Girl Scout Reference Guide - Cookie Program 2015
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
2015 Girl Scout Cookie Program Reference Guide
Where to Find it
Welcome Troop Cookie Managers- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 2
Getting Started- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3
Conducting A Girl/Parent Training - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 4
SNAP (UPDATED) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 5
The Initial Order is Due - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 7
Cookie Deliveries - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 8
Planned Orders and Home Delivery (UPDATED) - - - - - - - - - - - - - - - - - - - - - - - - - - 9
Pod/Truck Locations/Hours (UPDATED) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 10
Cookie Booths- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 11
Cookie Kiosk - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 13
The 5 Skills and Girl Scout Leadership
Outcomes (Center Pull-out)- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 14
2014 Girl Scout Cookie Program Dates (UPDATED Center Pull-out) - - - - - - - - - - - - - - - - 15
Step by Step (Center Pull-out)- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 16
Tools that Work- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 17
How the Cookie Crumbles (UPDATED Center Pull-out)- - - - - - - - - - - - - - - - - - - - - - - - - 17
COCOdirect (NEW) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 18
Money Matters- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 19
Banking Procedures (UPDATED)- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 20
Money Collection Issues - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 22
2015 Girl Scout Cookie Troop Benefits (NEW)- - - - - - - - - - - - - - - - - - - - - - - - - - - - 23
Troop-Base Proceeds/Troop Bonus - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 23
Girl Recognitions (NEW)- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 24
Cookie Dough- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 25
Virtual Cookies for Soldiers (NEW) - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 26
2015 Girl Scout Cookie Product Line-up (NEW) - - - - - - - - - - - - - - - - - - - - - - - - - - 26
2015 Cookie Program Glossary (UPDATED) - - - - - - - - - - - - - - - - - - - - - - - - - - - - 27
2014 – 2015 Product Sales Team- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 28
Notes - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 29
Final Checklist- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 302
Welcome
Troop Cookie Managers
Thank you for serving as your Troop’s Cookie Manager for the 2015 Girl Scout cookie
program. The purpose of this reference guide is to provide you with information, tools, and
answers to most of the questions about the Girl Scout cookie program. When you have a
question, simply look up the topic on the Where to Find It (page 1) and you’ll find your
answer. If you cannot find the answer you seek in this reference guide, please contact your
Service Unit Cookie Manager (SUCM).
Check out ABC/Interbake on their website at www.abcsmartcookies.com to find lots of FUN and INNOVATIVE
activities for everyone to use throughout the Girl Scout cookie program. For more resources check out
www.gssccookies.org or www.girlscouts.org.
This year’s Girl Scout Cookie program theme is Lead the Change! She can Lead the Change when you’re
standing by her. By participating in the cookie program your Girl Scouts are developing skills that can lay the
groundwork for a lifetime of success. Plus, it’s a great way to think about the many ways the cookie program
yields tangible results in support of the Girl Scout Leadership Experience. Volunteers help girls develop leadership
skills while they engage in the cookie program by using these three Girl Scout processes: Girl-Led, Learning by
Doing, and Cooperative Learning.
Remember to use The Girl’s Guide to Girl Scouting on how girls earn the Financial Literacy and Cookie Business
badges and/or Daisy leaves. The Financial Literacy badges/leaves teach girls how to use money wisely and the
Cookie Business badges/leaves help put girls’ financial literacy skills into practice.
In addition to the life skills Girl Scouts gain from their hands-on participation, 100% of the proceeds generated
from the cookie program stay in our council, including the portion that goes directly to the troop selling the
cookies (see How the Cookie Crumbles on page 17).
Each year, some girls – who are otherwise actively involved in their troops – do not participate in the cookie
program. We challenge each troop to achieve 100% participation from their girls. ABC has an “Every Cookie
Counts” program that encourages girls to sell even if it is only one case or only one variety. For instance, just sell
Thin Mints! The point is that every cookie counts, and any level of participation is welcome. We believe that
What’s
every girl should have the opportunity to be part of this great
American tradition.
Thank you for all you do to ‘Lead the Change’ in supporting
NEW?
this program that provides girls with “Skills for today…
and tomorrow.”
We wish you a successful 2015 Girl Scout cookie program!
New
Cookie
New Now Available
COCOdirect on Apple and
Android Mobile
Devices
Trios -- GLUTEN FREE Chocolate Chip
Shortbread Cookie
New
Available only on COCOdirect
Recognitions
(while supplies last)3
Getting Started
Volunteer Essentials, Chapter 5 (pages 58 - 67)
Getting Started
In addition to what you learned by participating in the TCM adult learning session, you will need this
2015 Girl Scout Cookie Program Reference Guide, Girl Order Cards, and the Troop Goal Tracker.
Preparation
1. Become familiar with the way in which the Girl Scout cookie program is conducted and read through the
2015 Girl Scout Cookie Program Reference Guide.
2. Coordinate efforts with the Troop Leader, especially if the preparation and goal setting has already
occurred.
3. Take into consideration the dates set by your Service Unit Cookie Manager and Council as you set troop
deadline dates (SUCM dates supercede council deadline dates).
4. Schedule at least one troop meeting to inform the girls and parents before the sale begins.
5. Fill in important information (girls’ first names and last initials, troop number only) as well as sale dates on Girl
Order Cards.
Safety
Before your girls ever begin selling cookies, everyone should learn all about our safety guidelines. Safety is one
of the most important concepts that all adults must emphasize when talking with the girls. All Girl Scouts
may sell cookies, subject to the following guidelines. Volunteer Essentials – Chapter 5, pages 61- 62.
1 All girls selling must be registered Girl 2 When interacting with the public, girls
Scouts for the current membership year should be identifiable as Girl Scouts
before they participate in the Girl Scout by wearing a membership pin, official
cookie sale. They must have a signed uniform, tunic, sash or vest, or other Girl
Parent Permission Slip turned in before
4
Scout clothing.
they can receive a Girl Order card.
Volunteer Essentials - Chapter 5, page 61
Girl Scout Daisies, Brownies and Juniors must be
3
accompanied by an adult at all times. Girl Scout
Cadettes, Seniors, and Ambassadors (and older Girl
Girls can use electronic marketing, social Scouts not associated with a troop) who participate
networking, and group websites to gather in door-to-door sales must be supervised by (but do
sale commitments from family, friends, and not need to be directly accompanied by) an adult.
previous customers that are appropriate for Girls of all grade levels must always use the buddy
their age level. Volunteer Essentials – system. Volunteer Essentials - Chapter 5, page 61
Chapter 5, pages 61-62
Girls should learn and practice these personal safety
protection guidelines:
5
• Sell door-to-door only during daylight hours
• Do not enter the home of a stranger or approach
customers in cars
• Do not carry large amounts of cash
• A girl should not give out her telephone number and/or
address to strangers4
Conducting a
Girl/Parent Session
Try A Sample Agenda
As the Troop Cookie Manager (TCM), you are responsible for informing the girls and parents in your troop
about the Girl Scout cookie program. Set your informational meeting date and make it FUN! The more fun
you make it, the more motivated your girls (and families) will be. When thinking about what you would like to
cover during your cookie informational session, remember there may be parents who have never participated
in the Girl Scout cookie program and some who have participated for multiple years.
