Service Unit Cookie Manager Manual 2017-18 - Girl Scouts Diamonds
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2017-18
Service Unit
Cookie Manager
Manual
Page 1
Page 2
TABLE OF CONTENTS
Table of Contents/Welcome 3
Cookie Program Info 4
Council Promotions 5
Girl Scouts Give Back (GSGB) 6
Rallies 7
Roles and Responsibilities 8
Troop Trainings / Sales Materials 9
Individually Registered Girls (IRGs) 10
Cookie Proceeds 11
Cookies Resources 12
Ordering, Delivery, Booth Sales 13
Leftovers, Money Handling, Receipts 14
Placing Orders through ebudde/Apps 15
Ebudde Basics-Initial Order 16
Cookie Delivery 17
Troop Cookie Pickup 18
Cookie Cupboards 19
Pending Orders 20
Rewards Distribution 21
Cookie Bucks 22
Digital Cookie 23-24
Digital Cookie Cookie Manager Quick Sheet 25-26
Cookie Conundrums 27
Banking 28-29
Parent DebT 30
Parent Debt Form 31
Service Unit Product Manager Cookie Manager Agreement 32
WELCOME!
Dear Volunteers,
Thank you so much for your hard work and dedication to Girl Scouts – Diamonds. Because of you, this cookie season
is possible. Each of you makes an unfathomable difference in the lives of girls in your area. You are my daily
inspiration.
I’m thankful for the feedback and ideas that each of you bring to the table. Through it, the cookie season can only
improve. I hope you feel valued and heard, and most importantly, appreciated. I can’t wait for another season of
success, and I look forward to working toward that success with YOU! Thank you! I can’t say it enough!
Peace, Love and Cookies,
Sharon Lynch
Director of Product Programs
Girl Scouts – Diamonds of Arkansas, Oklahoma and Texas
Page 3
YOUR COOKIE TEAM
Contact our fabulous Cookie Staff! We are here for YOU!
Candace Weekley Sharon Lynch
VP, Business Development Product Program Director
11311 Arcade Drive, Suite 102 11311 Arcade Drive, Suite 102
Little Rock AR 72212 Little Rock, AR 72212
Ext. 6243 Ext. 6237
Heather Bounds
Product Program Coordinator
3434 One Place Effie Otieno
Jonesboro, AR 72404 Product Program Specialist
Ext. 3115 5506 Walsh Lane, Suite 108
Rogers, AR 72758
Ext. 5840
Questions?
Send us an email! We have multiple staff checking our Product Sales inbox to ensure everyone’s
questions and concerns are answered. General response time is 24 – 48 hours. During high
volume times, response time may be longer.
Product Sales Email
productsales@girlscoutsdiamonds.org
Product Program Office Hours:
Mon-Thurs: 8:30am - 5:30pm
Friday: 8:30am- 1:30pm
All offices are closed Monday through Thursday from 1:00pm – 2:00pm
eBudde Website:
https://ebudde.littlebrownie.com
EBudde Login: Your Membership Registration Email Address
Temporary Password: Toff1986
*Remember to change your password when you access eBudde
Page 4
2017-2018 COOKIE PROGRAM
The Girl Scout Cookie Program® is an awesome starting point for building on these five
essential skills that girls can use for a lifetime:
Goal setting—as she sets cookie sale goals and makes a plan to reach them.
Decision-making—as she decides how her team will spend the cookie money.
Money management—as she makes a budget, takes orders and handles customers’ money.
People skills—as she learns to talk and listen to all kinds of people while selling cookies.
Business ethics—as she is honest and responsible every step of the way.
Your time and talents are valuable to girls and to the Girl Scout Cookie Program. Thank you for helping build a
program where girls learn, grow and make a lasting impact on the world.
WHY PARTICIPATE?
By participating in the Girl Scout Cookie Program, not only do your girls learn the 5 Financial Literacy
Skills, but the program also supports your service unit, your troop and Girl Scouts – Diamonds. Funds
earned will help support your Service Unit goals and activities throughout the year.
WHO CAN PARTICIPATE?
Girl Scouts
All registered Girl Scouts with a signed parent permission slip can participate in the Cookie Program.
All troops must be clear of any debt due to council in order to participate. A girl with an outstanding
debt cannot take traditional orders, however, she may participate in booth sales.
The troop must have:
o A current financial report on file with the Troop Finance Liaison
o A registered, volunteer-approved adult as the Troop Cookie Manager who will sign the Troop
Manager Agreement Form (this is kept by the Service Unit Product Manager)
o No more than two “strikes” on file with the council. Strikes accumulate when financial reports
and product sales funds are not submitted or paid in a timely matter.
o A parent or volunteer on the “No Sell” list handed out by the council to Service Unit Product
Managers at the cookie training should never be allowed to sell.
Page 5
COUNCIL PROMOTIONS
Win Cookies for a Year! | March 3rd – March 30th
Have your customers sign up at Booth Sales to win cookies for a year (no purchase required)! All entries
collected by troops must be submitted to Product Program staff by March 30th for consideration. Our
CEO, Dawn Prasifka, will draw the winner April 20th. The troop that submits the winner will receive a
gift card for a pizza or ice cream party! Stay tuned www.girlscoutsdiamonds.org for more details and
booth ticket print-outs.
Bling Your Booth Contest | April 6th
No boring booths allowed - Bling Your Booth! Celebrate Girl Scouts Gives Back (GSGB) and create a
magical place to promote the GSGB program. and create a magical place to sell. Some ideas may include
creating a measurement tool to show your customers how many donations you have received or a
game to get your customers on board! Send your Bling Your Booth photos and troop number to
online@girlscoutsdiamonds.org. Submissions due by Friday, April 6th. The top three will be posted to
the Girl Scouts- Diamonds Facebook page and voted on through “likes”. The winning booth will receive
Bling Your Booth patches and a gift card for a pizza or ice cream party.
Girl Scout Cookie Restaurant Week (GSCRW) | March 10-17
Enjoy your favorite Girl Scout cookies like never before! Restaurants in all regional areas will join forces
to create a dessert inspired by your favorite Girl Scout Cookie. Girl Scouts can stop by any participating
restaurant during the week to taste a cookie-inspired dessert, and will even have the opportunity to
earn a GSCRW patch. In order to receive a patch, Girl Scouts must take their passport to a minimum of
two participating restaurants, order a Girl Scout Cookie dessert and ask the restaurant to stamp the
passport menu. GSCRW passport menus will be offered for pick-up in all Girl Scouts – Diamonds offices
during the month of February and should be turned in to any office by April 30, 2018, in order to claim
a patch.
