2018 Cookie Sale Troop Cookie Manager Plan Book

Transcription

1 T Trp 2018 Ckie Sale Trp Ckie Manager Plan Bk Service Unit Ckie Manager Cntact Infrmatin: Name: Hme Phne: Cell Phne: Best t call between: Please dn t call after: Cuncil website: Baker website: SmartCkies website: 1 Lg in: Passwrd:

2 Trp Check List Check each item as cmpleted t have a successful Ckie Prgram! My trp is registered fr the current year. All f my girls that are selling are registered fr the current year. Our trp has tw adults registered. I have a current backgrund check n file with Cuncil within the last 3 years. I have a current ACH frm with updated trp bank accunt infrmatin n file at the Lexingtn Office. I have signed the Trp Manager Agreement frm and have agreed t take respnsibility f the annual Girl Scut Ckie Prgram fr my trp. I have cmpleted the 2018 Ckie training. ALL trp ckie managers MUST take in persn training with Service Unit Ckie Manager. Hld a parent meeting. Explain deadlines, rewards, Smart Ckies, expectatins, and cllect signed parent permissin respnsibility frms. Distribute girl rder frms. Lg int Smart Ckies and update my cntact infrmatin. Becme familiar with the nline rdering system. Remind girls t begin selling nline thru Smart Ckies December 20 th and in persn January 1 st. Enter the trp initial rder in Smart Ckies by January 10 th by 11:59pm EST. Sign up fr ur first rund f bth sale selectins starting January 25th (Fayette Cunty and Nrthern Kentucky trps nly) r check with Service Unit Ckie Managers fr bth sale pprtunities in yur cunty. Find ut when and where yur Service Unit ckie delivery will be by cntacting yur Service Unit Ckie Manager. Pick up trp s initial ckie rder January 25 th thru February 2nd. Srt all initial rder ckies and prepare receipts fr each girl befre anyne picks up ckies. Be sure t cmplete a receipt fr each ckie pick up. Duble cunt everything, and then have bth parties sign and date the receipts. Keep ne cpy and give ne cpy t parents/guardians. Prepare fr yur ckie bths. Get yur bling tgether and a schedule fr yur parents and girls. Review bth sale rules n pages Attend yur ckie bths prmting Operatin Sweet Treats and 5 fr Five t maximize sales (see page 22 fr additinal cupns t print.) Be sure t make depsits after bths int yur Trp Bank Accunt. Participate in Natinal Ckie Weekend by encuraging girls t participate in a Walk Abut. Cllect mney frm girls/parents ften and depsit immediately int Trp Bank Accunt. Submit any UDF (uncllectible debt frms) 5 days prir t each sweep date. Mre infrmatin fund n page 17. Cmmunicate with the Service Unit Ckie Manager regarding any excess supply f ckies by March 1 st s pssible transfer arrangements can be made. (Excessive supply = number f unsld ckie packages are greater than 20% f ttal ckie packages rdered during entire sale.) Be sure yu have enugh mney in trp bank accunts t cver yur three sweeps. See infrmatin n page 17. Recncile the sale with each girl, cllecting all her mney due and gathering her final reward selectins. Enter int Smart Ckies by March 28 th. Cmplete ckie evaluatin with yur girls. Receive girl rewards frm Service Unit Ckie Manager in May and immediately distribute t each girl. 2

3 Calendar at a Glance January 2018 Sun Mn Tues Weds Thurs Fri Sat 1 Girls begin in persn sales Trps place Initial rder in Smart Ckies! Delivery Fayette/NKY 28 1 st Planned Order February Delivery 30 Delivery 31 Delivery 26 Delivery 27 Sun Mn Tues Weds Thurs Fri Sat 1 Delivery 2 Delivery 3 Ckie Cupbards pen UDF due fr 3/1/18 sweep 23 Natinal Ckie Weekend 24 Natinal Ckie Weekend 25 Natinal Ckie Weekend March Sun Mn Tues Weds Thurs Fri Sat 1 BANK SWEEP - 60% balance due n all ckies up t Feb. 5th Mix and match Cases begins 18 Final Planned Order 25 Bth Sales End UDF due fr 4/2/18 sweep 14 Bth sales Transfers and Recgnitins Due in Smart Ckies! 15 UDF due fr 3/22/18 sweep 22 BANK SWEEP - 50% balance due April BANK SWEEP 100% balance due 3

