TROOP COOKIE MANAGER GUIDE 2018-2019 - Girl Scouts Western PA
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2018-2019 TROOP COOKIE MANAGER GUIDE
2
GETTING STARTED
TABLE OF CONTENTS
getting started 4
Intro 4 Communications 5 Family Cookie Meeting 6
How the Cookie Program 4 Cookie Rookies 5 Cookie Rallies 7
Benefits Girls
Troop and Girl Goals 6
Cookie Program Materials 5
proceeds, rewards, and recognitions 8
Cookie Card Lineup 8 Troop Proceeds 8 Rewards and Recognitions 9
digital cookie/safety guidelines 10
Digital Cookie 10 Girl Delivery Option 10 Safety Guidelines 11
booth sale phase 12
Cookie Cupboards 12 GSWPA-Arranged Booths 13 How to Run a Successful 15
Cookie Booth
National Girl Scout Cookie Service Unit and Troop-Arranged
Weekend 13 Booths 13 Accepting Credit Cards 15
Cookie Booths 13 Booth Scheduler 14
promotions & contests 16
Operation: Sweet Appreciation 16 5 for Five! 18 GSUSA Cookie Pro 2019 18
Troop Gift of Caring 17 GSWPA Bling Your Booth 18
eBudde 19
eBudde Tab Descriptions 20 Placing a Pending Order 24 Recognitions 28
Setting up eBudde 21 Monitoring Inventory 24 Before the Final ACH Sweep 28
Entering the Troop's Initial Order 22 Tracking Girl Cookie Activity 25
Delivery 23 Entering Booth Sales 27
cookie finances 29
ACH Procedures 29 ACH FAQs 30 Situations Requiring 30
Delinquincy Paperwork
web resources 31
glossary 32
position description & agreement 33
timeline & checklist 36
Thank you for going BOLD!
GETTING STARTED
With every Girl Scout Cookie sold, today’s girls are becoming tomorrow’s leaders,
and this couldn’t happen without you. Your hard work and dedication helps girls
have new adventures and life-changing opportunities.
Thanks so much for all you do to make the Girl Scout Cookie Program happen.
Get Ready to Go for Bold this Girl Scout Cookie Season!
Girl Scouts are known for their infectious, go-getter attitudes. This season, we’re celebrating their
spirit and all the ways they are daring, creative, and innovative. Whether it’s embarking on a brave new
adventure or simply mustering up the courage to talk to someone new, every girl finds her own type of
BOLD in the Girl Scout Cookie Program.
How the Girl Scout Cookie Program Benefits Girls
Our Girl Scouts aren’t just selling Girl Scout Cookies, they’re doing
their part to make their communities better places as they prepare for
successful futures. They'll also be building lifelong skills, friendships,
and confidence along the way.
Over the course of more than 100 years, generations of girls have built
the Girl Scout Cookie Program into a beloved tradition and the largest
girl-led entrepreneurial program in the world. Each girl learns 5 Key Skills
while selling cookies:
1. Goal Setting—as she sets cookie sales goals and makes a plan to reach them
2. Decision Making—as she and her troop decide how the troop will spend the cookie proceeds
3. Money Management—as she makes a budget, takes orders, and handles customers’ money
4. People Skills—as she learns to talk and to listen to all kinds of people while selling cookies
5. Business Ethics—as she is honest and responsible every step of the way
The Girl Scout Cookie Program is also essential to Girl Scouts Western Pennsylvania (GSWPA) Girl Scouts by:
• keeping camps affordable by subsiding registration costs,
• offering programs and events for girls, and
• providing scholarships to girls with financial barriers, so Girl Scouting is accessible to every girl.
The cookie program begins Jan. 4, 2019. Girls are on their honor not to sell before this date.
4
Cookie Program Materials
Here's what you need as a troop to make the cookie program happen, including resources for troop use and
for distribution to families. For additional materials, visit gswpa.org/cookies, vipetraining.littlebrownie.com, or
GETTING STARTED
contact your service unit cookie manager (SUCM).
Troop resources:
99 this handbook
99 one package of Trefoils for troop sampling (unless the service unit kept this package for the service unit
cookie rally)
99 receipt books (for recording cookie pick-ups and money transactions with families)
99 Operation: Sweet Appreciation (OSA) box wrap
Resources for Families:
99 Family Guide—Inside you’ll find the Parent/Guardian Financial Responsibility and Permission Form, which
must be signed and collected for each girl before she starts selling. Troops must keep these forms on file
until Dec. 31, 2019. GSWPA will request your copies in the event of a girl/parent delinquency.
99 girl order card (1 per girl)
99 money envelope (1 per girl)
99 Goal Getter Order Card—This printable form easily helps girls continue to take orders. Distribute to girls
after their initial orders are turned in or if a girl requests an additional order card. The Goal Getter Order
Card can be downloaded at vipetraining.littlebrownie.com. Print as many as you need!
Communications
Cookie Bytes
It’s important to stay connected with GSWPA for cookie program updates and reminders throughout the
entire cookie season. Look for eBudde emails and Cookie Bytes, a GSWPA enewsletter with helpful hints
and reminders emailed to eBudde users. Please note: You’re responsible for information contained in these
communications. Please don't unsubscribe from any GSWPA or eBudde emails or you’ll miss essential
information. If you accidently unsubscribe from Cookie Bytes or emails generated through eBudde:
• Go to the Contacts tab in eBudde
• Click on the purple ‘Edit’ box next to your information
• Check the box that says ‘Receives Email’
• Click ‘Update My Preferences’
Cookie Rookies
If your girls are new to the cookie program, there’s a fun, 10-minute video to help them understand the basics.
Show the video and discuss it afterward—or stop after each section for discussion and activities. It’s
up to you and the girls! See a summary of the show and activity ideas that reinforce the learning in the
Run of Show (available on the Little Brownie Baker Volunteer Blog). Find the video on the Little Brownie
YouTube channel or at gswpa.org/cookie-rookie.
Girls learn:
• how the sale works • cookie booth essentials
• cookie names • safety rules
• easy ways to ask a customer to buy • how to set goals
Patch available for purchase
in GSWPA shops. 5
Troop and Girl Goals
How to Set Goals with Girls
GETTING STARTED
One of the most important lessons girls learn from selling cookies is how to set and reach their goals. Help
girls keep goals realistic, but optimistic. It’s never too early to start the conversation. It’s important to work
with girls as a group and individually. (This is a great way to involve a parent or new volunteer.)