Win Booth Patches for your Service Unit | March 30th
Inputting booth information into eBudde is vital for the success of the booth sale phase. Booth sale
information populates to www.girlscoutsdiamonds.org where customers can enter their zip codes and
find booth locations near them. For every booth sale a service unit enters into eBudde, the Service Unit
will receive one entry into a regional drawing for free booth sale patches for all girls in the Service Unit.
The Booth Sales drawing will take place on March 30th. Product Program will send the Service Unit a
booth information import spreadsheet and import for you if needed (This spreadsheet will also be
available at www.girlscoutsdiamonds.org. Troops can also input booth information for approval
directly into eBudde. These booth have to be approved by the Service Unit to populate to the Booth
Locator.
Page 6
GIRL SCOUTS GIVE BACK
Girl Scouts Give Back Week (GSGB) | April
30th-May 4th
With Girl Scouts Give Back you can support two causes at the
same time: a girl-led cookie business and various worthy
organizations across the state. Girl Scouts give back to the
brave men and women through the Arkansas VA Hospital
system, as well as various other food banks and military
organizations.
What is Girl Scouts Give Back?
Through Girl Scouts Give Back, customers can choose to
purchase cookies and have them donated.
Council Gift of Caring (CGOC)
These boxes are virtual cookies. A troop will order them and
allocate them to the girls in eBudde but a troop will never
physically have the cookies. Girl Scouts - Diamonds will donate
these cookies during Girl Scouts Give Back Week to various
organizations across the state. This option allows the troop to
collect donations for Girl Scouts Give Back Week without
having to manage extra cookie inventory. No pick up of
additional cookies or tracking of physical packages is required.
The top selling troop and girl from each regional area will be
invited to accompany the CEO on Girl Scouts Give Back Week
cookie deliveries and receive a Girl Scouts Give Back patch.
COUNCIL GIFT OF CARING
REWARDS
Gift of Caring Patch
15+ Boxes donated
Samoa Bracelet Charm
45+ Boxes donated
Page 7
RALLIES
What is a cookie rally?
A Cookie Rally is an event held at the service unit and/or troop level that teaches Girl Scouts how to
grow their cookie business by building the 5 skills. Every service unit is encouraged to hold a cookie
rally or encourage girls to attend the Girl Scouts – Diamonds’ Rally on January 20th at the Benton
Events Center. Girls who attend a program-focused rally and set goals are more likely to meet or exceed
those goals. Girls who attend a cookie rally, on average, sell 18 packages more than those who do not.
What is a cookie rally kit?
The cookie rally kit was created to inspire service units to host the best cookie rally for their troops.
These kits are provided by Girl Scouts – Diamonds at cost and include the following:
o Rally patches for each girl in attendance
o Cookie samples
o LBB Rally Guide (Digital Copy)
Note: Rally Kit submission forms were due Friday, November 24.
If a form was not submitted, your SU will not be guaranteed a full rally kit. Rally kits were $30 and
provided cookies and patches for $40 per rally kit.
All Service Units will be sent the link to the Little Brownie rally guide (pictured below) which includes
fun activities to get girls excited about cookies!
Page 8
ROLES AND RESPONSIBILTIES
The Service Unit Cookie Manager is responsible for:
o Acting as the council’s main point of contact for the designated service area for communication
and shipments.
o Providing training and collecting signed agreement forms from all eligible Troop leaders/Troop
Cookie Managers and parents of Individual Registered Girls (IRG) before distributing sales
materials.
o Not distributing sales materials to ineligible Troop Leaders/Troop Cookie Managers and parents
of Individual Registered Girls (IRG).
o Making sure anytime cookies, money or reward exchanges are made with a troop or parent that
a receipt is written, dated and signed.
o Acting as the first point of contact for Troop Leaders/Troop Cookie Managers and IRG parents
within designated service area.
o Reading information/updates submitted by the Council Product Program Team via
email/eBudde email and relaying it to Troop Leaders/Troop Cookie Managers and IRG parents
as appropriate.
o Scheduling and coordinating Cookie Delivery locations and distribution schedule for troops.
o Scheduling and coordinating Cookie Booth locations within designated service area as well as
manages troop booth scheduling.
o Assist with arranging product transfers between troops, if necessary, to ensure a troop is not
left with remaining inventory.
o Scheduling and coordinating Cookie Reward distribution to Troop Leaders/Troop Cookie
Managers and IRG parents.
The Troop Cookie Manager is responsible for:
o Making sure anytime cookies, money or reward exchanges are made that a receipt is written,
dated and signed.
o Cookies ordered through eBudde and picked up at delivery, cookies exchanged or swapped with
another troop, or cookies picked up at a cookie cupboard. Be sure to always count and verify
your cookies and complete a receipt.
o All girl payments received from parents or at booth sales. Always complete a receipt.
o All girl rewards earned by the troop. Troop Managers should distribute girl rewards within two
weeks of receiving them.
o eBudde and receipts to manage the cookies received by each girl and obtaining the parents’
permission slips and signed receipts.
Each family is responsible for:
o All cookies ordered and picked up for their Girl Scout.
O All monies collected from customers for the purchase of cookies. Families must turn in all
payments to the Troop Cookie Manager by set deadlines.
Page 9
TROOP TRAININGS
Tips and reminders on having a successful troop training:
o Allow adequate time for training (1 ½ hrs. – 2 hrs.)
o Separate trainings for new and returning volunteers are recommended when possible.
o For new people, cover all forms carefully as well as dates, guideline, and safety issues in Volunteer
Essentials and Parent Guides.
o Allow time for questions.
o Set up a Girl Scout Cookie sample station with your Service Unit samples you receive.
o Provide a power point presentation if possible. (We will provide a Troop Training Powerpoint for
you this year)
o Provide an eBudde demo for new people.
o Troop cookie training is required before sales materials are given to the Troop Cookie Manager
(even if they have been doing it forever). ALL troop leaders MUST be trained by the SUPM even if
they are not participating.
o Anyone on the “No Sell List” should not receive materials. Communicate independently with those
on the list prior to training on why they will not receive materials.
o Remind troops that a kick-off party or Cookie Rally does not take the place of girl/parent training.
o Verify that all troops have established bank accounts and inform them that the information will need
to be entered in eBudde (even if they are a returning participant).
o Inform troops of your Service Unit’s cookie booth signup sheet rules and procedures.
o Provide your contact information to all Troop Cookie Managers and be available to answer questions
that may arise after training.
SALES MATERIALS
What will you receive?
Sales materials for the service unit will be mailed directly to the Service Unit Product Manager. The
Service Unit Product Manager is responsible for getting these materials to troops. Materials will include
sales packets for every girl as well as the Troop Leader Guide, Parent Permission Forms, extra receipt
books, and money envelops. Extra materials can be picked up at your regional office. Check
www.girlscoutsdiamonds.org for extra forms, guides, and other materials.
Troop Packets include:
1. Order card: Girls use this card to take orders before the cookies arrive and turn them in to their troop
leader. Troops will need enough order forms for all their registered Girl Scouts.