4 The Girl Scut Ckie PROGRAM 5 Skills fr Girls Prgram When girls participate in the largest girl-led business in the wrld, they earn and learn - they earn funds fr their Girl Scut activities while learning 5 skills that will help them in business and life. Girls set ckie sale gals and, with their trp, create a plan t reach them. This matters because girls need t knw hw t set and reach gals t succeed in schl, n the jb, and in life. Girls decide where and when t sell ckies, hw t market their sale, and what t d with their earnings. This matters because girls must make many decisins, big and small in their lives. Girls develp a budget, take ckie rders, and handle custmers mney. This matters because girls need t knw hw t handle mney frm their lunch mney t their allwances t later in life. Girls learn hw t talk (and listen!) t their custmers, as well as learning hw t wrk as a team with ther girls. This matters because it helps them with grup prjects, sprts teams and later n at wrk. Girls act hnestly and respnsibly during every step f the ckie prgram. This matters because emplyers want t hire ethical emplyees and the wrld needs ethical leaders. Quick Page Reference: ACH 9 Adult Rewards 21 Benefits t Participate 6 Bth Patch 8 Bth Sale Guidelines Calendar at a Glance 3 Checklist 2 Ckie Business Badges 5 Ckie GSUSA Pin 5 Ckie Line Up 7 Credit Card 9 Ckie Authrizatin Card 16 Ckie Pr Cntest 12 Cupbards 16 Delivery 13 Five fr Five 14/22 Five Skills 4 Getting Started 10 Girl Rewards 7/20 Gal Getter Patch 8 Materials 9 Mney 17 Online Patch 8 Preventing Leftver Ckies 18 Price 7 Respnsibilities 6 Safety Guidelines 9 Share Patch 8 Smart Ckies-Recgnitins 19 Smart Ckies - Transfers 18 Smart Ckies Initial Order 11 Sweeps 17 Training 9 Trp Prceeds Breakdwn 7 T-shirt Order Frm 21 Uncllectible Debt Frm 17 4

5 Earned G.S.U.S.A. Ckie Recgnitins Prgram All girls wh participate in the Girl Scut Ckie Prgram are eligible t earn the annual Ckie Activity Pin purchased thrugh the shps. Here is hw the girls achieve the 5 Skills thrugh the Girl Scut Ckie Prgram: 1. Gal Setting Set persnal learning gals. What d yu want t learn this year? What d yu want t be better? Share this with at least ne ther persn r yur grup. Set persnal sales gals fr yurself based n yur persnal and grup gals. Keep a recrd f yur accmplishments each year. 2. Decisin Making Develp a basic business plan fr yur ckie sale. Wrk as a team with ther Girl Scuts t decide when and where yu will see ckies and what yu will d with the mney yu earn. 3. Mney Management Develp a budget fr accmplishing at least ne f the gals yu set in the Gal Setting step. Use this budget t help determine yur sales. Be able t explain hw the mney earned in the Girl Scut Ckie Prgram helps yu, yur grup and yur cuncil. 4. Peple Skills Practice yur elevatr speech fr custmers abut what yu are selling, why yu are selling it, and why they shuld purchase it. Make a list f custmers yu will apprach. D nt frget peple yu sld t last year! 5. Business Ethics Discuss hw living the Girl Scut Prmise and Law applies t what yu d in the Girl Scut Ckie Prgram as a business. Financial Literacy and Ckie Business Badges find ut abut earning all these badges in The Girl s Guide t Girl Scuting Bks that can be purchased in any f the cuncil shps. 5

6 Ckie Basics What are the benefits t participatin? By participating in the annual Girl Scut Ckie Prgram, nt nly d yur girls learn the 5 Skills but it is als supprting yur trp and cuncil. Funds earned will supprt yur trp gals and activities thrughut the year. Yur trp may be saving fr a large trip even! Funds earned thrugh the prgram als supprt yur cuncil. Girl Scuts f Kentucky s Wilderness Rad Cuncil uses the funds frm the Ckie Sale Prgram t: Prvide financial assistance t girls wh wuld therwise nt have a Girl Scut experience. Prvide amazing prgrams with affrdable fees. Wh can participate? All registered Girl Scuts with a signed Parent Permissin Frm can participate in the Ckie Prgram. All trps must be clear f any debt due t cuncil in rder t participate. A girl with an utstanding debt cannt take traditinal rders but she may participate in bth sales with her trp as lng as the adult wing mney is nt present. The trp must have: A current trp bank accunt with an ACH frm n file at the reginal Girl Scut Center in Lexingtn. At least tw apprved adults registered with the trp, ne being the leader. A registered, vlunteer-apprved adult as the Trp Ckie Manager wh will sign the Trp Manager Agreement Frm and has a current Backgrund Check cmpleted. Wh is respnsible and fr what? The Trp Ckie Manager is respnsible fr: 1 Making sure anytime ckies r mney exchanges hands that a receipt is written dated and signed. 2 Ckies rdered thrugh Smart Ckies and picked up at delivery, ckies exchanged r swapped with anther trp, r ckies picked up at a ckie cupbard. 3 All girl payments received frm parents r at bth sales. Always cmplete a receipt. Fllw the financial prcedures n pages fr detailed steps t mney management success. 4 All girl rewards earned by the trp. Trp managers shuld distribute girl rewards as sn as pssible after receiving them. 5 Utilizing Smart Ckies and receipts t manage the ckies received by each girl, btaining the Parent Permissin Frms and signed receipts and string them in a safe and secure place. Each family is respnsible fr: 1. Payment and delivery t custmer f ALL ckies rdered and picked up fr their Girl Scut. 2. All mnies cllected frm custmers fr the purchase f ckies. Families must turn in all payments t the trp manager by set deadlines. When des the Ckie Prgram run? Girls can begin taking rders: Online starting December 20, 2017 and in persn rders n January 1, Initial rders are due in Smart Ckies January 10, Delivery happens January 25 thru February 2, run February 2 thru March 25, Sweeps happen March 1, 22 and April 2,

