2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California

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2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
#GSHCC

2019 Girl Scout
Cookie Program
Troop Cookie Manager Guide
2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
New Exciting
     Features
    Table of Contents
    Page
                                                                                                                        Questions?
                                                                                                                        Customer Care
                                                                                                                        (916) 452-9181 or (800) 322-4475
    4    2019 Dates to Remember
       We’ve rolled out new features & functionality
    7    What’s your Role?                                                                                              customercare@girlscoutshcc.org
       on Smart Cookies to give you a better online
    8    The 5 Skills and Product Program
       experience across your devices.                                                                                  Emily Walsh, Director of Entrepreneurship
    9    Smart Cookies
                                                                                                                        Ilse Luna, Entrepreneurship Specialist
    10   Girl Scout Cookie Program Materials—Be Prepared!                                                               Jill Pfeifer, Entrepreneurship Specialist
    11   Cookie Share
    12   Proceeds and Rewards
    14   Troop Treasure
    15   Your Troop’s Initial Order                                                                                     N OW A CCE P T I N G
    16   Booth Sites—Making the Choice
                                                                                                                        Credit Card
                                                                                                                        Payments
    17   Prepping for the Sale—Booth Sale Hints
    18   Troop Booth Sale Worksheet
    19   Managing the Operation—Booth Sales
    20 Managing Your Troop’s Girl Scout Cookie Inventory                                                                Girls can now accept credit card payments
                                                                                                                        at time of cookie delivery on any device -
    21   Order Types—Planned, Unplanned and Transfer Orders                                                             smart phones, tablets or desktop. No extra
    23 Financials                                                                                                       devices required. Simply enter the credit card
                                                                                                                        information or scan with your iOS device. Ask
    24 Theft, Loss and Product Complaints
                                                                                                                        your Girl Scout Council today for more details!
    25 Rewards and Wrapping Up the Program

                               Now available for direct ship orders
        IN T R O D U C I NG
        Gift Boxes                                                                                                              S.COM
                                                                                                                                        WWW
                                                                                                                                           .ABCBAKER

                              THE GIFT OF GIRL SCOUT COOKIES

            1
                              Consumers can now order keepsake gift boxes
                              filled with any variety of 5 packages to celebrate
                              special occasions with friends and family.

                              A PERSONAL TOUCH We’ve also added the                                                     GOOD DA
                                                                                                                               Y
            2                                                                                                          COOK
                              ability to include a personalized note, perfect for
                              commemorating birthdays and holidays or just to
                              brighten any day!
                                                                                                                            IE
       The GIRL SCOUTS® name and mark, and all other associated trademarks and logotypes, including but not
       limited to the Trefoil Design, are owned by Girl Scouts of the USA. ABC Bakers is an official GSUSA licensee.

2   girlscoutshcc.org/cookies • 800-322-4475
2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
Dear Cookie Volunteers,
Whether you’re a returning veteran or a “Cookie Rookie,” we’re delighted to work with you this
coming Girl Scout cookie season.

Cookie season sparks excitement, enthusiasm, and nostalgia in so many of us, myself included.
I remember very well selling cookies door to door in my neighborhood with my Girl Scout
buddy. We had fewer varieties at that time and we didn’t conduct booth sales. Every neighbor
was counting on us to show up at their door. They had no other way to buy cookies except
through us. A lot of pressure, but we came through!

We know the Girl Scout Cookie Program is a critical source of funding for girls’ programming—
from wilderness adventures to travel excursions and STEM workshops. We also know the
Girl Scout Cookie Program is an important ingredient to the Girl Scout Leadership Experience.
During cookie season, girls venture into the world of entrepreneurship to learn five skills that are
vital in both life and business: goal setting, decision making, money management, people skills
and business ethics.

As a cookie volunteer, the logistics-crushing, troop-rallying, and challenge-tackling efforts you
will engage in will enable girls to learn by doing and to do more with what they learn. The
Girl Scout Cookie Program creates opportunities that will empower girls to follow their passions,
and we couldn’t do it without you. Thank you.

I get very excited when a Girl Scout comes to my door to ask me to buy cookies. I have a sense
of the courage it may have taken her to walk up my driveway. I purchase cookies knowing the
lifelong impact Girl Scouting will have on her life as it had on mine.

For all the effort you’re about to invest, Thanks-A-Lot!

