2018 Fall Product Program Troop Plan Book - Girl Scouts of Orange
Service Unit: Troop #: Volunteer Network: ID 622gsoc Password 622gsoc UNIFY: ID Password Check the Fall Product Website often for the latest information regarding the Fall Product program.
Your Service Unit Product Team are volunteers in your local community who will be your primary contact persons during the Fall Product program. They can answer any questions you may have or help you resolve problems. Service Unit Rosters with contact information can be found on the Volunteer Network. SU Product Manager Name: (Appoints and Supports Troop Product Coordinators) Phone #: Email: Service Unit Materials Coordinator Name: (Receives and passes out troop materials) Phone #: Email: SU Nut Distributor Name: (Coordinates SU initial order delivery—will provide date, time and location) Phone #: Email: SU Booth Sale Coordinator Name: (Acquires booth sites and runs booth sale lottery) Phone #: Email: Delivery Date, Time and Location Our Troop pick-up day is: (Date & Time) At (Location) Service Unit Girl Rewards Coordinator Name: (Receives and passes out girl rewards) Phone #: Email:
Page Dates and Quick Checklist Ashdon Farms Nut Products and Pricing Online Products and Program Virtual Care to Share Troops Own Care to Share 59 Minutes Quick Start Getting Started Becoming a Troop Product Coordinator Training Webinars Partnering with Troop Leaders Verifying Girl Information in UNIFY Accessing UNIFY Accessing Links to Plan Book, Training Videos and more Modify Your Information in UNIFY Access Girl Roster in UNIFY Inspire Girls to Lead (5 Skills) Hold a Family Meeting Place Your Initial Nut Order Fall Program Begins Troop Bank Information Upload Girl/Parent Enters Initial Order Troop Initial Order Process Troop Initial Order Submitted Late Initial Order Pick-up Your Initial Order Pick-Up Troop Initial Order Distribute Orders to Girls Pick-Up Late Initial Orders Re-Stock and Re-Energize Placing Cupboard Orders Ordering Additional Virtual Care to Share Picking Up Cupboard Orders 1-2 3 4 5 6 7-9 10 11 12-15 16 17-18 Open a Store or Go Door-to-Door Guidelines for Booth Sales Parent/Daughter Booth Sales Door-to-Door, Nut Stands, Walkabouts Manage the Money Guidelines for Collecting Payments Entering Girl Payments in UNIFY Counterfeit Bills Troop Bank Account Troop Payments Uncollected Funds Extra Product Wrap-Up the Program End of Sale Processing Troop Final Reports Due Celebrate and Reward Girls Girl Rewards Top Seller Reception Special Troop Patches Troop Bonus Reward Troop Proceeds OC Bucks Pick-Up and Distribute Girl Rewards Submit Troop Paperwork Final Rewards Adjustments Resources Customer Returns Burglary/Theft/Robbery Damaged Product Online Marketing for Girls What to Do About Selling Issues Tax-Deductible Products Websites Additional Support Position Description Notes Dates to Remember 19-20 21-24 25-26 27-29 30-31 32 33 34 35-36 Back Cover Page
Before the Program Begins September 5-15 (pages 3-9) September 6 and beyond (pages 10-11) September 13 (page 7) September 21 (page 8) Meet the products Qualify for Troop Product Coordinator position Connect with Service Unit Product Manager and Materials Coordinator Attend Training Partner with Troop Leaders to prepare for Family Meeting Visit www.GSCookiesETC.org/fall product for updates and links Verify Girl Information in Unify Accessing Unify Inspire Girls to Lead Hold a Family Meeting Collect completed Parent Responsibility forms (last 2 pages of the Family Guide) Distribute materials only after Parent Responsibility form is collected Participate in the Getting Started webinar (optional) Troop Launch Emails begin During the Program September 22 (page 12) October 4 (page 12) October 4 (page 14) October 5-7 (pages 12-14) Oct.
5-Nov. 4 (page 12) October 7 (page 15) October 19 (page 15) Fall Product Program Begins Girl Launch Emails begin Upload of troop bank information into UNIFY begins Participate in the How to Place Initial Order webinar (optional) Place initial order Girls continue to make direct, Care to Share and online sales Troop Initial Order Submitted in the UNIFY by 9:00 AM Late Initial Orders Due 1
After the Program November 5-7 (pages 25-26) November 6 (page 23) November 7 (page 26) November 8 (page 23) January (page 29) January 21 (page 29) End of sale processing Make final deposit into Troop bank account Payment Adjustment form submitted by 3:00 PM if needed Final troop reports due to Service Unit by 9:00 AM ACH debit of Troop final balance begins Pick-up girl rewards from the Service Unit Rewards Coordinator Final girl reward adjustments due Throughout the Fall Product Program Aug. 15-Nov. 11 (pages 30-34) Resources Websites Additional Support Position Description 2 October 20-23 (page 16) Oct.