7 Ckie Basics There are 8 great flavrs f ckies that will sell fr $4.00 per package this year. S mres are back this year! Hw d the ckies cme packaged? The ckies cme by the case. There are 12 packages in every case. Yu will rder yur initial rder and any additinal ckies needed fr yur trp in Smart Ckies by the CASE. The nly time yu can pick up ckies by the package is the last tw weekends f bth sales. Yu will be able t mix and match packages t equal 12 at that time. What is the return plicy n ckies? There is NO return plicy n all ckies. Trps and parents wh sign fr ckies cannt return them t the trp r t the cupbards/cuncil. If a package is damaged it can be replaced at any ckie cupbard. This plicy is cnsistent with cuncils natinwide. Hw much will my trp earn? Trp prceeds are based n the per girl average (PGA) f yur trp. Take the ttal number f packages sld by yur trp, divided by the number f girls selling and plug that int the chart belw t figure hw much yur trp will earn per package sld. Dn t wrry, Smart Ckies (nline ckie system) will figure yur PGA s at the end f the sale. PGA Rate per package packages $ packages $ packages $.65 What else can my girls earn by participating in the sale? A cmplete list f girl rewards can be fund n the insert f the initial ckie rder card and in the back f this ckie plan bk n page 20. Here are a few f the highlights: Junir, Cadette, Senir and Ambassadr Trps (with majrity vte) will have tw ptins ut f the full set f girl rewards: 1. They can pt ut f all girl rewards and earn an additinal $.10 per package. OR- 2. They can earn an additinal $.05 per package, but als earn special girl rewards such as t-shirt (200+ bxes), hdie (600+ bxes) and duffle bag (750+ bxes. ) 7

8 Ckie Basics What are sme f the ther patches girls may earn? Yur girls may earn 6 ther patches by participating in the ckie sale. These patches have requirements that the girls must fulfill in rder t achieve the patches. 1. Gal Getter Patch girls must lg int and then click n Smart Ckies and this will take them thrugh the stages f setting their package gal with the ckie sale. Once they set their gals, they can send ut s thrugh Smart Ckies t slicit custmers nline. Custmers will have a chice t either make a prmise t purchase (girl will deliver and cllect mney) OR t make a purchase with the Direct Ship ptin (custmer will pay shipping and pay with credit card.) 2. Online Patch girls must SELL 12 PACKAGES thrugh Smart Ckies in rder t earn this patch. 3. Ckie Bth Sale Patch girls must participate in any bth sale. 4. Operatin Sweet Treat girls must sell 5 packages twards ur Cuncil ckie dnatin prgram. These Ckies are dnated t tw rganizatins (Kentucky State Plice - Trper Island Camp and t the men/wmen serving in the military). These packages are virtual ckies. Yu will rder them in Smart Ckies under the rder tab and then VIRTUAL COOKIE SHARE TAB. Yu can use the flyer n page 23 t prmte this prgram at yur bth sale 5. Trp Operatin Ckie Share - Girls decide where they wuld like t dnate their ckies. With this ptin, yur trp is respnsible fr the physical inventry and dnatin f the packages t the chsen rganizatin. Trps must fill ut a dnatin frm and btain a signature frm the dnatin lcatin at the end f the ckie sale. Lk fr frms n after March 28, Ckie Avatar Patch - Girls wh participated in the Fall Prduct Sale 2017 have the pprtunity t earn this exclusive patch. Girls must have created their wn Me2 Avatar and sent 15 s fr the Fall Prduct Sale Then sell 275 packages f ckies fr 2018 Ckie Sale. Patches are sent directly t girls if earned. 8

9 Safety Tips Ckie Basics Shw yu are a Girl Scut. Wear yur GS membership pin and/r GS clthing t identify yurself as a Girl Scut. Buddy up. Always use the buddy system. It s nt just safe, it s mre fun! Be streetwise. Sell in familiar areas and neighbrhds. Partner with adults. Daisies, Brwnies and Junirs must be accmpanied by an adult. Cadettes, Senirs and Ambassadrs shuld be supervised by an adult and shuld never sell alne. Adults must be present at ckie bths in public places at all times. Plan ahead. Always have a plan fr safeguarding mney avid walking arund with large amunts f it r keeping it at hme r schl. Give mney t supervising adults wh shuld depsit mney int trp bank accunts as sn and ften as pssible. D nt enter. Never enter the huse f a custmer. Avid selling t peple in vehicles r ging int unfamiliar areas. Sell in the daytime. Sell dr t dr nly during daylight hurs. Prtect privacy and be net wise. D nt give ut girls name and addresses. Use adult s whenever pssible. Be safe n the rad. Always fllw safe pedestrian practices, especially when crssing at intersectin r walking alng radways. Credit Card Use Trps may pt t take credit card payments frm their custmers using a smart phne, IPhne r credit card readers. Trps must prvide their wn equipment and incur any/all fees attached t accepting/using credit cards. Trps CANNOT increase the cst f the package f ckies t cver any credit card fees. Credit card use will in n way reduce the amunt due by the trp t cuncil. Training All trps MUST have at least ne adult trained fr the ckies. Service Units will hld trp trainings smetime in Nvember/December. ACH Prcedures Trps must have a trp bank accunt with prper signers and turn in an ACH frm t cuncil. Trps must have an ACH frm n file t participate in the ckie prgram. Trps shuld depsit mney ften during the selling dates. Trps accepting persnal checks must make sure t depsit in enugh time t clear the bank. Trps with families wing need t turn in a UDF (Uncllectible Debt Frm) by five wrking days prir t each sweep date. ACH withdraws will be between March 1 April 2, The ttal amunt due t cuncil is listed in Smart Ckies under TROOP BALANCE SUMMARY REPORT. Materials Trps will receive the fllwing materials t help them with all aspects f the ckie sale: 1. This handbk (1 per trp) 2. Parent Permissin Frm (1+ per girl) 3. Girl Order Frm includes Recgnitin Handut (1 per girl) 4. Ckie Tl Kit which includes pster fr bth sale (1 per trp) 5. Mney Envelpe (1+ per girl) 6. Trp Envelpe 9