Sincerely,

Dr. Linda E. Farley
CEO

                                                             girlscoutshcc.org/cookies • 800-322-4475   3
2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
2019 Dates to Remember
    January
         SUNDAY           MONDAY               TUESDAY          WEDNESDAY         THURSDAY         FRIDAY             SATURDAY

                          2019 Cookie     1                 2                3                4                  5
                           Activity Pin
                                 $2.00

    6                7                    8                 9                10               11                 12

                                                                                               Girl Scout
                                                                                                Cookie
                                                                                               Program
                                                                                                begins

    13               14                   15                16               17               18                 19

                                                               Round 1
        Round 1
                                                            Lottery closes
     Lottery opens
                                                             @ Midnight

    20               21                   22                23               24               25                 26

    Round 2 opens                                              Round 2
     (first-come,                                           Lottery closes
     first-served)                                              @ 8pm

    27               28                   29                30               31

    Round 3 opens;     Troop initial
                                           Service unit                       Goal Getter
      Initial orders     orders
                                           reviews and                         Patch—
      end; Parents      entered in
                                          submits initial                     Set goal in
      turn in initial Smart Cookies
                                              orders                         Smart Cookies
    orders to troops     by 8pm

                                                                                        2019 Goal Getter Patch

4   girlscoutshcc.org/cookies • 800-322-4475
2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
February
     SUNDAY        MONDAY            TUESDAY         WEDNESDAY          THURSDAY           FRIDAY            SATURDAY
                                                                                    1                   2

Cookie
Zipper
Pouch
$12.00

3             4                 5                6                 7                8                   9

                                                  2019
                                                  Family
                                                  Patch
                                                  $1.25

10            11                12               13                14               15                  16

                                                                                                         Mega Drop
                                                                                                           North

17            18                19               20                21               22                  23
                                                                                                               Cookie
                                                                                      Booth                  Cupboards
              Mega Drop                                                             Sales Start                 Open
                South
                                                                                             National Girl Scout
                                                                                              Cookie Weekend
24            25                26               27                28
                                                                                    Share
                                                                                    your First
                                                                                    Cookie Sale
                                                                                    with us!
                                                                                    #GSHCC

                            2019 National Girl Scout Cookie Weekend Patch               2019 My First Cookie Sale Patch
                            $1.50                                                       $1.25

                                                                         girlscoutshcc.org/cookies • 800-322-4475         5
2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
March
         SUNDAY          MONDAY           TUESDAY        WEDNESDAY           THURSDAY         FRIDAY         SATURDAY
                                                                                         1              2

    3              4                 5               6                  7                8              9
                                                                                                        Girl Scout
                                                                               ACH                      Cookie Booth
                                                                                                        Sew-On
                                                                             Draw #1                    Patch
                                                                                                        $1.50

    10             11                12              13                 14               15             16

    17             18                19              20                 21               22             23
       Cookie
      program                                                Main              ACH
                                                          recognition
     and booth                                            orders due         Draw #2
     sales end

    24             25                26              27                 28               29             30

                                                                              Final                           Girl Scout
                                                                                                              Cookie Jar
                                                                               ACH                               $35.00
                                                                             Draw #3

    31
                        April                                                May
                        Friday, April 12                                     Rewards and Troop Treasure distributed
                        Last day to turn in 2019 Collection Report

6   girlscoutshcc.org/cookies • 800-322-4475
2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
What’s Your Role?
Troop Cookie Manager (TCM)                                Troop Leader
Start by making sure that you have registered for the     Start by making sure that you and the girls in your
2018-2019 Girl Scout membership year, completed           troop have registered for the 2018-2019 Girl Scout
a background check, selected the TCM role in              membership year. Remember that only registered
MyGS and submitted a completed Product                    members of Girl Scouts Heart of Central California
Program Volunteer Position Agreement online at            (GSHCC) are authorized for money-handling and
girlscoutshcc.org/cookies.                                only registered Girl Scouts will be uploaded into
• Have participating families fill out the Girl/Parent    Smart Cookies.
  Permission and Financial Responsibility form;           • Support your TCM as they attend training and learn
  this is your assurance that caregivers and girls in       the ins and outs of the Girl Scout Cookie Program.
  your troop are ready to participate. You will hold      • Help maintain the financial management of the
  on to these forms until the end of the Girl Scout         program by maintaining a troop bank account,
  Cookie Program.                                           making frequent deposits and making sure your
• Talk about The 5 Skills, after all, they are what the     account has enough funds for the scheduled
  cookie program is all about!                              ACH withdrawals.
• Encourage your girls to set goals. Spend some extra     • Notify GSHCC a minimum of three business days
  time in goal setting session with your troop; your        before the scheduled draw date if your account
  troop should set a goal, so should each girl.             balance will be insufficient.
• Schedule and organize the booth sale portion of         • Discuss The 5 Skills with girls and their families.
  the sale.                                               • Obtain a copy of the Troop Balance Summary
• Manage the Girl Scout Cookie Program finances for         report from Smart Cookies at the end of the
  your troop.                                               cookie program and share with the girls and their
• Work together with your troop leader to help support      families the goals you achieved.
  your girls’ experience.

                                                                     girlscoutshcc.org/cookies • 800-322-4475     7
2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
The 5 Skills and Product Program
    1 Goal Setting
         Girls set sales goals, and with their troop, create a plan to reach them. This matters because girls need to know
         how to set and reach goals, how to succeed in school, on the job and in life.

    2 Decision Making
         Girls decide where and when to sell product, how to market their sale and what to do with their earnings. This
         matters because girls must make many decisions, big and small, in their lives.

    3 Money Management
         Girls develop a budget, take orders and handle customer’s money. This matters because girls need to know
         how to handle money—from their lunch money to their allowance to (someday) their paycheck.