If you need help organizing and conducting a parent informational session, contact your Service Unit Cookie
Manager (SUCM) who may be able to assist you with the meeting or suggest a mentor leader from within your
Service Unit to assist you.
For more resources on troop training, go to www.abcsmartcookies.com or download parent/girl powerpoint
on www.gssccookies.org (under Resources) or girlscouts.org
Sample Parent/Girl Agenda
Benefits of participating in the cookie program Using e-mail effectively in the Cookie Sale
• Five key skills that will serve girls for life – goal • Visit COCO at www.abcsmartcookies.com
setting, decision making, money where girls can enter their goals and
management, people skills and business ethics register to do Online Marketing via
• Girl recognitions COCOdirect
• Troop proceeds • COCOdirect benefits
Setting troop and individual sales goals Cookie Booths
• Go to COCO at www.abcsmartcookies.com • Where, when and how many cookie
booths your troop wants to conduct
Safety • Being courteous and polite
• Review Safety Activity Checkpoints (page 134) • Booth sale etiquette
and talk about how girls sell safely. Possibly do
some role-playing to see if girls know how to Cookie Money
handle themselves in different situations • What the troop wants to do with their
proceeds
Important dates • How and when to collect money and
• Start and end dates when it’s due to the troop
• What’s due when (how often money will be • Procedures on how to accept checks
collected) • Adults signing for cookies and their
• When cookies will be available payment obligations
• Initial Orders and Planned Orders
Other
The Cookies • Importance of parent/guardian support
• Gluten Free cookie now available ($5.00) via • Don’t overcommit when placing an order
COCOdirect online ONLY for cookies. There are lots of opportunities
• Get familiar with all of the cookie varieties to get more cookies throughout the sale
• $3.50 per package • Do some kind of fun activity related to the
• Girls can use COCOdirect to take orders Girl Scout cookie program
directly from customers (see page 18
regarding COCOdirect)
• Remind parents they cannot return un-sold
cookies5
Snap Online Cookie Tool
Snap is the online cookie program management tool. Snap makes ordering cookies and recognitions simple,
quick and easy as 1-2-3!
Once the Service Unit Cookie Manager (SUCM) receives your signed Volunteer Agreement form, you will
receive log-in information for Snap (if you are a returning TCM – your log-in/password has not changed). You
will be responsible for entering and updating your contact information in Snap as well as your troop’s
information and bank account and routing numbers.
Quick Snap Snap Tutorial and Snap Troop Manual can be
found at: www.gssccookies.org (under Resources)
Review
• Go to Edit My Profile and edit Troop Cookie be done by packages – variety doesn’t matter
Manager information (putting “TCM” after (your SUCM will need to do the Troop To Troop
your last name) transfer – receipt this transfer transaction with
• Go to My Troop and edit troop information – troop receiving the cookies)
enter the Primary Troop Leader’s full informa- • Ensure all money collected from girls are
tion (putting “PL” after her last name) entered into Snap. If the girl information has not
• Under My Troop you MUST enter your troop been continually updated in Snap, it will affect
bank account and bank routing number in the girl recognitions.
Snap (including all leading zeros). • To create recognitions go to Recogntions &
• My Troop – Delete a girl if she is no longer Proceeds:
active with the troop (after upload from o Early recognitions (earned during the initial
e-council has been done -- mid-January). As order taking between January 9 – 25) are
new girls are added to your troop, you will created AFTER you have entered in all the
need to add them in Snap. Make sure to use girls’ cookie orders (if your troop opted
the same name used when she registered as out of awards, you will not need to create
a Girl Scout. Early Recognitions).
• Go to Cookies – click on initial order and o Main recognitions are created at the end
input girls’ initial orders, along with extras for of the Girl Scout cookie program AFTER all
first booth sales Save as you go as Snap will cookies have been transferred to the girls
time out. DO NOT ORDER FOR ALL BOOTH (if your troop opted out of awards, you
SALES SCHEDULED. will need to create Main Recognitions to
receive patches).
• Go to Cookies to transfer cookies – ensure
all troop cookies are transferred to the girls o If recognitions were created prior to
through Troop to Girl, Girl to Girl, or Girl to transferring cookies to the girls, you will
Troop (packages only – do not need to put need to UPDATE the recognitions and
variety). NEW! Troop to Troop transfers can then SAVE!
NEW! Cookies sold via COCOdirect will be transferred to the
troop Bank from the ‘COCOdirect Cupboard’ (these will be con-
sidered ‘virtual’ cookies). Money from cookies sold via COCOdi-
rect will be entered into Snap via ‘COCOdirect Bank’ as a ‘virtual’
transfer.6
Helpful Snap Reports
Helpful Summary Reports to use throughout the Girl Scout cookie program
Snap allows you to run a variety of reports to review information about your cookie sale. Reports are located
under the Reports menu and are generated in real time, which means that as soon as you enter information,
you will be able to view the current information via the reports.
The following reports will help you throughout the Girl Scout Cookie Program:
Troop Recognition Order
Balance Summary Summary by Girl
informs troop of all cookies shows what recognitions have
received/transferred as well as been earned by the girls (after
showing troop proceeds and all cookies have been
what needs to be remitted to transferred to the girls). This
the council. This report should will also ensure you have input
show a $0.00 balance due at all manual patches into Snap
the end of the sale (DO NOT ENTER PATCHES IF
THEY HAVE NOT BEEN EARNED).
Girls earn only one (1) of each
Booth, Goal Getter (ONLY if
COCO they participated in the COCO
Report online activity from start to
finish), and Online Patch (sold
shows all girls who have 5 orders via COCOdirect)
used this online activity
Girl Balance
Summary
Transfer Order
Summary
Troop Cookie Manager will
input in Snap what money
shows all Pod/Truck to has been paid by the
troop, troop to troop parent for each girl. This
transfers, etc. report should show a $0.00
balance due at the end of
the sale for each girl unless
the girl is Red Flagged. This
GIrl Internet report MUST be completed
Orders to ensure recognitions for the
girls are correct.
shows girls who have orders
from COCOdirect
Girl Cookie
Totals Summary
Mobile & Ecard keeps track of all cookies
Summary received by each girl. All
cookies sold should be credited
shows girls who have sent to girls (this report should equal
ecards to customers and the number showing on the
have taken orders via Troop Balance Summary)
COCOmobile.7
The Initial Order Is
Due – Now What?