10 December Make sure yur trp is cmpliant t participate: Trp must be registered fr the trp year. Trp must have an up t date ACH n file at the Lexingtn Office. Trps must attend a Ckie Training. Trp must sign Ckie Sale Trp Manager Agreement and turn in t the Lexingtn Office. Trp must have tw adults registered with cmpleted backgrund checks within the last three years. Trp must NOT OWE mney frm past prduct sales. If yur trp checks ut and is cmpliant, yu will receive yur lg in and passwrd fr Smart Ckies (nline cmputer system) frm yur Service Unit Ckie Manager. Make sure yu have received yurs and familiarize yurself with the site. Hw d I get started with my trp? Set up a meeting with yur parents and girls and cver these steps: 1. Explain all aspects f the sale including 5 skills, price f ckies, deadlines and what will be expected f them. 2. Have each parent cmplete a Parent Permissin Frm befre yu hand him r her an Order Card. Cllect these slips and keep them in a safe and secure place. 3. Discuss hw many bxes each parent is cmfrtable with rdering. 4. Wrk with the parents and girls t set a trp gal. Think abut what the girls wuld like t d with their prceeds. 5. Encurage the girls t set their wn gals based n this trp gal and the reward level they wuld like t earn. 6. Encurage girls and parents t use Smart Ckies Online Stre it is the fastest and easiest way fr girls t reach their gals. This is a safe and secure website that girls/parents lg nt t set gals, slicit custmers and track rders Discuss if yu have Junir r lder trp if yu wuld rather earn the girl rewards OR earn an additinal $.10 per package in trp prceeds OR earn additinal. $.05 per bx plus t-shirt, hdie and duffle bag ptin. This shuld be a trp majrity girl vte. 8. Make sure the girls and parents understand they CANNOT SELL DOOR TO DOOR PRIOR TO JANUARY 1 st. In persn rder taking begins n January 1 st and nline begins December 20 th. What if a girl has parents wh are separated r divrced? Have each parent cmplete their wn Parent Permissin Frm Prvide each parent with his r her wn Order Card. Handle the sale as if tw girls were selling. Each parent picks up their wn ckies and keeps separate receipts. This alleviates cnfusin abut wh is respnsible fr the prduct and mney due. 10

11 January What happens in January? Girls may begin taking rders with the Order Card as early as January 1 st AND selling n Smart Ckies nline n December 20 th. Trps place their INITIAL ORDER IN Smart Ckies n later than January 10th by 11:59 p.m. In December, yu will receive an link t lg int Smart Ckies. Smart Ckies is the nline ckie rdering system frm ABC Bakers. Yu will use Smart Ckies t place yur Initial Order, rder additinal ckies thrughut the sale, track girls ttals, register fr bth sales and rder individual girl recgnitins. G t: Use lg in and passwrd that was created fr yu. If yu cannt lg int Smart Ckies, please cntact yur Service Unit Ckie Manager fr assistance. Click My Trp at the tp f the screen. Click Trp Infrmatin -make sure yur chices fr Trp prceed and recgnitin plans are crrect. The system will default t the majrity s if yu are an lder trp and want a different ptin, yu need t make sure yu update yur ptin. Enter r update infrmatin in all fields and click Edit Trp t save yur data. An address is required fr each Trp. If yu d nt have an address, enter a valid address fr anther adult Trp member. Click n ORDERS tab at the tp, then click TROOP INITIAL ORDER. Click n COOKIES t place a trp rder. Remember yu are placing a Trp rder fr each variety in FULL CASE quantities. There are 12 packages in a case. Orders shuld be placed based n hw many cases yur Trp needs t begin the sale. Yu can always rder additinal cases after this first Initial Order. Make sure yu rder enugh t cver yur parents rders and the first weekend f bth sales (Feb. 2nd 4th.) Lk at what yu rdered fr Initial Order in Smart Ckies last year. This will help yu determine what yu need. If yu are brand new trp, yu can find tiered recmmendatins f what t rder n ur website at gskentucky.rg under COOKIES AND MORE. Save the rder. Yu can always edit yur rder up until the lck ut date which is shwn in red at the tp. Check with yur Service Unit Ckie Manager when ckies will be delivered t yur Service Unit and put it n yur calendar! Week f January 25, 2018 fr Licking Valley and Fayette Cunty trps lg int Smart Ckies and fllw the instructins t apply fr that are secured and rganized by the cuncil. Fr ther trps, check with yur Service Unit Ckie Manager fr bth pprtunities. 11