2. Goal Getter Form: Using the Goal Getter Order Form, girls can continue to take orders while they wait for
the cookies to arrive to keep the momentum. Forms should be in the girl order packets and are also available
on the website to print. Troops with enough forms for all their registered Girl Scouts.
3. Receipt Book: Receipts are to be used in every exchange of product, money, or rewards. Each troop should
receive two receipt books.
4. Money Envelope: Keep track of the money with this. Deposit often and count immediately upon receipt
with the person who gave it to you. Troops will need enough envelopes for all their registered Girl Scouts.
5. Family Guide with Parent Permission Form: Give this guide to your parents to help walk them through the
season. Troops will need enough forms for all their registered Girl Scouts.
Page 10INDIVIDUALLY REGISTERED GIRLS OR JULIETTES
What is an IRG/Juliette? She is a Girl Scout! An IRG/Juliette is an individually registered girl who chooses to
participate in Girl Scouts outside of the troop experience.
Can IRGs earn Cookie Proceeds?
o In compliance with GSUSA’s policies, all girls who are not in the troop pathway don’t receive individual
proceeds. However, the girls do receive Program Credits to be used in the council shops, for council
events, for Diamonds Travel Pathway, for camp registration fees, and to pay her membership fees. The
Program Credits are in addition to any Cookie Bucks the girl earns.
o The Service Unit Product Manager (SUPM) will train the parents of the Individual Registered Girls and
get a signed parent permission slip. The girl will also receive the Cookies 101 Guide containing dates,
order card and money envelope. Money should be returned to the SUPM. The SUPM will also distribute
rewards.
o The money collected for these girls will be placed in the service unit bank account and the council will
draft the full amount. The amount will be $4 (or $5 for Toffee-Tastic and S’mores) times the number of
boxes sold. The amount due from each IRG can be found under the Girl Order tab in eBudde. Program
Credits will be added to Cookie Bucks cards. If the Opt-Out Option was chosen, a Cookie Reward Card
with Program Credits will be issued.
Juliettes can participate in one of three ways:
o She may sell with a troop. Her order and
rewards are processed through the service
unit. Her sales must be recorded separately
from the troop.
o A group of Juliettes within one service unit may
sell cookies as a group. Two registered Girl
Scout adults must facilitate the sale with the
group and coordinate with the Service Unit
Cookie Manager. The group would use the
service unit’s eBudde Juliette troop number as
assigned by the Product Program department
in eBudde.
o The IRG sales money is deposited into the service unit’s Juliette bank account.
o If a service unit does not have a group of Juliettes that are selling, a Juliette may sell individually. Her
order and rewards would be processed through the Service Unit Cookie Manager (or other designated
registered Girl Scout adult), using the service unit’s Juliette troop number. Service units will receive
service unit proceeds for every IRG box sold. A Juliette troop in eBudde is designated by the area number
+ 9 + the last two numbers of the service unit.
o Juliettes who hold tandem booth sales must keep product and money separate.
Find ways to engage these girls in Service Unit activities! The more included and involved in Service
Unit activities IRGs are, the better cookie season the girls have!
Page 11COOKIE PROCEEDS
How the cookie crumbles
Troop Proceeds and Incentives _17_%
Council sponsored programs, events, _27_%
properties, training and other support
Administrative _11_%
Camp and Property _17_%
Cost of Cookies _28_%
Troop proceeds and reward opportunities for girls
Troops will earn 55 cents per box sold or 64 cents per box if the girls vote to “opt out” of rewards (Option to receive only
Initial Order girl rewards and level patches only available to Cadette, Senior, and Ambassador level troops.)
The Troop Leader or Service Unit Product Manager must email or call Product Sales to request “opt out” BEFORE the Initial
Order is submitted.
Service Unit Proceeds
How much will my service unit earn?
4 cents per box
5 cents per box – if your service unit sales increase by 8 percent from the previous year
Troops Can Earn More Proceeds!
This is a reminder that troops have the opportunity to earn an extra 5 cents per package by hitting the following product
goals in the membership year:
1. Fall Product
a. $250 Troop PGA
b. 70% Girl Participation
2. Cookies
a. 375 Troop PGA
b. 80% Girl Participation
3. Troop MUST have at least five (5) registered girls for both Fall Product and Cookies
4. Funds will be added as a deposit in eBudde after the cookie sale against the Troop balance.
5. We will hand out a sheet with Troops that hit the Fall Product goal at the Service Unit Product Manager Training.
Page 12COOKIE RESOURCES
Be sure to take advantage of all the awesome resources available online to guide you through a fun and
successful Girl Scout Cookie Program®.
eBudde: Your Command Center for managing the cookie sale. Order cookies, track girl activity
and order girl rewards. ebudde.LittleBrownie.com
VIP eTraining: Get step-by-step Girl Scout Cookie Program training whenever you’d like it!
VIPeTraining.LittleBrownie.com (Or visit LittleBrownie.com for a link)
Council Website: Visit our site to find procedures, forms, manuals and other helpful
information. www.girlscoutsdiamonds.org
Baker Website: The website of our official Girl Scout Cookie baker. Find girl activities,
marketing ideas, cookie facts, program resources and clip art to help girls prepare for the
cookie sale. LittleBrownie.com
Little Brownie Bakers YouTube Channel: Check out our library of inspiring videos featuring
real girl stories and selling tips. youtube.com/LittleBrownieBakers
Product Facebook Page: Check out Product Facebook page for the most up to date info or to
swap product. facebook.com/groups/girlscoutsdiamondsproductswap
Digital Cookie: Girl Scouts can set up their own personalized sales pages, take credit card
payments and ship cookies directly to their customers.
https://digitalcookie.girlscouts.org/login
eBudde Troop App: Place orders on your mobile devices. Video and training and eBudde help
are built right in. Learn more and download the app at LittleBrownie.com
Booth Sale Recorder App: Record sales in real time at booths, making record-keeping a snap.
Download this free app in iPhone App Store or through Google Play.
Cookie Locator: Help friends locate the closest cookie booth with this app.
CookieLocator.LittleBrownie.com
Girl Scouts of the USA: Locate info on GS Cookie Program and national cookie badges and
pins. GirlScoutCookies.org
Built By Me Cookie Meeting Planner: An online tool to help plan a custom cookie season.
CookiePlanner.LittleBrownieBakers.com
Family Guide: The Girl Scouts – Diamonds’ family guide provides guidance and tips to parents
on how their Girl Scout can have a successful cookie season.
Council Facebook Page: Check out Product Facebook page for the most up to date info or to
swap product. facebook.com/groups/girlscoutsdiamonds
Troop Cookie Manager Manual: This guide provides the essential “how to’s ” for the Cookie
Volunteer.
