclth. Place extra prduct and bxes under table and ut f sight. Use clers if needed t prtect prduct (damaged prduct may nt be returned). Display trp gals, accmplishments - let custmers knw what yur trp plans t d! Include yur trp number. Display infrmatin n the Military Trp t Trp Frm. Enter Ckie Pr Cntest 14

15 Bth Etiquette Pledge We will nt cmplain abut any f the rules that a business sets and will fllw them. If a duble bking ccurs at a business, trp and vlunteers will demnstrate the Girl Scut Prmise and Law and cme up with a mutually agreed upn slutin. We will nt blck stre entrances and will apprach custmers when they leave the business. We will be identifiable as Girl Scuts and wear a Membership Pin, unifrm r ther Girl Scut clthing. We will display ur trp number. Girl Scuts and adults will bth be present at all times, with a maximum f 4 girls and a minimum f 2 registered and backgrund check adults present. We will bring ur wn tables and hang signs n ur table. We will bring ur wn change and nt bther a business fr change during the sale. We will be actively selling Girl Scut Ckies; nt playing games, texting r running arund. The bth sales is NOT a parent/guardian/vlunteer activity. Girls must be present. Be prepared fr weather and dress accrdingly. We are representatives f Girl Scuts f Citrus and will bey and live by the Girl Scut Prmise and Law. Girl Etiquette Girls shuld be familiar with what is expected at bths. Have them practice the fllwing: Arrive n time, leave n time. N mre than 4 girls shuld be present at a bth at a time - there are als n siblings, friends, pets, r tag-a-lngs allwed at bths. Hw t apprach custmers. Practice gd sales techniques. Say Hell and Thank Yu. Prducts being ffered and their prices - a business wner shuld take pride in their prduct. Wrk tgether with yur girls t set a gal fr the trp. What the trp plans t d with the prceeds. Cuncil-wide military trp t trp prgram. Peple make the difference when it cmes t launching a successful ckie bth. Always SMILE. Remember: Girls need t be identified as Girl Scuts. Girls must wear unifrm, vest, sash r Girl Scut Pins. Bundle Yur Prducts T encurage multiple purchases, girls can bundle several prduct items tgether with ribbn and tags. Fr example, fr Valentine s Day, bundle 3 bxes tgether and tie with festive ribbn. Prices must stay the same per bx (see page 97 in Vlunteer Essentials fr guidelines), s a bundle f 3 wuld cst $ But remember, Gluten Free Caramel Chclate Chip ckies are $5.00 per package. Offer the BUY 5 Prgram. Fr every 5 bxes a custmer rders they will receive an entry int the BUY 5 drawing. There will be 6 winners, 1 frm each Cunty. They will receive a variety f 52 bxes f ckies. That is 1 bx per week fr a year. COOKIE PRO CONTEST Hw wuld yur girls like t win an all expense paid trip t sunny Califrnia with incredible behind-the-scenes VIP adventures at Warner Brs. Studis featuring the DC Superher Girls! It is all part f the...ckie entrepreneur experience. Head ver t girlscuts.rg/ckiepr t register. This is als where yu will find entry details, fficial rules, submissin tips and mre. NATIONAL GIRL SCOUT COOKIE WEEKEND (NGSCW) - February 22-24, 2019 Make sure yu have enugh ckies left fr NGSCW. This annual ccasin hnrs creative and successful Girl Scut ckie entrepreneurs acrss the cuntry as well the psitive change that ckie earnings make pssible. NGSCW ffers enterprising girls a chance t shw ff their ckie-selling skills by participating in bth and dr t dr sales as well as thrugh the Smart Ckie Direct Ship prgram. 15