12 January Girl Scuts f the USA s Ckie Pr 2018 Cntest Are yu a barrier breakin, challenge crushin, lead takin ckie entrepreneur? D yu put that unmatchable Girl Scut curage t the test every year t create psitive change in yur cmmunity and the wrld? Then this cntest is fr yu! Limited-Editin Patch Every girl wh enters Girl Scuts f the USA s Ckie Pr 2018 Cntest will unlck this awesme, limited editin Ckie Pr 2018 patch. Yu must be a registered Girl Scut Ckie seller t take part. Grand Prize Six girls natinwide, ne per Girl Scut grade level, will be named Girl Scuts f the USA s Tp Ckie Pr 2018 and get the epic chance t: Be featured n the Girl Scut Ckie bx! Travel t New Yrk City fr an all-expenses-paid Ckie Entrepreneur Experience! Hw t Participate Participating in Girl Scuts f the USA s Ckie Pr 2018 Cntest is literally as easy as 1, 2, 3! 1. G t the GSUSA website at 2. Chse a pht yu want t submit, and have it ready t uplad. 3. Chse the Ckie Pr Résumé survey fr yur grade level, cmplete it, and uplad yur pht. Cntest pens January 2,

13 Delivery February Ckie Delivery fr Initial Orders happens frm January 25 th thru February 2nd Yu shuld receive ntificatin at least ne week befre delivery where and when yur Service Unit Ckie Delivery will happen. What shuld I expect at ckie delivery? Each delivery site is a bit different but here are the basics: Arrive at yur assigned r chsen time. Be sure t use a vehicle large enugh t hld all yur ckies at nce. See the chart belw fr general guidelines n hw many cases will fit in yur car. Please nte that this guide is accurate if yur car if free f car seats, strllers and the like. If yu need multiple vehicles t pick up yur rder, be sure yu arrive and get in line tgether. Yu are required t get ut f yur car and cunt the ckies. Yur trp is respnsible fr the ckies that yu sign fr. If there is an errr, ntify a delivery wrker immediately. If yu get hme and find an errr, cntact yur Service Unit Ckie Manager immediately. If due t an emergency yur trp misses yur ckie pick up, cntact yur Service Unit Ckie Manager immediately. Delivery t yur Girl Scuts and families: Fllw these easy steps t ensure a successful delivery t yur parents and girls: 1. Ntify the parents f the date, time and lcatin that they can pick up their rder. Give yurself enugh time t get hme, unlad and prepare the rders. 2. Srt all ckies and rders befre yu let any parents pick up ckies. 3. Prepare ckie receipts fr each girl. When parents pick up, have them cunt and verify their rder. Cmplete a receipt fr every ckie transactin. Prvide each girl with a mney envelpe with her balance and the dates it s due. 4. Remember, parents are respnsible fr all ckies that they sign fr. Yu must write a receipt each and every time ckies r mney exchanges hands! Keep yur receipts in a safe place with the Parent Permissins Frms. 5. If yu have a girl with separated parents, be sure that the parents pick up their separate rders. 6. Remind parents that if they need mre ckies, yu will need t knw by Friday weekly in rder t place a Planned Order fr mre by Sundays. 13

14 Ckie Bths February What is a Ckie Bth? Ckie Bths allw girls an pprtunity t reach their gals and make a difference in their cmmunity! Trps use their extra ckies r pick up additinal frm the Ckie Cupbards and take t the custmers at bth lcatins set up in frnt f high traffic lcatins in the cmmunity. The Girl Scut Ckie Bth is nt just a bth ; it is the girl s strefrnt fr their business. Ckie Bths happen between February 2 and March 25, There are tw types f : 1. Cuncil-Spnsred Cuncil will schedule all bth sales in Fayette Cunty and Krger/Wal-Mart in the Nrthern Kentucky area since there are s many trps in thse highly ppulated areas. Cuncil will run a lttery drawing fr thse lcatins and details will be fund in Smart Ckies by January 25 th. Trps in Nrthern Kentucky may slicit ther businesses beside Krger and Wal-Marts, but must fllw all the rules listed belw under Service Unit Spnsred. 2. Service Unit-Spnsred - These are bth sales that the Ckie Manager in that Service Unit may crdinate and schedule. The Service Unit s bth lcatins are handled in a variety f ways. Mst have a first cme, first served basis fr bth reservatin r a lttery system. Sme Service Units allw trps t slicit their wn bth sales directly with the stre manager. If yu wuld like t rganize yur wn bth sale, please cntact the Service Unit Ckie Manager in that area t see hw t g abut hlding yur wn bth sale. Check fr a detailed listing f all cunty Service Unit Ckie Managers with cntact infrmatin. Ckie Bth Sale Applicatin Frm Fr Service Unit Spnsred sales, yu can fill ut a 2018 Bth Sale Applicatin Frm requesting times and dates fr yur bth sale. Yu will receive a cnfirmatin prir t yur bth sale. D nt schedule bth sales in ther Service Unit areas r Cuncil jurisdictins unless permissin has been btained by the Service Unit Ckie Manager in that area. What is 5 fr Five and hw des it wrk? 5 fr Five is a cntest fr custmers and a sales strategy fr yur girls. Each time a custmer purchases five packages f ckies (anytime during the ckie sale) the girls can give them a cupn fr an entry int a drawing t win five cases f ckies! Each cluster will have a separate drawing. The average custmer purchase is three packages. The girls can use this t up sell their rders. Cpies f the 5 fr 5 cupns can be fund in the back f this bk n page 22. Feel free t make cpies as needed. Cmpleted cupns must be drpped ff at yur clsest Service Center Shp NO LATER THAN March 30 th. 14

