Troop Cookie Manager2018 HANDBOOK

GIRL SCOUTS OF NE KANSAS & NW MISSOURI

Service Unit Product Sales Manager (SU PSM):

Preferred contact method:

Smart Cookie login:

Smart Cookie password:

My initial order pick-up date/time is:

My initial order pick-up location is:

My Cookie Cupboard location:

Cookie Cupboard hours:

TABLE OF CONTENTS

Thank You 3

Cookie Program Support 4

Basic Facts about the Annual Girl Scout Cookie Program 4

To Do List for Troops Prior to December 21, 2017 7

Cookie Booths 10

Cookie Ordering and Cookie Inventory 13

Managing Girl Scout Cookie Money 17

Recognitions 18

Troop Turn In with the SU PSM 19

Running Reports 19

Accidents 20

Safety 20

Social Media 20

FAQs 20

Glossary 21

Calendar 22

THANK YOU for growing future business leaders!

We value all the time you give to make the Cookie Program possible for girls!

YOU are mentoring our future entrepreneurs as they celebrate reaching their goals and build skills that last a lifetime.

We appreciate all you do for girls, the countless hours you spend away from your family and the dedication you show every day!

Yours in Girl Scouting,

Joy Wheeler, CEOGSKSMO Board of Directors and Staff

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Cookie Program Support

We have a support system in place when you need help. Here’s where you can find assistance.

Your main point of contact is your Service Unit Product Sales Manager. This volunteer, also known as SU PSM, is your go-to for SU specific information (cookie delivery date, receipt turn in date) and general questions about the cookie program. Sometimes the answers to your questions are SU specific so start with them.

We also have the following support in place to assist your SU PSM:

Smart Cookies Help Desk: ABCTech@interbake.com or 800-953-3730. The help desk can assist with technical questions for Smart Cookies and they can assist with correcting mistakes in Smart Cookies or helping you complete tasks. If they can’t help you, they know who to refer you to.

Cookiegrams are emails that remind you about next steps, provide reminders and direction. They include links to video demonstrations and the Troop Cookie Manager (TCM) Handbook.

Have your profile updated on Smart Cookies with the email address you prefer so you receive updates from GSKSMO. All Cookiegrams are archived on our website (www.gsksmo.org under Cookies+/Resources). Here you’ll also find support materials for the program including printable order cards for girls, links to Product Sales Banking and more.

If you’re on Facebook we strongly suggest that you like our GSKSMO Facebook page. Lots of announcements and reminders are posted on our page; it’s a great way to keep up to date on everything happening in our council.

The Product Sales Team is also available for help. The best way to get ahold of us is emailing cookies@gsksmo.org. That allows us to look up details and answer your question quickly.

The Cookie Program should be fun and educational for the girls and for you. If you find that you’re confused by any step please reach out to your support system. If you make an error in Smart Cookies it can be fixed. If instructions are confusing, let us know and we will help!

We enjoy assisting you and we appreciate your constructive feedback. Thank you for all you do to support the girls in your troop and the girls in our council.

SMART TIP: Our emails sometimes get filtered to spam folders. Gmail users have a folder called Promotions that is also a place where our emails get filtered. If you find an email from us in your spam or promotions folder please make sure to mark it as not spam.

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Basic Facts about the Annual Girl Scout Cookie Program

How does the Cookie Program work?

We are an order taking council which means the girls take orders, submit them the troop, the troop places orders, picks up the cookies and distributes to girls. Girls deliver cookies and collect payment at time of delivery. Payments are turned in to the troop. Our council’s program begins December 21, 2017 and officially ends March 11, 2018.

Who can participate?

Girl Scouts at all levels may participate. Every Girl Scout should be offered the opportunity to participate with the parent/caregiver deciding whether the Girl Scout will participate. Selling cookies is not a requirement. Troops cannot force a girl to take an assigned number of packages. Girls should be registered for the current Girl Scout year.

What does the troop get?

Troops earn 65¢ per package of cookies. The remaining balance is used to pay the baker, pay for the girl’s recognitions and to support all functions of GSKSMO. Cookie proceeds earned by girls in GSKSMO stay within our council.

What does the girl get?

The Cookie Program is first and foremost a program with emphasis on badge-earning. Troops should work on a new badge every year.

Proceeds from cookies may not be assigned to girls; the troop should decide, as a group, how the proceeds will be spent. All proceeds should be split evenly among ALL girls in the troop regardless of the number of packages each girl sells.

Girls also earn individual recognitions. Our goal is that our recognition program provides things the girl can use or have an experience from. At some levels girls can opt to

choose Cookie Dough instead of an item. Our

recognitions are cumulative. Each girl should receive a recognition worksheet with her order card outlining what she can earn. Troops are asked to distribute recognitions prior to Memorial Day weekend, 2018. (Please note that recognitions usually arrive to Service Units in early to mid-May.)

What is Cookie Dough?

Cookie Dough is a girl recognition that girls can opt to earn in place of an item; the recognition flyer indicates where Dough can be earned. Cookie Dough can be used to offset GSKSMO in-store purchases, online purchases (new for 2018), day and resident camp fees, adventure programming, GSUSA Destination travel and GSKSMO travel programs. Girls who earn Cookie Dough are mailed a postcard in April, 2018. More information is available at gsksmo.org/cookiedough.