16 Trp t Girl Transfers (T2G) This will be yur mst cmmn transfer: Hver ver the rders tab and click n Transfer Order. Select the Trp t Girl ptin frm the drp dwn menu. Click n which girl in the trp will receive the transfer r yu can search by the girls name in the girl search field. Click the reset arrw n the far right t reset yur filters if necessary. Once filters are set, click apply Enter the quantities t be transferred. Pay clse attentin t the Unit f Measure s that yur transfer amunts are crrect. Tw types f transfers can be entered n this page Packages Bth packages Trp n Hand Inventry in Smart Ckies must be zered ut at the end f the sale. All ckies must be distributed t girls selling in rder t get their recgnitins and t have an accurate trp inventry fr the fllwing year s yu can rder accrdingly. SMART BOOTH DIVIDER NOTE: We strngly recmmend that yu use the Smart Bth Divider t enter all Bth sales data and credit Girls accrdingly. The Smart Bth Divider is an easy way t distribute bth sale credit t multiple girls quickly and evenly. Use f the Smart Bth Divider als helps Cuncil build a bth library that can prvide imprtant data related t bth sale activity that can be used t help Trps prepare fr future bth sales apprpriately. Yu must have yur trp assigned t a bth in Smart Ckies in rder t use the Bth Divider. 16 Transferring Ckies In the Package clumn, enter the number f packages being transferred t the girl by variety t fulfill her Girl delivery rders r fr dr t dr sales. The Girl will assume financial respnsibility fr these packages and the ttal transferred will be included in her ttal sales number fr recgnitin calculatin. If yu elect nt t use the Smart Bth Divider t distribute bth sale credit t Girls, the Bth Packages clumn can be used t give credit t girls fr packages sld at bth sales. The girl will receive package credit twards her recgnitins, but she des nt assume financial respnsibility fr bth sales since the mney is typically cllected by the Trp at the time f the sale. In the Bth Packages clumn, enter in the amunt f bth packages t transfer t each Girl in package quantities fr each variety needed. Enter any Order Ntes if needed Click Save Once the transfer is saved, click Print Receipt at the bttm f the page t see a printable cnfirmatin page cntaining the fllwing infrmatin: Date and Time f Transfer Type f Transfer Where the transfer came Frm and where it s ging T The amunt f each variety transferred in the variety sectin Click Print t create a hardcpy f the transfer Yu will see the ptin t Delete Order, G T Manage Orders t view it r Make Anther Transfer t Transfer mre ckies. Nte that the numbers f packages f each variety that yu have transferred t the Girl have been remved frm the Trp inventry and credited t the Girl s inventry Financial respnsibility f the nn-bth packages transferred is nw credited t the Girl (see the Girl Balance Summary reprt) Trp t Girl transfers are indicated n the Manage Orders page with the rder type f T2G

17 Girl t Girl Transfer (G2G) Hver ver the rders tab and click n Transfer Order. Select the Girl t Girl ptin frm the drp dwn menu. Chse Girl t Girl in the type bx. Select girl s name in the FROM bx. Yu will be prmpted t enter the number f bxes t be transferred. Select the girl s name yu are transferring t in the bx. Save. Make sure yu have a signed receipt fr the transfer between girls. Trp t Trp Transfer (T2T) Hver ver the rders tab and click n Transfer Order. Select the Trp t Trp ptin frm the drp dwn menu. Transferring ckies frm ne trp t anther is very helpful, especially during bth sales r twards the end f the sale. Any time yu need ckies, yu shuld always cntact yur Cmmunity Ckie Chair first. They will knw what is available within the cmmunity. Hwever, there are times during the busy part f ckie seasn that yu may need t d an n the spt transfer with anther trp. Always use a Trp t Trp Transfer Frm. Cmplete transfer frm legibly with the fllwing infrmatin: Yur Trp number and the Trp number f the trp receiving the ckies. List by flavr the quantities in cases. Make sure each Trp Ckie Chair signs the receipt. This is fr the prtectin f bth trps. It makes settling the reprts at the end f the sale clear n wh wes fr the ckies. Giving trp keeps white cpy, receiving trp keeps yellw. The giving trp s the Cmmunity Ckie Chair with details f transactin fr dcumentatin s transfer can be entered t SMART COOKIES as quickly as pssible. The receiving trp receives credit fr the ckies and held financial respnsible. Recgnitins Creating Recgnitin Orders Girl Scuts will earn recgnitins based n their ttal number f ckie packages sld. This is why it is imprtant t distribute all ckies that the girl sld t the girl. All recgnitins are shwn n the recgnitin flyer. All recgnitins are cumulative. Make sure all Trp t Girl transfers are dne and that the sales ttal fr each girl is crrect BEFORE rdering final recgnitins. The autmated reward feature will calculate the quantities fr each girl. Creating a Recgnitin Order Trps must assign all ckies in their trp t the girls s they can receive the crrect recgnitins. Hver ver Recgnitins Tab. Click Create Recgnitin Order. Under Plan Type select Main. Click Create Order. Manually enter the Walkabut and Bth. Only place a 1 in each bx if the girl earned either f the patches. Walkabut Patch- A girl must have dne dr t dr sales either with a buddy and adult r participate with the trp in dr t dr sales t earn the Walkabut Patch. Bth Patch A girl must participate in a bth t earn the Bth Patch. Save and Exit. NOTE: Older Girls wh pt ut will still receive patches. The recgnitin still needs t be created and a T-5 must be cmpleted and turned in at the end f the sale with the final paperwrk. 17