22-Nov 8 (pages 21-22) October 23 (pages 17-18) October 26 (pages 19-20) November 1 (page 25) November 2 (page 21) November 4 (page 30) Pick-up and Distribute Nut Products Girls turn in money as sales are made Collect product money from girls throughout the program Count money and give a receipt to the parents Record payments in UNIFY Deposit money into Troop bank account Cupboards begin to open Contact Cupboard for additional product as needed Allocate late initial, additional nut orders and booth sales to girls in the UNIFY including Care to Share Booth Sales begin Participate in the End of Sale Processing webinar (optional) Girls’ final balance due to Troop Last day to exchange damaged product at cupboards
5.00 Honey Roasted Peanuts Peanuts roasted with a touch of honey to make this a perfect combination. $6.00 Cranberry Nut Mix A tasty mix of peanuts, raisins, cranberries, cashews, banana chips, almonds, and walnuts. $8.00 Whole Cashews A classic favorite roasted and salted to perfection. $8.00 Chocolate Covered Almonds Crunchy almonds covered in milk chocolate will have you wanting more. $6.00 Peanut Butter Bears Milk chocolate bears with a smooth peanut butter filing. $5.00 Butter Toasted Peanuts Lightly roasted peanuts with a buttery flavor.
6.00 Dark Chocolate Mint Penguins Rich dark chocolate penguins bursting with frosty mint.
6.00 Salsa Mix Peanuts, salsa corn sticks, toasted corn, soy noodles, almonds and pepitas. $7.00 Dark Chocolate Caramel Caps with Sea Salt Dark chocolate covered caramel topped with sea salt. $7.00 English Butter Toffee Crunchy toffee handcrafted in small batches and drenched in milk chocolate. Troops receive 90¢ for every Ashdon Farms Product sold. $8.00 Salt and Pepper Cashew Halves Cashew halves with a classic salt and pepper seasoning.
7.00 Chocolate Covered Raisins Plump raisins covered in smooth milk chocolate that is sure to satisfy any chocolate lover. 3 $8.00 Holiday Tin with Chocolate Covered Pretzels A favorite sweet and salty snack. Crunchy pretzels covered in smooth milk chocolate. $8.00 Girl Scout Tin with Mint Treasurers Creamy milk chocolate with a refreshing mint filled center. $6.00 Care to Share Customers purchase 1 or more cans or magazine vouchers to donate to the Care to Share community service project. This purchase is tax deductible.
Special Online Girl Rewards: Girls may send text messages or emails inviting friends and family to order products online using the UNIFY Online sales program! Troop Leaders and parents will receive an email from QSP which will include key details about participating in the UNIFY online sales program including quick links, their ID and password and more! Girls can track their online sales from their Dashboard on the UNIFY online sales system.
Girls can choose to offer an online girl delivered option to customers in the local area where the customer pays for nuts online with a credit card (small convenience fee applies for order) and then the girl delivers the online girl delivered order with the rest of her in person nut, candy orders. Girls earn credit towards girl rewards, Troop earns proceeds for every item sold online and all sales are automatically reported in UNIFY.
All online sales of nut, snack and Care to Share product count towards girl rewards for Ashdon Farms. Online sales of magazines, tumblers and organic veggies count towards girl rewards for QSP. Deadline: The last day girls receive credit for online orders is November 4, 2018. Be sure to personalize your email to customers, encouraging them to place an online order before November 4th. Online orders placed after November 4th will continue to help the Council to provide program for all girls, but will not be counted towards girl rewards or troop proceeds. 4 Online Magazine Orders (QSP Items) Give subscriptions as gifts, renew existing subscriptions or order new subscriptions! There are over 600 magazines both print and digital versions to choose from and customers can save up to 90% over newsstand prices! Online Tumbler, Organic Veggie Plants and New! Candles (QSP Items) Customers now have the opportunity to purchase stainless steel and Tervis tumblers, 8 varieties of organic veggie plants and premium candle jars.
Online Nut Store (Ashdon Farms Items) As part of the QSP/Nut Online Program, emails or texts to friends and family will include the option for them to order, pay for and have nuts delivered to their home/ business.
Online Patch send 15 emails using the UNIFY online sales program 2018-2019 Patch Send 30+ emails using the UNIFY online sales system Girls who reach $200 in ONLINE sales will earn their own customized online patch! Girls who reach $450 in ONLINE sales will earn a t-shirt customized with their first name! Look for this button to login to the UNIFY online sales program.
Troops Own Cookie Share Girl Scout troops may choose their own organization to receive Care to Share donations provided they follow the guidelines on the Donation Agreement form found on www.GSCookiesETC.org/fallproduct/forms.
Patches for Troop’s Own Donation/Service Project can be ordered from our Girl Scout Shop. Care to Share is virtual, simple & easy! Virtual Care to Share, a Girl Scout community service project, allows girls the opportunity to participate by selling virtual “Care to Share” magazine vouchers, nut and snack items that are distributed to our nation’s military and to the Second Harvest Food Bank. What a great way to help your Girl Scout Troop, community and Council!
Before orders begin, discuss virtual Care to Share with your troop. Explain how to take orders, collect payment and provide receipts. Explain who will be receiving the donations. Make posters for your Door-to-Door and booth sales. Encourage girls to ask every customer if they’d like to participate in the virtual Care to Share program. Care to Share purchases are tax deductible! Girls should print out Care to Share receipts (www.GSCookiesETC.org/fallproduct/forms) for customers. Girls collect $6.00 cash for each virtual Care to Share order. Do not worry about choosing the variety of nuts or magazine, or organization.
The Council will handle this for you. Girls record virtual Care to Share purchases on their order card including the magazine vouchers. Enter virtual Care to Share from each girl’s order card as you would any other variety. The troop will NOT receive any virtual Care to Share product. Council will deliver it for you. After initial orders, Troop places orders with Cupboard for additional or booth sale virtual Care to Share purchases.