What kind of cookies are there?

We offer nine flavors: Thin Mints, Caramel deLites, Peanut Butter Patties, Peanut Butter Sandwiches, Lemonades, Shortbreads, Thanks-A-Lots, S’mores and Trios. All varieties, except Trios, are listed on the order card and can be reordered throughout the program by troops.

How much do cookies cost?

Our traditional line of cookies retails for $4 per package. Trios, our gluten-free option, retails for $5 per package. Troops and girls may not sell cookies at any other prices. This includes pricing incentives like buy four, get one free, BOGO offers, etc.

When can girls start?

Girls may begin taking orders in person (from anyone) on December 21, 2017. If a girl wishes to participate online, she may begin sending emails the same day. Parents/caregivers should submit a signed permission slip to the troop before a girl receives an order card. If the Girl Scout has multiple residences (for example mom and dad live apart) each adult taking cookies should sign a permission

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slip. If mom wants the girl to participate and signs a permission slip, cookies should not be given to Dad until he signs a permission slip.

When do troops get cookies?

The first order, called the INITIAL ORDER, is delivered over a nine day period to the Service Unit in February, 2018. SU PSMs will announce when and where to pick up cookies. They will also ask for help with the process. The troop submits their first order, online, by 11:59 pm on January 15, 2018 in Smart Cookies.

To learn more about placing your initial order, turn to page 13.

Can troops get more cookies?

Troops can place reorders throughout the program (reorders are called PLANNED ORDERS because you are planning to pick them up) and will pick them up from a Cookie Cupboard. Every troop is assigned to a Cookie Cupboard. Some SUs have their own cupboards for the troops in their own SU; other SUs are assigned to a larger cupboard that serves more than one SU. Those details will be shared by your SU PSM. New for 2018: Planned Orders are due in the Smart Cookies system by 9 pm CST each Sunday.

To learn more about getting more cookies (placing a planned order), see page 15.

Are there any restrictions on where or how cookies can be sold?

Girls may not sell to businesses to resell them nor may they leave them at a business for them to sell for the girl. Cookies cannot be sold after April 30, 2018. Cookies may not be sold for more or less than the established retail pricing. Cookie Booths cannot be held anywhere where the age of entry, or the majority of product sold, is for someone 18 or 21 years of age or older. Examples include bars, vape shops and adult-oriented businesses.

Can the girls sell online?

This year, registered girls will be sent an email asking them to set up their own Smart Cookie profiles. From this email they will be able to email friends and family to invite them to purchase cookies. Girls can send Girl Delivery emails to local friends and family as well as

Direct Ship emails to those friends and family who are too far away to get a girl delivery. More information on online sales will be sent via Cookiegram, direct to families, in December, 2017. We also include steps in our Smart Cookie Supplement, in case you’re interesting in learning how it works.

What is a Cookie Booth?

A Cookie Booth is an optional aspect the program where troops and girls set up a stand in partnership with a retail location to sell cookies. Some Cookie Booths are managed by the council or the Service Unit; some are arranged by the troop. To learn more about Cookie Booths, turn to page 10.

What’s Cookie Share?

Our council has a virtual Cookie Share program which means customers purchase cookies that will then be delivered to organizations the council has chosen. It’s virtual because the girls sell and collect $4 for each share but neither the girl nor the troop ever has to have the physical cookies.

GSKSMO supports the USO, the VA Hospitals in Topeka and KC and Harvesters. We may add other organizations if needed. Girls who sell 12 or more packages for our virtual Cookie Share receive a special patch*.

Sales are tracked in Smart Cookies and funds are turned in the same as when a girl sells a package of cookies to a customer.

If the program is over in March, why don’t the girls receive recognitions until May?

The program officially ends on March 11, 2018. Follow up work is done from mid-March through the end of March by troops and Service Units. The Product Sales team works to review each troop and complete follow up work throughout April. The recognition order is placed in late March and takes approximately four to six weeks to process.

*Girls must support our virtual program to receive the patch.

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To Do List for Troops Prior to Dec. 21, 2017

1 Pick up supplies

You will pick up from your SU PSM

Girl materials (one per girl)

o Order cards

o Recognition fliers

o Money envelopes

o Permission slips (one per girl, can print more online)

Receipt books (three to four per troop)

One package of S’mores cookies

2 Create a filing system, by girl, to organize her permission slip(s) and receipts.

3 Make sure you have Product Sales Banking Materials

Product Sales deposit materials are used to deposit checks that are collected as part of the cookie program. All checks collected as part of the cookie program should be deposited into the Product Sales account.

Product Sales deposit materials are different than your everyday troop account materials.

Troops in communities that do not have a Bank of America will receive deposit slips from their SU PSM.

If there is a Bank of America in your community you need to request Product Sales deposit materials online at gsksmo.org/cookieresources (Product Sales Banking tab). Troops may also reorder materials this way.

4 Host girl and parent meetings but do not host them together!

Girls have varied attention spans depending on age and want to talk about what’s fun for them. Parents/caregivers want to know details: dates, expectations, rules and regulations. Older girl troops need service hours; reach out to your SU to recruit girls to engage your troop while you meet with parents.