Due to Service Unit Cookie Manager by January 28 (or date specified from SUCM)
□ Collect all order cards from girls by January 26. Initial Cookie Delivery:
Encourage your girls to continue taking orders.
Two ways of obtaining initial orders: service unit** or
□ Enter your troop’s initial order and create Early troop delivery. Inform your Service Unit Cookie Man-
Recognition order (girls receive their 300+ Early ager of your choice of delivery station:
Recognition – earned only between January 9-25). □ Troops under 200 cases to be delivered with
the service unit** OR
□ Ensure contact information (Troop Cookie
Manager and Primary Troop Leader) is entered □ Individual/combined troops that qualify for
correctly and bank account and routing number a 200+ case delivery to a location of their
has been entered into Snap. choice MUST provide complete delivery station
information (includes the address and brief
□ Notify Service Unit Cookie Manager (SUCM) of your
description of the delivery site as well as
choice of troop base proceeds plan, via email, by
contact information, email, and name of the
January 28. Troop base proceeds plan cannot be
person signing for the cookies, to the Service
changed after initial order has been submitted.
Unit Cookie Manager by the initial deadline
□ Verify (via email) with your Service Unit Cookie (January 28). Copy of blank delivery station
Manager that the submission of the initial cookie form can be found on
order and early recognitions has been created. www.gssccookies.org under Resources – fill out
and return to your SUCM.
□ Turn in all Parent Permission Forms and voided troop
□ Fill out delivery station information (if 200 cases
check or letter of authorization from bank with
or more) and turn-in/email to SUCM by
bank account and routing number to SUCM by
January 28
their initial order deadline date.
NO SPECIFIC DELIVERY DATES/TIMES WILL BE ACCEPTED. If there is a ‘restriction’ on time/date/location for delivery
site – please have a second alternative. **If Service Units DO NOT have delivery, they will combine area troops
together
INITIAL ORDER IS IN – NOW WHAT?
□ Encourage your girls to continue taking orders.
□ Determine how your troop is doing in reaching your cookie goal.
Keep your Troop Goal Chart current as a visual aid to the girls.
It will help to keep them motivated! Make sure you update goal in
COCO – keep checking COCO (encourage your Girl Scouts to
update their information in COCO as well)
□ Plan Cookie Booths for your troop through the service unit or
council managed businesses/retailers.
□ Prepare to receive your cookies at your selected delivery station
according to instructions given to you by your Service Unit Cookie
Manager (SUCM).
□ Plan for help from parents and have sufficient vehicle space to
transport cookies safely (see page 8 for vehicle loading
suggestions).8
Cookie Deliveries
Cookie Delivery Day
The cookies are finally here! By this time your Service Unit Cookie Manager should have announced the date
that the cookies will be delivered to your area; OR if individual/combined troops have an order of 200 or more
cases, you (if you are the contact) should have received notification via email from the delivery agent, Carey
Moving and Storage, on delivery time and date (this is being done via email so please check your spam/junk
folder).
Remember
□ All initial cookie orders must be picked up/received on delivery day.
□ All cookies delivered/picked up and signed for are your troop’s responsibility. Cookies cannot
be returned due to the Federal Department of Agriculture guidelines.
□ Do not accept or sign for any damaged cases of cookies. The delivery agent is responsible for
replacing damaged cases if you call it to their attention.
□ Count and recount your order before signing for the cookies (you are responsible for all cookies)
□ If you have a combined troop delivery:
o all troops are responsible for that delivery count;
o all troop representatives must sign-off on the delivery ticket, if possible;
o disperse cookies out to each troop to ensure total and individual count is correct; and
o receive individual receipts prior to departing the delivery site.
Once girls have received their cookies, they may begin
delivering the cookies to customers.
Extra cookies may not be picked up at Pods/Trucks until Friday, February 20.
Initial Cookie Delivery – Vehicle Loading Suggestions
Not sure what will fit in your car? Use the following chart as a guide when planning for cookie pick-ups on
delivery day. The approximate amounts are figured with the vehicle empty and using all space except the
driver’s seat. COUNT YOUR ORDER BEFORE YOU LEAVE. If you get home and realize you are short, your Service
Unit Cookie Manager will have no choice but to go by the count agreed upon at your pick-up time.
Car Type & Approximate Fit for Cases
Compact Auto 35
Standard Auto 50
Sport Utility 50 – 85
Standard Station Wagon 85
Standard Pickup Truck 100
Mini Van 150
Standard Van 2009
Planned Orders
Planned Orders are required when picking up cookies at the Pods/Trucks
(except Saturdays and Sundays)
Instructions for placing Planned Orders are in the Troop Snap Manual or the
Snap Tutorial located under Resources at www.gssccookies.org.
WHAT IS A PLANNED ORDER?
A Planned Order allows troops to pick-up orders on a pre-designated day at
a specific Pod/Truck location (see page 10). Troops that place a Planned We will have six Planned Order due
Order** are guaranteed availability of the cookies ordered. Troops that DO dates. Planned Orders must be in
NOT place a Planned Order may have to wait until 4:30 PM each Friday. Snap by 9:00 AM (NEW! time) on:
In order to make sure that all Pods/Trucks are stocked each week with the
Wednesday, February 18
correct number of cases of each variety, you will need to enter a Planned
Pickup: Friday, February 20
Order for any additional cases of cookies that you need to pick up to fulfill
your girls’ orders or for booth sales. Monday, February 23
Pickup: Wednesday-Friday,
Troops are not oblegated for Planned Orders until they have been picked up February 25-27 (must be picked
and receipted. However, if you enter a Planned Order and do not need the up before 4:30 PM on Friday)
order, please notify the regional Product Sales Assistant to cancel. Wednesday, February 25
Pickup: Friday, February 27
A Planned Order must be entered in Snap by the designated date/time in or- Monday, March 2
der to guarantee* availability of cookie varieties at the Pods/Trucks (date will Pickup: Wednesday - Friday
no longer be available after the deadline date/time has passed and TCM March 4-6 (must be picked up
will have to select the next available date for a Planned Order). Planned Or- before 4:30 PM on Friday)
ders not picked up by Friday at 4:30 PM (unless Pod/Truck has been notified
Wednesday, March 4
of a pickup delay) will be returned to inventory.
