2021 Cookie Program - Girl Scouts of Ohio's Heartland
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2021 Cookie Program
January 3 - March 21
PROGRAM WRAP-UP GUIDE
Rein in the 2021 Cookie
Important Dates
Program with Style Fri., March 12
March 21, the last day of the 2021 Girl Scout Cookie Program, is Opt Out forms are due to council.
right around the corner! This is a time for girls to make any last
Sun., March 21
efforts to reach their goals, reach any customers they may have
2021 Girl Scout Cookie Program ends.
missed and celebrate their successes. Keep in mind:
Mon., March 22
• Cookie cupboards have staggered closing dates. Make sure to
$2 per package from Initial Order payments received by March
check the cupboard schedule and plan cookie pickups
12 is automatically deducted from troop bank account by ACH.
accordingly. Troops can also transfer cookies to each other
instead of picking up from cupboards. Tues., March 23
TCPC allocates cookie orders, girl payments and final girl
• Write out a receipt each time cookies or money changes
rewards order into eBudde by noon.
hands between the caregiver and the troop. The troop and
Outstanding Debt Reports are due to the GSOH Finance
caregiver should each keep a copy for their records.
department by noon.
• Remind girls and caregivers to deliver all orders in a timely
Wed., April 7
fashion.
Amount due to council per the eBudde Sales Report is
• Set clear deadlines and send reminders for girls’ caregivers to automatically deducted from troop bank account by ACH.
submit any final orders and payments. Submit an Outstanding
April-May
Debt Report for each girl who still owes the troop money for
TCPC picks up girl rewards from service unit cookie program
cookies sold at the end of the program.
coordinator (SUCPC).
• If a troop ends the cookie program with unsold inventory, they
can decide to donate up to 1% of their total troop sales (in
packages) to a charity of their choice.
• Any unsold cookies remaining above 1% after March 21 are the
Rewards
Starting at the 190+ package level, girls can choose to donate
personal financial responsibility of the troop cookie program
The Shoe That Grows in place of final rewards. They can mix and
coordinator (TCPC).
match donating shoes and picking rewards at different levels!
• All girls’ accomplishments should be celebrated. Discourage Shoes will be distributed to refugee children and families in
girls comparing results with each other (the cookie program Jordan, Greece and Tanzania who had to leave their homes with
is not a contest!) and highlight the ways that girls grew, nothing but the clothes on their back.
challenged themselves and learned new skills.
Girls who participate in this philanthropic reward
option will receive a special The Shoe That Grows
Skills patch with their other final rewards.
Girls will develop and practice all five skills as the cookie
program wraps up, but will primarily work on goal setting, Webinars
decision making and money management.
Closing Your 2021 Cookie Program
• Goal setting – Girls evaluate whether they met their goals,
Tue., March 16 OR Thu., March 18, 2021, 8-9 p.m.
how they got there, and make plans for any last-minute pushes
or stretch goals. You’ve reached the finish line! We’ll share final eBudde and
financial procedures, how to wrap up your program, and
• Decision making – Girls decide between receiving rewards or
celebrate your troop’s success.
reward cards to celebrate their successes or whether to
donate The Shoe That Grows instead. Register here:
http://bit.ly/2021-Cookie-March16
• Money management – Girls help count money received and
http://bit.ly/2021-Cookie-March18
make change while collecting payments from customers and
work together to decide how to use their troop funds.
eBudde Transactions
Allocating Cookies and Payments from the Troop Link
Step 1 – Click the Girl Orders tab. • Girl delivered/In Hand orders (DLVR/INHAND)
Step 2 – Click on the Troop #### line. - Enter negative payment information for the funds being
removed.
Step 3 – Click the Add Transaction button.
Step 7 – Click the OK button on the bottom right or hit Enter.
Step 4 – Green boxes will appear across the bottom of the
screen. Step 8 – Click the Save button on the top left.
Step 5 – Put the transaction label and date in the first box Step 9 – Click the Return to Summary View.