Page 13THE BUSINESS OF COOKIES
1. Ordering
Girls place their orders with Troop Leaders who place their orders in eBudde. Those orders are checked by the
SUPMS. Product Program staff review all of the orders and then place a bulk order with Little Brownie Bakers.
2. Delivery
Delivery agents deliver cookies to the place designated by the Service Unit in eBudde. Extras are brought in case
of damages. The Service Unit counts, the delivery agent counts, and then receipts are exchanged. The Service
Unit sorts the cookies and disperses them to troops.
Be sure to be prepared at your scheduled delivery time (scheduled with your delivery agent). The Service Unit
Product Manager is responsible for scheduling the delivery location/time and placing that information in
eBudde.
Always Count! You count, they count, and if there are any discrepancies…count again! You are responsible for
the number of cases for which you sign. You will not be able to make changes to your order later. Any time
product, money or rewards exchange hands there should be a receipt exchanged.
3. Booth sales
Cookie booths allow troops an opportunity to reach their goals and make a difference in their community! Troops
use their extra cookies or pick up additional cookies from a cookie cupboard. Booth locations are set up in front
of high traffic locations in the community. The Girl Scout Cookie Booth is not just a “booth” it’s the girl’s store
front for their business.
Service Unit can hold “booth lotteries” to encourage initial cookie orders or membership during the year;
however, ALL troops should have fair opportunity to obtain quality booth sales within the Service Unit.
Any cookie booths listed in eBudde are linked to the Booth Sale Locator/Finder App. Customers can see when
and where booth sales will be. If you cannot attend a booth, please be sure to update eBudde or contact your
Service Unit Cookie Manager to find a replacement. Booths placed in eBudde help drive traffic to your booth for
the “Win Girl Scout Cookies for a Year” Contest and enter your Service Unit in a contest for free booth sale
patches. The Product Program Specialist will send out a booth sale spreadsheet to SUPMs to help import these
into the system.
Booth sales that may be cancelled or are not needed should be offered to Product Program staff to extend to
other Service Units. Regional council office locations fall outside of Service Unit jurisdiction lines. These
locations are open to booth sales from ANY Service Unit. A sign up can be found in eBudde.
Troops may contact any business to obtain permission to hold Girl Scout Cookie booths. Please use the
“My Sales” feature of the booth sale tab to inform the council of your troop scheduled sales. The Service Unit
Product Manager approves all booth sale locations.
Page 14THE BUSINESS OF COOKIES(CONT)
4. What to do with leftovers
Leftovers can be dropped off for donation during Girl Scouts Give Back week; however, the troop is still
financially responsible for these cookies. The troop can also choose to create their own donation project at
the end of the season. Cookies can be sold at a discount after May 8th and at booth sales until June 3rd.
5. Money handling
Girls can accept cash, checks, and credit cards for cookies. Credit card reader fees may not be charged to the
customer. Digital Cookie provides a credit card reader with fees that are subsidized by Girl Scouts Diamonds.
We recommend that girls not take checks for over $20 in case a check bounces. In the case of a check
bouncing or counterfeit funds, the troop is still financially responsible, not Girl Scouts - Diamonds. We
encourage the parent or troop leader to take down driver’s license information when accepting a check and
purchasing a counterfeit marker to use, especially at booth sales.
RECEIPTS
Receipting is a vital part of the Girl Scout Cookie Season. At the end of the day, proof of receipt is the bottom
line. No exceptions. Protect yourself. Protect your Service Unit. Any time product, money or rewards exchange
hands there should be a receipt exchanged. Girl Scout cookies cannot be returned or exchanged once they are
signed for at delivery.
Ways to receipt:
o Council issued receipt books are three ply. Make a notation for what was exchanged. Keep a copy and
tear off a ply for the other person. (Don’t have paper? A text message will do with a response of
agreement also in text.)
o Receipt every box of cookies! Include varieties, how many of each, to whom, troop number, date,
signature of adult accepting and signature of person giving cookies.
o Both parties should count the cookies together and sign the receipt.
o When receiving money, count all money before the volunteer/parent leaves the premises. You sign in
the received by area. Have the other person sign in the received from area.
o Give the other person one copy of the receipt. You retain a copy of the receipt for your records.
o Keep copies of all receipts.
Did you know?
Parents are responsible for all Girl Scout cookies and money they receive. Parents must sign receipts. Girls
should NEVER sign receipts. They are not old enough to be legally responsible. At the end of the season, you
may need to fill out a Parent Debt Form. This form protects the troop from being liable for a parent’s failure to
submit funds to the troop for product. You can get a copy of the parent debt form in the back of this guide.
This form is due to the council with all required documentation listed on the form by March 29, 2018.
Page 15PLACING ORDERS AND MANAGING THE SALE
Meet eBudde™—the power tool for cookie volunteers
The online eBudde system is the home base for cookie volunteers. It’s where you’ll enter cookie orders,
reserve cookie booths, manage pickups, place girl rewards orders and more. The eBudde Help Center is a
dedicated website that provides direct support to volunteers using eBudde for both digital and traditional
sales. All of the Girl Scouts – Diamonds guides can be found here as well.
EBUDDE APPS
eBudde Troop App
eBudde Troop App enables volunteers to place initial orders from their mobile devices. Video training and
eBudde help are built right in.
Booth Sale Recorder app
With the Booth Sale Recorder app for smartphones, volunteers can enter the number of cookie packages sold
at the cookie booth, select which girls will receive credit and send the information directly to their eBudde
accounts.
Cookie Locator mobile app
The Cookie Locator mobile app is the most delicious app ever! Cookie
Customers can use their smartphones to find cookie booths nearby. This
app reads into the eBudde system. Make sure all booths are placed in
eBudde or the eBudde Booth Scheduler App so that the booth sales will
populate in this app. Service Units will receive on entry for each booth
sale in the system toward regional drawings for booth sale patches for
the entire Service Unit.
Booth Scheduler
Volunteers, please keep Booth Scheduler in eBudde up-to-date so
customers can find you with the Cookie Locator mobile app.
Cupboard Keeper mobile app
The Cupboard Keeper mobile app helps cookie cupboards digitally track cookie pick-ups. Volunteers place
orders in eBudde, then sign for their cookies at the cupboard and a receipt is sent electronically and recorded
in eBudde. Be sure anyone picking up cookies is registered in eBudde.
Page 16EBUDDE BASICS – INITIAL ORDER
All Users
o https://ebudde.littlebrownie.com
o Enter your email address as your login, temporary password: Toff1986
o Click LOGIN
o Change your password, answer security questions, enter contact information, click SUBMIT.
o Will be given access to the system.
Click each TAB to enter each page.
Contacts Tab
o Review information. Edit as necessary.
o Did you know that you can send emails to your troop leaders directly through eBudde? Simply click on the Email
Branch button and communicate whatever you need through this email format.