Camp S'more is published in the winter for GSWPA families and leaders. Setting cookie program goals is
a great way to make Girl Scout programs (including camp) even more affordable. Remember, Girl Scout
Bucks are worth double when used toward a GSWPA-sponsored camp!
Family Cookie Meeting
When families are involved, girls succeed. Holding a family cookie meeting is part of being a troop cookie
manager (TCM). It's critical to the cookie program's success for families to gain key information, including
deadlines, and for them to understand their responsibilities and the troop's expectations. Too often, we
hear of families who don't know or don't adhere to policies and procedures. As a result, troops are often
faced with frustration, increased financial risk, and disappointed girls.
Family Review Checklist: Use this list to guide you at your family cookie meeting.
ɆɆ Remind parents the Girl Scout Cookie Program is much more than a fundraiser. The program helps girls
learn 5 Skills: goal setting, decision making, money management, people skills, and business ethics.
ɆɆ Stress to parents that all proceeds stay within our council, helping their Girl Scout, troop, service
unit, and GSWPA.
ɆɆ Hand out the Family Guide (Parent/Guardian Financial Responsibility and Permission Form). Make
sure families understand their responsibilities. Parents/guardians must sign the permission form
before girl materials are distributed. Collect and keep the form until Dec. 31, 2019.
ɆɆ For Junior, Cadette, Senior, and Ambassador troops: Discuss if your troop chose the additional
proceeds option or are receiving the recognitions.
ɆɆ Let parents know that order taking starts Jan. 4, 2019, and girls are not permitted to sell before that date.
ɆɆ Remind families of the need for timely communication, and let them know how you’ll communicate
with them—email, phone call, take-home flyers, etc.
ɆɆ Make sure families understand they are held financially responsible for all cookies they order.
ɆɆ Review the money collection procedures, making note of due dates for orders and money due.
Explain that money is collected throughout the sale so your troop can meet payment deadlines.
ɆɆ Review safety guidelines.
ɆɆ Discuss parent/guardian volunteer opportunities, like helping to pick-up your initial order, sorting
cookies and recognitions, and transporting girls to and from cookie booths (must be an approved
volunteer driver with clearances to transport girls).
ɆɆ Digital Cookie—Let families know to watch for their Digital Cookie invitation which will be sent to the
email address provided to GSWPA and review the Girl Delivery Option.
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Digital Cookie Parent/guardian responsibilities 2019 Cookie Program
Tip: The Family Guide is a great tool to use
$5/box
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favorite
All your are sold to custom Cooki Operation: Sweet Being a Girl Scout parent/guardian during the Cookie Program
card and Leadership Troop With Digital Cookie, there are more ways to sell, more ways to
Appreciation (OSA) Permission Form
Girl Scout use for a buy—and more ways to learn and have fun! Your Girl Scout comes with its own set of responsibilities. Before your Girl
of the
for girls Program is a part 5 Key Skills they’ll can use Digital Cookie to: Scout can participate, you must sign this Parent/Guardian
5 Skills
#: Last year, Girl Scouts in GSWPA sent Please complete this form (front and back) and
Phone by: cookie business Permission Form and submit it to your troop leader.
Cookie , girls learn nes; • market her
the Troop over 50,000 boxes of cookies to our return it to your troop leader or cookie manager.
The Girl
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By partic
ipating to: and deadli Email: due to • build her customer list U.S. military active duty and veteran
girls learn to meet goals and when Order Make it official. I give permission for my daughter,
Experience. your help, plan ng where with Initial • take each week.
an online order with her personalized web page service members through our virtual gift of caring
e. With ping a by decidi what to do is due creditby: Girls must be registered members of GSUSA to participate and ,
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king skills sale, and Money • accept Troop card payments program, Operation: Sweet Appreciation. should wear their membership pins or Girl Scout attire while selling.
9 set on-ma t their TANT: to the to participate in the Girl Scout Cookie Program, and
Troop their decisi to marke t, taking
IMPOR ent due
Watch for your invitation email to get started. Emails are Customers can place OSA orders on the girl’s order card,
Super 9 hone cookies, how g a budge Final paym Be safety conscious. I agree not to sell cookies before Jan. 4 2019.
when leading your family cookie meeting.
to sell by makin y; specific to each girl and cannot be shared. If you do not the girl’s Digital Cookie web page, or by donating online at
gs; nt skills ers’ mone to Adults must accompany Girl Scouts in grades K-5 while taking My daughter is:
their earnin manageme custom (and listen) receive an email by Jan. 1, go to digitalcookie.girlscouts.org gswpa.org/military.
orders and delivering cookies. Girls in grades 6-12 must be
money handling to talk a registered member of Girl Scout
g how other girls; and and click the “Forgot password/Need a registration” email link.
ANT:
9 grow orders, and by learnin with supervised by an adult and should never sell alone. Girls should
Troop #
e skills as a team and responsibly
IMPORTy not
cookie Digital Cookie Girl Delivery Option not enter homes or vehicles while selling/delivering cookies.
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Customers can pay for their cookies with a credit card OSA Troop Recognition Follow safe pedestrian procedures. an Indie Girl Scout (not in a troop)
their custom ss ethics 5 Skills.
Program. gain these
Girls mae orders
through Digital Cookie and have your Girl Scout deliver the Girls can earn a Go-Getter Cookie Booth Kit I’ve read the Cookie Program responsibilities
e busine the Cookie Girl Scout Understand your financial role.
9 practic every step of help your
cookies to their door. Don’t worry—as a parent, you’ll need for their troop! (Includes a money pouch, and agree to abide by them. My daughter and I
tak As a parent/guardian, you’re financially responsible for all
sell or kies before
ideas to
during to approve these orders for safety and practicality reasons. button pins, yard sign, tablecloth, cookie cart, will meet all deadlines.
okies for s cookies ordered on your Girl Scout’s order card and any
.org/co
Key Date
Ask your troop leader for more information. and Samoas cookie costume.
for coo 19 cookies purchased through Digital
Visit gswpa additional cookies you receive to fulfill her additional orders. I accept financial responsibility for all cookies
2019 taking
begins
Please note: 20Delivery
rydo4,NOTGirl
• Troops must have a minimum of five girls selling. • Cookies cannot be returned or exchanged. ordered through and/or received by my
JanuaHowever,
Girl order y nd • Troops must have an OSA per girl average (for daughter, and I will submit all money due from
deliver Weeke Cookie count toward Digital Cookie recognitions. • Have a plan for safeguarding money. (Avoid walking around
Cookie Girl Scout Cookie all girls selling cookies) of 20 boxes or more.
with large amounts of cash or keeping it at home or school.) the sale to the troop leader (or GSWPA for my
Jan. 4 Nation
al
sales they will count toward the final recognitions.