(Ex. Final allocations 3/21). Step 10 – Divide the total cookies and payments being
Step 6 – Reverse the transaction by adding negative package allocated away from the troop between each participating girl.
and payment amounts. Step 11 – Allocate divided amounts to each girl, as described
• Shipped/Donated orders (SHIP/DON) below.
- Enter negative package and payment information for the
cookies and funds being removed.
Allocating Additional Girl Orders
Step 1 – Click the Girl Orders tab. • Booth
Step 2 – Click on the girl’s name. - Record cookie packages sold at cookie booths.
- Record total packages and money to be allocated to girls.
Step 3 – Click the Add Transaction button.
• Other
Step 4 – Green boxes will appear across the bottom of the - Record any additional orders picked up by girls.
screen.
Step 6 – Click the OK button on the bottom right or hit Enter.
Step 5 – Record the total number of packages in the
appropriate column. Step 7 – Click the Save button on the top left.
• OpSal
- Used for cookies ordered for Operation Salute.
- Girls need to collect payment at time of order.
- These are additional orders that increase the amount of
money owed by the girl.
- No cookies are received — GSOH sends cookies directly to
military organizations.
eBudde Transactions
Recording Girl Payments
Step 1 – Click the Girl Order tab. Step 5 – Record the date in the green comments box.
Step 2 – Click on the girl’s name. Step 6 – Record the total amount paid in the Paid column.
Step 3 – Click the Add Payment button. Step 7 – Click the OK button on the bottom right or hit Enter.
Step 4 – Green boxes will appear across the bottom of the
screen.
Using the Cookie Exchange Tab
The Cookie Exchange tab allows troops to post what extra • To see what cookies are available from other troops:
cookies they have available to transfer to other troops - Click the blue down arrow to the left of the variety. eBudde
throughout council. will show the troops with extra packages, the date posted,
• To enter extra cookie packages for exchange: the troop number, quantity available, the first name of the
- Enter the quantities in packages in the variety boxes. contact, and their email address or phone number.
- Click Update Pkgs to Exchange. - TCPCs can then contact that person to ask if the cookies
- When the troop no longer has all the varieties originally are still available and arrange the transfer.
posted, change the quantities then click Update Pkgs to Note: Remember all quantities are in packages.
Exchange.
- When the troop has transferred all its extra inventory, click
Remove my Offering.
Entering Troop to Troop Transfers
A Cookie Transaction Receipt must be completed any time Step 5 – Fill in the correct number of packages received from
cookies are moved between troops and each party must retain the other troop.
a copy for their records. The receiving party is responsible for Step 6 – Click OK.
entering the transaction in eBudde.
Step 7 – Click the Save button on the top left of the screen.
Step 1 – Click the Transaction tab.
Step 8 – Verify the transaction was saved on the
Step 2 – Click the Add Transaction button. Transaction tab.
Step 3 – A new Cookie Transaction window appears. Note: The troop will show an increase in cookies and
Step 4 – Choose the following information from the money due.
drop-down boxes:
• TYPE = Normal.
• 2nd PARTY = Troop.
• TROOP NUMBER = Troop number of the providing troop.
• PRODUCT MOVEMENT = Add product.
eBudde Transactions
Submitting Final Rewards Step 3 – Each girl participating in the cookie program will be
listed under GIRL ORDERS.
Final rewards are determined by a girl’s final total at the end of
the program, celebrating achievements all the way up to 2,021+ • Girls with action needed will have “size/catalog selection
packages sold! Girls receive final rewards after program ends. needed” after their names in red.
See pages 10-14 of the 2021 Troop Cookie Quick Start Guide for • Girls whose reward choices are complete will have “size/
details on final girl rewards, troop rewards, and patches girls catalog
earn and receive. selection done” after their names in green.
TCPCs use girls’ permission slips to submit each girl’s reward Step 4 – Click on each girl’s name, enter her reward choices
choices as part of wrapping up the program by Tue., March 23 and sizes as indicated, and click Submit Girl Order.
at noon.