Setting Tab
o Enter service unit goal. The Product Program Director has already entered an 8% increase over last year as your
goal. The Service Unit will need to hit this goal to qualify for an additional penny per box in proceeds.
o Enter in additional service unit contact(s) if necessary.
o Please be sure to add your service unit treasurer as a view only user.
o Enter in Service Unit bank account information for your IRG Troop draft.
Troops Tab (The council will import girls into troops and SUPMs will be unable to add troops)
o Un-submit buttons – allow you to un- submit cookie and/or reward orders if incorrectly submitted or if needing
update by the troop. Orders will need to be re-submitted by the leader once the adjustment are made.
o Be sure to verify that all troops in your service unit are listed in eBudde and that leader contact information is
accurate. The following eBudde reports will assist you with this task: Troop Roster Report and Troop Contact
Report.
Initial Order Tab
o Review troop orders. Troops with an asterisk (*) have not submitted their orders.
o Enter service unit cookie order if you have a SU cupboard for troops.
o Review the totals at the bottom, if correct Click SUBMIT order. Once the order is submitted, changes cannot be
made.
o Print a copy for your records.
*Important Note*
Troop cookie orders are entered by box quantity and service unit cookie orders are entered by case quantity.
Delivery Tab
o Review and enter delivery information for Initial Order Delivery.
o SUBMIT information
Rewards Tab
o Review and enter delivery information for Reward Delivery.
o SUBMIT information.
Page 17INITAIL ORDER COOKIE DELIVERY DATES
Friday, February 23 – Friday, March 2, 2017
How and where to enter the cookie delivery location information?
1. Login into eBudde
2. Click on the Delivery Tab to the left side of your screen.
3. Click on the Settings tab at the top of the screen
4. Click “Edit Settings” and enter appropriate contact and delivery information – click “update”
Where do I add desired delivery day/time?
Beneath Delivery Ticket Special Instructions. Please note that the delivery agent will do their very best to
accommodate your desired delivery day and time. This is not a guarantee. The Service Unit may choose to go
to the Delivery Agent with their troops and have the agent assist them in loading/sorting the product.
COOKIE DELIVERY SCHEDULE
NOTIFICATION
Once cookie orders have been submitted in eBudde, Product
Program staff will submit the orders to the delivery agents.
The delivery agent will review the orders and schedule
delivery routes based on various key factors. Some of those
key factors include scheduled deliveries for other clients and
routes between service unit delivery locations. Once an agent
has set a tentative schedule, they will contact each Service
Unit Product Manager to verify the delivery day and time. If
there are concerns regarding the schedule, the Service Unit Product Manager should voice their concerns at
that time. Once the schedule is finalized, it is then sent to the Product Program team. At that time, we will
email the schedule to the Service Unit Product Managers through eBudde.
Delivery Agent Expectations:
There are certain expectations set with the Delivery Agents prior to cookie deliveries. If you feel that there
were challenges during your cookie delivery, please contact Sharon Lynch, Product Program Director,
(slynch@girlscoutsdiamonds.org)
Heavy Machinery:
Fork lifts, etc., can be used to sort cookies at the cookie delivery location. The individual must be licensed to
operate the forklift.
Key eBudde Report to Assist with Troop Cookie Quantity/Variety Distribution:
o Initial Order Report
o Troop Pick-Up Sheets
o Troop Delivery Assignments
*Important* Always count and verify the product received is accurate. This also applies to troops and
parents. Always create/receive a signed receipt for the exchange of product or money.
Page 18TROOP COOKIE DELIVERY PICKUP
Make sure to schedule troop pickups after securing your Delivery Station location for Initial Order cookies. This
can be easily completed in eBudde; however, you must be a Delivery Station agent or Service Unit Product
Manager to have access to this feature.
In eBudde, click on “Delivery” under “Dashboard/Contacts.”
Make sure your Delivery Station information is correct.
1. Click on the Settings tab
2. Click on “Edit Settings”
3. Click on ”Set Delivery Station”
4. Click on “Set Pickup times” and fill this out
5. Click on “Set Troop Allotment.” On average, counting and loading takes about 10 minutes.
6. Click “Update”
7. Click on “Sign Up Sheet” to view troop sign-up time slots. When a troop leader reserves a spot in
eBudde, their troop number will show up here. Make sure to schedule for break times under settings if
needed to alert troops that they cannot come at those times.
Cookies by the carload
Use this guide to approximate how many cases of cookies will fit in your
vehicle. Car Type Number of cases
Compact car 23
The amounts assume the car will be empty except for the driver and uses all
space except the driver’s seat. Hatchback car 30
Mid-size sedan 35
Sport utility vehicle 60
Station wagon 75
Minivan (seats in) 75
Pick-up truck (full bed) 100
Cargo van (seats in) 200
Page 19REGIONAL OFFICE COOKIE CUPBOARDS
Here’s how the Cookie Cupboard operates:
Cookie Cupboards are locations during the Booth Sale phase where troops can pick up additional cookies for booths or to
fill additional girl orders from goal getter cards. Service Units are encouraged to hold their own cupboards to grow sales.
Let us know if you Service Unit will be holding a cupboard so that we can direct eBudde cupboard orders to the Service
Unit.
Did you know?
1. Cookies may not be returned or exchanged for different varieties.
2. Last day for regional office cupboards is Saturday, March 24, however, girls can hold booth sales until Sunday, June 3rd.
3. Allow at least 48 hours for pick-up after placing your cupboard order.
4. Cupboard orders that have been placed, but not picked up after 48 hours of the scheduled pick up may be removed.
5. Orders may only be placed through eBudde or productsales@girlscoutsdiamonds.org, not via phone.
6. You can designate someone for pickup in the order note on eBudde or in your email, but parents and volunteers without
eBudde access MAY NOT place orders in the cupboard or pickup without written permission.
7. Cupboard orders must be placed in full cases
8. Please allow 24 hours for Product Program staff to “unpend” your order in eBudde after pickup.
Cupboard Hours: ALL EMAIL ORDERS for Staff Cupboard SHOULD BE PLACED THROUGH
PRODUCTSALES@GIRLSCOUTSDIAMONDS.ORG. Orders for the Texarkana cupboard must be placed through
Daisytrailscupboard@gmail.com or through eBudde.