Pickup: Friday, March 6
• Planned Orders are not required for a Saturday or Sunday pick-up.
However, there is a possibility that not all varieties will be available. *Monday, March 9
(Last day to do a Planned Order)
To enter a Planned Order in Snap: Pickup: Wednesday-Friday,
• Click on the “Cookies” icon March 11-13
• Click on “Planned Order”
• Select a Pod/Truck from the drop-down box *Last week of sale -- Pod/Truck
Once you select the date, the screen will register the troop number, varieties based upon availability
Pod/Truck and requested date. Enter in the number of cases for
each variety that you want to pick up at the Pod/Truck. Planned Orders are NOT required for
• Click Submit. You will be asked to confirm your order. a Saturday or Sunday pick-up.
After you pick up your Planned
**Guaranteed date based on Pods/Trucks being re-stocked.
Order, you will be able to view it
on the Manage Order page as a
Transfer within 24 hours after you’ve
picked up.
NEW! HOME DELIVERY FOR 150+ CASES (during direct sales):
Beginning February 23, orders for 150+ cases may be placed for a home delivery. Orders must be placed by using the
Order Form found at www.gssccookies.org under Resources. During direct/cookie booth sales, orders will be delivered
on Thursday to Service Units/Troops that have additional case orders of 150+ cases. For a Thursday delivery the order
must be placed by 9:00 AM on Monday.
NOTE: Any cookies received as a home delivery will be entered into Snap by the Product Sales Assistant in a timely
manner (please allow a 24-hour turnaround). TCM’s should check the information in Snap to ensure information ‘sub-
mitted’ is correct.10
Pod/Truck Locations
Pods/Trucks open February 20 - March 16
NEW TRUCK DAYS
Day* Time* GS Service Center Truck Locations
Wednesday 8:30 AM- 5:30 PM 130 Pinnacle Point Court, Suite 100
Columbia, SC 29223
Thursday 8:30 AM - 6:00 PM 803.461.3720
Back Door
Friday 8:30 AM – 5:30 PM
349 East Blackstock Road
Saturdays: 9:00 AM - 4:00 PM NEW! Spartanburg, SC 29301
February 21 & 28, 864.208.2700
March 7, March 14 Back Door
*Cookie pick-ups may be delayed while the truck is being re-stocked. 5 Independence Pointe, Suite 120
Please be patient while the cookies are unloaded and inventoried. Greenville, SC 29615
Cookies will NOT be dispersed out while the truck is being loaded or 864.770.1400
counted. Bottom of Parking Lot
PODS
Remember, the Pods are run by volunteers just like you. Please be courteous and respect their hours.
Aiken Lancaster - TBA Greenwood Anderson - Business
By appointment only By appointment only By appointment only By appointment only
Katie or Neil Miller Theresa McAfee Veronika Hyte
803.502.0247 864.337.8849 864.525.9748
1430 Morningside Dr 106 Cypress Camp Wistagoman
Aiken Greenwood 1013 Manse Jolly Rd.
Anderson
Sumter West Columbia West Union su642cookies@gmail.com
By appointment only By appointment only (via text) By appointment only
Tanya Bowman Amy Ditolla Lori McCurry
25 Youmans Drive 803.237.7109 864.638.8780
Wedgefield 213 Rolling Hills Court 311 Country Junction Rd
Troop2252@ymail.com West Columbia West Union
Cookie Pick-Up Authorization Card
Cookie Authorization Cards are used as an identifier when a
troop representative is picking up cookies at the Pods/Trucks.
Two Cookie Authorization Cards are provided in each troop’s
materials. You, the Troop Cookie Manager, must fill out one
Cookie Authorization Card for yourself as well as one card for a
designated volunteer (Troop Leader or other registered,
designated adult).
The stamped Cookie Authorization Card (and photo ID) must
be presented at all times when picking up cookies at the Pods/
Trucks.
Cookies will not be given out to anyone without this proper documentation.
Girl Scout Cookie Authorization Card must be filled out completely and accompanied by a photo ID.11
Cookie Booths
A cookie booth is set up by a Girl Scout troop to sell Girl Scout cookies directly to customers. Booth sales begin
February 20
Cookie Booth Sites
Bi-Lo, Kmart, Lowes, SAM’s Club, and Walmart/Walmart Neighborhood Market will be arranged and managed
at the council level to ensure fair and consistent procedures/guidelines are given to all troops throughout the
council’s 22-county jurisdiction.
If you have a public place where you would like to set up a Cookie Booth, contact your Service Unit Cookie
Manager to assist you. Their community booth sale coordination ensures businesses/retailers are not inundated
and that locations are geographically dispersed. Troops and parents are not allowed to set up booths without
going through their Service Unit Cookie Manager.
Please remember that you are setting an example, not only for your troop but for Girl Scouts as an
organization. For more information on booth sales, go to www.abcsmartcookies.com, www.gssccookies.org
(under Resources - booth powerpoint available to download) or www.girlscouts.org
Cookie Booth Preparation: How to have a successful Cookie Booth:
□ Have each girl and parent (assisting with □ Take an adequate supply of the best sellers:
booths) sign a Cookie Etiquette Contract at least 2-3 cases each of Thin Mints,
(www.gssccookies.org under Resources). Caramel deLites, Peanut Butter Patties and
□ Have a complete Health History Form for all Peanut Butter Sandwiches 1-2 cases each
girls. of the other varieties (a typical three-hour
□ Take a card table and chairs. booth sells between 12-14 cases)
□ Take a money box and change (about $110 □ Make an attractive table display to invite
in change consisting of: $20 – quarters; $40 – customer interest.
one’s; $20 – five’s; $30 – ten’s). □ Prepare a troop goal poster and display it
□ Take enough cookies to sell. at your booth. Customers love to help girls
□ Count packages and money BEFORE and reach their goals! Update the poster as
AFTER the cookie booth begins/ends and packages are sold.
enter information on a Booth Tally Sheet and
place the Tally Sheet in the cash box (a
sample Booth Tally Sheet may be found
under Resources at www.gssccookies.org).
Keep track of girls who worked the cookie
booth.
□ During the booth, write down any packages
that are opened for samples on back of Tally
Sheet
□ REMEMBER to keep money and money box
out of sight at all times.12
Cookie Booths
Troop Cookie Booth Tips
□ If you are the first troop at a booth sale site, always check in with the store manager before setting up your
cookie booth to let her/him know you are there and to verify that you are setting up in the right space.
□ Do not ask the place of business for change.
