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@girlscoutshcc@girlscoutshcc/gshcc

Cookie Manager Guide 2017-18

SERVICE UNIT


2 girlscoutshcc.org/cookies • 800-322-4475

2018 IMPORTANT DATES Notes

QUESTIONS?

Emily Allan, Product Program ManagerIlse Luna, Product Program SpecialistJill Vogele, Product Program Specialist

[email protected]

Girls Take Initial Orders: JANUARY 12-28

Girls Continue Taking Orders: JANUARY 29-MARCH 18

Troop Booth Sales: FEBRUARY 23-MARCH 18

National Girl Scout Cookie Weekend: FEBRUARY 23-25

Rewards and Troop Treasure Distributed: END OF MAY

3girlscoutshcc.org/cookies • 800-322-4475

Just in Time Training Resources

Service Unit Cookie Manager 4

Troop Cookie Manager 5

OverviewCookie Manager Responsibility 6

November-December

2018 Girl Scout Cookie Program 7

Training Troop Cookie Managers 8

How the Cookie Crumbles 9

Your Service Unit Sales Goal 9

Cookie Share 10

Proceeds and Reward Plans 11

Troop Treasure 12

Setting Up Smart Cookies 13

Securing Booth Sales 14

Booth Sale Selections 15

January

Initial Troop Order Review 16

February-March

Troop Booth Sales 17

Order Transfers 18

Planned Orders 19

ACH 20

Theft, Loss and Product Complaints 21

Outstanding Cookie Accounts 22

Before March 27, 2018

Final Paperwork 23

Table of Contents


Service Unit Cookie Manager Just in Time Training Resources

Topic Just in Time Training

Setting up Smart Cookies Update service unit information and modify where girl rewards are sent

Round One Booth Sales How to enter booth sale locations, dates and times

Initial Troop Order How to review and approve initial troop orders in Smart Cookies

Initial Order Pick-up• Mega Drop• Service unit location drop

Specific information about troop initial order pick-up

Main Reward Order How to submit troop main reward orders to GSHCC

Visit girlscoutshcc.org/cookies or download the GSHCC app to view all the Just in Time training resources.


Troop Cookie Manager Just in Time Training Resources

Topic Just in Time Training

Gluten Free Trios How to pre-order Trios

Setting up Smart Cookies How to set up Smart Cookies

5 Skills Handy guide on how to teach girls about the 5 Skills

Round One Booth Sales How to use the new booth sale lottery feature in Smart Cookies for Round One

Round Two and Three Booth Sales

How to select booths for Rounds Two & Three

Initial Troop Order How to enter your troop initial order in Smart Cookies

Initial Order Pick-up• Mega Drop• Service unit location drop

Specific information about troop initial order pick-up and damages, overages and shortages

ACH How to setup Automated Clearing House (ACH)

Planned Orders How to enter a planned order and why it’s important

Transfers How to manage troop inventory with Troop to Troop, Troop to Girl and Girl to Troop transfers

Main Reward Order How to enter your troop’s main reward order in Smart Cookies

Visit girlscoutshcc.org/cookies or download the GSHCC app to view all the Just in Time training resources.


The Girl Scout Cookie Program is designed to be a positive, fun and influential experience for girls. Girls can grow important life skills such as goal-setting, decision-making, money management, people skills and business ethics while also observing the Girl Scout Promise and Law.

Your Role• Register for the 2017-2018 Girl Scout membership year.

• Complete and submit a Product Program Volunteer Position Agreement form to Product Program Team.

• Complete a background check.

• Ensure the service team, troop leaders and troop cookie managers are aware of service unit goals.

• Ensure all troop cookie managers attend training for the 2017-2018 cookie program. Training may include in-person training provided by you or in-person or online training provided by Product Program Team.

• Verify that all participating troops have a bank account approved by the service unit treasurer. Please notify your member support specialist of any troops without a bank account. This is required for troops to participate.

• Support the service unit members by:• Sending the troop cookie managers, troop leaders

and service team members important notifications.• Ensuring there is a system in place for troop cookie

managers and troop leaders to communicate when someone has extra cookies or a need for cookies. Ensuring they also understand and use this system prior to anyone contacting or going to a cookie cupboard.

Many hands make light work. We encourage you to build a team of volunteers to join you on the service unit cookie team.