Step 5 – Review your TROOP ORDER, listing all girl rewards to
Note: Girls in troops opting out of rewards still receive patches be received by your troop.
and troop rewards.
Step 6 – Enter your volunteer T-shirt size and select your
Step 1 – Click the Rewards tab. preferred Zoobilee date, if earned.
Step 2 – Click the Fill Out button on the Final Rewards Order Step 7 – Click Submit Reward Order.
line.
Final Financial Procedures
Closing Out the Program Girl Debt
Although troops may choose to set their own deadlines to fit Do not use troop funds to pay the girl’s debt.
schedules or to achieve their goals, the following are important Print an Outstanding Debt Report (ODR) from
council deadlines, that need to be met to have a successful gsoh.org/cookie-resources, for each girl with debt.
program close.
• Mail or email the ODR and girl permission slip to Council
• Sun., March 21 – 2021 Girl Scout Cookie Program ends. Headquarters, postmarked by Tuesday, March 23.
• Mon., March 22 – all money is due to the TCPC. • Send emailed forms to finance@gsoh.org. Include all
• Tue., March 23 – all money must be deposited into the troop documentation noting attempts to collect money.
bank account. • Outstanding Debt Reports emailed or postmarked after this
• Thu., April 1 – any returned checks need to be made known to date will not be accepted and become the responsibility of the
GSOH Finance. See returned checks section below for more troop to collect.
information. Contact the GSOH Finance department with any questions on
• Wed., April 7 – GSOH initiates the final ACH for the amount you how this might impact the final ACH at finance@gsoh.org.
owe council as shown on the eBudde Sales Report. Council will attempt to collect this debt before it is referred to
Deposit All Collected Money collections. Referral to collections could result in an impact to
credit rating and/or legal action.
Anytime your troop receives money for cookies, deposit the
funds into your troop bank account immediately. Remind families Unsold Inventory
that all checks are made out to the troop. Use receipts to If a troop ends the cookie program with unsold inventory, all girls,
document funds received from each parent/caregiver. volunteers, and families can decide to donate up to 1% of their
• Girls should turn in checks at least weekly for prompt deposit total troop sales (in packages) to a charity of their choice. This
into the troop bank account. reduce the proceeds earned by the girls.
• Write girl’s first name and troop number on the memo line of all Additional remaining unsold inventory above this 1% is the
checks she turns in. personal financial responsibility of the signers of the Volunteer
• Recommend families write the driver’s license number on the Responsibility Form.
check in case it is returned. Automated Clearing House (ACH)
Tip: To ensure quicker deposits of cash and checks into the ACH is a financial network allowing one bank to deposit or
troop bank account, consider giving troop deposit slips to withdraw funds from a bank account with the owner’s
families for them to make deposits. permission. The GSOH Finance department will debit the troop
Returned Checks account by ACH three separate times. It is extremely important
to have all payments deposited early and often, and to report
Most checks are returned because they are not deposited returned checks and ODRs quickly, as they will affect the amount
promptly. To prevent returned checks, make frequent check you owe council.
deposits. All returned checks must be made known to the GSOH
Finance department by Thursday, April 1. Tip: Banks usually have a processing time before money
becomes available for withdrawal. Plan accordingly to ensure
If your troop experiences a returned check, call the GSOH money is available in your account.
Finance department at 800-621-7042 immediately upon
notification from the bank. Have the following information • Monday, March 8 - $1 per initial order package minus any
available: payments received by the council through the initial order
phase. If the ACH amount would have been less than $50, your
• Troop bank account number. troop didn’t have money withdrawn.
• Check number and amount. • Monday, March 22- $2 per package from Initial Order minus
• Girl information. all Digital Cookie payments received by March 12.
• Driver’s license number of the person writing the check. • Wednesday, April 7 - amount you owe council, as shown on
Troop Sales Report in eBudde.