15 Ckie Bths February Bth Sale Rules and Guidelines: Please Review!!! Bth Cuncil-spnsred and Service Unit-spnsred Ckie Bths adhere t the bth sale rules and guidelines. Girls must be present when hlding a bth. Bring yur wn table and chairs. Take yur cnfirmatin with yu. There must be adult supervisin f the girls (tw adults). Tw r three girls is a gd number t have wrking the bth. Have Permissin Frms and medical infrmatin n hand. Be able t make change and keep mney in a cash bx, cash bag r smewhere safe and ut f site. Once yu have a large amunt f cash, it is recmmended t lck it in yur car away frm the bth. Make sure yu have tw adults taking the mney indiscreetly t the car r depsit int yur trp accunt. Be sure t use a cunterfeit pen t check large bills Prtect the ckies frm rain, misture and direct sun. Girls shuld be plite and mind their manners at all times. Prper and curteus behavir is mandatry. Remember yu are selling the Girl Scut prgram as well as ckies. Adults shuld als be plite and remain calm in times f cnflict. Yu are the rle mdel fr the girls. Girls participating in the bth shuld stay in the bth area at all times and nt be disruptive t the business. Be respectful f the stre, emplyees and custmers. Keep bth area clean at all times. Clean up all trash and empty cases. Thank the stre manager befre yu leave. Suggested amunt f ckies needed fr a bth sale: Bth sales are a quick way fr trps t sell t a large grup f peple in a shrt amunt f time. On the average, trps will sell 4-6 cases an hur based n LOCATION, TIME AND WEATHER. Fr an average 3-hur bth sale, yu can expect t sell 16 cases. A recmmended amunt t take wuld be: 1 Case Thanks A lt 1 Case Lemnade 2 Case S mres 1 Case Shrtbread 2 Cases 3 Cases f Peanut Butter Patties 3 Cases f Caramel Delites 3 Cases f Thin Mints 15

16 Ckie Cupbards February What is a Ckie Cupbard? Ckie Cupbards are lcatins thrughut the cuncil that ffer additinal ckies fr pick up after Initial Order. Ckie Cupbard Basics: Yu place a PLANNED ORDER in Smart Ckie every week by Sunday at 11:59 p.m. This rder will be available t be picked up the fllwing week at a cupbard lcatin f yur chsing. Planned Orders are an estimate f what ckies yur trp will need thrugh the next week, including the weekend. They are entered each week t guarantee availability f ckies at the cupbard. We want t make sure that all cupbards are stcked each week with the crrect number f cases f each variety yur trp needs. Nte: Trps are financially respnsible fr all Planned Orders placed in Smart Ckies the last 2 weeks. Yu can g t any cupbard in Girl Scuts f Kentucky s Wilderness Rad Cuncil t pick up. Yu MUST bring a Cupbard Authrizatin Card (see belw) even if yu are the Trp Leader r Trp Ckie Manager. * Hint: Fill the frm ut and take a picture with yur phne! * There are n returns n any ckies. Keep yur cupbard receipts and verify that they were entered int Smart Ckies crrectly. If there is an errr, cntact the Cupbard yu picked up ckies frm. Mst Ckie Cupbards are in vlunteers hmes. The main ckie cupbards are at the Service Centers. Keep in mind that the cupbard managers have vlunteered their time and hmes t help us. Be cnsiderate f their husehld. After January 15 th, yu can check fr lcatins and hurs f peratin f all ckie cupbards thrughut ur cuncil. All ckies picked up must be in full case quantities. The last tw weekends, yu may cmbine 12 bxes f different varieties t equal 1 case. Hw d I place a PLANNED rder t pick up at a Ckie Cupbard? Lg nt abcsmartckies.cm Hver ver the Orders tab and click n Planned Order Pick a Cupbard The Planned Order screen shws the Trp number, 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 Set up Delivery and Quantity f Order Once the Cupbard is chsen, the edit ptin is available if there are ther lcatins t chse frm and yu want t pick a different Cupbard t pick up frm. T change lcatins click edit and select again. When yu select the Cupbard, yu ll see a list f dates indicating the days the Cupbard is available fr pickups. Select a date and click cntinue. Select a time that suits yur schedule. Click save. Yu may edit yur cupbard, date and time selectins by clicking edit under the apprpriate categry The varieties will be shwn beneath the cupbard infrmatin. Enter the number f cases. There is a field fr Order Ntes available. Click Save What happens if I d nt pick up my PLANNED ORDER n my scheduled pick up date? Ckies nt picked up by nn n the day after yur PLANNED ORDER PICK UP DATE, will g back int inventry fr ther trps Girl Scuts f Kentucky s Wilderness Rad - Ckie Authrizatin Card 2018 This card must be present t pick up ckies frm any cupbards. Trp # Service Unit; Trp Ckie Manager: Name and Phne # - Print please Trp Ckie Manager Signature Adult Authrized t Pick up Ckies: 16