□ Make eye contact with the customer and ask, “Would you like to purchase Girl Scout cookies?” Be pre-
pared to share your troop goal and how proceeds will be used.
□ Always thank the customer, whether or not a purchase is made.
□ Ask customers on their way out of the place of business. Never badger customers.
□ If one variety is not selling as well as the others, open a package, break the cookies into bite-size pieces
and let customers take a small sample. This may spark interest among customers and increase your sales
(your troop will be responsible for paying for the package that was opened to taste).
□ It is a good idea for troops to purchase a counterfeit detection pen and to teach girls the skill of checking
for counterfeit bills (DO NOT ACCEPT $50 or $100 bills).
□ Secure your money to prevent loss and/or theft. Have the Emergency Procedures card on hand. You can
get this from your Troop Leader.
□ If accepting a check, the following is required: name, address, phone number and driver’s license num-
ber along with expiration date (please check the customer’s driver’s license). Write in any missing infor-
mation on the front of the check, i.e., driver’s license number and expiration date. NO counter checks or
starter checks. Write your troop number on the front or back of the check.
□ Girls should never run into the parking lot either
to ask customers to purchase cookies or to play.
Cookie Booth Basics
□ Girls should be identifiable as Girl Scouts by
□ Have at least two adults on site at all
wearing a membership pin, official uniform, tunic,
times. NO ADULT ONLY BOOTHS.
sash or vest, or other Girl Scout clothing.
□ Have at least two girls at each booth
□ Keep cookies out of the sun and/or rain.
at all times (no more than four).
□ CLEAN UP BEFORE YOU LEAVE and take your
□ Girls should do the selling and han-
trash and empty cases with you. Remember, a
dling the money (age-appropriate
Girl Scout always leaves a place cleaner than she
skill builder). Adults should supervise
found it!
younger girls.
□ Your troop is financially responsible for all cookies
□ If it is raining, set up a canopy. Do not
signed out to the troop. If you have problems
set up inside the store unless you have
selling the cookies, please contact your
permission from the store manager.
Service Unit Cookie Manager
□ Do not keep your car at the booth
immediately. Do not wait until the end of the sale
site – it should be moved immediately
to inform your SUCM.
after unloading/or loading.
□ DO NOT LEAVE ANY TRASH when clos-
ing down your booth.
If your booth is double booked, please do the following:
□ Not Allowed: Pets, animals, tagalongs
• Remain calm – remember, girls are present and
(younger/older siblings); adults or girls
watching you.
smoking; or other food or chewing
• Contact your SUCM.
gum should not be at a booth.
• Never involve the store manager. By doing so, you
could cause the store to deny us the opportunity
to sell cookies there again.13
Cookie Kiosk
Go to www.gssccookies.org under Resources for Kiosk tutorial or kiosk.gssc-mm.org
Kiosk is the site where troops obtain a council managed booth location, date, and time. The council has
contacted and received approval from the following five retailers: Bi-Lo, Kmart, Lowe’s, SAM’s Club and
Walmart/Walmart Neighborhood Market, for troops to hold booth sales on their premises (this is separate from
the service unit managed booths). Service Unit Booth Sale Coordinators and individual troops are not to
contact these retailers. Some retailers may not be on the list at the opening of the Kiosk. They will be
added to the Kiosk as confirmation is received (throughout the Girl Scout cookie program). See page 15 for
Kiosk dates.
Occasionally, businesses will cancel even after confirming. You will be notified by the product sales department if
a business cancels a booth.
If you have scheduled a council managed Cookie Booth at a business or during a time slot that has canceled
after the scheduling periods, the council or your Service Unit Cookie Manager will help you to find another booth
opportunity.
To access Kiosk for the first time:
1. Go to www.gssccookies.org and click on Kiosk icon or kiosk.gssc-mm.org.
2. In the login section, click on “Forgot Password.” You will be taken to a “Forgot Password Form.”
3. Enter your email address, then click on “Retrieve Password.”
4. If it says “Account Not Found,” check with your Service Unit Cookie Manager to receive access (you must be
a registered Girl Scout to have access to Kiosk).
5. If your email address is recognized, you will receive an email with a password. If you do not receive an email,
check your spam/junk email folder or with your SUCM.
6. After receiving your password, return to www.gssccookies.org and click on Cookie Icon or
kiosk.gssc-mm.org.
7. In the log in section, enter your username (your membership ID #) and the new password you received in your
email and click “Log In.” You will have the opportunity to change your password.
Once you access Kiosk, if you have any problems with the Kiosk, please click on “Report A Problem” (click on
lifesaver icon). Do not call as email will have a quicker response. See page 15 for Kiosk opening and
closing dates.
You can also use the Kiosk to check troop roster and check bonus status (late May).The 5 Skills and
14
Leadership Outcomes
Everything girls do in Girl Scouting is designed to help them grow into leaders of cour-
age, confidence, and character. The 5 Skills girls learn through the Girl Scout Cookie
Program are an important ingredient in the Girl Scout Leadership Experience.
The 15 Outcomes of the
Girl Scout Leadership To learn more about the Girl Scout Leadership Experience and Girl Scouts Financial
Experience: Empowerment Program visit www.girlscouts.org/gsle. You may also download the
1
Financial Empowerment booklet at
Discover www.gssccookies.org under resources.
•Girls develop a strong Goal
sense of self
Setting
Here are a few examples of how
• Girls develop positive participating in the Cookie Program
values Your Girl Scout
teaches Girl Scouts skills that will help
• Girls gain practical sets cookie
them grow into leaders in their own
life skills sale goals
lives, leaders in business and leaders in
•Girls seek challenges individually
the world:
in the world and with her
• Girls develop critical team; she creates a
thinking
The Five Skills plan to reach them; and she
Leadership Benefits in develops cooperation and
Connect Girl Scouting & Beyond team building skills all along
• Girls develop the way!
2 3
healthy
relationships
Decision Money
• Girls promote
Making Management
cooperation and
team building
• Girls can resolve Your Girl Scout Your Girl Scout
conflicts helps decide takes cookie
• Girls advance how her team will orders, handles
diversity in spend their cookie customers’ money
a multicultural money, furthering and gains valuable
world her critical thinking and and practical life skills around
• Girls feel connected problem solving skills that will financial literacy.
to their communities, help her in many aspects of
locally and globally her life.