At the girl meeting discuss:

o What badge are we going to work on?

o Do we have a goal in mind? If so what is it and how many packages of cookies will that goal require?

o Do we want to host cookie booths?

o Cookie booth etiquette

o Safety guidelines for door to door and online sales

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At the parent meeting discuss:

o What badge the girls will be working on

o What the troop goals are and what proceeds will be used for

o Safety guidelines for door-to-door and online sales

o Social media guidelines

o Dates: start, end, deadlines for reorders, when money is due and when initial orders arrive

o Review the order card; does your troop have Trios or no?

o Parental obligations regarding payments/orders; cookies CANNOT be returned to the troop or council

o Ask for assistance: Troop Cookie Manager(s)*. If you do not have one (or a team), ask! You'll need help with picking up cookies at the initial order and support with cookie booths (you need two adults)

o Let parents know that they will receive, for their girls, an email explaining online cookies sales

o Importance of parent support for the girls

o Ask parents to fill out permission slips, then hand out girl materials:

- cookie order cards and recognition fliers (one each per girl)

- money envelope (one each per girl)

o Only the parent/caregiver may sign for cookies. Girls may not

o Only the parent/caregiver may turn in payment. Cookie money should never be sent with the girl

o Lost or stolen cookies and/or money is the responsibility of the parent/caregiver

*Adults handling money on behalf of the troop and/or product should be currently registered with Girl Scouts and should have completed a background check.

At both meetings:

o We strongly suggest creating a written agenda with bullet points you can hand out to parents. Be firm about dates and expectations

o Enjoy a sample of our S’mores cookies. The baker provides one package per troop so you may need to cut in pieces.

Support materials for parent and girl meetings can be found online at gsksmo.org/cookieresources.

5 Enter the booth lottery (if applicable)

If you are in the KC Metro* area and, if applicable, enter the booth lottery in Smart Cookies. (*Cass, Clay, Jackson & Platte counties in MO; Jackson & Wyandotte counties in KS)

If you are not in the KC Metro, please see your SU PSM for more details regarding Cookie Booths in your community.

For more information on Cookie Booths, turn to page 10.

For information on how to enter the booth lottery, please see page 11 and your Smart Cookies supplement.

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6 Set up your profile in Smart Cookies

What is Smart Cookies? Smart Cookies you’ll track your girls, their orders, their payments and all of the cookies your troop. Your first step is to set up your profile.

If you were registered as the troop’s Troop Cookie Manager (TCM) by mid-October, you were emailed a registration at the email we have on file. If this email was not received, or you were not registered at the TCM, your SU PSM can resend the email. Contact your SU PSM to get registered.

From the link you’ll create your own log in and password and update your contact information.

SMART TIP: Please enter a day time phone number in your contact info; that way we know where to call you if we need to contact you.

7 Review your girls' profiles in Smart Cookies.

Girls who are registered for the 2017-18 membership year are automatically uploaded to Smart Cookies. Girls will receive an email asking them to complete their own individual profiles; this will allow you to collect their t-shirt size and all them to create an online profile so that, if they wish, they may market cookies to their friends and family via email.

If a girl is not listed in Smart Cookies you are welcome to manually add her however you do need to her family to get her registered. You will also be able to send the girl an email to that she may also update her profile and create an online presence.

To see your Girl Scouts in Smart Cookies, log in to abcsmartcookies.com

1. Hover over My Troop and choose Troop Roster

2. Click the Add New Girl button

3. Enter all required fields.

4. DO NOT ENTER any data in the GSUSAID field.

5. Enter the girl’s t-shirt size. If she earns the t-shirt recognition her shirt will be ordered in this size. Exchanges are not possible so be sure it’s correct.

6. Enter parent info (name, email and phone)

SMART TIP: If you manually add a girl try to use the same name she will be registered with. For example if Lily’s real name is Lilian, there’s a good chance the parent/caregiver registered her as Lilian.

If you see a girl listed twice or the name of a girl who is not in your troop, please email details (name, troop number, SU number) to cookies@gsksmo.org. Do not transfer cookies from one name to another.

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Academy Sports + OutdoorAce Hardware StoresAldiAll American Indoor SportsAMC TheatresAmerican Legion IndependenceAndy’s Frozen CustardAnimal Clinic of BoardwalkApex Climbing GymApple MarketAt HomeB&B TheatresBarnes and NobleBass ProBelger Arts CenterBest BuyBichelmeyer MeatsBig BiscuitBig LotsBroadway CafeBurlington Coat FactoryCabela’sCasey’sCash SaversCentral Library (MO)CostcoCostentino’s MarketCountry MarketCrowley FurnitureCrown CenterCVSDick’s Sporting GoodsDollar GeneralEuston HardwareFamily VideoFeldmansFirst WatchFive BelowFulk ChiropracticFurniture Mall of KansasGen X ClothingGo Chicken Go (all locations)Grain Valley MarketGreenAcres MarketHalf Price BooksHarbor Freight ToolsHen HouseHendrick LexusHobby LobbyHyVeeIbex Climbing GymIKEAIndependence CenterJo-Ann Fabric + CraftKansas City River MarketKansas City Soccer DomeKmartKohl’s