• Payment is made to the troop throughout the program, as Indie Girl Scout).
Feb. 13-21 Cookie
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m ends end
Feb. 22-24 rch 17 Cookie
Progra
donati
ons Mascot Portal for Girls! Calling all Cookie Rookies! directed by your troop leader. In the event that I fail to pay on time, I
Feb. 22-Ma OSA online • You should obtain a receipt for all cookies received and understand I am liable for the amount not paid,
March
17 Girls enter a fun-filled world featuring New to the Cookie Program? This fun, payments made. You may be asked to produce these plus all costs, interest, and legal collection
May 28 the go-for-bold clouded leopard 10-minute video can help your Girl Scout receipts in the event of a dispute. fees incurred by GSWPA in the collection of
theme. There, they’ll find games, understand the basics. Find it on our Cookie • Customers pay for their cookies when they’re delivered (not this debt. In addition, I will be ineligible to be
videos, and activities that inspire and Rookie page at gswpa.org/cookie-rookie. ordered) except for Operation: Sweet Appreciation and Troop appointed as a volunteer or participate in any
engage. They’ll even be able to vote Gift of Caring donation cookies. volunteer/program/camp position, and my Girl
on next season’s mascot! Check out • Girls should never take credit card numbers. Scout cannot participate in future product
littlebrowniebakers.com for this and Helpful selling tips for girls & families • For online payments, customers must purchase cookies sales, nor will she be approved for any financial
assistance, until the debt is paid.
other fun resources. through your Girl Scout’s Digital Cookie link.
• Encourage goal-setting. Ask your Girl Scout about her • Any fees incurred due to non-negotiable checks will be
troop’s goals and help her set personal goals.
All Aboard, Super Sellers! assessed back to the parent/guardian.
Parent/Guardian Signature Date
If your Girl Scout sells 600 or more boxes of • Support her! Ask her questions and help her practice
If your financial obligation is not fulfilled, you’ll be ineligible to be
cookies, she’ll receive the Super Seller patch her sales message. Help her take orders, arrange a Address
appointed as a volunteer or participate in any volunteer/program/
AND an exclusive invite to the 2019 Super booth sale site, and network with family and friends,
camp position until the debt is paid. In addition, your Girl Scout City State Zip
Seller Celebration. Girls can choose to hop but let her do the “ask” so she can learn important cannot participate in future product sales, nor will financial
aboard the Gateway Clipper in Pittsburgh OR business skills. assistance be approved, until the debt is paid. Driver’s License # State
the Oil Creek and Titusville Railroad in Titusville. • Use the Goal Getter Order Card after you turn in your
initial order card. Continue taking orders to meet your Protect your Girl Scout’s privacy. Email
Please note: The Super Seller event is a girl recognition. While Girl Scout’s goal. Girls’ names, addresses and email addresses should never be
attending the event is free for your Super Seller Girl Scout, given to customers. Use a group contact number or address Daytime Phone #
there is a fee for one accompanying adult, if adult attendance • Canvas your community with cookies! Load up the overseen by an adult for customers to request information,
sled, wagon, or turn the family vehicle into a cookie- Evening Phone #
is desired. Adult attendance is NOT required. Transportation to/ reorder, or give comments. Protect customer privacy by not
from the event is not provided by GSWPA. mobile. (Be sure to keep safety rules in mind.) sharing their information.
• Visit neighborhoods one more time before the
cookie season ends. Give your customers a second Be Internet wise. Staying safe is our priority.
How the cookie crumbles chance to stock up before cookies are gone for Girls are permitted to email friends and family to promote their NEW! Personalized
Troop proceeds, girl recognitions , sales and where they can get cookies. Before girls start any online
and service unit bonuses— 23%
another year. Tip: Leave a door hanger including an
activities, whether sending emails to friends and families, using Crossover Patch
Cost of adult’s contact info. (gswpa.org/cookie-resources) Get a fun crossover patch for participating in
Digital Cookie or using social media, girls should read and discuss the
cookies • Become a registered volunteer. Her troop needs help both the MagNut and Cookie Programs:
Cost of Cookie Program Girl Scout Internet Safety Pledge. Print the pledge, review, and sign
24%
support — 3% chaperoning booth sales, picking up cookies, and more. the pledge together. Download the pledge at gswpa.org/cookie-resources. • Created your avatar during the
• Say thank you! Add a thank you note with an adult’s MagNut Program
Council-sponsored programs, Learn more about the Cookie Program and find resources for • Sent 15 emails during the MagNut Program
contact information when delivering cookies so customers
events, properties, training, and
scholarships — 50%
can order more! (gswpa.org/cookie-resources) your Girl Scout at:
gswpa.org/cookies • Sell 250 packages in the 2019 Cookie Program
6Cookie Rallies
Start the cookie fun for girls with a Cookie Rally!
GETTING STARTED
What’s a Cookie Rally?
It's an event that combines learning and cookie fun to inspire and prepare girls to have a great cookie
season. Research shows that girls who attend a cookie rally have much higher cookie sales than those who
don’t get the chance. Certainly, they have more confidence in their sales and lots of fun!
How It Works
Rallies usually start with the girls in a large group and then break into smaller groups to visit activity
stations. Girls gather again at the end for a high-energy send off.
Connect with your SUCM to see if a service unit cookie rally is planned in your area. If there isn't one, host
one for your troop! Find these and other rally activity ideas on littlebrownie.com:
7Cookie Card Lineup
All your favorites are back! Eight varieties are offered on this year’s order card and are sold to
PROCEEDS, REWARDS & RECOGNITIONS
customers for $5 per box.
$
5/box
Troop Proceeds
Troop proceeds help fund a troop’s community projects and the BOLD troop activities girls participate in
throughout the year.
This year, troops can earn up to $.98 per package!