4 5
Take Action
• Girls can identify
People Business
community needs Skills Ethics
• Girls are resourceful
problem solvers Your Girl Scout
• Girls advocate for learns how to talk Your Girl Scout
themselves and others, to, listen to and is honest and
locally and globally work with all kinds responsible at
• Girls educate and of people while every step of the
inspire others to act selling cookies. These cookie sale. Her
• Girls feel empowered experiences help her develop business ethics help reinforce
to make a difference healthy relationship and the positive values she is
in the world conflict resolution skills she can developing as a Girl Scout.
use throughout her life.15
2014 Cookie
Program Dates
January: Service Unit Cookie Rallies held throughout the council
By January 8: All girls and parents trained in Girl Scout cookie program procedures and program components by the Troop
Cookie Manager (TCM)
January 8: All girls/troops/TCM’s need to be registered Girl Scouts to participate in the 2015 Girl Scout cookie program (girls
may be added throughout the sale as long as they are registered for the 2015 membership year)
January 9: Girl Scout cookie program begins, girls begin taking orders
January 15, noon–January 20, 10 AM: Kiosk open for council managed booth selections - Round 1
January 20, noon – January 23, 10 AM: Kiosk open for council managed booth selections - Round 2
January 23, noon – January 26, 10 AM: Kiosk open for council managed booth selections - Round 3
January 25: Initial Order of Girl Scout cookie program ends – GIRLS CONTINUE TO TAKE ORDERS
January 26, noon – January 29, 10 AM: Kiosk open for council managed booth selections - Round 4
January 26: Girl orders due to Troop Cookie Manager (TCM)
January 28: (or date specified by your SUCM) Initial order, Early Recognition, Troop Base Proceeds, Parent Permission Slips,
voided troop check/authorized letter from bank, Delivery Station information turned into SUCM and bank
contact information entered into Snap by TCM.
January 30 – March 15: Kiosk open for council managed booth selections – first come, first served (two cookie booths
assigned per day per troop)
February 13-19: Cookie delivery to SUCM and/or troops
February 20-March 16: Direct/Cookie Booth Sales
February 27-March 1: National Girl Scout Cookie Weekend
March 3: On or before this date, 35% or MORE of troop’s initial order (amount due to council) has been deposited in
council’s account at First Citizens (see page 19 )
March 17: Girl money due to TCM
March 19: (or as date specified by your SUCM) All troop final paperwork due to SUCM (see page 30)16
Successful Cookie Program
Step-By-Step
NOVEMBER - DECEMBER
Attend Troop Cookie Manager adult learning session and pick up materials from SUCM
Note ALL your SUCM’s deadlines (as their dates supercedes council dates)
Plan and conduct girl/parent meetings
Encourage girls to use COCO to set personal goals (and earn the Goal Getter Patch) and to track
and update troop/individual girl goals/activity throughout the sale
Enter troop information into Snap (both Troop Cookie Manager and Primary Leader information),
along with troop bank account and routing number (including all leading zeros)
JANUARY
Collect Parent Permission Slip from each girl prior to handing out order cards. Make sure there is a
physical address versus a PO Box and turn into SUCM.
Encourage girls to use COCOmobile APP on their phone to take customer orders.
Collect order cards to prepare initial cookie order; distribute additional order cards so girls may
continue to take orders.
Turn in voided troop check or bank authorization letter showing troop’s bank account/routing
number (enter information into Snap) and Parent Permission Slips to your SUCM.
Begin selecting cookie booths (either through the council or service unit managed booths).
Inform SUCM of troop base proceeds plan IF the troop is a registered Girl Scout Cadette, Senior,
Ambassador troop or older Girl Scout not associated with a troop.
Enter initial cookie order into Snap and submit delivery information to SUCM (do not make parent’s
order full cases if they aren’t needed).
Create Early Recognition order (do this last).
FEBRUARY
Pick up and distribute cookies to girls (ensuring separate receipts are given for all cookies signed out
and girl name is at the top of the receipt). Do not combine sisters’ on the same receipt.
Conduct booth sales.
Collect and deposit cookie money as frequently and as often as possible (ensuring separate receipts
are given for all money turned in or cookies handed out and girl name is at the top of the receipt).
Enter receipt of money into Snap (each deposit must be entered separately). Track how much each
girl still owes by entering individual transactions into Snap.
Deposit 35% or more of troop’s initial order into council’s account at First Citizens on or before March 3
Check to see if girls have any COCOdirect orders in Snap.
MARCH
Credit individual girls with all cookies assigned to troop. Check the following reports to ensure all
cookies have been credited to the girls: Troop Balance Summary against Girl Cookie Totals Summary
and Girl Internet Order Reports.
DO NOT MAKE FINAL DEPOSIT until you have updated and reviewed the Troop Balance Summary and
Report and Girl Internet Orders.
Create Main Recognition Order for troop (this is to be done AFTER all cookies credited to girls). Don’t
forget to input manually the three patches – Goal Getter Patch(check COCO report to see which girls
earned this patch), Cookie Booth Patch (if they sold at least 1 package at a booth sale – 1 per girl)
and Online Patch for girls who had 5 or more orders thru COCOdirect (1 order equal 6,8 or 12
packages).
Updated and reviewed the Troop Balance Summary Report
Finalize sale using Checklist for Final Turn-In (page 30) and give to SUCM to sign-off (ensuring every
thing has been completed correctly and on-time).
MAY
Recognitions given out at Service Unit Meetings so you can distribute to girls before the end of the
troop year.17
Tools That Work!
The Girl Scout cookie program can help girls learn about goal setting, decision making, money management, people
skills and business ethics. Check out the following resources for important Girl Scout cookie program information!
Resource What You’ll Find Who It’s For?
www.abcsmartcookies.com Fabulous grade-level specific resources for your troop, Girl Scouts, Parents, Troop Leaders,
Don’t forget to check out girls, and families along with information about cookies, Troop Cookie Manager
COCO and COCOdirect! clip art and reasons to participate in the Girl Scout Cookie
Program
www.gssccookies.org Cookie information, resources (guide, forms, tutorials, girl Troop Cookie Manager, Troop
recognitions and LOTS more! Leader, Parents, Girls
kiosk.gssc-mm.org Kiosk for council-managed booth sales Troop Cookie Manager
www.gssc-mm.org Safety manual, council office hours, program information, Parents, Girls, Troop Leaders, Troop
staff listing and so much more! Cookie Managers
www.abcsnap.com System for ordering cookies, tracking payments and sales Troop Cookie Manager
(password and login required)
http://girlscouts.org/ Cookie Activity Pin, 411 On Online Marketing, 5 Skills, Girl Troop Cookie Manager, Troop
program/gs_cookies Scout Leadership Experience and the list goes on! Leader, Parents, Girls
Volunteer Essentials Reference to use as needed – an encyclopedia to Girl Troop Leader, Troop Cookie
Scout volunteering Manager
The Girl’s Guide to Girl Information and requirements for earning the *Financial All Girl Scouts earn badges, while
Scouting Literacy and *Cookie Business Badges/leaves - one for Daisy awards are called leaves
each year for all grade levels
Service Unit Cookie Volunteer support, information center, mentor and Troop Cookie Manager, Troop
Manager coordinator for troops in your service unit Leader
*Girls can earn one Financial
Literacy and one Cookie
Business badge or leaf each
year. Girls can choose to earn
badges for their grade level in
any order. Girls do NOT have to
earn a Financial Literacy badge
before earning a Cookie
Business badge or vice versa.