Allocate additional and booth sale virtual Care to Share units to the girls in the UNIFY online sales program). Deposit all money, including virtual Care to Share, into your troop bank account. Girls earn credit towards Ashdon Farms rewards for each virtual Care to Share sold (magazine vouchers, nuts and snack items) and Troops earn 90¢ proceeds on all virtual Care to Share sales (nuts and magazine vouchers). 5 Girls who sell 8+ virtual magazine vouchers, nut or snack items for virtual Care to Share earn the Care to Share patch. The Care to Share patch is for the virtual Care to Share program only.
The girls in the Troop make the decision if they would like to participate in the Council’s virtual Care to Share program or to do a Troop’s Own Care to Share project. Service Units who do their own Care to Share project may invite Troops to participate, but cannot make it a requirement.
59 Minute—Quick Start is an easy way to supercharge your troop’s early start-up funds! Girls talk on the phone with friends and family and earn money at the same time. It’s fun! It’s easy! And it only takes 59 minutes! How the 59-Minute Quick Start Works 1. First, visit the 59 Minute Quick Start website for resources at girlscouts.qspgao.com/59min 2. Second, girls register for the UNIFY online sales program, click on Text & Share and send themselves the text payment link. 3. Third, girls call friends and family and forward the text link for payment. Girls have fun on the phone offering a $20 gift card that can be used to purchase items on the QSP’s website.
Sales count towards QSP girl rewards and the Troop will earn $3.00 for each gift card sold. To receive free patches for each girl who sold one or more magazine or military gift card, complete the 59 Minute form on the Product Sales website (www.GSCookiesETC.org/fallproduct) by November 4, 2018. Sample $20 Magazine Gift Card 6 Sample $20 Military Gift Card customers can purchase to be donated to a military family.
Becoming a Troop Product Coordinator Qualify for Troop Product Coordinator position (check off as you go!) Complete your registration for the 2018-2019 Girl Scout Membership year Select Troop Product Coordinator role in MyGS, sign Volunteer Agreement and pass background screening (once every 5 years) Ensure Banking form with voided troop check has been submitted online (must be done every year) Connect with your Service Unit Product Manager and Materials Coordinator for: One copy of the Troop Plan Book Girl Packet with Family Guide, order card, and girl money envelopes (1 per girl) Receipt books (minimum 2 per troop) Complete Troop Product Coordinator training (classroom or online) You must complete all steps by November 1 for your troop to earn proceeds! Troops will receive training materials in the mail the week of August 27, 2018 (one per troop).
September 5 and Beyond Welcome to Training Troop Product Coordinator trainings are available both online and in person. Dates, times and how to register for the in-person trainings as well as the link to the online training can be found on the Council’s calendar located at www.GirlScoutsOC.org/events.
Remember to bring your Fall Troop Training Packet to in-person training. If your Troop did not receive a Fall Training Packet in the mail and/or you need more materials, please contact your Service Unit Materials Coordinator. Webinars Participate in a webinar covering the UNIFY Online System (optional) Thursday, September 13 at 10am and 7pm—Getting Started Thursday, October 5 at 10am and 7pm—How to Place Initial Order Thursday, November 2 at 10am and 7pm—End of Sale Processing Webinar information can be found on the Product Sales Website www.GSCookiesETC.org/fallproduct 7
Verifying Girl Information in UNIFY Beginning in September, UNIFY (our Fall Product Program software) will be uploaded on a weekly basis with all registered girls from our Girl Scout Membership database.
See the instructions on page 9 to check that all of the girls in your troop are listed in UNIFY. If girls are missing in UNIFY, please complete the following steps to ensure that all of your troop girls are registered: Work with troop parents, Leaders, and Service Unit Data Management Coordinator to ensure registrations are submitted online for any missing girls Submit transfer requests to CustomerCare@GirlScoutsOC.org for girls who have transferred into your troop or for girls who are no longer participating with your troop. Be sure to put “Fall Product-Girl Transfer” in the subject line of your email.
These need to be submitted no later than October 1st . If a wrong girl’s name is listed or a girl’s name does not show up in UNIFY a week after she has registered, please contact CustomerCare@GirlScoutsOC.org. They will check to see if the girl’s registration was completed. Be sure to put “Fall Product-Girl Missing” or “Fall Product-Wrong Girl” in the subject line.
Troops and Service Units will NOT be able to add, edit or delete girls in UNIFY. September 21 and Beyond Accessing UNIFY Beginning September 21, a launch email with the link for registering as a volunteer will be sent to you once your Service Unit Product Manager enters your information into the UNIFY online sales program. Contact your Service Unit Product Manager if you do not receive an email. 1. Click Go to Troop Dashboard. 2. Complete the registration process with your User Name located in the launch email.
Step 1 Sample Launch Email Step 2 Partnering with Troop Leaders Partner with your troop leaders to: 1.
Create your Troop Product Program Team (more information at www.GSCookieETC.org/fallproduct) 2. Ensure that you and all girls selling are registered for the 2018-2019 Girl Scout Membership year. All adults who handle troop funds must be registered and have cleared background screening. 3. Determine if your troop is willing to take on the risk of accepting checks. (see page 21) 4. Have a goal setting session with the girls. Assist the girls in determining their troop and individual goals (See www.GSCookiesETC.org/FallProduct for more information about setting goals) 5. Determine plans to earn the Booth Sale and Goal Achiever Patches.
(see page 28) 6. Schedule Family Meeting to review the Fall Product Program, talk about troop goals, collect signed Parent Responsibility forms and pass out materials.