Troop Proceed Tiers
Troops earn the following proceeds for participating in the 2019 Girl Scout Cookie Program:
$.80 per package Base rate for troop proceeds
$.85 per package Super Troop—Troops that reach a PGA* selling of 175 packages or more
$.90 per package Super Troop—Troops that reach a PGA* selling of 225 packages or more
Additional $.05 per
Additional Proceeds Option (see below)
package
Troops with a minimum of 5 girls selling in the MagNut and Girl Scout Cookie Programs AND
$.02 per package
reach a PGA* selling of $175 in the MagNut program and a PGA* selling of 160 packages in the
MagNut bonus
cookie program will receive a $.02 bonus per package of cookies.
Troops with a minimum of 5 girls selling in the MagNut and Girl Scout Cookie Programs AND
$.03 per package
reach a PGA* selling of $250 in the MagNut program and a PGA* selling of 160 packages in
MagNut bonus
the cookie program will receive a $.03 bonus per package of cookies.
*PGA = Per Girl Average
Additional Proceeds Option
Junior, Cadette, Senior, and Ambassador troops can opt out of receiving individual recognitions and earn
an additional $.05 per package sold. The entire troop must participate in this option, because opting out
can’t be done on a girl-by-girl basis.
To decline recognitions and receive additional proceeds:
1. Submit the Opt-Out Form to your SUCM by the deadline.
2. Check the Opt out for additional proceeds box on the Settings tab in eBudde.
3. Allocate cookies to girls through the Girl Orders tab in eBudde. For troops opting out of recognitions,
girls will still receive all patches, the initial order recognitions, the Super Troop T-shirt, and any of the
1,000-package level and above recognitions, if earned.
8Service Unit Bonus
Help your service unit earn a $.01 per package bonus on all sales for the service unit treasury. Last year,
18 service units earned almost $3,000 for their treasuries!
PROCEEDS, REWARDS & RECOGNITIONS
Service unit requirements to earn the bonus:
99 have a combined troop sales increase of 5% or more
99 host a cookie rally
99 all troops must be paid in-full by April 12 or have submitted the
required girl delinquency paperwork by April 1
Check with your SUCM throughout the sale to see how close your
service unit is to reaching the bonus goal!
Rewards and Recognitions
Along with the 5 Skills girls learn through the cookie program and proceeds earned by troops, girls earn
individual recognitions for their efforts. They can choose between specific items or Girl Scout Bucks at
select levels. Check out the Family Guide and order card for recognitions and levels.
Girl Scout Bucks
Have your girls thought about Girl Scout Bucks as a recognition choice? Use
$5 Girl Scout Bucks
In recognition of the 2019 Girl Scout Cookie Program them as payment toward any GSWPA-sponsored camp or service unit day
camp, at camp Trading Posts, at GSWPA Shops, and for annual membership fees
This certificate is awarded to
Troop # Service Area #
OFFICE USE ONLY
processed through GSWPA. Remember: Girl Scout Bucks are doubled when used
Girl Scout Bucks may be used as payment for
Corporate Office council-sponsored programs and camps, annual REDEEMED AT:
30 Isabella Street registration, service unit day camps, and purchases DATE:
Pittsburgh, PA 15212 at GSWPA Shops and Camp Trading Posts. No change Expires: September 30, 2019
800-248-3355 will be given when redeemed. Awards that are not Acct. # 8136-320-1300
gswpa.org redeemed by the expiration date are void. �Used at 2X value
toward a GSWPA-sponsored camp. See your Camp S'more for camp details.
Please note: Girl Scout Bucks expire Sept. 30, 2019.
Super Troop
Get Super Troop rewards by reaching a PGA selling of 160, 175, and 225
packages! Girls who don’t participate aren’t included in the PGA selling
calculation even though they're listed in eBudde on the Girls tab. Check
your troop’s PGA selling on the Sales Report tab in eBudde throughout
the program to monitor your progress.
Tiered Levels for Super Troop
When troops reach a PGA selling of 160 packages or more, each girl
selling receives a Super Troop T-shirt, and two T-shirts are allotted for
troop volunteers.* Additional volunteer T-shirts are available for purchase,
if your troop earns them. Log on to gswpa.org/cookie-resources or vipetraining.littlebrownie.com to
download the order form. Order forms MUST be received by the deadline date to ensure order fulfillment.
*The two T-shirts alloted to troop volunteers must be manually entered into eBudde as part of the
troop's final recognition order. If the volunteer T-shirts are not ordered through eBudde, GSWPA may not
be able to fulfill the recognition.
When troops reach a PGA selling of 175 and 225 packages or more, the troop also earns an additional
$.05 in proceeds on every package of cookies the troop sold.
Tip: Additional cookies are available at cookie cupboards to help reach Super Troop status. You can
also get additional cookies from another troop; ask your SUCM to do a troop-to-troop transfer.
9Cookie Program Opportunities
Digital Cookie
The iconic Girl Scout Cookie Program you know and love has gone beyond the booth and allows girls to sell
DIGITAL COOKIE/SAFETY GUIDELINES
in their native digital space, offering them new ways to learn 21st century business skills. It’s easy, safe, and
full of FUN! Last year, more than 2,800 girls in GSWPA sold cookies through their personalized web page.
Through Digital Cookie, a girl can:
• share her cookie story
• earn recognitions
• access Cookie Business badges online
• track customer info, orders, and data
• send cool, ready-to-use marketing emails
• play games, watch videos, enjoy printable activities, and take fun quizzes
• use the smart goal-setting calculator
• make it easy for friends and family near and far to get their favorite Girl Scout Cookies
Digital Cookie will email parents and troop leaders a registration link in late December to the email
address identified in the parent’s/leader’s ‘MyGS’ membership profile. Registration emails are
specific to each girl and cannot be shared with others. The email will come from “Girl Scout Cookie
Program” (email@email.girlscouts.org). Be sure to have parents check their junk/spam/promotions
inboxes. If a parent doesn't receive an invitation email by Jan. 1, direct them to digitalcookie.
girlscouts.org and click the “Forgot password/Need a registration” email link.
Girl Delivery Option
Please note: Girl Delivery cookies purchased through Digital Cookie DO NOT count toward Digital Cookie
recognitions. However, they will count toward the final recognitions.
Customers can pay for their cookies with a credit card through Digital Cookie and have your Girl Scouts deliver
the cookies to their door. Don’t worry—parents must approve these orders for safety and practicality reasons.