    4 People Skills
         Girls learn how to talk (and listen) to their customers, as well as learn how to work as a team with other girls.
         This matters because it helps girls do better in school on group projects, on sports teams, on the playground
         and later at work.

    5 Business Ethics
         Girls act honestly and responsibly during every step of the cookie program. This matters because employers
         want to hire ethical employees—and the world needs ethical leaders in every field.

    The 5 Skills are part of the Girl Scout Leadership Experience and you will find badge and pin activities in each of
    The Girl's Guide to Girl Scouting. Use these resources to expand on each skill and explore what can happen when
    girls succeed. Remember badge work isn't designed to be completed in one troop meeting; start building on pieces
    of the badge and complete it throughout the year.

      Want more activities on The 5 Skills?
      Check out The 5 Skills guide at girlscoutshcc.org/cookies
      or in the GSHCC app.

8   girlscoutshcc.org/cookies • 800-322-4475
2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
Smart Cookies
                                                    Smart Cookies gives troops access to a business
                                                    center customized just for their troop 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 personalize their online store!

                                                    Smart Cookies is both desktop computer and mobile
                                                    friendly, so you can manage your sale at home or on
                                                    the go! Smart Cookies makes managing your troop’s
                                                    inventory, booths and girls, as easy as can be!

                                                    Getting Started
                                                    An email with a registration link will be sent directly to
                                                    the TCM’s registered email from abcsmartcookies@
                                                    abcbakers.com.

                                                    Once you receive your link you will need to fill in/verify
                                                    the following information:
                                                    • Council Name
                                                    • Position
                                                    • Troop Number
                                                    • First and Last Name
                                                    • Email address
         My Smart Cookies Log in:                   • Password
                                                    • Upload a Picture (Optional)
  Email:_________________________________________
  Password:_____________________________________    Once you are registered you will receive a confirmation
                                                    email that contains your username and password.

                                                    Note: Please make sure to add abcsmartcookies@
Did you know?                                       abcbakers.com to your safe senders list in your email.
The Smart Cookies app is a digital order card for
girls on the go!

                                                                 girlscoutshcc.org/cookies • 800-322-4475        9
2019 Girl Scout Cookie Program - Troop Cookie Manager Guide - #GSHCC - Girl Scouts Heart of Central California
Girl Scout Cookie Program
     Materials—Be Prepared!
     Being organized and prepared for the Girl Scout Cookie Program lets the girls and caregivers in your troop know that
     you are ready to lead them in a successful cookie program. Their confidence in the troop cookie manager and troop
     leader allows girls to focus on their goals!

     Materials You’ll Need
     Make sure to pick up the following materials from your service unit cookie manager:
     • 2019 Troop Envelope: one per troop
     • Receipt books: three per troop
     • Girl/Parent Permission and Financial Responsibility form: one per girl
     • Girl Money Envelopes: one per girl
     • Girl Order Card: one per girl
     • Product Program Volunteer Position Agreement form (online at girlscoutshcc.org/cookies)

       Want more info?
       Check out girlscoutshcc.org/resources for the
       Just-in-Time training.

10   girlscoutshcc.org/cookies • 800-322-4475
Cookie Share
Cookie Share is a great way for girls, troops and customers to give thanks to the women and men who serve in our
military. When people donate to Cookie Share, they are sending a package of cookies overseas to our active duty
military, giving them a sweet taste of home.

Why participate in Cookie Share?
• Great way to support members of active military and your community.
• Allows people to support the Girl Scout Cookie Program even if they don’t want to buy cookies for themselves.
• Girls who sell 10+ packages towards Cookie Share will earn the Cookie Share 2019 patch.
• Cookie Share cookies ordered during the initial order are “virtual” and will be given directly to Cookie Share by
  GSHCC. Troops will not need to pick up these orders and they will not be added to a troop’s physical inventory.
   • The troop will still be financially responsible for these cookies.
   • Cookie Share orders are not rounded to the fullest case during the initial order process in Smart Cookies.
• Cookie Share orders done after the initial order at a booth or during door to door sales will be tracked using the
  Virtual Cookie Share feature in Smart Cookies.
   • These cookies are “virtual” cookies and do not need to be taken out of a troop’s inventory.

  Want more info?
  Check out girlscoutshcc.org/resources for the
  Just-in-Time training.

                                                                         girlscoutshcc.org/cookies • 800-322-4475      11
Proceeds and Rewards
     TCM and Troop Leader Roles
     Check out the rewards and help your girls set their goals
     Troop Proceeds and Girl Rewards
       • Available for all troops
       • Troops earn $0.90 per package sold
       • Girls can earn patches, achievement bars, experiences and reward items
       • Troops can earn Troop Treasure
       • All troops will be assigned troop proceeds and girl rewards in Smart Cookies

     Optional Older Girl Proceeds and 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 option
       • Your troop earns $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 change
         their proceeds plan in Smart Cookies

     Early Reward Opportunity
       • Every girl with an initial order of 175+ packages
         submitted by January 28 will earn a
         GSHCC Pop-Up Lantern
       • Girls in troops choosing Older Girl Proceeds and
         rewards are also eligible for the early reward
       • The early reward will be distributed at the troop’s
         scheduled initial order pick-up location

12   girlscoutshcc.org/cookies • 800-322-4475
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potential for a chance to win the...