• Booth Sales Coordinator—Secure booth sale locations throughout your service unit and enter all locations, dates and times in Smart Cookies.

• Rewards Coordinator—Receive all girl reward items, distribute items to the troop cookie managers in a timely manner and return unclaimed reward items to the Product Program Team.

• Events Coordinator—Assist the team with cookie rallies and service unit cookie drops (for service units not attending a Mega Drop).

• Cookie Rally—Assist older girls to organize a cookie rally to teach younger girls about The 5 Skills, safety and fun during the cookie program.

• Service Unit Location Drop—schedule and recruit volunteers, meet the delivery agent to ensure you have received the correct amount of cookies, ensure qualified troops receive the early reward items and ensure troop volunteers have counted and signed for their troop's initial order.

Cookie Manager Responsibility


Your Role• Be sure you have all the materials you need for

your troops.

• Inform troops where to find information, useful tools and training videos.

The Materials• The following materials will arrive at your home:

• 2018 Troop Final Envelope: one per troop• Money and/or Cookie Receipt books: three per troop• Troop Goal Setting Poster: one per troop• Girl money envelopes: one per girl• Girl Order Card: one per girl• Troop Cookie Manager 2018 User Guide• Product Program Volunteer Position Agreement

Forms: two per troop• Girl/Parent Permission and Financial

Responsibility Form: one per girl

• You will receive at training:• Service Unit Sales Goal Sheet• Service Unit Cookie Manager Roster• Cookie Samples

Did you know?• These resources are available on our website and

mobile app for your troops:• Troop Cookie Manager 2018 Guide• Cookie Rally Guide• Booth Sale Behavior and Etiquette Pledge• Booth Sale Guidelines• Troop Booth Sale Worksheet• Troop Cookie Sale Tracking Worksheet• Sample Money and/or Cookie Receipts• Troop Final Envelope• Just in Time training videos• Reward descriptions

• These forms are available on our website for your troops:

• Product Program Volunteer Position Agreement Form

• Girl/Parent Permission and Financial Responsibility Form

• Certificate of Insurance Request Form• Service Unit Location Delivery Form

Reference• Our Website—girlscoutshcc.org/cookies

2018 Girl Scout Cookie Program


It is important for every troop cookie manager to participate in training, even if they are continuing in this position from the previous year. Training ensures troop cookie managers have current information and understand the importance of the deadlines. A PowerPoint presentation will be available at girlscoutshcc.org/cookies after November 6, 2017. Be sure to check with your training location that internet services are available. If not, be sure to save the PowerPoint to your computer’s hard drive or to a removable drive to access it.

Your Role• Set a date, time and location for the meeting. Schedule

1-2 hours to complete the training.

• Talk to your service unit events coordinator for assistance with scheduling training for your troop cookie managers. This likely will not be at a leader meeting.

• Send out invitations to your training to the troop leader(s) listed in your service unit.

• Product Program Team will email you a list of all the troops in your service unit with the troop leader/troop cookie manager contact info.

• Distribute Product Program Volunteer Position Agreement forms to the volunteers who attend training; collect the white copy. Keep with your records to turn in at the end of the program

• Use the Troop Cookie Manager Guide as your training outline. Discuss each of the subjects listed in the Table of Contents. Highlight the Just in Time training information and videos that will be provided as well as important dates, events and procedures.

• Bring program materials to your troop training.

• Communicate the best way to contact you and your team (if applicable) and your availability.

• Use the Girl Scout Cookies provided by ABC Bakers as samples to share with your troops.

New in 2018!Product Sales will provide two levels of troop cookie manager training

• In-person Cookie Rookie training

• Invite your troop cookie managers with fewer than 2 years of experience to learn from the cookie mentor team at one of our regional Cookie Academy/Cookie Colleges. Please encourage your new troop cookie managers to register online.

• Online Cookie Veteran training

• Invite your experienced troop cookie managers to attend a live training webinar where they can ask questions from the comfort of their homes or offices.

• Product Program Team will provide service unit cookie managers a list of all troop volunteers who attend in-person or online training.

• Our goal is to support you. You do not need to provide your own training if all troop volunteers attend Product Program-led training.

Training Troop Cookie Managers


You will be provided with your service unit sales goal at training.

Your Role• Communicate with your troops the service unit sales goal.