Parents receive an email from email@email.girlscouts.org with the subject “You have a Digital Cookie in-person
delivery approval request!” letting the parent know their Girl Scout has received an order for delivery.
The parent must approve this order within 10 days or risk losing the sale. The parent should approve the
order before delivering it to make sure the customer’s payment is accepted. If the parent has not approved
the sale within 10 days, the customer’s second choice for the order is selected. The customer’s second
choice could be Cancel, Ship, or Donate. A tip sheet of steps for parents to approve a girl delivery order can
be downloaded from gswpa.org/cookie-resources and vipetraining.littlebrownie.com.
Because these cookies are physically handled by the girls in your troop, you must order these cookies
on the troop’s initial order (if order is placed before the initial order deadline), fill them from the troop’s
‘extra’ inventory, or place a pending order to a cupboard for additional cookies. The girl order card has a
designated line for parents to include Digital Cookie Girl Delivery orders, so they can be included with the
troop's/girl's initial order and delivered to the troop with the initial order.
Be sure to communicate with your parents on the status of the troop’s cookie inventory. Your troop may
need to pick-up cookies from a cookie cupboard. Only registered eBudde users can place a pending order
to a cupboard; however, anyone can be designated to pick-up the cookies (even the parent that needs
them!). To allow the parent to pick-up the cookies from a cookie cupboard, edit the information in the
‘Contact Info’ box to the parent's name and phone number.
10 More information on Digital Cookie will be communicated through Cookie Bytes.Safety Guidelines
All girls selling cookies must follow Girl Scouts of the USA (GSUSA) safety guidelines:
• Show you’re a Girl Scout. Wear a Girl Scout membership pin and/or Girl Scout clothing over your
DIGITAL COOKIE/SAFETY GUIDELINES
coat to identify yourself as a Girl Scout.
• Buddy up. Always use the buddy system. It’s not just safe; it’s more fun!
• Be street wise. Become familiar with the areas and neighborhoods where you’ll sell cookies.
• Partner with adults. Adults must accompany Girl Scouts in grades K-5 when taking orders, selling,
and delivering product. Girls in grades 6–12 must be supervised by an adult when selling door-to-
door and must never sell alone. Approved volunteers must be present at cookie booths in any public
place at all times.
• Plan ahead. Always have a plan for safeguarding money. Girls should avoid walking around with large
amounts or keeping it at home or school. Girls should give cookie money to supervising adults who
will deposit it in the troop’s bank account as soon as possible. Girls should never take credit card
numbers.
• Do not enter. Girls should never enter the home or vehicle of a person when selling or making
deliveries and should avoid selling to people in vehicles or going into alleys.
• Sell in the daytime. Sell only during daylight hours, unless accompanied by an adult.
• Protect privacy. Girls’ full names, addresses, and email addresses should never be given out to
customers. Use a group contact number or address overseen by an adult for customers to request
information, reorder, or give comments. Protect customer privacy by not sharing their information.
• Be safe on the road. Always follow safe pedestrian practices, especially when crossing at
intersections or walking along roadways. Be aware of traffic when unloading product and passengers
from vehicles.
• Be net wise. Take the GSUSA Internet Safety Pledge (find it at gswpa.org/cookie-resources) before
going online and follow the specific guidelines related to marketing online. Girls can’t collect money
online (except through Digital Cookie).
Online Marketing
• Girls can market cookies by sending emails to friends, family members, and former customers.
• Girls age 13 and older can use social networking sites that are closed communities, such as
Facebook, to market cookies.
• Sales may not occur online (for example, through a site that has an electronic shopping cart, online
auction sites, or public sale sites such as eBay and Craigslist) outside of Digital Cookie.
Guidelines for Online Selling
• Girls can use the Internet to market the cookie program to friends and family.
• The Girl Scout Cookie Program is a girl-led program and online marketing and sales efforts should
always be led by a girl while also being supervised by her parents or caretakers.
• For safety purposes, online marketing activities should always be done through accounts set to “private."
• Parents, girls, and volunteers should contact and collaborate with GSWPA in advance on any
news media opportunities.
• GSWPA reserves the right to intervene and request removal or remove any post.
11Cookie Cupboards
Troops can use cookie cupboards to get additional cookies or to exchange damaged product. They're
located throughout the council at select GSWPA offices and volunteers’ homes, so you have access to
BOOTH SALE PHASE
additional cookies.
Find a complete list of cookie cupboards on eBudde (Reports tab, Cupboards). We consolidate the
number of cupboards throughout the sale by moving cookies to well-used locations. The Cupboard report
automatically updates when cupboards open/close.
• Troops can take full cases and/or single packages from a cookie cupboard.
• Have damaged packages? Take them to your local cupboard to exchange for the same variety.
• Troop-owned cases/packages can’t be exchanged for a different variety or returned.
• Troops must place a pending order through eBudde on the Transactions tab to the cupboard for
additional cookies. Please place your order by Monday at 9 a.m., so we can facilitate the movement of
cookies to the desired locations. While you can still place orders after Monday at 9 a.m., these orders
may not be included in the cookie distribution planning for the upcoming weekend.
• Cupboards will "gray out" cookie varieties when they are no longer available.
• Only select GSWPA offices and select volunteer cupboards will be restocked.
• When you pick up the cookies, you’ll sign and receive a copy of the receipt.
• Troops are financially responsible for all cookies they pick up. Verify all cupboard receipts against the
Transactions tab in eBudde.
• Keep all receipts until Dec. 31, 2019.
Please note: There’s a limited availability of Savannah Smiles, Girl Scout S'mores, and Toffee-tastic at
cookie cupboards.
Service units are encouraged (but not required) to place a small service unit cookie order so troops in that
service unit can easily access additional cookies instead of going to a cupboard. Contact your SUCM to see
if an order has been placed in your area.
Who Can Pick Up Cookies?
When a troop places an order, the eBudde user placing the order can designate anyone to pick up those
cookies. Enter the name and contact information of the person picking up the cookies in the contact
section when you place your pending order.
Volunteer Cookie Cupboards
These cupboards are typically located in volunteers’ homes with their own hours of
operation. After you place your pending order through eBudde, check the Cupboard
Report (on the Reports tab) to see if your selected cupboard has any requests to verify
pending order, i.e., call before coming, use back door, text communicate only, etc.