Type Cupboard Address Hours
Staff Cupboard Central Regional Office Monday, Tuesday, Wednesday 9:00 am - 5:30 pm
11311 Arcade Drive, Thursday 9:00 am - 7:00 pm
Little Rock, AR. 72212 Friday 9:00 am - 1:30 pm
Saturday 8:00 am - 10:00 am
Staff Cupboard Northeast Regional Office Monday, Tuesday, Wednesday 9:00 am - 5:30 pm
3434 One Place, Thursday 9:00 am - 7:00 pm
Jonesboro AR 72404 Friday 9:00 am - 1:30 pm
Saturday 8:00 am - 10:00 am
Staff Cupboard Midwest Regional Office Monday and Wednesday 9:00 am - 5:30 pm
5705 Gordon Lane, Thursday 9:00 am - 7:00 pm
Fort Smith, AR 72913 Friday 9:00 am - 1:30 pm
Saturday 8:00 am - 10:00 am
Staff Cupboard Northwest Regional Office Monday , Tuesday, Wednesday 9:00 am - 5:30 pm
5506 Walsh Lane, Ste. 108 Rogers, Thursday 9:00 am - 7:00 pm
AR 72758 Friday 9:00 am - 1:30 pm
Saturday 8:00 am - 10:00 am
Volunteer Run Southwest Regional Office Tuesday 5pm - 7pm
Cupboard 1811 Arkansas Blvd. Texarkana, AR Wednesday 10am - 12:30pm
71854 Thursday 10am-12:30pm
Friday 5pm-7pm
Saturday Special circumstances
*Need 24 hour notice for all requests
Drop-In Staff Forrest Park/Greenville Pre-K Saturday 10:00 am pickup (Orders
Cupboard 2501 West 10th. Pine Bluff, must be placed by noon
Arkansas 71603 the Thursday before Saturday cupboard)
Orders for staff cupboards are placed through productsales@girlscoutsdiamonds.org. Volunteer run cupboards are not
managed by council staff. The email for this cupboard will be sent out to regional troops and Service Units in January.
Page 20EBUDDE– PENDING ORDERS TO CUPBOARD
Troop Cookie Managers must enter a pending order in eBudde to pick up cookies from a Cookie Cupboard.
Login to eBudde, click on the “transactions” tab, and follow the instructions below:
We recommend that all Booth Sale orders must be placed by 5:00pm the Tuesday prior to your Booth Sale to
ensure your order can be filled. Booth Sale orders can be picked up the Thursday or Friday prior to the Booth
Sale.
1. Click “Add Transaction” on the Transactions Tab.
2. Enter your pick-up date (this is the date you want to pick up your order).
3. Select Normal or Booth Only in Type box. Select Normal if your cookie order is for goal getter
cookie sales. Select Booth if the cookies are for booth sales.
4. Select a cupboard in the drop down box in 2nd Party.
5. Enter your order. If the variety is gray, then that variety will not be available in the cupboard.
6. Review and edit your contact information.
7. Click “Save/Print” to Print your order.
8. Bring your order to the Cookie Cupboard when you pick up the cookies. If you are unable to print,
click “okay,” then click the “Save” button at the top of the transactions page.
9. Always audit transactions against receipts during the season, especially if changes are made to
the order at pickup.
10. Orders may be placed by the case only.
Page 21REWARD DISTRIBUTION
Initial Reward delivery to service units begins April 30, 2018.
Final Reward delivery to service units begins May 4, 2018.
1000+ box level and higher rewards will be available for pick-up from council regional offices beginning April
30, 2018 (We will notify you if this is sooner. Larger rewards may be shipping to the Service Unit Product
Manager directly).
*Please distribute rewards no later than one month after they are received.
Specialty rewards include the following:
o Traditional Cookie bucks
o Blanket
o Cube
o Bike
o Trunk
o Nintendo Switch
o Chromebook
Important: An address box will pop-up once you have submitted your service unit initial order rewards and
final rewards. It is important to enter a delivery address in this box on both occasions. If this is not completed,
it may delay the reward delivery date for all service units involved.
Key eBudde Reports to Assist with Troop Reward Distribution:
o Troop Reward Summary (initial and final)
Page 22COOKIE BUCKS
Cookie Bucks is an individual credit, acknowledging a girl’s hard work and entrepreneurial success.
Credit is to be used as a girl wishes and at no time should there be pressure by a troop leader or adult to share
credit with another individual or group.
Things to Remember
o Cookie Bucks expire after one year; therefore, 2017 cookie bucks will expire on June 30, 2018.
o Please note that changes in Cookie Bucks uses may be made from time to time.
o While Traditional Cookie Bucks do come on a card, Cookie Bucks is program credit, not a gift card and
is not subject to laws governing gift card balances.
o Cookie Bucks are non-transferrable and may only be used by the girl who earned the credit.
o Girls should keep the Traditional Cookie Bucks card in a safe place, just as you would with any money.
o Product Program will only give you the card number if the Traditional card is lost, but the card itself is
not required for purchases.
Types of Cookie Bucks
There are two separate kinds of Cookie Bucks to choose between during reward selection:
A. Traditional Cookie Bucks
These Cookie Bucks can be used for in Girl Scouts – Diamonds Council purchases listed below only. This
choice is DEFAULT in eBudde.
B. New! Online Only Cookie Bucks:
These cookie bucks can only be used to make online shop purchases through www.girlscoutshop.com.
These are great for older girls who want to purchase Girl Scout “swag” online. Card info code is sent to
Troop Leader’s email address at the end of the season. It is the troop leader’s responsibility to forward
these to the designated parent/girl.
Traditional Cookie Bucks can be used to pay for:
1. Girl Scouts - Diamonds resident camp fees: When registering for camp, be sure to mark the payment option
signifying Traditional Cookie Buck usage. Staff will be able to access the Traditional Cookie Bucks balance the
girl has even if the card isn’t in hand and deduct these from the total. Girls are not able to use Cookie Bucks to
pay for camp online.
2. Girl Scouts - Diamonds-sponsored events. When a girl registers for the event, mark that you want to use
Traditional Cookie Bucks on the registration form. You are not able to use Cookie Bucks to pay for registration
online.
3. Girl Scout annual membership dues: include complete card number and amount being used for each card on
the membership registration form. You are not able to use Cookie Bucks to pay for registration online.
4. Girl Scout shop purchases: Bring Traditional Cookie Bucks cards to the shop! If you cannot come to one of
the council shops in person, you may use Traditional Cookie Bucks for a phone-in order. The purchase should
be requested by the girl to whom the card belongs.
Pro-Tip: You can check a Traditional card’s balance at any time online at https://mps.bz by entering the card
number, BID, and CVV. Council shops can also check the balance of your card at any time.
Page 23DIGITAL COOKIE
With Digital Cookie, the Girl Scout Cookie Program you know and love is now better than ever, giving
girls and your cookie customers more ways to participate. Last year, girls who sold traditionally and online had
76% higher PGAs than those who sold only traditionally. Average digital order sizes were also larger than
traditional orders.