• Strategize with your troops how they can help achieve this goal together. Here are some suggestions:• Host a service unit cookie rally.• Increase the number of girls participating in the cookie program.• Add more girls to the troop.• Add one additional troop booth sale.• Seek input on how to increase the number of high foot traffic booth sale locations.• Have each participating girl sell five additional packages.• Increase the number of girls participating in online sales using Smart Cookies.• Encourage girls to continue to sell using their order card throughout the entire cookie program.• Maximize the Troop Treasure opportunity (see the Proceeds and Rewards section in this user guide).• Encourage troops to promote Cookie Share and Cookies for Community cookie donations on the

order card, online and during booth sales.

Your Service Unit Sales Goal


GSHCC Cookie Share• Inform your troops that Cookie Share is a great

opportunity for the public to support the Girl Scout Cookie Program and their community.

• Cookie Share is used to support members of the active military.

• Girls who sell 10+ packages towards Cookie Share will earn the Cookie Share 2018 patch.

• Cookies ordered during initial orders are “virtual” and will be given directly to Cookie Share by GSHCC. Troops will not need to pick up these orders.

• The troop remains financially responsible for these virtual cookies.

• Cookie Share orders are not rounded to the fullest case during the initial order process in Smart Cookies.

• The white column on the girl order card is for Cookie Share orders.

Cookies for Community• After the initial order of Cookie Share cookies, troops

can host their own Cookies for Community donation drive for a charity of their choice.

• Examples of local charities are food closets, senior citizen centers and local shelters.

• Great places to promote Cookies for Community are at booth sales, troop events and individual sales.

• Girls practice The 5 Skills by participating in a local Cookies for Community project.

• People Skills—Help others in the community• Decision Making—Decided as a troop which

organization to donate to• Goal setting—Set a goal as a troop how many

packages to donate. Share your goal with customers—they love supporting Girl Scouts doing good!

• Money Management—Collect cash donations at booth sales and set it aside to purchase cookies to donate

• Business Ethics—Use money donated by customers toward the intended community share project

• Troops must make their own arrangements to donate Cookies for Community products.

Cookie Share/Cookies for Community

New! Do you have a customer requesting to make a large donation of cookies to the military?They can donate and pay with a credit card via Smart Cookies.


Your Role• Be familiar with the proceed and reward plans:

• Early Reward opportunity.• Troop Proceeds and Girl Rewards.• Older Girl Proceeds and Older Girl Rewards.• Troop Treasure opportunity.

Proceeds and Rewards• Troop Proceeds and Girl Rewards:

• Available for all troops.• Troops earn $0.90 per package sold.• Girls can earn patches, achievement bars and reward

items and experiences.• Troops can earn Troop Treasure.• All troops will be assigned Troop Proceeds and Girl

Rewards in Smart Cookies.

• Older Girl Proceeds and Older Girl Rewards:• Available only to troops with all members registered

as Cadettes, Seniors and/or Ambassadors.• Multi-level troops with registered Daisy, Brownie

and Junior members do not qualify.• Girls must vote unanimously for the older girl

proceeds.• Troops earn $1.00 per package sold.• Girls can earn patches and achievement bars.• Troops can earn Troop Treasure.• Troops that choose this option will need to select

these in Smart Cookies.

Early Reward Opportunity• Every girl with an initial order of 175+ packages

submitted by January 28, 2018 will receive a GSHCC beanie.

• Girls in troops choosing Older Girl Proceeds and Older Girl Rewards are also eligible for the Early Reward.

• Beanies will be distributed at the troop’s scheduled initial order cookie pick-up location.

Proceeds and Reward Plans

Sell 175+ packages in your initial order and get a

GSHCC beanie.

EARLY REWARD


Troop Treasure• Troop Treasure is a reward opportunity allowing girls to help their

troop earn funds to support their Girl Scout experience.

• All troops can qualify for Troop Treasure.

• Troop Treasure may be applied towards GSHCC events, day and resident camps, membership registration fees and in-store GSHCC shop purchases.

• In order to start earning Troop Treasure troops must achieve a per girl average (PGA) of 200 boxes or more. When troops achieve more, they earn more.

PGA is calculated based on the number of girls registered in your troop as of January 28, 2018.

• Check out our website to find ways to earn Troop Treasure at girlscoutshcc.org/rewards.