   COOKIE
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Featuring the DC Super Hero
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for incredible behind-the-
scenes VIP adventures at
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                                                                                                                                            PRIZE PROVIDED BY
                                                                                                                                                                                                                  TM

                                                              Here’s how to enter:
                                                                     Highlight your
                                                                 unique cookie story by:
                                                           ★ Answering a set of questions
                                                              ★ Creating your very own
                                                                         mini graphic novel
                                                                      (it’s easy with our handy
                                                                                                                                                                                  a s atc h

                                                                              template!)
                                                                                                                                                                               c h ve p
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                                                        Find entry details, official rules, submission tips,
                                                       and downloadable mini-graphic novel templates at

                                  girlscouts.org/cookiepro
 The GIRL SCOUTS® name, mark, and all associated trademarks and logotypes, including the Trefoil Design, G.I.R.L. (Go-getter, Innovator, Risk-taker, Leader)™, and Cookie Pro™ are owned by Girl Scouts of the USA.
                                                                                   DC SUPER HERO GIRLS and all related characters and elements © & ™ DC Comics and
                                                                                   Warner Bros. Entertainment Inc. DC LOGO: TM & © DC. WB SHIELD: TM & © WBEI. (s18)
                                                                         TM
Troop Treasure
     What is Troop Treasure?                                  NEW! How do I earn Troop Treasure?
     Troop Treasure is an additional way for troops to earn   Earning Troop Treasure is now simpler than ever!
     funds towards supporting their Girl Scout Leadership     Troops who increase their troop’s sales from the
     Experience (GSLE).                                       2017-2018 Girl Scout Cookie Program by 5% or more
     • All troops are automatically eligible to earn          will earn dollars per girl registered in their troop by
       Troop Treasure                                         March 17 (last day of the cookie program).
     • Troop Treasure may be applied towards GSHCC
       events, day and resident camps, membership             For example: A troop who sells 10% over their sales
       registration fees and in-store GSHCC shop purchases    from last year and has nine girls registered in their
                                                              troop on March 17 will earn $30 per girl for a total
                                                              $270 in Troop Treasure.

                                                              Troops who are new this year or did not participate
                                                              in the Girl Scout Cookie Program last year will need to
                                                              reach the benchmark of 200 packages (the council

            troop ☙                                           per girl average) times the number of girls in their
     2019

                                    GSHCC
                                                              troop, plus the percentage increase.

            treasure                                          For example: A new troop has five girls in their troop
                                                              and sells 1,053 packages. Their troop has reached
                                                              the benchmark and sold 5% over it. They will earn
                                                              $75 in Troop Treasure.

                                                               Increase                 $/girl registered
                                                               5%-9.9%                  $15
                                                               10%-14.9%                $30
                                                               15%-19.9%                $45
                                                               20%+                     $60

                                                              Girls must be registered in MyGS in order to count
                                                              towards Troop Treasure. Percentages will not be
                                                              rounded to the nearest level.

14   girlscoutshcc.org/cookies • 800-322-4475
Your Troop’s Initial Order
Your Role                                                     How do I place my troop’s initial order?
• Collect the total packages sold by variety from each        1. Hover over the ORDERS tab. Then, select
  of the girls in your troop.                                    TROOP INITIAL ORDER.
• The total of these order card sales plus the amount         2. All registered girl names will appear in the order
  you estimate for your first 2–4 booth opportunities            grid. Click on the drop down arrow next to a girl’s
  (for more information see Prepping for the Sale)               name and enter their order in PACKAGES by variety.
  is your initial order.                                      3. Use the COOKIE SHARE column in Smart Cookies
• If you have questions about a girl’s order card,               to order Cookie Share cookies. This order is not
  make sure to clarify with them for accuracy.                   placed by variety.
                                                              4. Repeat this process for each girl.
• Remind girls they can keep taking orders through
                                                              5. In the BOOTH SALE row, order by PACKAGES the
  the end of the cookie program (you may want to
                                                                 cookies you estimate you will need for your
  order additional cookies to cover these).
                                                                 booth and pre-sale orders.
• Cookies ordered in your Booth and Extras rows will          6. Click SAVE.
  make up your general inventory in Smart Cookies.
                                                              7. Then, choose your DELIVERY STATION, then click
  You will transfer this inventory to girls based on booth
                                                                 SAVE again.
  sales and additional girl sales.
                                                              8. Finally, click READY FOR REVIEW to notify your
                                                                 service unit cookie manager your order is ready to
Getting Started
                                                                 be placed.
Make sure to enter each girl’s order under her name
in Smart Cookies by January 28, 2019 at 11:59pm.
Once your order is entered and submitted you will not          Did you know?
be able to edit your order.                                    Use your tab key to move through each field quickly.

Initial orders are entered in PACKAGES. Smart Cookies
will round to a full case on all varieties excluding Cookie
Share donations.