17 Mney Management March Mney and Depsits All mney cllected fr ckies will be depsited int YOUR OWN TROOP BANK ACCOUNT. If the cuncil des nt have an ACH (Autmatic Clearing Huse Frm) direct debit frm n file frm previus sales, yu will cmplete ne in the beginning f the sale. This frm includes yur trp s bank accunt infrmatin. This als gives permissin fr the cuncil t sweep ckie mney due. The schedule f sweep dates can be fund n the bttm f this page. All checks shuld be made payable t yur trp. Mney/Ckie Receipt Bk The mney/ckie receipt bk shuld be used t dcument all transactins f ckies r mney. Use this receipt bk whenever mney r ckies change hands during the ckie sale. Please circle mney r ckies at the tp f the receipt depending n the transactin. Only ADULTS may sign this frm. These frms need t be turned in with an Uncllectible Debt Frm if a parent r guardian wes mney. Payment Prcedures The Trp Ckie Manager shuld handle mst f the banking prcedures. It is imprtant t get mney cllected frm girls and depsited int yur trp checking accunt as quickly as pssible. Tell girls in yur trp t bring in their cllected mney ften and set up a deadline fr the final cllectin. As yu cllect mney, yu must depsit directly int yur TROOP CHECKING ACCOUNT. All checks frm custmers shuld be made payable t YOUR TROOP. Nnpayment Uncllectible Debt Frm (UDF) Occasinally, we have a parent/guardian wh des nt pay the amunt due fr the prducts their girl scut sld n time. If this happens, please fill ut an Uncllectible Debt Frm and submit t UDF@gswrc.rg at least 5 wrking days prir t each sweep. D nt delay yur paperwrk and d nt pay fr a parent/guardian s debt with trp prfit. The fllwing MUST be attached t this frm in rder fr the cuncil t prceed with cllectin: Parent Permissin Frm, Receipts (fr exchange r prduct and/r mney.) SCHEDULE OF ACH SWEEP OF FUNDS FROM TROOP ACCOUNTS: 1 st sweep = March 1, % f trp balance as f February 5 th due (ttal sales including Initial Order, Cupbard transfers and Trp transfers, less trp prfit and less Uncllectible Debt Frms submitted) will be swept accrding t ttal trp balance in Smart Ckies. Ttals can be fund in Smart Ckies under REPORTS SUMMARY REPORTS TROOP BALANCE SUMMARY REPORT. 2 nd sweep = March 22, % f trp balance due (ttal sales less trp prfit and less Uncllectible Debt Frms submitted) will be swept accrding t the ttal trp balance in Smart Ckies. Ttals can be fund in Smart Ckies under REPORTS SUMMARY REPORTS TROOP BALANCE SUMMARY REPORT. Final sweep = April 2, 2018 Remaining trp balance due (ttal sales less trp prfit and less Uncllectible Debt Frms submitted) will be swept accrding t the ttal trp balance in Smart Ckies. Ttals can be fund in Smart Ckies under REPORTS SUMMARY REPORTS TROOP BALANCE SUMMARY REPORT. 17

18 Mney Management/Final Steps March Tips fr Preventing Leftver Ckies Even the mst seasned ckie-selling trps can end up with a few extra packages f ckies at the end f the sale. Hwever, trps may have truble paying the ckie bill if they have several cases f ckies leftver. This can be avided by fllwing several simple guidelines: After Initial Order, trps shuld rder nly enugh ckies t fill girl rders and/r fr ne week at a time. Trps shuld knw hw many packages f ckies the trp has n hand at all times and hw many packages the trp needs t fill girl rders r fr upcming ckie bths. Trps shuld cmmunicate and let their Service Unit Ckie Manager knw if they have extra ckies that can be transferred t anther trp by March 1 st. We ften have trps that are in need f mre ckies and willingly will take them t fill rders they have. Trps wuld d a Trp-t-Trp transfer in Smart Ckies. Trps shuld nt wait until the last minute t let smene knw. Trps shuld schedule additinal ckie bths r ask girls t take extra ckies n a walkabut. Wh is respnsible fr ckie funds and ckies? Respnsibility fr ckies and ckie mney belngs t thse adults wh are registered as leaders, trp ckie managers and the parent /guardians invlved in the sale. Girl Scut f Kentucky s Wilderness Rad Trp Finance Plicies state: #1. Any persn in default f a past prduct sale payment may NOT participate in future prduct sales and will be released frm his/ her vlunteer psitin if payment is nt received within 60 days f written ntificatin f debt. #2. Girl Scuts f Kentucky s Wilderness Rad Cuncil will pursue utstanding debts wed t the Cuncil and when practical, debts wed t registered trps / grups up t and including apprpriate legal actin. Als, refer t Vlunteer Essentials Chapter 5. Final Steps in Smart Ckies: Check transfers frm Cupbard t Trp in Smart Ckies weekly! Make sure yur Cupbard transfers are crrect! If there is a discrepancy, yu MUST ntify the cupbard manager where yu picked up yur ckies frm! Due March 28th by 11:59 p.m.: TROOP TO GIRL TRANSFERS IN Smart Ckies (D this FIRST befre rdering yur recgnitins.) Lg nt Hver ver the Orders tab, click n Transfer Order in the drpdwn. Selecting Type f Transfer Type f Transfer: Select Trp t Girl frm the drp dwn menu which shws these ptins: Trp t Girl, Girl t Girl, Girl t Trp, Trp t Trp Click n which girl in the Trp will receive the transfer r yu can search by the Girl s 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. Entering Transfer in Package Quantity Tw types f transfers can be entered n this page: Packages and Bth Packages 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. 18