Troop Treasure

2018troop treasureGSHCC

PER GIRL AVERAGE (PGA) 200+ PGA 250+ PGA 300+PGA

Troop Treasure Bonus paid per registered girl

$30 $50 $70

Example Troop 11111 has 8 girls registered in the troop with 7 girls selling. The troop sold a total of 1,624 packages

Troop 22222 has 7 girls registered in the troop with 5 girls selling. The troop sold a total of 1,785 packages

Troop 33333 has 10 girls registered in the troop with 9 girls selling. The troop sold a total of 3,000 packages

Packages sold/# of girls registered = per girl average (PGA)

1,624 packages/8 girls = 203 PGA



Troop Treasure Bonus = # of girls registered x Troop Treasure Bonus

8x$30 = $240 in Troop Treasure




Smart Cookies gives troops a customized business center and lets girls manage their cookie activities online. This user friendly platform lets girls and troops set and track goals, create a sales plan, market their sales, customize their dashboards and to personalize their online store! Smart Cookies is both desktop and mobile friendly, so you can manage your sale at home or on the go! This system, developed in a partnership between ABC Bakers and IBM, makes managing your troops inventory, booths, and girls as easy as can be!

Your Role• You will be emailed a link to set up Smart Cookies.

• Log into Smart Cookies verify the information listed about you as the service unit cookie manager.

• Modify where the girl rewards are sent to, if different than you.

• Please do not delete any troops.

• Please do not add or delete Smart Cookies users. Product Program Team will upload Troop Cookie Managers registered in MyGS.

Did you know?• GSHCC will be uploading troop and girl data throughout

the cookie program.

• Troops uploaded in Smart Cookies by GSHCC will be assigned Troop Proceeds and Girl Rewards.

• To qualify for the Older Girl Proceeds and Older Girl Rewards the troop must meet these qualifications:

• All registered girls are Cadettes, Seniors and/or Ambassadors;

• All members must agree to change the plan

Reference• Visit girlscoutshcc.org/cookies to watch a training video

how to set up Smart Cookies.

• Log into abcsmartcookies.com.

Setting Up Smart Cookies

TRAINING VIDEO AVAILABLE

My Smart Cookies Log in:

Email: _______________________________

Password: ___________________________


Booth sales are a great opportunity for girls to utilize The 5 Skills: goal setting, decision making, money management, people skills and business ethics.

Your Role• Each service unit is responsible for securing booth sale

locations within their service unit boundaries. If you are not familiar with your service unit boundaries, please contact [email protected] for a service unit boundary map.

• Enter all dates and times in Smart Cookies as you get approvals from retail and property owners.

• At the beginning of booth sales, provide a full list of all troops by date and time to each store/property owner.

Securing booth sale locations tips:• It is important to be creative and think outside the box

when securing booth sale locations.

• Always keep in mind the safety of the troops and girls when securing locations.

• Consider grocery stores, coffee shops, Elks Clubs, shopping centers, retirement homes, colleges, office buildings, community centers, athletic games, etc.

• Do not solicit booth sales locations where girls are prohibited without an adult (e.g. bars, liquor stores, casinos or medical marijuana dispensaries).

• Introduce yourself as a Girl Scout service unit volunteer.

• Ask for information regarding their policies, procedures and restrictions for solicitation outside of their establishment.

• If you shop at the establishment, please share that information.

• If your troops have held booth sales at this location in the past, please share that information.

• Inform the store personnel that a Certificate of Insurance is available. If requested, the form can be found at girlscoutshcc.org/cookies. Allow up to two weeks for processing.

• A Certificate of Insurance is automatically sent to last year’s locations.

• Ask if a property manager needs to approve the booth location. Make sure the property manager also receives a Certificate of Insurance.

• A Booth Sale Availability form to provide to store managers is available at girlscoutshcc.org/cookies

• Ensure the girls will be supervised at all times.

• Provide your contact information.

• Complete any documentation required to obtain approval to hold booth sales at this location.

• Provide a list of potential items present at a booth sale and confirm if these items are permissible at the establishment (tables, chairs, signs, posters, balloons, etc.)

Reference• Visit girlscoutshcc.org/cookies to watch a training

video how to enter the booth sale locations, dates and time slots.