If you need help submitting your order or advice on
how many cases to order, please contact your service
unit cookie manager.

All cookies ordered are the financial responsibility of
your troop and are non-refundable.                               NEW!
                                                                 Gluten-Free Cookies
                                                                 can now be placed as
     All INITIAL orders                                          part of a troop's initial order!
                                                                 Quantities are limited.
  are due by Monday, January 28, 2018 at 11:59 pm

                                                                        girlscoutshcc.org/cookies • 800-322-4475       15
Booth Sites—Making the Choice
     Booth sales are a great way for Girl Scouts to practice their marketing and people skills and work towards their
     goals as a team! All booth sites will be selected by troops in three rounds using the Smart Cookies system.

     Round One—Lottery                                              Round Two & Three—
     • Round One you will be able to pick from sites located        First-Come, First-Serve
       within your service unit.                                    Locations and time slots are offered on a first-come,
     • If your service unit is paired with another service uint,    first-served basis and are available council-wide.
       you will be in a district in Smart Cookies, and you will     Round Two
       share booth opportunities.                                   • Opens Sunday, January 20 at 7pm
     • Starting January 11, troop cookie managers can               • Closes Wednesday, January 24 at 11:59pm
       review all booth opportunities in Smart Cookies.
                                                                    • Troops have the opportunity to secure up to four (4)
       During this time TCM’s should coordinate preferred
                                                                      booth opportunities.
       dates and times with other adults in the troop.
                                                                    • Troops will only be able select up to two (2) premium
     • From January 13—16, TCM’s can select up to 10 booth
                                                                      booths in round two.
       opportunities, directly in Smart Cookies.
        • For best results, it is recommended that troops           Round Three
          vary their booth preferences by location, date            • Opens Sunday, January 27 at 7pm
          and time.                                                 • Remains open until the end of the cookie program
        • HINT: Do not select only premium booth sites.             • Troops have the opportunity to secure up to 20 booth
          In the lottery, troops will only be awarded up to           opportunities (only ten may be premium locations)
          one premium booth site, and could result in zero            until February 6 at 5 pm. It will then be uncapped
          booth locations awarded if only premium locations           until the end of the program.
          are selected.
     • At midnight on January 16, the lottery will select up to
       2 of the 10 requested booth opportunities per troop.

     Smart Cookies will send a confirmation to the TCM’s email for each booth opportunity that         Did you know?
     is secured. Review your email for accuracy and planning purposes.                                 Your service unit
                                                                                                       cookie manager
     Premium Sites are high traffic locations like Walmarts, shopping malls, etc. and will be marked
                                                                                                       is responsible for
     in Smart Cookies with a “P” when you are viewing booth options. These locations are limited
     and marked Premium in order to allow for more troops to have access to the opportunity.           securing booth
                                                                                                       opportunities.
     If a troop cannot attend their scheduled booth sale, they are required to log in to               Have ideas for a
     Smart Cookies to cancel as soon as possible. The booth sale schedule is shared with               good location?
     the community through several websites, including the national Girl Scout Cookie Locator.
                                                                                                       Contact your
     Customers searching for Girl Scout Cookies are directed to locations that show as secured
                                                                                                       service unit
     in Smart Cookies. Cancelling unwanted booth sales gives other troops the courtesy and
                                                                                                       cookie manager.
     opportunity to fill the time slot. A cancellation email will be sent to the Smart Cookies
     account associated with that troop.

16   girlscoutshcc.org/cookies • 800-322-4475
Prepping for the Sale—
Booth Sale Hints
Once your booth sites are scheduled, it’s time to plan for your Girl Scout Cookie inventory. Keep in mind some
variables that could impact the number of cookie packages you can expect to sell at each site, such as:
• Time of day and day of the week
• Location
• Weather
• Booth sites held towards the beginning of the Girl Scout Cookie Program typically show slightly higher sales

Make sure to use previous booth site experience as a guideline for your initial orders.
Use the chart below to help you plan for your initial cookie order. (Keep in mind that these are guidelines and that
sales may vary from year-to-year).

             Average sales per variety                                Average sales per two-hour time slot

                                All Locations/                 Booth Sales                    Average packages
By Variety                      All Dates                      By Week                        sold/2-hour time slot
Thanks-A-Lots                   5                              First Friday                   85

S’mores                         9                              First Saturday                 95

Lemonades                       9                              First Sunday                   79

Shortbread                      5                              First Week (Mon-Fri)           77

Thin Mints                      27                             Second Saturday                62

Peanut Butter Patties           16                             Second Sunday                  58
                                                               Second Week (Mon-Fri)          62
Caramel DeLites                 24
                                                               Third Saturday                 51
Peanut Butter Sandwich          5
                                                               Third Sunday                   58
                                                               Third Week (Mon-Fri)           62
                                                               Fourth Saturday                52
                                                               Fourth Sunday                  45

                                                                         girlscoutshcc.org/cookies • 800-322-4475      17
$___________

                                                                          $___________

                                                           $___________

18   girlscoutshcc.org/cookies • 800-322-4475
Managing the Operation—
Booth Sales
The TCM is responsible for selecting booth opportunities, helping girls and caregivers understand and prepare
for the booth sale experiences, scheduling girls for each site and making sure the sales are accurately entered in
Smart Cookies.