The Digital Cookie Platform is where your Girl Scout will build her online business. This platform will help
girls to earn cookie badges, encourage her to use bar graphs and pie charts to map her sales, highlight her
goals, aspirations, and service projects, plus have a little fun playing games and cookie trivia. All registered
Girl Scouts will receive an email in January inviting them to participate in this exciting program. This secure
online system allows girls to design personalized online storefronts to share their cookie program goals and
invite customers to support them. Girls can begin building their website on January 20th.
This year, the Digital Cookie Mobile App and Girl Delivery is available! Girls can use their Digital Cookie mobile
app on her walkabouts and for in-person sales is a Girl Scouts – Diamonds supported free credit card reader!
After girls have set up the Digital Cookie website, they can download the app and use the same log-in as their
Digital Cookie website. The log in email for Digital Cookie will be the same one used for general council
registration. In the unfortunate event that a girl transfers out of the troop but has Digital Cookie sales, please
contact productsales@girlscoutsdiamonds.org. Girls can also take orders and payment from customers
through their Digital Cookie store during Initial Order and deliver those orders in person when the cookies
come in!
Digital Cookie Techie Patch
20+ Boxes donated Turtle Thermal Cup
100+ Boxes donated
Page 24DIGITAL COOKIE (CONT.)
With the Digital Order Card, girls can
• Create their very own Digital Cookie site, telling customers about their goals and taking orders online
• Customize the way they learn and earn, using technology to do things like build their customer list and
post a photo or video to inspire more support
• Market their cookie business, sending cool emails to friends and family to encourage them to visit their
Digital Cookie site
• Track their sales with an awesome dashboard, analyzing their results by cookie, week and type of delivery
• Earn Financial Literacy badges by participating in Digital Cookie programs
With the Digital Order Card, customers can
• Order cookies online
• Pay for their orders with a credit card
• Have cookies shipped directly to their home or donate cookies to charity (Girl Scouts Give Back)
• Product will be shipped within 5-7 days
Digital Cookie Login Site | https://digitalcookie.girlscouts.org
Parents will receive an email with a temporary link to the Digital Order Card (DOC). They can use this link to
create a password and log into the Digital Order Card.
If a parent does not receive the DOC registration email, please email product sales
(productsales@girlscoutsdiamonds.org). Please note that the girl must be registered in order to participate.
What does this mean for troop leaders?
1. Look out for a registration email with a temporary link to the Digital Order Card
2. Use the link to create a password and log in to the Digital Order Card
3. Read and Accept the Terms and Conditions
4. On your Dashboard, you can monitor sales in your troop by type and by girl.
5. Girl orders for Digital Cookie will be notated in eBudde with “DOC” before the order number.
6. Digital Cookie order will appear on the girl and troop leader dashboard once cookies are shipped.
The Customer Digital Cookie Experience
Customers must receive an email from the girl. Customers can go directly to her storefront. Her
storefront will share her cookie and service project goals and customers can see a picture or video of
their favorite Girl Scout. All digital cookies are paid for online with a credit card. Cookies are shipped
directly to the customer. This is the perfect option for out of town friends and family who want to support
their favorite Girl Scout! Delivery charges will apply.
Page 25COOKIE MANAGER DIGITAL COOKIE(DC) DETAILS
Page 26DIGITAL COOKIE (DC) DETAILS (cont’d)
Additional Information about Girl Delivery and In-Hand (Mobile App) Orders
Many parents and Troop Cookie Managers are a little confused about Girl Delivery and In-Hand Digital Cookie
sales. What needs to be understood is that the Girl Delivery and In-hand Cookie boxes need to come from the
Troop inventory. They are not shipped to the customer or to the girl. They are not shipped to the Troop Cookie
Manager.
Girl Delivery
When a girl gets a Girl Delivery online order, the first thing that needs to happen is the parent needs to log
back into Digital Cookie and approve the order. A Troop Cookie Manager can only approve their own child’s
Girl Delivery orders in the DC – they cannot approve them for the rest of the Troop. If the parent doesn’t
approve the order, the payment will not be processed. However, if the parent doesn’t know the buyer, or
doesn’t want their child to deliver the Cookies to the buyer, or can’t deliver the Cookies, then the parent
should NOT approve the order! Safety First!
Once the Girl Delivery order is approved, payment is processed and transmits to eBudde and the payment is
allocated to the girl. Information about the order also transmits to the eBudde system BUT THE COOKIES ARE
NOT ALLOCATED TO THE GIRL. The parent should let the Troop Cookie Manager know which Cookies they need
for their Girl Delivery orders. There is a line on the Girl Order Card for the parent to enter the cookies they
need for Digital Cookie Girl Delivery orders.
If your parents are still confused about the process, this year you will be able to look in eBudde to see the
cookies needed for orders that parents have approved for Girl Delivery. There will be a summary on your
eBudde dashboard: In addition, there is a new report on the Reports Tab called “Girl Delivery – Varieties Only
– By Girl.” Click on the XLSX box. A report will be generated with 3 tabs. The “Recap” tab will show the total
boxes of each variety of Cookie that each girl in your Troop needs to fill their Girl Delivery orders. Be sure to
enter those Cookies as part of the girl’s initial order because that’s the only way she’ll get credit for the boxes
(and it’s the only way you’ll get Cookies to give to her to deliver.) If a Girl Delivery order is approved after the
initial order period and does not make it into your Troop’s initial order, you can still put the order on the Girl
Orders tab, enter a Pending Transaction for those Cookies, and pick up the Cookies at a Cupboard. However,
an order entered that way will not count towards the initial order rewards.
In-Hand Mobile App
The In-Hand Digital Cookie mobile app allows customers to pay for Cookies with a credit card when a girl has
her own Cookie inventory, or at a booth sale. The In-Hand option should NOT be used for order taking: it’s just
for selling Cookies that are “in hand” or donations. A girl must have completed set-up of her Digital Cookie site
to use the Digital Cookie Mobile app.
If a girl has Cookies, the Troop Cookie Manager should have already allocated those Cookies to her in eBudde.
But, if you haven’t, you’ll need to add those Cookies to her sales on the Girl Orders Tab. As noted on the prior
page, the payment for the Cookies will automatically transmit to eBudde.
Page 27COOKIE CONUNDRUMS
What is the return policy on a box or case of cookies?
Once cookies have been signed over and removed from the premises of regional offices or delivered to a
Service Unit or Troop, Girl Scouts - Diamonds has a zero return policy on those cookies unless specified in
writing by Girl Scout - Diamonds.
Who is responsible if cookies are lost, stolen, or damaged?
Financial responsibility remains with the adult who held ownership of the cookies before the incident. In
the case of cookies being stolen, we recommend that you contact your local authorities and file a police
report. In the case of cookies being damaged, we also recommend that you contact the appropriate
insurers to file a claim. Volunteers and parents are still financially responsible for the cost of the cookies.
What do I do if Troop Leaders encounter counterfeit money or check from a parent or at a booth sale?