Securing Booth Sales

TRAINING VIDEO AVAILABLE


Booth Sale Round OneTroops will select all booth requests in Smart Cookies.

• Round One Lottery will still remain closed to the service unit.

• If your service unit is paired with another service unit to share booth sale opportunities, the Product Program Team will create a District in Smart Cookies for the participating service units to share booth opportunities.

• From January 8-13, troop cookie managers can review all booth opportunities in Smart Cookies. During this time troop cookie managers should coordinate preferred dates and times with other adults in the troop.

• From January 14-17, troop cookie managers will select up to 10 booth opportunities, rated by preference, directly in Smart Cookies.

• At midnight on January 17, the round one lottery will select up to 2 of the 10 requested booth opportunities per troop.

• For best results, it is recommended that troops vary their booth preferences by location, date and time. Stacking all booth requests for the first day of booth sales at a Walmart, for example, could result in zero booth locations awarded in the lottery.

Booth Sale Round Two & ThreeRound Two

• Opens Monday, January 21, 2018 at 7 p.m.

• Closes Thursday, January 24, 2018 at 11:59 p.m.

• Troops have the opportunity to secure up to four (4) booth sale locations. Locations and time slots are offered on a first-come, first-served basis and are available council-wide.

• Booth sale assignments will be emailed to the troop cookie manager after each secured selection.

Round Three

• Opens Sunday, January 28, 2018 at 7 p.m.

• Remains open until the end of the cookie program

• Troops have the opportunity to secure up to 20 booth sale locations until February 7 at 5 p.m. It will then be uncapped until the end of the program.

• Locations and time slots are offered on a first-come, first-served basis and are available council-wide.

• Smart Cookies will send a confirmation to the troop cookie manager's account email for each booth sale secured. Review the email for accuracy and for planning purposes.

Booth Sale Selections

IMPORTANT! Cancelling Booth SalesIf a troop cannot attend their scheduled booth sale, they are required to login to Smart Cookies to cancel as soon as possible. The booth sale schedule is shared with the community through several websites, including the national Girl Scout Cookie Locator. Customers searching for Girl Scout Cookies are directed to locations that show as secured in Smart Cookies. Cancelling unwanted booth sales gives other troops the courtesy and opportunity to fill the time slot. A cancellation email will be sent to the Smart Cookies account associated with that troop. It will indicate who cancelled the time slot. As a courtesy to their sister troops, it is recommended that they also notify you of a last minute cancellation so that you can alert other troops.


Your Role• You will review all the initial orders for the troops in your

service unit.

• It is important to help troops determine the right number of packages needed to fill girl pre-orders and booth sales.

• Remind troops that girls can continue to take order card sales through the end of the cookie program.

• Please contact the troop cookie manager if you have concerns about their troop’s initial order.

• Keep in mind the size of the troop, the number of booth sales the troop has scheduled and the locations of the booth sales. Ultimately, the decision is up to the troop cookie manager.

• Click “Commit All” in Smart Cookies to acknowledge you have reviewed your service unit initial order by Tuesday, January 30, 2018 at 11:59 p.m.

Did you know?• Troop cookie managers have until Monday,

January 29, 2018 at 11:59 p.m. to submit their troop initial order. Troop cookie managers will be locked from making changes after this time.

• Initial orders are placed in PACKAGES.

• Troops should not enter Trios in Smart Cookies. Only the December Trio pre-orders will be honored. Product Sales will enter the Trios orders in Smart Cookies after the initial order.

Review the No Orders Listing Report• To see a listing of troops who have not placed an initial

order, log into Smart Cookies and go to the Dashboard.

• Under Action Items—click on the link for troops with no initial order.

• A list will appear with troop number and contact email.

• Contact the troop to remind them to submit their order.

Initial Order Submission by Service Unit• Log in.

• Select the Orders Tab.

• Select “Manage Orders”.

• Check “Initial Orders” under Order Type; then select “Apply Search Parameters”.

• Review each troop’s initial order by clicking the green pencil . Contact the troop cookie manager with any concerns regarding their troop order.

• Make any agreed upon changes to the troop’s initial order; click “Save”.

• To approve all orders after review—under action, select approve all and then click the apply button.

• To submit all orders after you approve, under action, select submit all and then click the apply button.