(Look for a tip sheet in Cookie Bytes for details on how to place a pending order.)
GSWPA Cookie Cupboards—800-248-3355
These council cookie cupboards are open Monday-Thursday 8:45 a.m.-4:45 p.m.
and 9:15 a.m.-2:45 p.m. on Fridays, Feb. 22-Mar. 17.
Edinboro—Cupboard #001 Johnstown—Cupboard #006
Beaver—Cupboard #002 Kittanning—Cupboard #007
Greensburg—Cupboard #005 Pittsburgh—Cupboard #009
12BOOTH SALE PHASE National Girl Scout Cookie Weekend is Feb. 22-24! This special weekend is also the start of GSWPA’s booth sales. It’s a great opportunity to share the news about the Girl Scout Cookie Program. On National Girl Scout Cookie Weekend, Girl Scouts across the nation will celebrate and promote the 5 Skills girls learn while participating in the Girl Scout Cookie Program. Special marketing campaigns will run to help promote this weekend. Get a jump start to the booth sale time by holding your own booth sale during National Girl Scout Cookie Weekend. Cookie Booths Booth sales are a great way to increase your troop’s and service unit’s success. Cookie booths are girl- operated direct sale opportunities where customers purchase cookies from the troop. Booth sales can be scheduled Feb. 22-Mar. 17. All Girl Scout grade levels (Daisies-Ambassadors) can participate in booth sales. Adequate volunteer-to-girl ratio is required at all cookie booths. GSWPA-Arranged Cookie Booths GSWPA-arranged cookie booths are set up by the product sales team or submitted to GSWPA by SUCMs and are entered in eBudde. All GSWPA-arranged cookie booths are available to all GSWPA Girl Scout troops. Service Unit and Troop-Arranged Booths All booth sales at large businesses and outside of GSWPA-sponsored booths are considered to be service unit booths sales. Select booth sale sites are set up by your SUCM or service unit booth coordinator who will tell you how and when to sign up. SUCMs enter all service unit booth sales on the Booth Scheduler in eBudde. This allows the booth sale to be posted on the online Cookie Locator, as well as the Cookie Finder and Cookie Locator smartphone apps! (It’s extra marketing just for you!) Troops may NOT approach large businesses/big box stores (i.e., Walmart, Giant Eagle, etc.) for cookie booths. When a service unit sets up cookie booths, they’re able to request multiple days and times to accommodate the most troops and girls. This avoids multiple troops approaching the busy retail manager and double scheduling. 13
Troops may only approach small businesses (i.e. local hair salons, small gift shops, family-owned
businesses, etc.). Ask your SUCM or service unit cookie booth coordinator if there’s a site you want to
schedule that’s outside your service unit area.
BOOTH SALE PHASE
Follow the steps below to set up your troop’s booth sale.
1. Verify with your SUCM that the site is not part of the service unit's schedule or too close to a service
unit location.
2. Ask permission from the location.
3. Enter the details on the Booth Sites tab in eBudde thereby allowing your booth sale to be posted on
the online Cookie Locator, as well as the Cookie Finder and Cookie Locator smartphone apps!
4. Submit your request in eBudde to the SUCM for approval.
5. Your SUCM must confirm or deny the request. Possible reasons for denial: the site location is
inappropriate for girls or prohibited by GSWPA or the booth site location is out of your service unit area.
Cookie Booth Locations Guidelines
We encourage volunteers to use their best judgement in setting up cookie booths in locations that will be
open, accessible, and safe for all girls and potential customers.
• Certain locations may be inappropriate for young girls based on the standards of the local
community, may negatively impact the cookie program experience for girls, and/or may negatively
impact the Girl Scout Cookie brand in the community.
• For additional clarity, girls should not sell in front of establishments that they themselves cannot
legally patronize.
Think Beyond the “Booth”
A cookie booth doesn’t have to be a table set up in front of the grocery store. Maybe girls want to sell
with wagons through the neighborhood or have a drive-up cookie booth. Girls will have lots of ideas. Just
ask them! Remember, be sure to involve your SUCM in your booth sale plans.
Booth Scheduler
The eBudde Booth Scheduler will open on Jan. 10, 2019, at 7 p.m. This time-slot scheduler lists GSWPA-
arranged sites and sites submitted to GSWPA by SUCMs. It operates on a first-come, first-served basis.
Available booth time slots will be shown in green. You may sign up for one time slot the first week the
scheduler opens, one additional slot the second week, and an unlimited number of slots beginning the
third week. Check back! More sites may have been added, or a troop may have cancelled.
Booth-Specific Information
Most Booth Scheduler time slots will show specific information in the Notes section
regarding the location of the booth within the store, if it's indoors or outdoors, and what
you may need to bring with you. Do not contact businesses with questions about booth
time slots or booth-specific information. Please contact the individual identified on the
Booth Scheduler with any questions (most likely your SUCM).
Cancelling a Time Slot in the Booth Scheduler
If you need to cancel a cookie booth assigned to you in the Booth Scheduler, please do so as soon as you
know by going to the Council Sales section of the Booth Sites tab. This gives other troops an opportunity
to sign up for the time slot.
14Cookie Locator
All approved booth sales are automatically uploaded to Little Brownie Baker’s online Cookie Locator
(cookielocator.littlebrownie.com). The Cookie Locator allows customers to search for nearby cookie
booths by zip code. Be sure to follow the procedures regarding cancelling either Booth Scheduler or
BOOTH SALE PHASE
service unit/troop-arranged cookie booths as soon as you’re sure your troop cannot make it. This
ensures the Cookie Locator remains accurate for hungry customers.
How to Run a Successful Cookie Booth Sale
Supplies to Bring to Your Cookie Booth Include:
ɆɆ at least one cash box/bag with an appropriate amount of change
(Remember, cash cannot be withdrawn at an ATM from a troop account.)
ɆɆ calculator
ɆɆ poster with troop number and troop goal(s)
ɆɆ Operation: Sweet Appreciation display or Troop Gift of Caring box
ɆɆ 5 for Five! promotional materials
ɆɆ anything extra to Bling your Booth (Details on page 18.)
While at your Cookie Booth:
ɆɆ Check in with the store management when you arrive. They’ll let you know where you'll be located.
Be careful not to block doorways and entrances.
ɆɆ Only plan to stay for the time you’re scheduled. There may be other troops scheduled before or
after you. Please be patient and allow for transition time between troops.