19 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 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 Due March 28th by 11:59 p.m.: ENTERING GIRL AND TROOP REWARDS IN Smart Ckies MAKE SURE ALL YOUR TROOP TO GIRL TRANSFERS ARE COMPLETE FIRST. The system ppulates n the amunt f bxes that are transferred t each girl. Lg n t Hver ver the Recgnitins tab and click n Create Recgnitin Order Click MAIN n Plan Type (MAIN= Recgnitins fr the girls) Click Create Order buttn n the far right t begin the rder Click Cancel t delete and start ver. Reviewing the Girls Early Recgnitin items Click n the individual girls name in red and verify their rder OR click n the Review buttn at the bttm f the rder and it will review all girls at nce Her name will be listed abve the Recgnitin range that she has earned thus far Depending n the chsen recgnitin plan, the item(s) in the Recgnitin Range needs t be reviewed and selected Once all names have been reviewed, click Save and Exit t cmplete the review r click Cancel t exit ut f the review prcess. Once the Recgnitin Order has been saved, the Manage Recgnitin Order screen appears. The Recgnitin Order prvides the fllwing infrmatin: Status either Red R fr needing Review, Black R fr already Reviewed Pencil Icn fr editing the rder Trash can fr deleting the rder Order can be exprted int a spreadsheet Order can be filtered t shw certain clumns Search field bx fr specific data chsen 19

20 Girl Rewards Check ut the cumulative rewards that girls can earn 20

21 Adult Rewards Check ut the cumulative rewards that adults can earn: If a trp has 100% f girl participatin and the per girl average is 200 packages, yu will earn 2 tte bags! If trp has 100% f girl participatin and the per girl average is 300 packages, yu will earn this awesme Vlunteer Cmpact Carg Bx. Dn t frget t check ut yur lcal Girl Scut Shps fr additinal Ckie merchandise available t purchase in December! Awesme T-shirt fr Adults t purchase! If yur adults wuld like t purchase a VOLUNTEER COOKIE T-SHIRT THIS YEAR, fill ut the frm belw alng with a check and mail them in NO LATER THAN MARCH 1, T-shirts will be distributed in May with the girl rewards. Abslutely NO rder frms will be prcessed after March 1 st! Vlunteer Ckie T-shirt Order Frm When vlunteers stand up, girls stand ut! Shirt is dark Grey Name: Service Unit Name: Trp: Quantity: Adult Medium ($12) Adult 2XLarge ($14) Adult Large ($12) Adult 3XLarge ($14) Adult XLarge ($12) Ttal # f $12 each = Ttal # f $14 each = Enclsed is my payment fr ttal f: $ Make checks payable t GSKWRC Must mail r drp ff t: Carlyn McNerney, 607 Watsn Rad, Erlanger, KY BY MARCH 1, 2018 N exceptins after this date. 21

22 Please PRINT and make cpies as needed 5 fr 5 Cupn Purchase 5 bxes fr a chance t win 5 Cases (60 bxes) f Girl Scut Ckies! Thank yu fr investing in a Girl! Yur purchase helps build 5 life skills, Gal Setting, Decisin Making, Mney Management, Peple Skills and Business Ethics. Custmer Name address Phne Number We will nly call yu if yu WIN the 5 cases f ckies cntest in April, fr 5 Cupn Purchase 5 bxes fr a chance t win 5 Cases (60 bxes) f Girl Scut Ckies! Thank yu fr investing in a Girl! Yur purchase helps build 5 life skills, Gal Setting, Decisin Making, Mney Management, Peple Skills and Business Ethics. Custmer Name address Phne Number We will nly call yu if yu WIN the 5 cases f ckies cntest in April, fr 5 Cupn Purchase 5 bxes fr a chance t win 5 Cases (60 bxes) f Girl Scut Ckies! Thank yu fr investing in a Girl! Yur purchase helps build 5 life skills, Gal Setting, Decisin Making, Mney Management, Peple Skills and Business Ethics. Custmer Name address Phne Number We will nly call yu if yu WIN the 5 cases f ckies cntest in April, Please drp ff at yur nearest Service Center by March 30, 2018! 22

23 Make cpy, glue n back f ckie case & display at bth sale t prmte Operatin Sweet Treat 23

24 DID YOU KNOW? Each seasn, Girl Scuts natinwide sell almst 200 millin bxes f Girl Scut Ckies! Fr every bx f Girl Scut Ckies yu buy, mre than tw-thirds f yur purchase price stays right in yur cmmunity. Trps wh have ckie bths are almst twice as likely t accmplish their gals as trps wh d nt. If the number f Girl Scut Ckies prduced by ABC Bakers in a seasn were laid end-t-end, they wuld stretch fr 12,000 miles ver halfway arund the wrld! The number ne reasn peple buy Girl Scut Ckies is t supprt Girl Scuting! Fr mre infrmatin, cntact yur Service Unit Ckie Manager, yur Lcal Cuncil Office OR: Carlyn McNerney Prduct Sale Directr , ext cmcnerney@gswrc.rg Shannn Rse Prduct Sales and Prgram Crdinatr , ext srse@gswrc.rg 2277 Executive Drive Lexingtn, KY Fax Girl Scuts f Kentucky s Wilderness Rad Cuncil serves 12,000 girls in 67 cunties 24