Initial Troop Order Review

TIP! Review the No Orders Listing Report in Smart Cookies before the troop deadline. Contact troops that are missing an initial order so they have the opportunity to enter an order in Smart Cookies.

ALL INITIAL ORDERS

ARE DUE BY TUESDAY, JANUARY 29, 2018 AT 11:59 P.M.


Your Role• Know the Girl Scout booth sale guidelines. These can

be found on our website, girlscoutshcc.org/cookies.

• Help troops that may need advice regarding booth sales and inventory control.

Did you know?• Two registered Girl Scout adults and 2-4 registered

Girl Scouts are required at each booth sale reserved in Smart Cookies.

• Any activity that involves more than one Girl Scout and a caregiver is considered a troop activity and must meet all GSHCC safety guidelines.

• Adults handling money at booth sales must be registered Girl Scouts.

• Sell only Girl Scout Cookies at your booth sale.

• Booth sales provide an opportunity for girl-led experiences and further their progress towards the Girl Scout Leadership Experience.

• Cookies purchased as Cookies for Community at booth sales should be set aside from the troop inventory to donate.

• Troops may hold lemonade-style sales with one parent and one girl on their personal property only.

Financial Transactions at Booth Sales• Accepted payments are:

• cash• credit card reader (The troop assumes all added

costs associated with accepting credit/debit cards.)

• The price per package is $5.00. No more, no less. Troops that alter the price are subject to penalties including loss of booth sale opportunities and/or troop proceeds.

Troop Booth Sales

BOOTH SALES START FRIDAY, FEBRUARY 23, 2018

AND CONTINUE THROUGH SUNDAY, MARCH 18, 2018

FEBRUARY 23-25, 2018


Your Role• Stay in touch with your troops. Call troop cookie

managers and ask them if their sale is going well.

• Encourage troops to monitor their troop inventory. Troops can run the Troop On Hand Inventory Report in the Reports section of Smart Cookies to assist them.

• Encourage troops to verify all cupboard-to-troop transfers have been entered by cupboard managers in correctly and in a timely manner.

• Contact troops to repair a negative inventory balance in Smart Cookies, if necessary.

Did you know?• Additional cookies are available for pick up at any

cookie cupboard.

• Cookies cannot be returned or exchanged.

• “Virtual” Cookie Share donations can be made any time via Smart Cookies.

• Every transfer from a cookie cupboard and to/from other troops must have a documented receipt.

• Girls can continue to take orders until the end of the cookie program.

TransfersIt is important that troops do not create a negative inventory. If they do not have enough inventory to complete a Troop to Girl or Troop to Troop Transfer with the existing inventory in Smart Cookies, they should contact the cupboard manager or troop they transferred cookies to in order to enter the transfer in Smart Cookies.

Troop to Troop (T2T)• To transfer inventory to another troop you will process a

Troop to Troop Transfer (T2T).

• Only the troop transferring the inventory out will process the transfer in Smart Cookies.

Troop to Girl (T2G)• To transfer inventory to the girls in your troop you will

process a Troop to Girl Transfer (T2G).

• This will reduce the troop inventory and help each individual girl’s reward level.

• There are two T2G transfer types:1. Transfer with financial responsibility under the

PACKAGES field. • This transfer adds to the amount the girl would

owe the troop.• Packages transferred will count towards the

girl reward levels.

2. Transfer without financial responsibility under the BOOTH field.

• This transfer does not add to the amount the girl would owe the troop.

• Money was collected at a booth sale.

• Packages transferred will count towards the girl reward levels.

Girl to Troop (G2T)• To transfer inventory from a girl back to the troop you will

process a Girl to Troop Transfer (G2T).

• The troop leader/troop cookie manager can choose to accept or decline excess inventory from a girl in the event she has cancelled sales.

• By accepting unsold cookies from a girl, you may be able to fill other orders or sell these at booth sales.

• The transfer will be processed under the PACKAGES field.

• This will reduce the financial responsibility the girl owes to the troop.

Transfer Orders


Planned Orders Planned orders help the Product Program Team accurately purchase enough inventory to stock each cookie cupboard with each variety to meet local demand. Too little inventory means troops lose potential sales. Too much inventory of the wrong variety results in lack of cupboard space for additional orders of in-demand varieties or excess unsold inventory at the end of the program. It takes 4-5 days from the Sunday planned order to replenish each cupboard.