18 FINAL PAPERWORK Cmpare the number f packages sld n the Trp Balance Summary Reprt and the Girl Ckie Ttal Summary Reprt. Review the Girl Balance Summary Reprts t make sure that the payments received by each girl have been entered in SMART COOKIES. The Balance shuld be ZERO. What final paperwrk needs t be turned in? 1. Trp Checklist 2. Trp balance summary frm SMART COOKIES 3. Trp Psitin Agreement if nt already turned in 4. All Signed Parent Permissin Frms 5. Statement f Respnsibility 6. All trp transfer frms 7. All M3 receipts remved frm bklet and place in Girl Mney Envelpe Bundled Separately Military Trp t Trp Frm Recgnitin Frm T5 - Review yur Recgnitins Order t make sure it is cmplete All Buy 5 Entry Frms in Girl Mney Envelpe When yu turn in yur Final Paperwrk: Sign and date the Trp Balance Summary Reprt with the Cmmunity Ckie Chair indicating the amunt due t Citrus Cuncil is crrect. (Remember Cuncil will review and make any changes which culd change yur Balance). After yur Cmmunity is settled check Smart Ckies fr final balance. This will be the ttal that will be ACH's If yu are a bnus trp, Cuncil will manually update yur trp paperwrk and let the finance department knw the adjusted amunt fr yur trp balance. 18

19 Finances Swiper Mbile Payments fr Ckies Trps will have the ptin t accept credit card payments using Swiper Mbile payments. It s a great way t increase ckies bth sales and dr-t-dr sales. Trps can nw chse which merchant t use (such as Square) and will register n the merchant s website directly. Please see the cuncil website fr mre details. Mney Cllectin - Payments frm Girls Girls cllect payment frm custmers at the time f delivery. Custmers pay fr prducts by cash r credit card when they receive the prduct. Girls never cllect mney withut giving prduct t the custmer. If a trp chses t accept checks it will be the trps respnsibility fr any NSF s. All checks shuld be made ut t the Trp and depsited int the Trp s bank accunt. Any time mney is given t the trp frm a Girl Scut, a signed M3 receipt must dcument this transactin. Mney shuld be turned in prmptly and frequently t the Trp Ckie Chair. Mney shuld always be turned in when girls pick-up additinal prducts frm their Trp Ckie Chair. Trp Mney Turn In - at the End f the Sale Final mney is due frm girls by March 3, In SMART COOKIES check the Trp Balance Summary Reprt and duble check amunts wed t cuncil. Please make yur final depsits ASAP. Trp paperwrk is due t yur Cmmunity Ckie Chair by March 7, Final ACH draft will be debited as each Cmmunity is recnciled. Autmatic Clearing Huse (ACH) Payments t Cuncil Trps pay cuncil fr all Ckies received thrugh the ACH prcess: T ensure yur trp accunt is ready fr ACH, yu must enter yur trp s accunt number and ruting number int SMART COOKIES. Only the amunt due t the cuncil will be deducted frm the trp bank accunt, the prceeds will remain in the trp accunt. These debits ccur nce the Cmmunities Ckie Paperwrk is recnciled. T view amunt due t cuncil, revisit the Trp Balance Summary in SMART COOKIES. Persnal use f trp funds at ANY TIME is illegal. Persnal funds and Trp funds shuld never be c-mingled. Make sure yu have Trp t Girl transfers cmpleted by March 7, 2019 s that SMART COOKIES can crrectly figure yur trp prceeds. Prcedure fr Outstanding Prduct Mnies There are tw types f utstanding balances: Trp Debt t the Cuncil Business Office Parent /Guardian Debt t the trp 19