ɆɆ If there’s a conflict or if there was an error made in scheduling troops, it was surely unintentional.
The troop with the printout from the ‘Current Signups’ page from the Booth Scheduler
corresponding with the time and location in dispute has priority. Remember, conflicts among
volunteers and parents are evident to the girls, the public, and the business management. Do not
bring the business management into the conflict. It could risk future booth sales at this location.
ɆɆ Girls should not yell at or disrupt customers. Always be kind.
ɆɆ Leave the area cleaner than you found it. Do not leave anything behind (empty boxes, bags, paper,
pens, etc.).
ɆɆ Girls may not sell products other than Girl Scout Cookies.
ɆɆ Girls must stay at their designated booth location. No wandering through the store.
Booth sale patches are available for purchase at
GSWPA shops and online.
Accepting Credit Cards
Many customers don’t carry cash these days and rely on their debit/credit cards.
Troops have reported an increase in sales when they accepted debit/credit cards at
booth sales. It’s a great way to increase your sales while at the booth sale! GSWPA
encourages troops to explore using a swipe device to accept credit cards at booth
sales. Please note: GSWPA will NOT reimburse swipe fees. Accepting credit cards
and paying all fees associated is a troop decision.
15Operation: Sweet Appreciation and Troop Gift of Caring
Girl Scouts have a tradition of giving back to their communities. One way girls can give back is through
PROMOTIONS & CONTESTS
GSWPA's two cookie donation programs—Operation: Sweet Appreciation (OSA) and Troop Gift of Caring
(TGOC). Troops can choose to participate in one or both donation programs.
Cookie Donation Programs Summary
Cookie Donation
Inventory Source for Donation Recipient eBudde Cost
Program
Cookies are ordered and shipped Active military and
Operation: Sweet
directly from the bakery and GSWPA. veteran support OSA $5
Appreciation
(Troops won’t handle cookies.) organizations
Troops deliver donated cookie Organization
Troop Gift
packages to the organization of their selected by TGOC $5
of Caring
choice using troop inventory. the troop
Cookie donations are tax deductible. Look for cookie donation receipts at gswpa.org/cookie-resources and
vipetraining.littlebrownie.com.
Operation: Sweet Appreciation
In this program, GSWPA cookie customers purchase cookie packages to donate to our Operation:
Sweet
U.S. military active duty and veteran service member organizations. Last year, GSWPA Appreciation
customers donated more than 50,000 packages of cookies! Promote Operation: Sweet
Appreciation to your customers door-to-door and at booth sales!
How does Operation: Sweet Appreciation work?
1. Customers make donations to girls at any time during the cookie season and at booth sales.
2. Girls collect $5 per package and turn it in to the troop leader.
3. Operation: Sweet Appreciation donations are recorded in eBudde on the Girl Orders tab in the OSA
column. Operation: Sweet Appreciation orders are included in the sales totals for recognitions.
4. Girl Scout troops never take physical possession of these cookies. These cookies are delivered to
support organizations directly from the bakery and GSWPA.
Troop OSA Cookie Challenge
Earn a Go-Getter Cookie Booth Kit for your troop! The kit includes:
• Samoas cookie costume • cookie cart
• button pins • yard sign
• tablecloth • money pouch
Requirements to earn the Troop OSA Cookie Challenge:
99 Troops must have a minimum of five girls participating in the cookie program.
99 Troops must have an OSA PGA selling (for all girls selling cookies) of 20 boxes or more.
16OSA Star Patches OSA and Star
Do your girls already have the OSA patch? Girls can add a star patch patches are
PROMOTIONS & CONTESTS
available for
(placed next to the OSA patch) to signify each year they participate in purchase at
OSA. There are no requirements to purchase this patch. GSWPA shops!
Operation: Sweet Appreciation Online Promotion
From Jan. 4 through Memorial Day (May 27), troops can earn credit for cookies purchased online.
Here's how it works:
• Customers make donations of any amount through gswpa.org/military—no minimum or maximum.
• Customers can select a specific girl or troop to benefit from their donation.
• For donations made after Mar. 17, troops and Indie Girls receive proceeds or program rewards,
respectively, for 10 or more donated packages. Donations less than 10 packages will go toward
GSWPA programming.
• Cookies sold through this online promotion don’t count toward recognitions if the donation was made
after Mar. 17.
Troop Gift of Caring
In this program, customers make a donation of Girl Scout Cookies from the troop's
inventory to a worthy organization, such as a local food pantry, shelter, care center, or
hospital. Encourage your troop to learn about the organization to truly provide the girls
with a full community experience.
How does Troop Gift of Caring work?
1. Customers purchase cookies from girls at any time during the cookie season.
2. Girls collect $5 per package and turn it in to the troop leader.
3. Troop Gift of Caring donations are recorded in eBudde on the Girl Orders tab in the TGOC column. Troop
Gift of Caring orders are included in the sales totals for recognitions.
4. These orders are filled from the troop's extra cookies at the end of the cookie program. The troop
delivers these cookies directly to their Troop Gift of Caring project organization. Please verify in advance
that the organization can take cookies. If your troop needs additional cookies to fulfill the Troop Gift of
Caring donation program, please place a pending order with a cookie cupboard.
The Gift of Caring patch is available for
purchase at GSWPA shops.
175 for Five! Customer Contest
The 5 for Five! contest helps girls and troops exceed their goals. When taking individual orders and/or
making sales at cookie booths, ask Girl Scout Cookie lovers to purchase five packages of cookies to
PROMOTIONS & CONTESTS
participate in the drawing to win five cases of their favorite Girl Scout Cookies. Last year, we received over
6,000 entries!
• The 5 for Five! promotion runs the entire program—Jan. 4-Mar. 17.
• For every five packages purchased, customers can enter at gswpa.org/5for5 for a chance to win five
cases of cookies.
• Troops can print their supply of 5 for Five! entry forms to give to customers. Entry forms are sent as
an attachment in Cookie Bytes or can be downloaded from vipetraining.littlebrownie.com.
• The drawing will be held in April 2019. This is a GSWPA-wide drawing. Five winners will be selected
and announced online at gswpa.org.
• Volunteers and members are eligible to win, but GSWPA employees and members of their
immediate family aren’t eligible.
This is a great way to boost your booth sales and encourage customers to learn about the 5 Skills
girls learn from participating in the cookie program.