• A planned order must be placed in Smart Cookies the Sunday before the cookie booth is held in order for the cookie cupboard to have the cookies you need.

• The deadline for planned orders is 11:59 p.m. on Sunday nights. Orders must be in by that time to sufficiently stock the cupboards for the following Friday (possibly Thursday).

• Troop cookie managers will be able to request a pick- up date and time in Smart Cookies without calling or emailing the cupboard manager. Each cupboard manager will pre select the dates and times their cupboard is open.

• Please remember, this is a request for cookies. If the variety or quantity of cookies you requested isn’t available, the cupboard manager may recommend a different flavor or quantity.

• If you need an unplanned order, please contact the cupboard manager of your preferred location to inquire about additional inventory. Capacity to hold excess inventory above and beyond the planned order inventory varies by each cupboard location.

• By default, the first available pick up date is the Monday immediately following the Sunday planned order deadline. We cannot guarantee a full planned order within 24 hours of placing your order. We suggest you schedule the pick up for Thursday or later.

• Please pick up your order within 48 hours of your scheduled pickup date. Cupboard managers are advised to cancel planned orders not picked up by the requested dates to release cookies for other troops.

• If the cupboard closest to you does not have enough cases for your unplanned order, consider contacting another cupboard manager or your SUCM to help with a Troop to Troop transfer.

• A planned order, picked up on the requested date, will always take priority over an unplanned order.

TYPICAL PLANNED ORDER WEEK

Sunday Monday Tuesday Wednesday Thursday Friday

Planned order deadline by 11:59 p.m.

Based on planned order volume, existing cupboard inventories and existing inventory at master cupboard (delivery agent), Product Sales purchases additional inventory from ABC Bakers by noon on Monday.

Transit Time from ABC Bakers distribution center to GSHCC Master Cupboard

Transit Time Monday’s order arrives at GSHCC Master Cupboard.

Delivery Agent starts deliveries to the cookie cupboards council-wide

Delivery agent continues cupboard deliveries

Cookies available for pick up


This year brings new and exciting changes to depositing cookie money and collecting troop proceeds. Now, instead of depositing into GSHCC’s bank account, troops will deposit all monies (checks included) into the troop’s own account.

In order to participate in the cookie sale, your troop will enter its verified bank account information, registered under GSHCC’s tax ID, into Smart Cookies no later than January 8, 2018.

GSHCC will debit troop’s bank accounts with three scheduled debit transactions in order to collect payment of the troop’s cookie bill according to schedule below.

Draw 1 March 6 25% of what is due for inventory (as of March 3rd)

Draw 2 March 20 75% of remaining balance due to council

Draw 3 March 27 Remaining Balance Due

NOTE: If your troop changes bank accounts after entering it into Smart Cookies, we ask that you update your information immediately and notify the Product Program Team.

Troops without sufficient funds in their account to cover the amount for each draw should notify the Product Program Team a minimum of three days prior to the draw date so that the amounts may be revised.

If you have parents who have outstanding debts, please fill out the 2018 Cookie Collection Report and turn it into your service unit cookie manager.

Checks: Got Questions? We’ve got answers! • GSHCC recommends that troops only accept personal checks from friends and family and not

in amounts of greater than $60.

• Be sure each check is made payable to “GSHCC Troop #[your troop]”. Troops will no longer be able to deposit checks into GSHCC’s bank account.

• Be deliberate about who you accept checks from. Troops will be responsible for any fees associated with bounced checks.

• Endorse the back of each check with the bank account number, GSHCC, Service Unit and Troop numbers.

• Make regular deposits into your troop's bank account.

• Be mindful of the ACH draw dates listed above.

Bounced Checks?Troops who have checks that have bounced should contact the Product Program Team immediately.

ACH


Theft• It is the troop cookie manager’s responsibility to

safeguard the girls’ money after it has been turned in.

• It is the parent/guardian’s responsibility when the money is in the parent/guardian or girl’s possession.

• If cookies are stolen, the troop will need to follow these steps:

• Report the theft to their service unit cookie manager immediately (within 24 hours).

• Report theft to local authorities immediately (within 24 hours) and obtain a copy of the police report.

• Consider filing a claim with your insurance company.• If there is a deductible required GSHCC will not

be held responsible for this amount. We will not reimburse a parent/ guardian or a troop for product or funds stolen.