Leedy Voulkos Art CenterLegendsLovesLowe’sMacy’sMain EventMaj-R Thrift Discount StoreMenard’sMichael’sMidwest CycleryNebraska Furniture MartNuts + BoltsOffice Depot/OfficeMaxOld NavyOld Time PotteryOneLife FitnessPack’s HardwarePayless Discount FoodsPetcoPetSmartPinstripesPizza 51Planet FitnessPlaza BranchPrice ChopperPryde’s Ole WestportRancho MarketRaygunRed Star StudioREIRoeland Park DomeROKCRunning Horse Ranch & HomeSam’s ClubScheel’sSearsSky ZoneSoccer NationSproutsStrasser HardwareSummit FairSunfresh MarketSunrise MarketSutherlandsTaco BuenoTargetToys R USTrader Joe’sTrue Value HardwareWaffle HouseWaldo HardwareWalgreensWalmartWalmart Neighborhood MarketWestlake HardwareWild ChildZona Rosa

Cookie BoothsCookie Booths are an optional way for Girl Scouts to sell cookies in the community. They can be a great way for girls to learn what it’s like to run a business—marketing, people skills and money management are all skills needed to run a booth!

In highly desirable locations like grocery stores and big box stores, the council and/or the SU may decide to manage those locations for the troops in the area. This allows troops to share the location equitably versus one troop securing the

site for full days and weekends.

No Call ListThe No Call List is a list of highly sought after stores and businesses. In the metro KC area, these locations are contacted by volunteers from our Cookie Booth Committee. This allows us to secure locations for the troops and not overwhelm the stores.

Troops should not contact the businesses on this list. Some will be part of the cookie lottery (metro KC) or managed by the SU; some have already told us no.

Locations in the Metro KC area, defined by Cass, Clay, Jackson & Platte counties in MO; Jackson & Wyandotte counties in KS, are managed by lottery. If you are not in these counties please contact your SU PSM for more information.

If a location is not on the No Call List troops are welcome to make arrangements on their own. All locations must be approved by council. See your Smart Cookies supplement on how to enter a Cookie Booth into Smart Cookies.

By entering your booth in the system it also will load to the national cookie booth finder app. This is only necessary if you secured the location on your own.

NO CALL LIST LOCATIONS:

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Entering the Booth Sale LotteryThe lottery opens Dec. 5, 2017 and closes at 11:59 pm on Jan. 1, 2018. There is no advantage tied to when you enter. Troops who enter but do not win a spot will be contacted by the Product Sales team the week of Jan. 2. We will review available options with you. During this time the Cookie Booth function of Smart Cookies is disabled.

Information on how to enter the Cookie Booth lottery will be sent out to troops in a Cookiegram, via email, in late November. Cookiegrams are archived at gsksmo.org/cookieresources.

Booth Sale Prep

1. Secure a location

2. Secure girls and adults; make sure they are prepared for the weather. Most booths are held outside.

• Minimum one girl and maximum four girls at every booth. We do not allow booths without Girl Scouts.

• Minimum/maximum of two adults at every booth. Even if there is only one girl, we need two adults so there is always one at the table and one with the girl.

3. Create signs, props if desirable. Dollar store balloons, table cloths and décor are economical. Promoting Cookie Share is a great way to show another way Girl Scouts give back!

4. Order cookies for the booth

5. We estimate troops sold approximately 50 packages an hour at high traffic locations. Number of packages sold depends on what varieties you stock and if you’ve promoted the booth. Weather may play a factor as well.

6. Thin Mints: You must have Thin Mints for your booth. Thin Mints are the no. 1 selling Girl Scout cookie (26% of our sales). You'll also want to have the top-selling varieties but plan accordingly based on average sales. Here are average sales, by variety, for our council in 2018:

• Peanut Butter Patties: 15%• Caramel deLites: 15%• S’mores: 11%• Lemonades: 10%• Peanut Butter Sandwiches: 10%• Shortbreads: 6%• Thanks-A-Lots: 6%

7. Get change and a change box ahead of time. Get plenty of ones and fives!

8. Have tables, chairs and a way to move the cookies from the car to the booth. Some stores provide tables and chairs but most don’t. Look to the location notes for this info.

BLING YOUR BOOTH 2018

We’re excited to bring our annual Bling Your Booth contest back for 2018. This is a great way for girls to learn how to market a cookie booth and for the troop to win some great prizes. Watch our Facebook page (facebook.com/gsksmo) and the S’more e-newlsetter (email prdept@gsksmo.org if you’re not receiving) for more info.

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SMART TIP: If you’d prefer to transfer all of the cookies manually, complete a troop to girl transfer manually. See page 16 for those instructions.

At the Booth Sale and After

1. Be ready to go at your start time and ready to close out at the finish, especially if you’re at a location where another troop is there before and after you.

2. Be friendly and always say thank you even if the answer is no from a potential customer.

3. Have fun but be respectful. Watch your volume and don’t shout at customers.

4. Girls should stay with the booth. Do not let girls wander throughout the business.

5. Consider submitting your booth to our annual Bling Your Booth contest.

6. Leave the area better than you found it. Take all trash and supplies with you and dispose offsite. Do not jam empty case packaging in the store’s trash can.

7. Give the girls who worked the booth credit for the sales of the booth. There are two ways to do this; the Smart Booth Divider (see below) or a Troop to Girl Transfer (see page 16 in this handbook for instructions on Troop to Girl transfers).