We recommend that anyone accepting cash also carry Counterfeit Bill Detector Pens. Counterfeit detector
pens can be found at Walmart, Office Depot, and Amazon. Volunteers and/or parents are still financially
responsible for any counterfeit money rejected by the bank or turned in to regional offices. We recommend
that parents and volunteers not accept checks over $20.00.
What if someone in my community is selling expired cookies or committing fraud?
Contact Girl Scouts - Diamonds immediately at productsales@girlscoutsdiamonds.org. The Council will
connect with the proper authorities to ensure the safety of the Cookie Program. Please provide as much
information as possible: name. troop number, area, location, etc.
Can Troops ask customers to pay for credit card fees at booth sales?
GSUSA does not allow girls to solicit donations for the payment of credit card fees. These fees must be paid by
the troop or girl.
What if a troop needs to trade cookies to another troop?
Be active in helping troops manage their inventory effectively. You or Troops can make this transfer in eBudde
under the Transactions tab or email us at productsales@girlscoutsdiamonds.org. We can facilitate the
transaction for you. Cookies may be exchanged between Service Units and Troops at any time. You can also log
into the Product Swap Facebook group: facebook.com/groups/girlscoutsdiamondsproductswap
What if a customer wants to buy cookies from a troop and donate them?
The customer would pay for the cookies normally and the cookies would then be subtracted out of the troops
inventory for donation. The cookies would be assigned to a girl in eBudde either under CGOC (Council Gift of
Caring). If the cookies are CGOC, the Council will deduct these cookies out of our remaining inventory or order
more for Girl Scouts Give Back week. These cookies would then be donated by the Council for Girl Scouts Give
Back.
What if the Service Unit receives damaged cookie boxes during delivery or missing boxes from a case?
Girl Scouts - Diamonds will swap these cookies for the same variety in your regional cookie cupboard.
Page 28BANKING
Service Unit’s role
Encourage troops to have:
• 50 percent of their money banked by March 18th
• 100 percent of their money banked by April 15th
All checks should be made payable to the troop and deposited into the troop account (or Service Unit in the case of
IRGs).
• No money should be collected for cookies until they are delivered (unless they are donated for Girl Scouts Give
Back/Gift of Caring).
• Initial cookie orders should be delivered within two weeks and the payment collected. Leaders should collect
money from girls’ parents often.
• It is a requirement to provide a receipt any time cookies or money is exchanged.
• Troop leader is required to complete a Parent Debt Form for any parent with outstanding funds. A good practice
is to provide the Service Unit with a copy.
• Parent debt forms are due March 29th
The council will draft all funds minus proceeds from the troop and service unit bank accounts on Friday, April 20. This
include proceeds from debt. Proceeds will be given back to the troop if the cookie debt is paid by September 30, 2018.
How much money do my troops owe the council?
To determine how much money your troops owes the council, go to the “Sales Report” tab in eBudde. The bottom of the
report will tell you how much your troop has earned and what is owed to Girl Scouts – Diamonds.
Accepting Credit Cards?
The troop is still required to pay Girl Scouts – Diamonds the full amount due for the troop. We are not responsible for
funds held with the credit card accepting company or your banking institution.
What do I do if a parent still has a balance in a troop?
• The Troop Cookie Manager is responsible for attempting to collect any uncollected debts before the parent debt
paperwork is due. Document collection attempts on the Debt Report form.
• Have the Troop Leader complete the Debt Report form and attach original copies of signed permission forms and
all receipts
• Do not allow the troop to pay parents’ debts with troop proceeds and do not accept payment after turning in
forms. Payment should be made through the council shop.
• Debt forms must be turned in to the Product Program Staff no later than March 30 or the debt will become the
troop’s responsibility which will decrease troop proceeds.
• Parent Debt forms are due to council staff by March 30, 2018.
Collection Procedures—Parent Debt
• Girls with uncollected debt should not receive their rewards from the Service Unit until the debt has been paid in
full.
• Troops and Service Units do not earn proceeds from the unpaid packages.
• The council staff follows up on all uncollected debts with phone calls and letters. Failure to pay will result in legal
action.
• Individual girls or leaders and/or co-leaders who have an uncollected debt may not participate in future product
sales until the debt is paid in full.
Page 29BANKING (CONT.)
Collection Procedures for troops that do not pay money due to the council
• Cookie draft is Friday, April 20 for 100% of money owed.
• If the Service Unit Treasurer or Product Manager believes an account does not have the funds due to the
council, alert your Product Staff ASAP. The council must be contacted at least one week prior to the draft date.
• The council is not responsible for the insufficient funds fee. On May 27, the unpaid balance that does not have a
supporting parent debt form will become a troop leader’s personal debt and will be handled using the collection
procedures for Parent Debt listed above. After June 5, 2017, contact Dana Wolverton at
dwolverton@girlscoutsdiamonds.org or call 1-800-632-6894 if you have questions.
Damage or Theft
In the event funds are stolen, a complete police report listing number of cookies or Girl Scout money stolen must be
provided to council Product Sales staff.
• Check with the appropriate insurer of the property to see if coverage will provide compensation
• Product and money receipts will also be helpful to prove possession and value of property
• Even in the case of theft, Girl Scouts - Diamonds is not responsible for lost, damaged, or stolen product.
No Sale List and Strike Rules
Strikes begin to accumulate on May 31, 2017 for not submitting troop financials in a timely manner.
How strikes are earned
1. Fall Product balance not paid in full by the 1st draft
2. Cookie balance not paid in full by the 1st draft.
3. Financial Reports Not Submitted by May 31st
Consecutive Strike Rules
1. First Strike - Warning: letter or email sent.
2. 2nd Strike – One-year suspension from participation in Product Sales Programs, Fall Product and Cookies.
3. 3rd Strike (after one-year suspension) - Dismissed from participating in all future product sale programs.
First Strike Warning Rules
1. Debt must be paid in full and troop financial reports submitted by July 31st in order to participate in the Fall
Product Program.
2. Debt must be paid in full and troop financial reports submitted by November 30th in order to participate in the
Cookie Program.
3. Financial Report Warning – Financial reports not submitted by July 31st and/or November 30th: troops/troop
leaders may participate in the program; however, they are not permitted to earn proceeds. Only
reward/incentive items.
4. Debt Warning, Parents – Debt not paid in full by July 31st and/or November 30th: A parent and her child are not
permitted to participate in the product sales program. The girl may participate in troop booth sales and any
additional money earning troop activities.
5. Debt Warning, Volunteers – Debt not paid in full by July 31st and/or November 30th: a troop leader with debt
and his/her troop is not permitted to participate in the product sales program. In order for the troop to
participate in the program, a co-leader or temporary replacement must assist with the program. Service Unit
Product Managers would monitor this scenario.
6. If strikes are not accumulated for one calendar year, the strike system balance will start over.
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