Before your booth sale                                          Financial Transactions at Booth Sales
• Know the Girl Scout booth sale guidelines (found at           • Accepted forms of payment are:
  girlscoutshcc.org/cookies or in the GSHCC app)                   • Cash
• Coordinate the details for booth sales:                          • Credit Card (The troop assumes all added costs
   • Print booth site confirmation from Smart Cookies                associated with accepting credit/debit cards)
   • Schedule girls and adults for shifts                          • Checks—only from people that you know,
   • Troops can schedule in two ways                                 under $60 (please minimize a troop’s liability and
                                                                     have them limit acceptance of personal checks)
     • 1 girl and 1 related registered adult
     • 2–4 girls and 2 adults (at least 1 must be registered)
   • Request additional adult help (if needed)                    Did you know?
                                                                  Any activity that involves more than one Girl Scout
• Bring:
                                                                  and a caregiver is considered a troop activity
   • Assortment of cookies                                        and must meet all GSHCC safety guidelines.
   • Table, chairs (if allowed on property. If in doubt,
     please contact the service unit cookie manager)
   • Decorations
   • A cash box or apron with change available
   • A credit card reader
   • Booth Sale Worksheet form
   • A copy of the Girl Scout booth sale guidelines
• Review the safety guidelines in Volunteer Essentials
  and Safety Activity Checkpoints. Only registered
  Girl Scouts may attend booth sales.

The price per package of cookies is $5.00;
no more, no less. Troops should sell only Girl Scout
                                                                                     Booth Sales
Cookies at their booth. Troops that do not adhere to                              Begin Friday, February 22, 2018
these rules are subject to penalties including loss                                     and continue through
of booth opportunities and/or troop proceeds.                                         Sunday, March 17, 2018

                                                                          girlscoutshcc.org/cookies • 800-322-4475        19
Managing Your Troop’s
     Girl Scout Cookie Inventory
     Having an accurate inventory of the cookies in your troop’s possession is very important and key to having a
     successful season. Inventory management is a critical part of the cookie program for your troop and the girls involved.
     Knowing your inventory shows your girls a real life-example of using The 5 Skills, particularly Money Management.

     Depending on how your Girl Scout troop manages its cookie program, you will have an initial order, planned orders
     and/or transfer orders.

     Cookie Cupboards and Jars
     Once your troop has placed their initial order you can receive cookies through planned orders, which are placed
     in Smart Cookies by Sundays and picked up by the troop at their chosen Cookie Cupboard the following week.
     Cookie Cupboards and Jars open starting on February 23.

     What is a Cookie Cupboard?
     • A Cookie Cupboard is operated by a volunteer who has offered their space and their time to warehouse an
       inventory of cookies, in various locations across GSHCC’s 18-county region. Their inventory is based largely on
       the Planned Orders placed by troops by the Sunday before the restock order is placed.

     What is a Cookie Jar?
     • A Cookie Jar is also a space operated by a volunteer but will begin the Girl Scout Cookie Program with a
       predesignated inventory of cookies; once that inventory is depleted, the Jar will close.

       Note: Cookie Cupboards and Jars are CLOSED on Mondays.

20   girlscoutshcc.org/cookies • 800-322-4475
Order Types—Planned, Unplanned
and Transfer Orders
What Is a Planned Order?                                   What Is an Unplanned Order?
• A Planned Order is an order placed at your local         • An Unplanned Order is placed in a situation where
  Cookie Cupboard the Sunday before you would like           you need more cookies before you can complete a
  to pick it up, by 11:59 pm. Planned Orders help the        Planned Order.
  entrepreneurship team accurately purchase enough
  inventory to stock Cookie Cupboards with the             Please have troops contact the cupboard manager
  varieties to meet your communities demand.               at their preferred location to inquire about available
                                                           inventory. Capacity to hold excess inventory varies by
                                                           each cupboard location.
 Plan Ahead! This is essential to ensure troops
 have enough inventory to host their booth sale.           • If the nearest cupboard does not have enough
 Keep in mind that cupboards and jars are                    inventory to fill a troop’s request, consider having
 closed on Mondays.                                          them contact another cupboard manager or help
                                                             facilitate a Troop to Troop transfer.

When placing your Planned Order, Smart Cookies will
give you a list of Cookie Cupboards and Jars to choose       Keep in mind…
from, along with available dates and times. Pick the         A Planned Order picked up on the requested date
location, day and time that is most convenient for           will always take priority over an Unplanned Order.
your troop.

Please pick up your order within 48 hours of your          Part of managing a troop’s Girl Scout Cookie inventory
scheduled time. Orders that are not picked up within       is keeping track of where the cookies are. Are they with
that time frame will be cancelled and released to make     the troop at a booth sale? Out for delivery with a girl?
those cookies available for other troops.                  Being transferred to another troop? Emphasize that the
                                                           troop’s tracking of the cookie orders directly impacts
                                                           the financial “bottom line” of the program.