To use the Smart Divider, login to Smart Cookies at abcsmartcookies.com

By entering cookies in the Smart Divider you're crediting the girl for packages but she is not financially responsible for these cookies. Our video instruction gives troops instructions on dividing booth cookies after each booth or dividing all cookies sold at all booths at the end of the program. Our instruction below is for distribution after a single booth.

1. Hover over Booth and choose My Reservations.

2. Click the booth sale you are distributing cookies for. Do this by scrolling. Click Booths Left to Distribute to filter the booths that do not have cookies distributed.

3. At the far right of the row, click on the three dots on the far right; a tab will extend.

4. Click on Smart Booth Divider.

5. Verify the booth is correct. If it isn’t click the back arrow to change the booth.

6. Enter the number of packages sold, by variety, at the booth.

7. Click Save and Distribute button.

8. Click Select Troop Girls (next to Save & Distribute) and select girls that you wish to include in the distribution (click on the box to the right of their names.)

9. Girls selected appear on the grid and the divider will distribute as evenly as possible. Any remaining packages will need to be manually distributed. To do this in Smart Divider, edit the boxes.

10. Once complete, click save. You'll receive a confirmation package and all packages will show as distributed.

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Cookie Ordering and Cookie Inventory

Initial Order – Due Monday, January 15, 2018 (11:59 pm deadline)

The first order placed by a troop is called the Initial Order. Prior to January 15, 2018 troops need to collect orders from girls (do not keep the girl’s order cards; they need to know where to deliver their orders). Orders are placed into Smart Cookies by girl.

• Orders are placed by girl, by packages

• DO NOT ENTER ANYTHING IN THE TRIOS COLUMN, EVEN IF YOU PRE-ORDERED TRIOS. YOUR ORDER WILL BE ENTERED FOR YOU.

• Cookies are rounded up to full cases; we do not distribute packages. Troops are responsible for those packages. Cookies may not be returned to council. If you are concerned about extra packages please contact us at cookies@gsksmo.org so we can help you with tips on how to get rid of them.

• You may enter additional cookies if you would like to. If you have a booth sale prior to February 15 this is strongly recommended.

To place your initial order, login to Smart Cookies at abcsmartcookies.com.

Under Orders, choose Troop Initial Order. If the troop participated last year, data from last season will show.

1. Under the red bar that Build Order By: Troop or Girl, click Girl

2. Our unit of measure is packages. You will be entering the number of packages each girl wants

3. Enter each girl’s order. DO NOT ENTER ANYTHING IN THE TRIOS COLUMN (applies to all troops)

4. After you’ve completed all of your girls, look to see how many extra packages you are getting

5. If you would like more packages for upcoming booth events, enter them in the booth section

6. Your total will be shown in total package quantity and total dollar quantity at the bottom.

7. There is also a place for notes. Those notes are for you only; we do not see them. DO NOT ENTER MESSAGES FOR YOUR SU PSM OR THE PRODUCT SALES TEAM in notes. Instead, email us directly.

8. Choose your delivery location, date and time. Most troops will have one location and date to choose from. You may also be able to pick a time, but not everyone will have that choice. Editing the delivery location allows you to change your appointment however it does not hold your previous appointment.

SMART TIP: Every variety of Girl Scout cookies has 12 packages in a case.

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Picking Up Your Order

Damages

Storing Cookies

Distributing Cookies to Parents/Caregivers

Your SU PSM will alert you to your troop’s pick up time and location. Each troop is responsible for moving the cases from the SU pick up site to the troop’s secure location.

• Arrive early; if you are assigned a time and you are late, you may have to wait.

• Count and double count your order. Once you sign the receipt you are responsible for what you receive.

• Plan to pick up your full order. SU PSMs are not responsible for your cookies. Many do not allow partial order pick up. Cookies cannot be left over night. Recruit help if needed.

Approximate Number of Cases, by Vehicle Type:

VEHICLE *with driver only NUMBER OF CASES

Compact Car 23

Hatchback/Small Wagon 25-30

Mid-Size Sedan (six passenger) 35

Minivan/SUV (eight passenger) 60

Full-Size Wagon 75

Van (seats left in) 150

Van (seats removed) 200

Damages at Delivery

Bring any damages noticed at delivery to the attention of the SU PSM. If it can be fixed then it will. If it cannot, order a replacement on a planned order and bring it to your cupboard to exchange.

Damages after Delivery

If you open a case and there’s a problem, place a planned order and bring it to your cupboard to exchange.

Questions about damages?

Email cookies@gsksmo.org.

• Cookies should be kept in an odor-free, controlled temperature (40-70 degrees, F) location.

• Do not expose cookies to dirt, fuel, exhaust, pets or cigarette/tobacco smoke.

Best practices:

• Sort orders prior to parent pick up

• Have a helper

• Fill out a receipt every time you give a parent packages of cookies. This is a requirement.

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GIRL SCOUT S’MORES

TRIOS

Distributing Cookies to Parents/Caregivers

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Ordering Additional Cookies, AKA Planned Orders

Managing Inventory

Your troop is assigned to a Cookie Cupboard; your SU PSM can tell you what cupboard you are assigned to.

Troop may order two times per week. The deadline to order each week is Sunday, 9 pm. Cookies will be picked up the following week. These orders are called PLANNED ORDERS.