7. Prepare girls for their role in the family meeting. 8. Set-Up Troop page in Unify. 8
To Access Girl Roster in UNIFY: 1. Click on the Burger Menu. 2. Click Rosters. 3. Verify Girls on roster. Step 2 Step 1 Step 3 To Modify Your Information in UNIFY 1. Click on the Burger Menu. 2. Click My INFO. 3. Update your information. 4. Click Save. Step 2 Step 1 Step 3 Step 4 To Access Links to the Plan Book, Training Videos and More 1. Click on the Trefoil Icon. 2. Click on Program Info. 3. Click on the button for the information needed. - Nut Order Card-electronic version of the girl order card - Program Info & Activities-access Troop Plan Book and other resources - Online Training-review online videos about UNIFY - Nutritionals-access to product nutritional information 4.
Click the Calendar Icon to view important dates Step 1 Step 4 Step 2 Step 3 9
They “earn and learn”—they earn funds for their Girl Scout activities while learning key skills that will help them in business and life. The 5 Skills apply to all Girl Scouts who participate in the Fall Product program— regardless of how they participate in Girl Scouting. Girls set sales goals, and with their item 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. 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.
Learning this gives them the skills to make better decisions.
Girls develop a budget, take orders and handle customers’ money. This matters because girls need to know how to handle money, from their lunch money, to their allowance, to (someday) their paycheck. 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. Girls act honestly and responsibly during every step of the Fall Product Program. This matters because employers want to hire ethical employees—and the world needs ethical leaders in every field.
Learning these valuable skills poises Girl Scouts to excel in life. Many successful business women and community leaders say they got their start selling Girl Scout products.
Go to www.GSCookiesETC.org/fallproduct/5-skills to learn more about the 5 skills and how to set goals with girls. Encourage girls to set two types of goals: What they would like to learn? How much they want to sell? 10 Girls participating in the Fall Product Program are likely to complete some Financial Literacy badge requirements. See front cover of the Family Guide for badges. Consider having your leader add these activities into your Volunteer Toolkit.
Family Meeting—How to keep it Girl Led! Use the Family Guide for training girls and parents. Encourage the girls to assist with the Family Meeting presentation.
Ideas for girl involvement include: Passing out materials Sharing their troop learning goals (5 Skills) Sharing their troop sales goals and their plans for troop proceeds Sharing individual goals Chanting important due dates Other items to discuss with the families: Let the adults sign-up to help during the Fall Product Program. Parents can assist in picking up product, at booth sales, collating girl rewards when they arrive and so much more! Don’t do it alone, ask for support!
Girls may want to give Girl Scout pins to adult family members who join the Troop as GSOC Troop Helpers (or save this as a surprise for your investiture/rededication ceremony)! Establish a system for communicating with everyone Share the Troop’s decision if Troop will or will not accept checks Explain Booth Sale Guidelines and required training Review Online Marketing for Girls and the Online Safety Pledge (see page 31 of this book) Talk about patches girls plan to earn (such as Booth Sales) Notify families to watch for the email from QSP which will include key details about participating in the UNIFY online sales program including a quick link to the UNIFY online system, their ID and password and more!
Discuss how girls and parents can enter their initial order into the online program, UNIFY Exchange a signed Parent Responsibility form for a Girl Order Packet. Be sure that the form is completed, the girl has made reward choices, and signed by the parent/guardian. End the Family meeting with a fun closing involving the girls and their families. For instance: When activities are girl led, involve learning by doing, and cooperative learning, girls achieve the desired outcomes of the Girl Scout Leadership Experience.
Daisy, Brownies and Juniors may want to end with a Friendship Circle with girls shouting “Be Fearless! Unleash the Hero Inside!!” as they turn out of the circle.
Have Cadettes, Seniors and Ambassadors form a closing reflection circle including the family adults and ask each adult to give a “flair” (share a trait that girls have exhibited) that will help in the product activity. For example an adult might say they have observed “leadership” in the group. 11
Saturday, September 22 The Fall Program begins Girls receive Launch emails from GirlScoutfirstname.lastname@example.org with registration information for the UNIFY online system. Girls send emails to family and friends using the UNIFY online system. Remind girls they may offer girl delivered option to online customers where customer pays online with a credit card from September 22 through October 5. Girls with adult supervision take nut and Care to Share orders using their order card. Remind girls and parents not to collect money except for Care to Share donations Girls with adult supervision register online and send emails and texts to family and friends.
12 October 4 Troop Bank Information Upload into UNIFY Begins GSOC will upload troop banking information (e.g. bank name, routing number, and account number) into the UNIFY online sales system) beginning October 4, 2018.
October 5 Girls/Parents Enter Initial Orders By October 5 (with parent supervision) girls should submit their initial orders, including Care to Share nuts and magazine vouchers, into the UNIFY online sales system or email to you to enter for them.
To Enter Girl Initial Orders including Care to Share in UNIFY 1. Click Manage Orders on the Troop Dashboard. 2. To access a girl’s order form, click the Pencil next to her name. 3. Enter the number of items sold in the Order Card Quantity column. Do NOT include online sales in this total. Online sales are automatically added to girl totals.
4. Click Save and Continue. Continue process for each girl who has NOT entered their initial order into UNIFY. Step 1 Step 2 Step 3 Step 4 Wondering how to place your troop’s orders? Tune in to the How to place Initial Order webinar to be held on Thursday, October 4 at 10am or 7pm. See www.GSCookiesETC/FallProduct for details.