Note: GSOH Finance will forward all returned checks to
collections. A state approved fee and impact to credit rating
could occur. Make all reasonable attempts to collect on returned
checks of people you know before forwarding to council.
Rewards
Build-A-Bear Drawing Stellar Seller/Double Stellar Seller
All girls who achieve an increase Girls who reach 1,000+ packages will be invited to our Stellar
of 50+ packages from Feb. 13 Seller Under the Stars event on Saturday, May 15, 2021 at
through the close of the Camp Ken-Jockety. With social distancing in mind, Girl Scouts
program earn an entry into a will have the opportunity to celebrate their success as they
drawing for one of 100 Girl enjoy a movie under the stars, a picnic dinner and tons of sweet
Scout Trefoil Build-A-Bears! movie treats! Girl Scouts who would prefer not to meet in
Winners will be drawn the week person for the event will be offered the option of a 2021 Camp in
of March 22 and announced a Box.
via eBudde email on Friday, Girls who reached the Stellar Seller level during both the 2020
March 26. All cookies count — Girl Scout Fall Product Program AND the 2021 cookie program
Digital Cookie orders, Operation are Double Stellar Sellers. They earn the choice between an
Salute donations, booth in-person cooking class with the Young Chef’s Academy or an
cookies, etc. exciting virtual experience.
Winning girls’ caregivers will be contacted directly to arrange Council will contact the caregivers of girls achieving the Stellar
pick up from a GSOH service center. Seller and Double Stellar levels in April with more information.
Troop T-Shirt Patches will be distributed to girls at the event.
Troops that achieve a final average 2020-2021
of 190+ packages per girl at the Girl Scouts of 2021
Ohio’s Heartland GSOH
end of the cookie season will
receive a “Mint to Achieve” T-shirt DOUBLE COOKIE
for each girl in the troop who STELLAR STELLAR
SELLER
participated in the 2021 cookie SELLER
program.
Note: If a T-shirt size is not entered
into eBudde, Daisies and Brownies
will receive a youth large. Juniors Camp Crossover
through Ambassadors will receive an adult large.
All troops participating in both the
If a troop earns the “Mint to Achieve” T-shirt, their TCPC also 2020 fall product program and the
earns a free “Mint to Achieve” T-shirt. Make size selection in 2021 cookie program will be entered in
eBudde (One free T-shirt per troop). a drawing to be one of five troops to
If a troop earns this reward, other troop adults may purchase a attend the exclusive Camp Crossover
T-shirt if they wish. For sizes up to 1XL — $10 plus tax. For sizes event with their families on Saturday, May 8, 2021 for free!
2XL and up — $13 plus tax. Orders must be submitted here by Selected troops will get to explore all Camp Ken-Jockety has to
Tuesday, March 23. offer, including creeking, slingshots, hiking, crafts, s’mores and
T-shirts will be distributed with the troop’s other rewards after more!
the program ends. TCPCs of winning troops will be contacted in April with more
information.
Zoobilee
Troops that achieve a final Distributing Rewards
average of 250 packages per
girl at the end of the cookie Goal Getter rewards and final girl rewards are delivered to
season will receive a ticket to SUCPCs in April. SUCPCs will arrange pick up times for TCPCs,
attend our Girl Scout Zoobilee who then distribute rewards to each girl.
at the Columbus Zoo and Council will contact the families of girls earning rewards from
Aquarium for each participating girl plus volunteer tickets based the 1,000+ package level to the 2,021+ package level directly to
on the National Standard Adult Ratio for events by Girl Scout arrange pickup/shipment of rewards.
level. Troops that earn can select either Saturday, May 22,
2021 or Sunday, June 6, 2021 in eBudde when submitting final
rewards.
BONUS: Troops that achieve 300+ PGA at the end of the cookie
season will earn dessert coupons to use within the Columbus
Zoo and Aquarium at the Girl Scout Zoobilee event.
Troops earning Zoobilee tickets will be contacted in late April to
arrange ticket pick up from a GSOH service center.
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