• The troop cookie manager is required to notify the Product Program Team as well as the troop leader with supporting documentation within 24 hours.

• GSHCC will not reimburse money or product stolen from a vehicle.

Loss• If cookies are lost, the troop is financially responsible for

the cookies

Cookie Product ComplaintsIf there is a complaint due to the overall quality of the cookies, please email ABC Bakers at [email protected] or call them at 800-221-1002.

Theft, Loss and Product Complaints


Outstanding Cookie AccountsCaregivers and volunteers are responsible to forward all funds from the cookie program to the appropriate person. Girl Scouts Heart of Central California (GSHCC) will pursue all options when dealing with the misappropriation (theft and misuse) of Girl Scout funds. Our goal is to assure that money earned by Girl Scouts and their troops is used to enhance the Girl Scout experience.

If you are having difficulty collecting final paperwork from a troop or parent in your service unit please follow these steps and complete a 2018 Cookie Collection Report. The report can be found at girlscoutshcc.org/cookies.

Parent Outstanding Cookie AccountsFollow these steps:

1. Have the troop cookie manager call the caregiver of the Girl Scout to discuss the situation. Log interactions and attempts to collect.

2. Tell the caregiver that all girl reward items earned past the 110+ package level will be held for the caregiver’s Girl Scout until debt is paid in full.

3. Have the troop cookie manager contact council immediately. Council will collect outstanding girl debt directly with caregivers.

4. The report and supporting documents (receipts, log of interactions/attempts to collect) should be included with the troop paperwork in the Troop Final Envelope. A signed Girl/Parent Permission and Financial Responsibility Agreement form must be included. We cannot collect outstanding debts without a signed agreement form. GSHCC cannot recover the parent’s outstanding debt back to the troop if a signed Parent Responsibility form is not included.

5. Troop cookie managers should not accept any payment after the Girl Scout Cookie Program is finished and troop paperwork has been turned in. Refer any delinquent account inquires to GSHCC. Troops should not pay for girl/parent outstanding debts with troop proceeds.

Troop Outstanding Cookie AccountsFollow these steps:

1. Contact the troop cookie manager to discuss the situation. Log interactions and attempts to contact.

2. The report and supporting documents (receipts, log of interactions/attempts to collect) should be included with your service unit paperwork. A signed Product Program Volunteer Position Agreement form must be included. We cannot collect outstanding debts without a signed agreement form. Refer any delinquent account inquiries to GSHCC.

3. Complete a 2018 Cookie Collection Report with complete information on the troop cookie manager.

4. The report and supporting documents (receipts, log of interactions/attempts to collect) should be included with your service unit paperwork.

5. Refer any delinquent account inquiries to GSHCC.


Only troops or service units with outstanding accounts will have to turn in any paper work at the end of the sale. The only paper work that should be submitted is the 2018 Cookie Collection Report.

Final Paperwork

Service unit paperwork will be accepted Monday, April 3 and Tuesday, April 4 from 8 a.m. to 7 p.m. at the Sacramento, Stockton and Modesto Regional offices.

FINAL PAPERWORK

IS DUE BEFORE TUESDAY, MARCH 27, 2018

SHORTBREADTraditional shortbread cookies

THIN MINTS®

Crispy chocolate wafers dipped in a mint chocolaty coating

PEANUT BUTTER SANDWICHCrisp and crunchy oatmeal cookies

with creamy peanut butter filling

LEMONADES™

Savory slices of shortbread with a refreshingly tangy lemon-flavored icing

PEANUT BUTTER PATTIES®

Crispy vanilla cookies layered with peanut butter and covered with a chocolaty coating

TRIOSChocolate chips nestled in a gluten free

peanut butter oatmeal cookie

GF!

CARAMEL DELITES®

Vanilla cookies topped with caramel, sprinkled with toasted coconut and laced

with chocolaty stripes

THANKS-A-LOT®

Shortbread cookies dipped in rich fudge and topped with an embossed thank you

message in one of 5 languages

S’MORESCrispy graham cookie and double dipped

with a yummy crème icing and a scrumptious chocolaty coating

2017-2018Girl Scout Cookie Menu


girlscoutshcco. rg/cookies • 800-322-4475 service unit...girlscoutshcco. rg/cookies •...

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