13 October 5-7 Troops Process Initial Orders The only way to GUARANTEE having the product you want is to place an initial order. All orders are entered in the UNIFY online sales program. Remind girls to continue taking orders both online and with order card through November 4. Enter orders for nuts and Care to Share in the UNIFY online sales program for girls who have NOT entered their orders. Enter order for booth sales by the unit (not the case) in the UNIFY online sales program. Submit the nut orders for your troop in the UNIFY online sales program after girl orders & troop’s booth sale order have been entered.
See the training videos on how to place girl orders by clicking on Program Info tab under the Trefoil Icon in UNIFY.
To Enter Initial Booth Order Selecting Girl Rewards 1. Click Manage Orders on the Troop Dashboard. 2. To access a girl’s order form, click the Pencil next to her name. 3. Click the Select Rewards tab. 4. Select the rewards for each level where there is a choice using the reward selections the girl made on the back of the Parent Responsibility form. 5. Click Save and Continue. Continue process for each girl who has NOT preselected their girl rewards in UNIFY.
Step 1 Step 2 Step 3 Step 4 Step 5 1. Click Manage Orders on the Troop Dashboard.
2. Click Cupboard Order. 3. Enter your Troop’s initial booth order in the Order Card Quantity column. 4. Click Save. Step 1 Step 2 Step 3 Step 4 14
October 7 by 9:00 AM Initial Nut Order Submitted in UNIFY NO PAPERWORK is due to the Service Unit at this time. Troops are encouraged to run the T-2 Nuts/Candy & Magazine report to use when picking up product from their Service Units and for your Troop records. October 19 Late Initial Orders Troops missing the deadline for placing their initial order online may to order items through their nearest cupboard.
Cupboard orders are not guaranteed and are filled on a first come, first served basis. On Friday, October 19, 2018, email your troop order to a cupboard using the Cupboard Order Form located at www.GSCookiesEtc.org/fallproduct/forms. You will be able to pick-up the troop’s order on Tuesday, October 23, 2018 or soon after, depending on the hours kept by the cupboard. (See pages 17-18 for more information.) Cupboard orders are not guaranteed and are filled on a first order received, first order served basis.
To Submit Troop’s Nut Order To run the T-2 Troop Order-Nuts, Candy Mags & More report: 1. Click Manage Orders on the Troop Dashboard. 2. Click Submit Troop Order once all girl and troop cupboard orders have been placed. 1. Click the Burger Menu icon. 2. Click Reports. 3. Click View Reports to get to the report listing. 4. Click the T-2 Troop OrderNuts, Candy Mags & More report in the Troop Reports section. Step 3 Step 1 Step 2 Step 4 Step 1 Step 2 15
Pick Up Troop Initial Order The Service Unit Product Manager will schedule a date and time for each troop to pick up their product from the service unit.
Carefully check and count the product you receive before signing the receipt. Damaged product can be replaced through a cupboard. The troop is financially responsible for all product received on the signed receipt. Take the troop’s order directly home. Keep away from direct sun or excessive heat, water leaks, pets and ensure product is not placed on floor of garage.
Products are insured against fire and theft through the point of delivery to the service units. However, once they have been distributed to the troops, the products and related funds are the responsibility of the troop, parents, and girls. Distribute Orders to Girls Sort each girl’s order prior to pick-up. Fill in money envelope for each girl. Distribute product to the girls with their money envelopes. Have parents and girls count and sign for their product. Use receipts for all transactions. Give parent the yellow copy of signed receipt and save the white (original) copy with troop records.
DO NOT use the girls’ initial order product for booth sales—you may not be able to get it replaced. Instruct girls to deliver orders and collect money immediately. Remind them to deliver all items ordered. Remind girls and parents to turn in money as quickly as possible. Emphasize the date that final payment is due (Friday, November 2, 2018).
Instruct the girls to notify you at once if a customer has moved or refuses to accept the items ordered. Everyone in the troop can help sell those items. Since the nuts are part of the troop’s order, they are a troop responsibility. If there is a large quantity of refused product, notify the Service Unit Product Manager for assistance in locating a booth or neighborhood in which to sell. They may also know of a troop that needs extra product. Pick Up Late Initial Orders Pick up late initial and/or additional orders from a cupboard and distribute to girls. Have parents and girls count and sign for their product.
Use receipts for all transactions. Collect money from the girl’s initial order and deposit into troop account. Damaged product can be replaced at a cupboard. 16
Placing Cupboard Orders Email the cupboard volunteer at least 48 hours ahead of the desired pick up time using the Cupboard Order form located at www.GSCookiesETC.org/fallproduct/ forms. Products can be ordered by the unit or by the case (1 case = 12 units). If you are the Troop Product Coordinator for more than one troop, you must place a separate cupboard order for each troop. Make sure you place the correct order for the correct troop. Cupboard Manager will confirm order, pick-up date and time via email.
Note: Requested pick-up days are not guaranteed until confirmed by Cupboard Manager.
Please email the cupboard if you need to cancel or reschedule the pick-up time. Cupboards cannot accept returns or make exchanges except for damaged products. Cupboard Managers are Volunteers Just Like YOU! Cupboards are run by VOLUNTEERS and they deserve courtesy and gratitude. All Girl Scout Troop Helpers who pick-up troop orders should always be kind and polite towards our volunteer Cupboard Managers. Troops may not return or exchange unless damaged. For your convenience, additional product will be available from cupboards. A Cupboard is a volunteer who stores Fall products in their garage and distributes to Troops.
Cupboard orders are not guaranteed and are filled on a first come, first served basis.