  Note: Though there may be pick up times available early in the week at your local cupboard, GSHCC cannot
  guarantee a full planned order within 48 hours of placing your order. We suggest you schedule your pickup for
  Thursday or later. It can sometimes take between 2-4 days to replenish inventory at a cookie cupboard.

                                                                      girlscoutshcc.org/cookies • 800-322-4475        21
What Is a Transfer Order?                                   Cupboard to Troop Transfer (C2T)
     Transfer Orders are how your troop’s inventory gets         • Cupboard to troop transfers occur when a troop
     assigned to girls, moved into another troop’s inventory       picks up a Planned or Unplanned Order from their
     or brought into your troop’s inventory.                       local Cookie Cupboard or Jar.
                                                                 • Verify that C2T transfers are entered accurately in a
                                                                   timely manner.
       Want more info?
       Check out girlscoutshcc.org/resources for the             When managing your troop’s inventory, it is important
       Just-in-Time trainings for how-to!                        that you do not create a “negative inventory.” This
                                                                 means that you are assigning cookies that are not
                                                                 in your troop’s inventory. If you do not have enough
     Types of Transfers                                          inventory listed in Smart Cookies to complete a
     Troop to Troop Transfer (T2T)                               transfer, but have enough physical cookies, this is
     • To transfer inventory to another troop.                   a sign to check your transfers in Smart Cookies to
     • Only the troop transferring the inventory out will        ensure they were entered accurately.
       process the transfer in Smart Cookies.

     Troop to Girl Transfer (T2G)
     • To transfer inventory to the girls in a troop.
     • Reduces troop inventory and increases each girl’s
       packages sold.
     • There are two types of T2G transfers:
        • Transfer with financial responsibility in the
          PACKAGES field
          • This transfer adds to the amount the girl is
            responsible for turning into the troop.
        • Transfer without financial responsibility in the
          BOOTH field
          • This transfer does not add to the amount the
            girl is responsible for turning into the troop.
          • Money was collected at a booth.

     Girl to Troop Transfer (G2T)
     • To transfer inventory from a girl back to the troop and
       reduce her financial responsibility.
     • The troop leader/troop cookie manager can choose
       to accept or decline excess inventory from a girl in
       the event she has cancelled sales.                             Visit your local GS shop
     • The transfer will be processed.                             for all your Booth Sale needs!

22   girlscoutshcc.org/cookies • 800-322-4475
Financials
What do troops do with the money                            Checks: Got questions? We’ve got answers!
they collect?                                               • GSHCC recommends that troops only accept
Troops will deposit all monies (including checks) into        personal checks from friends and family and not
their own bank account and the troop’s balance due            in amounts greater than $60.
will be withdrawn via ACH (Automated Clearing House).       • Be sure each check is made payable to “GSHCC
                                                              Troop #[your troop]”. Troops will no longer be able to
Troops who participated in the 2017-2018 Girl Scout           deposit checks into GSHCC’s bank account.
Cookie Program will have their bank account
information automatically uploaded into Smart               • Troops will be responsible for any fees associated
Cookies; TCMs will still need to verify bank account and      with bounced checks.
routing numbers for accuracy prior to the first ACH         • Checks should be endorsed with the bank account
draw date.                                                    number, GSHCC, service unit and troop numbers.
                                                            • Troops should make regular deposits into their troop
New troops or troops with new bank accounts are               bank account.
required to complete the ACH Authorization Form
and submit it to Council HQ prior to participating in the   • Be mindful of the ACH draw dates.
cookie program. Visit girlscoutshcc.org/cookies to fill
out the ACH Authorization Form.
                                                            Bounced Checks?
                                                            Troops who have checks that have bounced should
GSHCC will withdraw troop balances due in three             contact the entrepreneurship team immediately.
scheduled ACH withdrawals on the following dates:
                                                            Fees
Draw 1     March 7      25% of what is due for
                        inventory (as of March 2)           Troops are responsible for any and all fees incurred
                                                            from their bank due to depositing money, valid ACH
Draw 2     March 21     75% of remaining balance due
                                                            withdrawals and/or use of credit card readers.
Draw 3     March 28     Remaining balance due

Troops without sufficient funds in their account to
cover the amount to be withdrawn should notify
the entrepreneurship team a minimum of three (3)
business days prior to the scheduled draw date.

                                                              Important to note: Troops in councils
  Did you know?                                               participating in ACH do not have the ability to
  If you have parents in with outstanding balances,           enter troop transactions. ACH withdrawals will
  please fill out the 2019 Cookie Collection Report and       be uploaded automatically into Smart Cookies
  turn it in to Council HQ.                                   and troop balances due will be adjusted.