GSWPA Bling Your Booth Contest
Who can participate? All GSWPA troops!
How does my troop enter?
Use your imagination and get creative to design a blinged-out booth to
spice up your booth sales. Each troop may submit one photo by visiting
gswpa.org/bling and completing the entry form. The deadline to enter
is Sunday, Mar. 24, at 11:59 p.m. Be sure to have a photo release for each
girl pictured.
How does voting work?
Photo entries will be posted to the GSWPA Facebook page (facebook.com/gswpa) the week of Mar. 25,
and voting will be open for one week after the photos are posted. Friends, family, and cookie customers
can vote for your booth by “liking” your troop's photo on our page. The three photos receiving the most
votes (likes) will win!
What can my troop win?
Winning photos will be featured on the GSWPA Facebook page.
First Place—$100 GSWPA Shop certificate
Second Place—$75 GSWPA Shop certificate
Third Place—$50 GSWPA Shop certificate
GSUSA Cookie Pro Contest 2019
Join us in celebrating the cookie entrepreneurial skills of Girl Scouts nationwide! Girl Scouts of
the USA's Cookie Pro Contest 2019 is an exciting opportunity to highlight the amazing skills and
experiences that girls gain through participating in the Girl Scout Cookie Program. See the inside back
cover of this guide for more details!
18eBudde
eBudde, the online cookie management system provided by Little Brownie Bakers, is where you place
your troop’s initial order, track cookie packages, credit payments received from girls, record troop cookie
eBudde
transactions, and select girl recognition items.
Visit eBudde at ebudde.littlebrownie.com to get started.
Hint: There’s also a link on gswpa.org/cookies.
Check out the Quick Links to get to cookie resources even faster!
eBudde Help Center
The eBudde Help Center is a dedicated website that provides even more direct support for digital and
traditional sales. You can access this resource by clicking the Help Center tab.
eBudde Users and Girls
All eBudde users MUST be registered, approved GSWPA volunteers.* GSWPA will process an initial upload
of troop leaders. If you're a troop leader not included in the upload, please ask your SUCM to add you. All
troop cookie chairs (i.e. cookie moms) must be manually entered into eBudde by the troop leader.
*With the exception of Indie Girl Scout parents managing their daughter's cookie sales.
Girls must be registered members to sell Girl Scout Cookies. Only GSWPA can add girls to eBudde.
GSWPA will begin uploading registered girls in December and will continue to regularly upload girls
throughout the cookie season.
Troop Rew
eBudde Evolution to Mobile Order
ard
Little Brownie Bakers is making it even easier for volunteers to manage their cookie sale on-
the-go with the eBudde Troop App. While the full functionality of eBudde is not available on
the app, volunteers can perform key eBudde functions while on the move.
19eBudde Tab Descriptions
Dashboard — Default screen that shows important messages, calendar, checklist, dates, and your SUCM's
eBudde
name and email address.
Contacts — Allows you to edit your contact information. This includes name, address, and phone number.
This does not include changing the email address. That must be done by the user from the login screen. Do
not uncheck the "Receives email" or "Active" boxes.
Settings — Allows you to select the proceeds option (for Juniors, Cadettes, Seniors, and Ambassadors
only). Add additional troop eBudde users by clicking "Edit Settings" at the top of the screen.
Girls —Displays girl members registered to the troop. Please contact GSWPA Customer Care at
customercare@gspwa.org or 800-248-3355 if a girl is not listed.
Init. Order — This is where you enter your troop’s initial cookie order. You can also order cookies for booth
sales, which will be delivered with the girls' initial orders.
Delivery — Allows you to view your delivery information, print your troop’s delivery confirmation, select
a delivery time from the clock (count-n-go & warehouse only), designate your troop or another troop as
picking up the cookies, and designate if you're picking up cookies for another troop.
Girl Orders — Track girl initial, booth, and additional orders and payments. To see an individual girl's details,
click on her name.
Booth Sites — Allows you to select council booth sale sites and/or request a troop booth sale site. You can
also distribute approved booth site cookie sales to the girls.
Transactions — Record of all cookie transactions (initial order, cupboard pickups, and troop-to-troop
transfers). This is where a troop places a pending order to a cookie cupboard.
Rewards — Where the girls' recognition choices are selected.
Deposits — Troop deposit recording. This tab is view-only and displays all deposits/debits made
throughout the troop's cookie sale.
GOC Org — Allows you to record the Troop Gift of Caring donation organization, if participating. If your
troop participates in TGOC, please input the organization receiving your cookie donations.
Sales Report — Recap of all troop financial information, including the amount due to GSWPA.
Reports — The Cupboard report lists all open cupboards and their location/hours of operation. The Delivery
Station report lists the delivery site information, including address and contact information. The Delivery
report will only display sites available to the troop. The DOC report provides Digital Cookie information.
Help Center — This tab provides direct support for both digital and traditional sales.
20Setting Up eBudde
NEW! Single Sign-On Portal
eBudde
For all users:
The single sign-on portal will connect you to eBudde™, eBudde™ DEMO, Girl Scouts® VIP eTraining™, or Girl
Scouts® Cookie Locator. Your username (email address) and password designate your level of access to the
Little Brownie Technology Tools.
To access the Little Brownie Technology Tools, eBudde will send users an email invitation. Email invitations
are specific to each user and cannot be shared.
Forgot your password? Go to the Login page and click Forgot Password.
Note: Only the user can change their email address. This is done on the login screen.
Important First Steps in eBudde
When logging into eBudde for the first time, please:
Contacts Tab
• Update your contact information.
Settings Tab
• Add additional users, including your adult troop helpers, i.e., troop cookie managers, booth helpers,
etc. All must be approved volunteers.
• Enter your troop’s goal.
• Verify your troop's level. If your troop's level is incorrect, contact Customer Care at 800-248-3355 or
customercare@gswpa.org.
Girls Tab
• GSWPA uploads the first and last name, grade level, and ID of each girl to eBudde who's
successfully registered by the time of uploads (starting in December).
• For registered girls that need to be added, please contact Customer Care at 800-248-3355 or
customercare@gswpa.org.
• Enter each girl’s sales goal and T-shirt size.
Access previous season’s data (for returning troops/users only) by clicking the desired sales season from the
dropdown menu at the top left of the screen.
21You can also read