To place a planned order login to abcsmartcookies.com

1. Hover over the orders tab and click on planned order

2. Your cupboard options will be listed. For most troops you’ll have a single choice.

3. Select a date and time and click save. You may edit by picking edit under each category.

4. Enter your order. Planned orders are always in cases.

5. Click save

6. If you’d like, click print receipt at the bottom. You will not need it to pick up your order; it’s for your reference only. Also, note that it will say Not Approved which means the order hasn’t been picked up. Once you pick up the order and the Cupboard Manager enters it in Smart Cookies the order is approved

7. You can delete the order by clicking delete

8. We allow two planned orders per week. If you need to edit your order you may do so if it is before the deadline (9 pm, Sunday) by visiting the Manage Order screen under orders

SMART TIP: Every variety of Girl Scout cookies has 12 packages in a case.

Managing Girl Inventory

In order for the girl to get the recognitions she earns cookies have to be assigned to her. This will also keep track of how much each girl is financially responsible for.

To assign cookies to a girl TCMs need to TRANSFER cookies to the girl. Cookies ordered in the initial order do not have to be transferred to the girl; they are automatically assigned.

Transfers do need to occur if:

• Your troop ordered Trios and a girl sold Trios, individuall

• The Girl Scout sold any of the extra cookies the troop received as part of the initial order

• The Girl Scout sold any cookies the troop picks up at a cupboard

• If a Girl Scout works at a Booth Sale; she should be credited for her work

Managing Troop Inventory

Troops may transfer cookies to and from another troop. If a troop wishes to do this, the giving troop enters the transfer in Smart Cookies. The receiving troop’s TCM will receive an email confirming the transfer.

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Transfers

Tracking Cookie ShareTo execute a troop-to-troop, a troop-to-girl or a girl-to-girl transfer, log into Smart Cookies at abcsmartcookies.com.

1. Hover over the Orders tab and click Transfer Order

2. Select the option you need. Our video (located on our website gsksmo.org, Cookies+/Resources) demonstrates Troop to Girl. Under the Troop to Girl option you can transfer cookies to a girl two ways; the first is if you need to give a girl credit for packages she is taking beyond her initial order. The second is credit for booth sales. Transferring cookies to the girl gives her financial responsibility for the cookies, transferring to her in the booth sale category does not because you already have the money from the booth and you’re just crediting her with packages for working the booth.

3. Enter the quantities, by variety, you wish to transfer

4. Enter notes (optional) if you wish; these notes are for your reference only

5. Click save

6. If you would like a printable confirmation, click print

Girls participating in our Virtual Cookie Share program receive a patch when they sell 12 or more packages. To make sure they get credit, these sales have to be tracked in Smart Cookies.

To track Cookie Share sales log into abcsmartcookies.com

1. Hover over Orders and chose Virtual Cookie Share from the list

2. Enter the total number of packages you wish to credit the Girl Scout with

3. You can enter for one or more girls and you may enter as many times as you need to during the program. You do not have to wait (or you may choose to) to have all of the girl’s sales to give credit

4. Enter notes if you wish; these notes are for your info only

5. Click Save. You should receive a pop up window alerting you that the order was successfully updated

6. You may edit or delete your Cookie Share order by going to the Manage Order Screen (under the Orders tab).

SMART TIP: You do not need to complete a transfer for cookies ordered with the initial order; those are automatically transferred to the girl.

SMART TIP: If you pick up cookies from a cupboard, the cupboard will complete the transfer asap.

SMART TIP: If you gave your Girl Scout credit for any Cookie Shares during her initial order, you do not need to track those packages again. They are already assigned.

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Managing Girl Scout Cookie Money

Every troop should have an everyday troop account. This account is used for the regular business of troops. Troop leaders use this account to pay for supplies and activities; everything girls do as part of their Girl Scout year. If your troop collects dues they are deposited into this account. If a parent pays you for an activity (cash or check) it should be deposited into this account. If your troop does not have a troop account, please visit gsksmo.org/banking. You will find direction on how to set up your troop account.

! Every troop also needs Product Sales Deposit materials. These are different than your everyday troop account materials.

Checks are deposited in the Product Sales account. This protects troops from having to collect on bounced checks and the associated fees. Only checks for Product Sales Programs (cookies in spring, candy/nuts/magazines in fall) should be deposited in the Product Sales account.

To get Product Sales deposit materials, see page 7.

You will need to show original receipts for all deposits made into the Product Sales account. Mark every receipt with your SU and Troop number prior to turn in. If you make your deposit with a teller you’re welcome to request additional receipts. If you make a deposit at an ATM we suggest you request the receipt with images.

! All deposits into the Product Sales account MUST be entered into Smart Cookies.

Please refer to your Smart Cookies supplement for instruction on how to enter Product Sales account deposits.

Cash should be deposited into the troop account. This allows troops to keep their proceeds up front. Most troops deposit more cash than checks and need to pay off their cookie bill at the end of the program so be sure not to spend more than you earn. For information on how to finalize your Cookie Program finances, see page 19.

You do not enter deposits made into your troop account into Smart Cookies nor do you need to turn in receipts for deposits made into the troop account.

As parents/caregivers turn in the cash and checks they collected they should always receive a receipt.