The Cupboards will: Open on Tuesday, October 23 or soon after Will not be able to fulfill call-in or drive-up orders Locations of the Cupboards will be posted on www.GSCookiesETC.org/fallproduct/forms but you will need password to access. This listing will be updated as locations may close gradually throughout the program to consolidate inventory. 17
Picking Up Cupboard Orders Only Troop Helper adults who pass background screening are allowed to pick-up and sign for product. Usually this is the Troop Product Coordinators or Troop Leaders. If you authorize another member of the troop to make the pickup, they must be a registered and screened Troop Helper who is authorized to drive and handle money for Girl Scouts.
Please give the cupboard volunteer the person’s name when the order is placed. Minors may not sign for product. Do not put the order in your car until after the entire order has been pulled, counted, and signed that it is correct. Troop is financially responsible for all product listed on signed receipt! Check the troop number and service unit information at the top of the cupboard receipt is correct before signing for the items.
BE SURE TO KEEP YOUR COPY OF THE CUPBOARD RECEIPT. TROOPS DO NOT ENTER CUPBOARD PICK UPS. The Cupboard Manager will enter all the product picked up from their cupboard into the UNIFY within 48 hours. Troop orders not picked up on confirmed pick-up date will be deleted and troops will have to submit a new order. Distribute late initial and additional orders to girls using receipts. Allocate late initial, additional orders (including Care to Share) and booth sales to girls in the UNIFY online sales program (see page 25 for instructions on allocating product). Ordering Additional Virtual Care to Share (Nuts and Magazine Vouchers) Troops place an order with a cupboard for any additional and booth sale virtual Care to Share products.
Here’s how: Place the order via email in advance with any cupboard using the Cupboard Order form located at www.GSCookiesETC.org/fallproduct/.
Include your Service Unit and Troop # in the subject line of your email. The Cupboard Manager will confirm the order (no signed receipt necessary) and enter it into UNIFY) within 24 hours of confirmation. The Troop will not receive any virtual Care to Share product. Council will deliver it for you. (see page 5) Count your order BEFORE you sign the receipt! All virtual Care to Share purchases count towards girl nut rewards. 18
Guidelines for ALL Booth Sales including Parent/Daughter: All adults participating in booth sales must complete online Booth Sale training, even for parent/ daughter booth sales.
Troop Product Coordinator assigns adults and collects training certificate. A permission slip is required for ALL booth sales even if you will be there with your own daughter. ALL booth sales sites must be secured and scheduled through the Service Unit (SU) Booth Sale Coordinator. Have permits on hand if required by the city - check with the SU Booth Sale Coordinator. Be at your booth sale location, ready to set up, at your reserved time. If you must cancel a booth sale, be sure to cancel it with your SU Booth Sale Coordinator immediately. This will open the time slot to other troops and we will not advertise an empty location to customers.
Follow store guidelines for number of girls, placement of booth, etc.
Ensure that girls and table don’t block traffic going into or out of the store. Do not bring friends or siblings. Settle all disputes politely and calmly in the Girl Scout manner. DO NOT involve the store manager. Contact your SU Booth Sale Coordinator immediately if there is a problem. Only accept cash from customers and remember to bring change. Money should be safeguarded by an adult. As money accumulates, place in a locked trunk of a car. Use a counterfeit detection pen and light. DO NOT accept anything larger than a $20 bill. Remove all boxes and trash before leaving booth site and dispose at home.
Additional Guidelines for Troop Booth Sales: Divide booth sale times into shifts and adjust shift length as needed to fit girls’ attention spans. Two Troop Helpers who have completed online Booth Sale Training are required at Troop booth sales to supervise girls.
Make deposits into troop’s account immediately after booth sales to ensure the money is safe. Divide the number of items sold at a booth sale fairly among the girls participating. A booth sale is a Nut Stand placed in front of a business, on a street corner or in any public space. Only Service Unit Booth Sale Coordinators or their designees may arrange for booth sale locations and assign troops. Booth Sales are only permitted October 26-November 4, 2018. 19
Additional Guidelines for Parent/Daughter Booth Sales: Parent/daughter teams consist of one legal adult guardian and their Girl Scout daughter(s).
Legal adult guardian must complete the online training and be briefed by Troop Product Coordinator or Troop Leader before they assist their daughter with booth sales. Permission slips are required. Parent/daughter teams may run a booth sale for their troop provided it is reserved by their Troop Product Coordinator. Allow for time between shifts for rest and meal breaks. Girls or adults may not be alone at a booth at any time.
Troop Product Coordinator & parent must determine in advance if the product being sold are to be girl additional sales where the family is responsible for all product taken or troop booth sale units which can be returned to the troop. If using troop booth sale products, parent must be a Troop Helpers. Anything beyond one parent and their daughter(s) booth sale is a troop activity and must meet safety guidelines requiring at least two screened & briefed Troop Helper. Parent/Daughter booth sales will be held to the same etiquette standards as troop booth sales. Adults or girls not following Girl Scout guidelines could result in negative consequences for the entire troop.
The consequences could consist of one or more of the following: Loss of girl rewards Loss of troop rewards Loss of future booth sales Troop not being able to participate in future booth sale lotteries Go to www.GSCookiesETC.org/fallproduct/forms for more about booth sale including: Booth Sale Checklist Tips for a Better Booth Sale How to Create a Booth Sale Display 20 Door-to-Door, Nut Stands, Walkabouts Direct sales are permitted throughout the entire product period. Door-to door sales are just as effective as booth sales and sometimes even better! Girls, with adult supervision, may sell door-to-door in Orange County residential areas only.