20 Finances (cnt.) Trp Debt t Cuncil Business Office When unreslved debt ccurs, the trp will nt be able t participate in any prduct sales until the trp has reslved their utstanding balance with the Cuncil Business Office. The Cuncil Office will send up t tw cllectin letters t the Trp Chair and the Leader t try t cllect the utstanding mnies. After the secnd time with n actin taken by the trp, it will be turned ver t lcal law enfrcement. Parent/Guardian Debt t Trp Since Recgnitins cannt be guaranteed after May 30, 2019 fr Trps with an utstanding amunt due t Cuncil, we recmmend cntacting Custmer Care at custmercare@citrus.rg as sn as yu realize there may be Prduct Mney due r yu have nt been able t cllect frm a Trp Parent. We are here t help! When Prduct mney is due t the Cuncil Business Office and yu have nt been able t cllect frm a trp parent, d nt hld up yur trps paperwrk. Make sure all mnies cllected have been depsited int yur Trps Bank Accunt by the deadline. As sn as yu realize there is a prblem, act immediately! Cllect as much mney as pssible and set up definite deadlines fr additinal payments. Prmptly Ntify Custmer Care at: custmercare@citrus-gs.rg with infrmatin n the next page, if deadline is nt met. Make at least three attempts t cllect mney. The attempts t cllect mney must be dcumented in writing. Be aware that an answering machine r phne message might nt be received by the persn invlved. It is nt a reliable frm f cntact. Attempts t cllect mnies need t be pleasant and tactful, but firm. D nt harass. Emphasize that missing mney denies girls prgram pprtunities. All utstanding parent debt must be reprted by March 1, It becmes increasingly difficult t help with cllectins after time has passed. If yu need additinal help r need t talk it ver, cntact the Prduct Directr (Debbie Zit at dzit@citrus-gs.rg r call ). Written/Verbal Dcumentatin needed: Date Wh made cntact Methd f Cntact (phne, letter, in persn) Summary f what was said and the respnse Yur fllw-up actins and plans Infrmatin Needed fr further review (see next sectin) 20

21 Finances Infrmatin needed fr further review: Names (girls and parents) Phne numbers Physical Address Ttal Prducts checked ut and returned frm all signed M3 receipts Amunt wed trp and Cuncil Business Office Signed Parent Permissin Agreement All signed M3 receipts frm parent If yu have all the signed dcumentatin, the Cuncil Business Office will be able t help with future payments frm the parent/ guardian. Hw can this be avided? By training and infrming the parents/guardians during a meeting abut the cnsequences f utstanding balances. Meeting the deadlines fr payments during the sale. Be firm with the guidelines abut payment befre additinal prduct is given ut. Keeping in tuch with parents and girls t verify all payments are received fr delivered prduct with crrespnding signed M3 receipts. Misapprpriatin f Funds by Trp Chair r Leader If misapprpriatin f trp funds is suspected, Leaders access t trp funds will be suspended during research and review f the allegatins. If evidence f misuse f funds r persnal use f trp funds is substantiated, the leader/chair will be reprted t Law Enfrcement fr further investigatin. Reprt the cncern immediately t Custmer Care at custmercare@citrus-gs.rg. If review f the cncern yields substantial evidence f theft r fraud, Cuncil Office is the legal party t file Plice Reprts and will d s. Third Party Theft In the event that funds are stlen by a third party (hme rbbery, aut theft, bth rbbery), a cmpleted plice reprt must be prvided t the Cuncil Business Office. Receipts will be helpful t prve pssessin and value f prperty. Cuncil Staff will wrk directly with the victim with regard t the reslutin f missing funds. D nt speak t media cntact Zandra Washingtn, Chief f Operatins, at zwashingtn@citrus-gs.rg r call Trps With Overpayment T Cuncil There is n reasn fr trp verages if the Trp Ckie Chair maintains SMART COOKIES and it is updated crrectly - it will tell the Trp Ckie Chairs what the trp wes cuncil and what each girl wes the trp. In the event that an verpayment ccurs, trps will be paid after July 1st when the cuncil bank recnciliatin is cmpleted. It is the TCC and CCC respnsibility t make sure that verpayment des nt ccur. 21

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