Do not accept payments from the girls; you need an adult’s signature on the receipt.

Log your girl payments into Smart Cookies. Please refer to your Smart Cookies supplement for instruction on how to enter girl payments.

If the TCM is turning over cash and/or checks to the troop leader to deposit the funds should be counted in the presence of both parties and a receipt should be filled out.

DO NOT SKIP ISSUING OF RECEIPTS FOR ANY REASON.

YOU MUST USE THE RECEIPTS WE PROVIDE. IF YOU RUN OUT, WE WILL SEND YOU MORE!

Contact your SU PSM or email cookies@gsksmo.org to request.

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Recognitions

Opens March 1, 2018. Order due Friday, March 16, 2018 (11:59 pm)

Before you create a recognition order for your troop you should:

• Have all transfers (troop and girl) completed.

• Have all virtual Cookie Share packages assigned to the girls as appropriate

• Know what each girl wants for her recognitions. You cannot change this after the recognition order is in place. Items may not be swapped for Cookie Dough and Cookie Dough may not be swapped for items. For more information on Cookie Dough see page 5.

• Be sure that t-shirt sizes are correct for those who have earned, exchanges are not possible.

• Creating a recognition order should be the last thing you do in Smart Cookies.

Please see your Smart Cookies supplement for directions on how to place your troop’s recognition order.

NOTE: An order for achievement bar patches (100+, 200+, etc.) and Cookie Share patches do not show on your recognition order. The Product Sales Team will place this order.

Picking up Recognitions

Your SU PSM will alert you when and where to pick up recognitions. Troops receive girl recognitions for all levels except for the following:

• All Cookie Dough postcards will be mailed to the address we have on file with the girl’s registration in mid-April 2018

• Girl Scout Day at the K/Sit in a Suite at GS Day the K: girls will be emailed at the email address on file with the girl’s registration

• Girl Scout Day at Worlds of Fun: girls will be emailed at the email address on file with the girl’s registration

• Custom Pullover, etc.: girls will be emailed a redemption form at the email address on file with the girl’s registration

• Silver chains and charms: girls will be emailed a redemption form at the email address on file with the girl’s registration

• Kiwi/Tinker crate: girls will be emailed a redemption form at the email address on file with the girl’s registration

• Laptop: girls will be emailed a redemption form at the email address on file with the girl’s registration

SMART TIP: Online sales continue throughout March 11, 2018 so you may want to wait until March 13, 2018 to finalize your recognition order if anyone in your troop sold cookies online.

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Troop Turn In with the SU PSM

Your SU PSM will let you know when you will meet with her/him for final turn in.

DO NOT BRING CASH OR CHECKS TO YOUR TURN IN MEETING. Your SU PSM is forbidden from accepting cash or checks on behalf of your troop.

You will need to bring:

• Receipts from deposits made into the Product Sales Account. Mark each with SU and troop number

• Contact details on any parent/caregiver who has not completed the program

• How much is owed?

• Why (if you know) has the parent not yet paid?

• Correctly filled out (dated, signed, complete) receipts showing the transactions between the troop and the parent.

• Signed girl permission slip

• Parent contact information (name, address, phone, email).

If you cannot provide any of the items listed above the troop must handle the collections with the parent/caregiver.

If the troop has not completed sales at the time of turn in your SU PSM will fill out a form that helps us keep track of who still needs to finish. If you have further work to do (sales, deposits) you will communicate with the Product Sales team (cookies@gsksmo.org). Other than distribution of recognitions, your SU PSM has completed her/his work for the program.

! Deadline to finish is April 30, 2018.

SMART TIP: If you turn in a parent/caregiver to your SU PSM and the parent pays you, please let the Product Sales Team know by emailing details to cookies@gsksmo.org.

IMPORTANT NOTES:

• Do not withhold recognitions if a parent/caregiver has not paid.

• Do not wait to submit the parent/caregiver. If you do not submit at the time of your SU PSM meeting the troop forfeits the opportunity and must handle the collections.

• Troops should NOT pay for a parent/caregiver.

• Troops do not get to keep the troop portion of the unpaid parent/caregiver balance. We will pay the troop if and when the parent/caregiver pays.

Running Reports

If the data you are looking for is not on your dashboard you can run reports.

To run a report, login to abcsmartcookies.com

1. Hover over reports and click Current.

2. Choose the Report Category in the left hand box, then the Report in the right hand box.

3. Click Go To Report and choose the format you prefer

SMART TIP: For previous year’s reports, click Archived. If the archived report is not available, email your request to cookies@gsksmo.org; we may have the info you need.

SMART TIP: If this is a report you’d like to access regularly, click Add to Favorites. On your next login the report will be under Reports/Favorites.

Accidents

If there is an accident involving a Girl Scout, please use these guidelines:

• Give priority attention and all possible care for the injured.

• Secure help as appropriate (call 911).

• Call GSKSMO 24hr emergency line (816-759-3040)

• If applicable, do not make any media statements. Media inquiries should be directed to Gina Garvin, VP of Brand & Marketing at 816-759-3046.

Safety

Our first priority is our Girl Scout’s safety. Please review Safety Activity Checkpoints with girls, parents and volunteers. You can find the Safety Activity Checkpoints at gsksmo.org/besafe.