Cookie Costumes
Cookie Costumes are available
for troops to sign out at Girl
Scout Service Centers and must
be reserved in advance by the
Troop Cookie Manager.
Costumes are subject to
availability – first come, first
served. Reservations can be
made by calling your Girl Scout
Service Center. There is a $5.00
refundable deposit (deposit is
refundable IF costumes are
returned clean and complete).NEW! The COCOdirect 18
Girl Experience via COCOmobile
Check out www.abcsmartcookies.com – COCO. This is the place where girls will find COCO Cookie Command – an interac-
tive online experience for goal setting, sales planning and online marketing. With COCO, your troop and each girl can have
their own customized online business center.
COCO Tutorial can be found under www.gssccookies.org under Resources
Set Your Goals!
Research shows that when girls set goals they reach them. Setting goals is easy, fun and inspiring! Take your girls to the inter-
active and cool goal setting activity at www.abcsmartcookies.com, click on COCO, then click Girl Login (Ensure girl uses her
registered Girl Scout name) and have them set and track their personal goals. Girls who participate in the online activity by
entering their registered Girl Scout name, troop number, goal and continually updating the information in COCO (packages
sold, etc.)(between January 9 – March 16) will earn a Goal Getter patch.
COCO Highlights for Volunteers
• Track each girl’s performance and her troop engagement
• Message girls to remind them of important troop events and sale activity milestones
• Access troop level reporting to review sales performance (i.e. print out an Excel report to track girl progress)
NEW! COCOmobile is now available on Android as well as iPod touch, iPhone and iPad. This is a free mobile app for girls
participating in the Girl Scout cookie program. To use this app, Girl Scouts must have a valid username and password on
COCO (ABC Bakers’ Cookie Command Center), available exclusively at abcsmartcookies.com. COCOmobile allows girls to
sell Girl Scout Cookies and track sale progress right from their mobile device! As a Troop Cookie Manager you will access the
COCO Report in SNAP to record the mobile sales and/or ecard sales to the individual girls’ order totals. We suggest you add
a line on the girls order card that says “Total mobile/ecard Sales.”
NEW! COCOdirect will make it easier than ever to be a part of the world’s largest girl-led business. COCOdirect is easy to use.
For sales made through COCOdirect, there’s NO money collection and NO hand delivery (as the cookies will be shipped
directly to the customers)!
This is a great way to promote participation in a contemporary way. Doing business online
is expected today. And today’s Girl Scouts are living in a digital world, so offering a digital
sale is not only relevant but also critical to keeping the cookie sale going for the next
100 years. Girls can sell using COCOdirect in two ways by using:
• COCOmobile or
• COCO Online Marketing where girls can send an eCard to friends and family
that includes a secure link to COCOdirect.
o Girls would choose the COCOdirect e-Card
o Choose the contact name(s)
o Add a message
o Preview the card
o Hit send and friends and family receive an email with a link to COCOdirect,
allowing them to place an order and pay with a credit card!
Customers can choose from packaging sizes:
• An eight-pack sampler that includes one of each variety (Trios -- Gluten Free Cookie is not part of this sampler); a half
dozen of any one variety; a dozen of any one variety; AND for a limited time only while supplies last, they can order ABC’s
Trios -- Gluten Free Chocolate Chip Shortbread (via COCOdirect only)!
ATTENTION TROOP COOKIE MANAGERS:
Cookies sold via COCOdirect will be transferred by the council to the troop/girl from the COCOdirect Cupboard (these will be
considered virtual cookies). If the girl DID NOT register in COCO using her registered Girl Scout name, the girl nor the troop will
receive credit.
Money from cookies sold via COCOdirect will be entered into Snap via COCOdirect Bank as a virtual transfer.
Troops are not required to do ANYTHING with COCOdirect orders in Snap other than to make sure girls names in COCO match
their Girl Scout registered name in Snap.
Please review the Snap tutorial for more complete information.
Internet Selling
For computer/online use, see Safety Activity Checkpoints (page 134). Check out the 411 on Online Product Marketing at
http://girlscouts.org/program/gs_cookies19
Money Matters
*Troop-Base Proceeds Troop Base Proceeds Level Troop Base Proceeds To
□ All money (minus the troop base proceeds Keep
- $.43 per package) should be deposited Standard troop base pro- $.43 per package/$5.16 per
into the council bank account (First Citizens) ceeds case
using your assigned deposit slips.
No-Recognitions Option $.48 per package/$5.76 per
□ Girl Scout Cadette, Senior and Ambassador
(available to Cadette, case
troops who opt out of awards will keep the
Senior and Ambassador
troop base proceeds of $.48 per package
Troops)
and deposit the rest into First Citizens.
□ Girl Scouts not associated with a troop must All Girl Scouts not associat- $0 (All money deposited
deposit all money. ed with a troop into council account)
Do not keep more than the $.43 or $.48 per package.
*Refer to page 23 for further information on troop base
proceeds
Troops Must:
□ Distribute money envelopes to the girls to assist with the collection of cookie money.
□ Remind parents that they are financially responsible for all cookies signed for and received by their
daughter and that cookies cannot be returned to the troop.
□ Collect money as frequently and as often as possible. If a girl requests more cookies and has not made
any payments for the initial order, do not give her any more cookies until payment has been made
□ Issue separate receipts for each payment made by parents (with the girl’s name at the top of the re-
ceipt. If you have sisters in the same troop – they must have separate receipt). Troop retains the white
(top) copy and parents are given the yellow (bottom) copy. DO NOT RECEIVE MONEY WITHOUT GIVING
A RECEIPT.
□ Deposit 35% or more of their initial order money before or by March 3.
Transfers do not affect the initial
Sample 35% Initial Payment Calculation: payment due from a troop. So if your
If a troop places an initial order for 100 cases: troop places an initial order for 100 cases
Based on: and transfers 10 cases to another troop,
your troop would still be responsible for
$.43: 100 cases x 12 packages x 3.07 x 35% = 1,289.40
paying 35% of 100 cases on or before
$.48: 100 cases x 12 packages x 3.02 x 35% = 1,268.40 March 3.
