Cookie Troop Manual - Girl Scouts of Central and Western ...

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P a g e | 32 • If a situation arises in which a parent fails to pay for the cookies that were received for his/her child, the troop will turn in all of the receipts for that child (for both cookie and money transactions) to the Service Unit Cookie Manager, along with a completed Delinquent Form. Receipt Tips: • At the back of each book is a cardboard “backer” that is to be inserted between the receipt you are writing on and the next one. This will keep the printing from showing through to the next copy. • Using one receipt book for cookie transactions and another book for money transactions makes it easier to find receipts later on. • If possible, pre-write the receipts for each girl prior to delivery day to ensure that the information is correct and neat. It may not be possible for the accounting staff to collect delinquent funds if we do not have accurate and readable receipts. Receipts are required EACH time cookies and/or money changes hands between the troop and parents. ACH (Automated Clearing House) Payments Troop Instructions Why ACH? There are many reasons why using this method of payment makes sense for Girl Scout troops. Troops no longer have to locate a specific bank, possibly having to travel out of their way to make traditional deposits to the council account. Troops no longer have to be concerned with numbered deposit tickets issued by the council. Troops no longer have to enter tedious deposit transactions into Nut-E. Troops will no longer have to wait up to 8 weeks for refunds of overpayment funds. How much money will the ACH withdrawal take out of our TROOP account? The council will email each troop prior to the ACH withdrawal date notifying the troop of the amount to be withdrawn. The amount will never exceed the amount due the council and will not include the troop proceeds. GSCWM will run a detailed report from eBudde in order to determine how many cookies each troop has in their inventory. When will the ACH transaction occur?
P a g e | 33 February 12, 2013 ($1.50/box) March 11, 2013 (Final Balance Due) All cookies in the troop’s inventory will count toward the amount due. On February 6, GSCWM will generate an eBudde report to determine how many cookies are in the troop inventory. On Feb 7, GSCWM will email the amount to be pulled from ACH. This email will be sent to the email address provided in eBudde by the troop leader. It is vital that troop leaders update the contact information in eBudde. This process will be repeated for the March 11, ACH pull. On March 5, GSCWM will generate an eBudde report to determine how many cookies are in the troop inventory. On March 6, GSCWM will email the ACH reminder to troops with the specific amount to pull. What happens if there is not enough money in the TROOP account to cover the balance due to the council? Troops have until February 11 for the February 12 withdrawal and March 8 for the March 11 withdrawal to notify Julie Guerra at GSCWM that there will not be sufficient funds to cover the balance due. At this time an alternative payment date will be determined. If the troop does not notify the council and the ACH transaction proceeds for an amount greater than the account balance, the troop account will incur an insufficient funds fee from their banking institution. Aria Ingraham, Finance Department, 1-800-462-9100 ext 3636 or aingraham@gscwm.org How does it work? 1. Complete the ACH Form and submit no later than December 9, 2012. This form gives GSCWM permission to accept the ACH payment from the TROOP account. Send form to: GSCWM Finance Department, 81 Gold Star Blvd, Worcester, MA 01606. 2. Girls are encouraged to not accept personal checks from customers. If checks are accepted, they should be made payable to the parent or the troop. 3. All proceeds from the Cookie Sale should be deposited into the TROOP bank account as soon as possible and in time for the withdrawals on February 12 and March 11. 4. The ACH transactions will automatically be made on February 12 and March 11. The troops will not need to do anything further to facilitate the transactions. 5. GSCWM will post the troop’s payment to eBudde after the successful transaction is completed. What about personal checks? It is strongly recommended that personal checks not be accepted for payment for cookies except from the most trusted sources. If checks are received, they should be made payable either to the parent who is receiving the check or to the troop. GS of Central and Western Massachusetts 2013 Cookie Program AUTHORIZATION AGREEMENT FOR AUTOMATIC DEPOSIT (ACH DEBITS) I (we) hereby authorize Girl Scouts of Central and Western Massachusetts, hereinafter called GSCWM, to initiate bank debits to the troop bank account indicated below and the depository (bank) named below, hereinafter called DEPOSITORY. PLEASE COMPLETE AND SUBMIT THIS FORM BY DECEMBER 9, 2012. PLEASE ATTACH COPY VOIDED CHECK HERE. If you have submitted a voided check for a previous sale you do not need to attach another check if
Page 1 and 2: Girl Scouts of Central and Western
Page 3 and 4: P a g e | 3 Table of Contents Learn
Page 5 and 6: P a g e | 5 The Girl Scout Cookie P
Page 7 and 8: the volunteer cookie team P a g e |
Page 9 and 10: how the cookie crumbles P a g e | 9
Page 11 and 12: goals & goal setting P a g e | 11 W
Page 13 and 14: P a g e | 13 Preparing Parents & Gi
Page 15 and 16: P a g e | 15 5 steps of cookie succ
Page 17 and 18: P a g e | 17 Sometimes we expect gi
Page 19 and 20: P a g e | 19 COOKIE LOCATOR = FREE
Page 21 and 22: P a g e | 21 In order to make booth
Page 23 and 24: ooth sales P a g e | 23 Booth Sale
Page 25 and 26: top tips for helping girls sell P a
Page 27 and 28: eBudde fingertip facts P a g e | 27
Page 29 and 30: P a g e | 29 2) Delivery informatio
Page 31: P a g e | 31 • Money should be de
Page 35 and 36: P a g e | 35 Rewards that Motivate

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