• Girls must be accompanied by an adult when going door to door.

• Do not enter customer homes, go up to an automobile or follow a customer into a business, alley, etc.

• Girls should never carry money with them.

• Only sell in familiar areas during daylight hours.

• Never give out (or use on signs or flyers) girls names, addresses or email addresses. Always use an adult’s information.

Social Media

Girls 13 and older may use their own social media sites (i.e. Facebook, Twitter, Instagram) to promote cookies. Girls under 13 should use a parent/caregiver account with the adult’s consent. GSKSMO also allows postings on sites such as Craigslist.com but encourages everyone to be smart about where to meet a customer. For more information see the Girl Scout Internet Safety Pledge at gsksmo.org/besafe under Safety Activity Checkpoints.

FAQs

A Girl Scout transferred to/from my troop in the middle of the program. What do I do?Email details (SU number, former troop number, new troop number) to cookies@gsksmo.org. The Product Sales Team will address the situation with each leader and assure that all steps are taken to make sure all details are addressed. Please do not transfer cookies.

What if someone complains about the cookies?Email details (customer contact info including name, phone number or email) to cookies@gsksmo.org. Ask the customer to keep the packaging. We will contact the customer and take care of any issues. Please do not refund the customer or replace cookies from your troop inventory.

What if I’m contacted by the media? If local media reaches out to do a story on your Cookie Program, that’s great! We ask that you refer any media requests to Gina Garvin, our VP of Brand & Marketing. You can email her at prdept@gsksmo.org or call her at 816-759-3046.

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21

Glossary

ABC: ABC is the baker our council contracts with for cookies

Bling Your Booth: Bling Your Booth is our annual troop cookie booth décor contest. Watch our Facebook page for more details.

Cookie Badges: There is a badge (or leaves for Daisies) that girls can earn as part of participating in the annual Girl Scout Cookie Program. Badges and Leaves are displayed on the front of the uniform and signal completion of an established set of learnings. Details on badges and pedals can be found in Girl Guides and the Volunteer Tool Kit. Badges and Leaves may be purchased in our Girl Scout Shop, online or in person.

Cookie Cupboards: Every troop is assigned to a Cookie Cupboard. This is where you pick up reorders (called Planned Orders) of cookies during the duration of the program but after your initial order delivery.

Cookie Patches: Cookie patches are fun patches and are displayed on the back of the uniform. Some are earned by reaching package sales goals as part of the girl recognitions; others may be purchased in the Girl Scout Shop, online or in person.

Cookie Pin: The Girl Scout Cookie Activity Pin is earned when a Girl Scout completes nine steps that celebrate the 5 Skills. The pin is available for purchase in the Girl Scout Shop, in person or online. Girls can earn the pin annually and they are worn on the front of the uniform. The color of the pin changes yearly; the 2018 Cookie Pin is sky blue. For more information on the steps required, turn to the back cover of this book.

5 Skills: The Cookie Program is first and foremost a program—meant to give girls experiences that will help them throughout their lifetime. The Cookie Badges and the Cookie Pin all reflect learning these skill sets: Goal Setting, Decision Making, Money Management, People Skills and Business Ethics.

SU PSM: Service Unit Product Sales Manager. This volunteer oversees the Cookie Program for all of the troops in your Service Unit (SU).

SU: Service Unit. Every troop is assigned to a service unit. The approximately 2000 troops in GSKSMO are grouped into 60 SUs.

TCM: Troop Cookie Manager. This volunteer oversees the Cookie Program for a specific troop. Some troops have more than one and split up duties.

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JANUARY 2018

S M T W T F S

1 Deadline for entering booth lottery

2Booth lottery runs

3 4 5 6

7 8 9 10 11 12 13

14 15 Troop orders due in Smart CookiesCouncil offices closed for MLK day

16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31

DECEMBER 2017

S M T W T F S

1 2

3 4 5Booth lottery opens

6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 PROGRAM BEGINS

22 23

24 25 26 27 28 29 30

Troops collect orders from girls for initial order (girls may continue to sell until the end of the program).

2018 COOKIE PROGRAM CALENDAR

31

MARCH 2018

S M T W T F S

1 Recognition or-dering begins

2 3Cookie Construction Learn more at gsksmo.org/con-struct.

4 5 6 7 8 9 10

11 PROGRAM ENDS

12 13 14 15 11:59pm Smart Cookies turned off for all troops

16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 31

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Troops meet with SU PSMs

Troops meet with SU PSMs

FEBRUARY 2018

S M T W T F S

1 2 3

4 5 6 7 8 9 10

11 12 13 144 weeks of Bling Your Booth starts NOW! See Cookie-gram for details.

15Council-sponsored booths begin

Council cupboards open

16 17

18 19 20 21 22 23 24

25 26 27 28

2018 COOKIE PROGRAM CALENDAR

Cookie deliveries to service units

Cookie deliveries to service units

Troops collect from parents, final bank deposits made, order recognitions

Operation Sweet Treat Weekend(National Cookie Days)

APRIL 30, 2018: Last day for late troops/parents to sell/deposit.

Visit the GSKSMO Girl Scout Shop to purchase your annual Cookie Pins, fun patches, Cookie Program marketing supplies and more. Go to gsksmo.org/shop for more information and store hours.

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