Nut Stands are permitted on Orange County residential property only. A stand on the sidewalk or corner needs permission from the Service Unit Booth Sale Coordinator. Walkabouts, where girls go door-to-door in groups, are permitted with two Troop Helper adult supervisors.
Guidelines for Collecting Girl’s Product Money (November 2 final balance due) Troops should: Collect product money from girls throughout the program. Count all money received in the presence of the parent/guardian or another adult. Troops give adult a signed receipt and keep a copy for troop records. Record girl payments in UNIFY. Make all bank deposits into the Troop account . Accepting checks is highly discouraged, but may be unavoidable from family and friends. Partner with your Troop Leaders to determine if the troop will accept checks and instruct the girls and parents of troop’s decision at your family meeting.
More information about accepting checks and accepting Credit Cards can be found on www.GSCookiesETC.org/FallProducts/forms. Troops make deposits into troop account promptly and frequently. 21 To Enter Girl Payments in UNFY: 1. Click Manage Orders on the Troop Dashboard. 2. Click the blue button under Payment. 3. Enter transaction information. 4. Click Save. Step 1 Step 2 Step 3 Step 4
Troop’s Bank Account Information Troop submits an online Troop Banking form with scan of voided troop check attached. A link to the Troop Banking form is at www.GSCookiesETC.org/fallproduct/forms GSOC will upload troop banking information (e.g.
bank name, routing number, and account number) into the UNIFY online sales program beginning October 4, 2018. Please complete a new online Troop Banking form immediately if your troop banking information has changed. Failure to notify GSOC of bank account changes may result in a $15 processing fee. Counterfeit Bills While it doesn’t happen too often, a troop may receive a counterfeit bill and not even know it. To better protect your troop from receiving a counterfeit bill, we recommend the following: Do NOT accept bills larger than a $20 Take time to look at and feel the money you receive Check for obvious things like duplicate serial numbers Check for the security stripe and watermark by holding the bill up to the light Use a Counterfeit Detection Pen with UV light If your troop receives a counterfeit bill, please follow the steps on www.GSCookiesETC.org/fallproduct/ forms.
If counterfeit bill was received from a parent, it is the troop’s responsibility to collect reimbursement from the parent. Council will reimburse up to $20 per troop for counterfeit bills received. More tips can be found on www.GSCookiesETC.org/ fallproduct/forms Editing Girl Payments in the QSP/Nut Online Program: Step 1 Step 2 1. Click Manage Orders on the Troop Dashboard. 2. Click the blue button under Payment. 3. Click the pencil next to the transaction to be updated. 4. Update the information. 5. Click Save.
Step 3 Step 4 Step 5 22
Troop Payments All Council proceeds will be collected from troops via ACH (Automatic Clearing House) debit.
ACH is a nationwide electronic funds transfer network which enables banks to distribute electronic charges (debits) to bank accounts and to settle such entries. Beginning Thursday, November 8, 2018, Council will automatically withdraw the amount owed from each troop’s account. Make final deposit into troop account by Tuesday, November 6, 2018. The full balance of Council proceeds will be debited from troop accounts beginning Thursday, November 8, 2018.
Debits may not show-up on troop account for several days. Notify GSOC only if debit has not shown up by December 13, 2018. If the amount due is more than the balance in the troop bank account, you must complete the online Payment Adjustment form to reduce the troop payment amount due to insufficient funds. This form can be found on the Product Sales website (GSCookiesETC.org/productsales/forms). Completed form must be submitted by 3:00 pm on Tuesday, November 6, 2018. Please have the following information ready when completing the Payment Adjustment form: Troop # Service Unit Information Contact Name and number The amount owed The amount that can be taken from troop bank account on Thursday, November 8, 2018 Payment Plan—A payment can be reduced but cannot be waived all together.
If a payment plan is requested: Payment must be made by cashier’s check or money order (Troop or personal checks will not be accepted).
Troops missing payment plan deadlines are subject to a $15 fine per week and may be sent to collections. Council will upload the troop’s payment into the UNIFY online sales program after the bank has completed the ACH debits. If you do not notify us in time, and the payment is not honored by your bank, the ACH debit will be rejected and the Troop will be charged for all NSF (Non Sufficient Funds) fees incurred by the rejected transaction. Note: The Council will mail a check to troops who do not sell enough nut product to retain their magazine proceeds. These checks will be sent in December provided Troop Product Coordinator has been appointed and Troop has entered address information into the UNIFY online sales program.
Uncollected Funds Call the family to discuss the problem and make payment arrangements. Document all contacts with parents, date of contact, and results for any outstanding money. Alert the Troop Leader and the Service Unit Product Manager. Do not hold up final reports or payment of balance due to council because of delinquencies. Complete a Delinquency report online and upload a written record of the situation, noting dates and contacts made regarding the delinquent funds. Include copies of all receipts given and the signed parent responsibility form. Form must be completed online by 9 am on Wednesday, November 7, 2018.
See the Delinquency Report on the Fall Product Website (www.GSCookiesETC.org/fallproduct/forms) for more information regarding uncollected funds and a link to the form. If a delinquency report is not submitted by 9 am on Wednesday, November 7, 2018, Council will not be able to assist the troop with collection and the troop will have to absorb the loss. Extra Product Sometimes, unforeseen circumstances happen, illness of girls, orders refused by customers, cancelled booth sales, etc., that cause a troop to end up with extra product. Here are some proactive suggestions to avoid this situation: Schedule additional booth sales to replace the cancelled one(s) Conduct a rolling sale or walkabout as a troop outing See if another troop is in need of extra product Contact your Service Unit Product Manager Note: Cupboards cannot make exchanges or accept returns except for damaged items.