                                                                      girlscoutshcc.org/cookies • 800-322-4475         23
Theft, Loss and
     Product Complaints
     Theft                                                         Loss
     • It is the troop cookie manager’s responsibility to          • If cookies are lost, the troop is financially responsible
       safeguard the girls’ money after it has been turned in.       for those cookies.
     • It it the parent/guardian's responsibility when the         • It is the parent/guardian’s responsibility when cookies
       money is in the parent/guardian or girl’s possession.         are in the parent/guardian or girl’s possession.
     • If cookies and/or money are stolen, the troop will
       need to follow these steps:                                 Cookie Product Complaints
         • Report the theft to their service unit cookie           • If there is a complaint due to the overall quality of the
           manager immediately (within 24 hours).                    cookies, please email ABC Bakers at abcbakers@
         • Report theft to local authorities immediately (within     interbake.com or call them at 800-221-1002.
           24 hours) and obtain a copy of the police report.
         • Consider filing a claim with their 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 that are stolen.
         • The troop cookie manager is required to notify the
           entrepreneurship team as well as the troop leader
           with supporting documentation within (24 hours).
         • GSHCC will not reimburse stolen product or money.

24   girlscoutshcc.org/cookies • 800-322-4475
Rewards and Wrapping Up
the Program
Your Role                                                   Parent Outstanding Cookie Accounts
• Once you have transferred your troop inventory to         Caregivers and volunteers are responsible to forward
  the girls in your troop, you will need to create the      all funds from the Girl Scout Cookie Program to the
  Main Rewards Order by March 20 at 11:59 pm.               appropriate person. Girl Scouts Heart of Central
• Get t-shirt sizes for all girls who sold 160+ packages    California (GSHCC) will pursue all options when dealing
  (You will not be able to complete the Main Rewards        with the misappropriation (theft and misuse) of
  Order without entering t-shirt sizes for girls who sold   Girl Scout funds. Our goal is to ensure that money
  160+ packages in your troop).                             earned by Girl Scouts and their troops is used to
                                                            enhance the Girl Scout experience.
Note: This is the only way your girls will receive their
earned rewards; if you do not place a Main Rewards          If a troop is having difficulty collecting money and
Order, your troop will not receive reward items.            final paperwork from a girl’s family, the cookie
                                                            manager should follow these steps and complete
Final Paperwork
                                                            a 2019 Cookie Collection Report, found at
Troops will only have to turn in paperwork if their troop   girlscoutshcc.org/cookies.
has a parent in collection, using the 2019 Cookie
Collection Report.                                          Follow these steps:
                                                            1. Call caregiver of the Girl Scout to discuss the situation.
                                                               Document interactions and attempts to collect.
                                                            2. Notify council prior to final ACH draw date
                                                               of attempts to collect. Council will collect
                                                               outstanding debt directly with caregivers and
                                                               adjust the troop’s ACH balance.
                                                            3. Turn in the 2019 Cookie Collection Report and
                                                               supporting documents (receipts, log of interactions/
                                                               attempts to collect) must be turned in to the
                                                               Entrepreneurship team by Friday, April 12. A
                                                               signed Girl/Parent Permission and 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 permission form is not included.
                                                            4. Troop cookie managers should not accept any
                                                               payment after the Girl Scout Cookie Program is
                                                               completed. Please refer any delinquent account
                                                               inquiries to GSHCC.

                                                                       girlscoutshcc.org/cookies • 800-322-4475             25
To Our Service Unit
     Cookie Managers,
     Thank you is not enough of a phrase to appreciate all that you do for the girls in your area. The time, the knowledge,
     the attention—all have led to the success of this program, and in the meeting of goals for our Girl Scouts. With
     your contributions, Girl Scouts Heart of Central California is able to keep our camps and programming going,
     create opportunities for unique experiences, and help us grow the next generation of G.I.R.L.'s. Thank you for being
     dedicated to being a part of the change that we want to see in the world, and your work to make it a better place.

     Your Entrepreneurial Team,

     Emily Walsh                             Ilse Luna                                Jill Pfeifer
     Director of Entrepreneurship            Entrepreneurship Specialist              Entrepreneurship Specialist

26   girlscoutshcc.org/cookies • 800-322-4475
Notes

        girlscoutshcc.org/cookies • 800-322-4475   27
2018-2019 Girl Scout Cookie Menu

             S’MORES                                CARAMEL DELITES®                                      THANKS-A-LOT®
Crispy graham cookie and double dipped           Vanilla cookies topped with caramel,            Shortbread cookies dipped in rich fudge and
     with a yummy crème icing and              sprinkled with toasted coconut and laced         topped with an embossed thank you message
    a scrumptious chocolaty coating                      with chocolaty stripes                             in one of 5 languages

  GF!

CARAMEL CHOCOLATE CHIP                         PEANUT BUTTER PATTIES®                                       LEMONADES™
Rich caramel, semisweet chocolate chips,    Crispy vanilla cookies layered with peanut butter   Savory slices of shortbread with a refreshingly
 and a hint of sea salt in a chewy cookie        and covered with a chocolaty coating                     tangy lemon-flavored icing

         SHORTBREAD                          PEANUT BUTTER SANDWICH                                          THIN MINTS®
     Traditional shortbread cookies               Crisp and crunchy oatmeal cookies                    Crispy chocolate wafers dipped
                                                   with creamy peanut butter filling                     in a mint chocolaty coating
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