□ Check all girl and troop records carefully.
□ Use Snap to keep track of money collected from each girl and to know her balance (enter each
financial transaction and cookies signed out separately).
o Take note of a girl not turning in money. Follow up with a telephone call to her parent/guardian(s).
Do not continue to issue cookies to the girl if money is not being turned in.
o Remind girls to accept payment for Girl Scout cookies ONLY at the time of delivery to customers.
Under no circumstances should girls accept payment before the cookies have been delivered.20
Money Matters
Check Endorsement:
□ Checks and money orders should be made payable to Girl Scouts of South Carolina – Mountains to
Midlands (or GSSCMM or Girl Scouts).
o If accepting a check, the following is required: name, address, phone number, and driver’s license
number along with expiration date (please check the customer’s driver’s license*). Write in any
missing information on the front of the check, i.e., driver’s license number and expiration date. NO
counter checks or starter checks from newly opened accounts should be accepted at any time.
*NOTE: This will allow council to pursue any Non-Sufficient Fund checks received by the troop.
□ Your troop number should be either on the front or back of the check before depositing it into council
account.
Banking Procedures
Sample copy of correct and
complete deposit slip.
Preparing the Deposit:
□ Troop cookie money (minus troop base proceeds) must be deposited into the council’s account at any
First Citizens branch location by the Troop Cookie Manager. Make deposits FREQUENTLY and as OFTEN as
possible. Only 1 deposit slip per deposit (do not combine multiple deposit slips for one deposit).
□ Deposit slips are assigned (by reference number, located on the bottom left hand side of the deposit slip)
specifically to your troop by your Service Unit Cookie Manager. Please do not share your deposit slips with
other troops. DO NOT USE OVER-THE-COUNTER DEPOSIT SLIPS.
□ Enter the total cash and currency to be deposited in the spaces provided. List each check*, using last
names or check numbers as identifiers, on the deposit slip. Press down firmly as there are three carbon
copies.
□ Ensure you triple check the addition as council will incur bank charges for corrections made by the bank.
*Deposit checks received from customers within five business days.21
Money Matters
Making the Deposit
Inform the teller prior to your transaction that the deposit is for Girl Scouts. If there is a problem with a bank
branch, please let your regional Product Sales Assistant know.
□ Request one white bank transaction receipt for each deposit made. The council’s deposit slips must be
validated (bank will keep the top white copy and return the remaining validated copies to you – yellow
and pink). Do not use more than one deposit slip per transaction.
□ The council’s account is designated for deposit only. Double check the Troop Balance Summary report,
as any overpayments will not be returned to your troop for 6-8 weeks after reconciliation is completed.
□ Enter your deposit into Snap. Use the deposit reference number found in the bottom left hand corner
to identify each deposit. Record ALL deposit transactions into Snap – individually. Verify that all deposits
match amounts entered in Snap.
Bank Corrections (Debit/Credit)
□ The council will be notified if there is a bank correction from your troop’s deposit. You and your SUCM will
receive notification by email if it is a:
o debit (less check/money showing on your deposit slip) or
o credit (more check/money deposited but not showing on deposit slip).
□ Your SUCM will go into Snap and enter the:
o debit as a Deposit Adjustment - Debit correction or
o credit as a Deposit Adjustment - Addition correction to ensure your Troop Balance Summary Report
will be correct. Please verify this has been done and is correct.
Finalizing Collections and Deposits
□ All final cookie money collected from the girls should be turned in to you by March 17.
□ If there are monies outstanding from girls, make every effort to collect and contact the parent(s) involved.
o If your efforts to collect the money are not successful, fill out and submit information using the Red Flag
Form (www.gssccookies.org under Resources). Do not cover their outstanding balance out of your
troop’s account (see page 22).
o Make sure the Red Flag PLUS money deposited into First Citizens EQUAL the total amount showing from
the Troop Balance Summary report. If this is not correct or proper documentation has not been given,
the troop will be liable for the difference (see page 22).
□ Before making your final deposit check your Troop Balance Summary Report in Snap to verify the amount
needed to deposit to ensure your troop will have a $0.00 balance due to council (there is a $1.00 over
payment ‘grace’ amount). If you overpay by more than $1.00, consider purchasing another case of
cookies to zero out your balance.
o Confirm the accuracy of your deposit balance before turning paperwork in to your Service Unit
Cookie Manager. If you are still unsure as to how to determine your balance owed to council,
contact your Service Unit Cookie Manager for assistance.
PLEASE NOTE: Checks written on closed accounts, non-sufficient funds or missing money will be pursued by
the Solicitor’s Office. Mishandling money is a serious matter. Any misuse of girl funds collected is a criminal
offense and action will be taken as necessary. Do not give girls more cookies if money has not been turned in.22
Money Collection Issues
Troops should not pay for cookies issued to parents who have not turned in cookie money. Fill out the Red
Flag Form when a girl fails to turn in money for cookies received. All transactions between the Troop Cookie
Manager and parent/guardian(s) must be properly and correctly documented.
The following documentation must be turned in
Sample Red Flag
CORRECTLY with the Red Flag Form:
□ Signed Parent Permission Slip.
□ *ALL ORIGINAL cookie receipts signed by
the parent/guardian(s) when cookies were
issued (original is the white receipt copy).
□ *ALL ORIGINAL receipts for any/all money
turned in by parent/guardian(s) during the
sale (this is the white receipt copy).
□ UPDATED Girl Balance Summary report (must
match white copy of receipts – cookies and
money).
□ Be sure to state clearly on the Red Flag Form
the total amount owed to the troop by the
parent/guardian(s) – this should be the full
$3.50 per package (all receipts - cookies
and money - MUST equal what is showing on
the Red Flag Form and Girl Balance
Summary Report).
□ Any notes and/or copies of correspondence
with the parent.
□ *DO NOT COMBINE receipts for cookies
signed out or money turned in on same
receipt (especially if they are sisters or from
the same family). Must be separate receipts
given for each transaction per girl.
Turn in the Red Flag Form (along with documentation listed above) to your Service Unit Cookie
Manager, along with the rest of your final paperwork. The information you provide on the Red Flag Form
will assist council in resolving outstanding balances more efficiently. If troop does not turn in all
documentation, they will be liable for the difference.
If a troop does not turn in any paperwork at the final deadline, they will automatically be Red Flagged
and will not receive any bonus. Recognitions will not be ordered until paperwork is received.
Outstanding funds owed to the troop will be pursued by the council; however, without proper
documentation, the troop assumes financial responsibility.You can also read