Should you have an excessive amount of leftover product near the end of the sale, email CustomerCare@GirlScoutsOC.org and notify your Service Unit Product Sale Manager immediately. Do not wait until the Fall Product Program has ended. 24 To Transfer Product Between Troops: 1. Click the Burger Menu icon on the Troop Dashboard. 2. Click Transfers. 3. Select the troop who received the product. 4. Enter transfer information per variety under the Transfer column. 5. Click Transfer. Step 5 Step 1 Step 2 Step 3 Step 4
November 4-6 Troop End of Sale Processing Record girl final payments in UNIFY.
Make final deposits into TROOP account. Make final entries for additional nut sales, booth sales, and Care to Share in UNIFY. Ensure all units have been allocated to girls. Verify rewards, make corrections as necessary in UNIFY. Complete online evaluation survey. (See link on www.GSCookiesETC.org/fallproduct) Have questions about the end of sale processing? Attend the End of Sale Processing webinar to be held on Thursday, November 1 at 10 am or 7 pm. This webinar will give you step-by-step instructions on how to close out the Fall Product program for your troop. See www.GSCookiesETC/FallProduct for details.
25 Allocating Additional Nut Sales, Booth Sales and Care to Share to Girls: 1. Click on the Burger Menu 2. Click Transfers 3. Verify your Troop Number is listed in the From: field 4. Select the your Troop Number and Girl in the To: field 5. Enter the order in the Transfer fields by the unit 6. Click Transfer when finished Follow the same process for each girl. Step 3 Step 4 Step 5 Step 1 Step 2 Step 6
Verify Final Girl Rewards: Troop Final Reports Due to Service Unit on November 7 at 9:00 AM Completed Delinquency and/or Counterfeit Bill reports with back up paperwork if needed.
Email a copy of the T2 Troop Order—Nuts, Candy, Mags & More Report to your Service Unit Cookie Manager, cc your troop treasurer and leaders. Put “Troop XXXX End of Sale Processing Complete” in the subject line. State "Processing Complete" OR "Unresolved Issue” in body of email. Note all details for any problems in the body of the email and attach documentation (signed receipts, communications, etc.). Be sure to note if a Delinquency and/or Counterfeit Bill Report was submitted online.
Complete online Fall Product Program Evaluation Survey. The full balance of Council proceeds will be debited from troop accounts beginning Thursday, November 8, 2018. Debits may not show-up on troop account for several days. Notify GSOC only if debit has not shown up by December 13, 2018. 1. Click Manage Orders on the Troop Dashboard. 2. To access a girl’s order form, click the Pencil next to her name. 3. Click the Select Rewards tab. 4. Select the rewards for each level where there is a choice using the reward selections the girl made on the back of the Parent Responsibility form. 5. Click Save and Continue.
Continue process for each girl who has NOT preselected their girl rewards in UNIFY.
Step 1 Step 2 Step 3 Step 4 26 To run the T-2 Troop Order-Nuts, Candy Mags & More report: 1. Click the Burger Menu icon. 2. Click Reports. 3. Click View Reports to get to the report listing. 4. Click the T-2 Troop OrderNuts, Candy Mags & More report in the Troop Reports section. Keep a copy of all Troop reports and receipts for Troop records for 1 year. Step 3 Step 1 Step 2 Step 4
Through their Fall Product Program activities, girls are able to earn unique rewards. Prizes are cumulative and provide tangible goals for the girls to reward their participation and effort.
See girl order card and/or www.GSCookiesEtc.org/fallproduct/Rewards for photos. Girl Rewards for Ashdon Items (order and online sales) Girl Rewards for QSP Items (online sales only) 27 Lead the Way Patch 4+ OSP Items Multicolor & Scented Pen 6+ QSP Items Jelly Slime with Glitter OR $5 OC Bucks 8+ QSP Items Mags Super Seller Patch AND 2 Pencils 10+ QSP Items Paw Print Socks OR $5 OC Bucks 12+ QSP Items Photo Clip String Lights OR $10 OC Bucks 16+ QSP Items Clipboard with Notepad OR $15 OC Bucks 20+ QSP Items Large Labrador Plush OR $25 OC Bucks 25+ QSP Items Paw Blanket OR $35 OC Bucks 35+ QSP Items Inflatable Lounger OR $50 OC Bucks 45+ QSP Items Small Dalmatian Plush OR $5 OC Bucks 37 Ashdon Items Large Labrador Plush OR $25 OC Bucks 150 Ashdon Items Clipboard with Notepad OR $10 OC Bucks 75 Ashdon Items Reversible Dog Pillow OR $5 OC Bucks 55 Ashdon Items Magic Sequin Journal OR $5 OC Bucks 45 Ashdon Items Super Seller Patch AND Erasers 32 Ashdon Items Dog Tag Necklaces 27 Ashdon Items Labrador Charm 21 Ashdon Items Speak Up Patch 15 Ashdon Items Trail of the Hope Diamond Experience (Girl and Guardian) OR $50 OC Bucks 200 Ashdon Items PLUS 100 Club Patch PLUS Clay Charm Set OR Girl Scout Knife OR $15 OC Bucks 100 Ashdon Items OR