Troop Cookie Coordinator Guide 2013 - Girl Scouts of Central Illinois
Troop Cookie Coordinator Guide 2013 - Girl Scouts of Central Illinois
Troop Cookie Coordinator Guide 2013 - Girl Scouts of Central Illinois
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<strong>Troop</strong> cookie<br />
<strong>Coordinator</strong> <strong>Guide</strong>
<strong>Troop</strong> <strong>Coordinator</strong> <strong>Guide</strong><br />
Bloomington Service Center<br />
3 Westport Court<br />
Bloomington IL 61704<br />
309-662-5384<br />
Champaign Service Center<br />
701 Devonshire<br />
Suit B16<br />
Champaign, IL 61820<br />
217-328-5112<br />
Decatur Urban Program Center<br />
1100 E. Pershing Road<br />
Decatur IL 62526<br />
217-423-7791<br />
Peoria Service Center<br />
1103 W. Lake Ave.<br />
Peoria IL, 61614<br />
309-688-8671<br />
Peru Service Center<br />
2220 Marquette Road<br />
Suite 103<br />
Peru, IL 61354<br />
815-223-3613<br />
Quincy Service Center<br />
3837 Eastlake Centre Drive<br />
Quincy, IL 62305<br />
217-222-1030<br />
Springfield Service Center<br />
3020 Baker Drive<br />
Springfield, IL 62703<br />
217-523-8159<br />
GSCI Website<br />
GetYour<strong>Girl</strong>Power.org<br />
This book belongs to:<br />
Name ___________________________<strong>Troop</strong> ____________<br />
My Service Area <strong>Coordinator</strong> is:<br />
Name __________________________Service Area ________<br />
Address ___________________________________________<br />
City/State/Zip _______________________________________<br />
Email Address ______________________________________<br />
Phone (_____) ______-______ Best Time to Call ____________<br />
Cell Phone (_____) ______-_______<br />
Username ____________________<br />
Password _____________________<br />
Orders are placed at www.abcsnap.com. User name is citroop<br />
followed by your troop number@abcsnap.com example:<br />
citroop9999@abcsnap.com The password is admin2.<br />
<strong>Cookie</strong> Order Website<br />
www.abcsnap.com<br />
<strong>Cookie</strong> Program Resources, Goal Setting, and<br />
Online Marketing Tools<br />
www.abcsmartcookies.com<br />
GSUSA Website<br />
www.girlscouts.org
Dear <strong>Troop</strong> <strong>Cookie</strong> <strong>Coordinator</strong>,<br />
The <strong>Girl</strong> Scout <strong>Cookie</strong> Program has grown into a leading business and economic literacy program that is run by and for girls.<br />
The <strong>Girl</strong> Scout <strong>Cookie</strong> Program provides an important ingredient for leadership by helping girls develop five key skills: Goal<br />
Setting, Decision Making, Money Management, People Skills, and Business Ethics.<br />
Your most important function in preparing for the <strong>Girl</strong> Scout <strong>Cookie</strong> Program will be the time you spend with the girls in the troop.<br />
Through the <strong>Cookie</strong> Program, even the youngest <strong>Girl</strong> <strong>Scouts</strong> gain self-confidence and poise by learning how to greet customers<br />
and <strong>of</strong>fer cookies for purchase.<br />
The <strong>Troop</strong> Leader and <strong>Troop</strong> <strong>Cookie</strong> <strong>Coordinator</strong> should work closely throughout the sale and communicate the progress <strong>of</strong><br />
the sale on a continuing basis. This resource is written to help you organize and conduct the most successful cookie campaign<br />
possible and has been designed to help you make the most <strong>of</strong> your time and energy.<br />
We are excited to announce many big changes to this year’s sale, including using a Direct Sale format to sell cookies. Please take<br />
the time to thoroughly review the new updates to the program, general facts, important dates, guidelines, procedures, and forms<br />
provided. This guide should answer most <strong>of</strong> your questions.<br />
The <strong>Girl</strong> Scout <strong>Cookie</strong> Program is a great responsibility - it could not happen without you. We are confident you will find the<br />
experience to be both enjoyable and rewarding. Thank you for your support and dedication to the success <strong>of</strong> the program.<br />
In <strong>Girl</strong> Scouting,<br />
Kelly A. Day<br />
Chief Operating Officer<br />
Please feel free to contact us or your Service Area <strong>Cookie</strong> <strong>Coordinator</strong> for support and guidance.<br />
Clark (CJ) Hinrichsen<br />
Danielle Bourell<br />
Director <strong>of</strong> Product Sales<br />
Product Sales Specialist<br />
chinrichsen@girlscouts-gsci.org<br />
dbourell@girlscouts-gsci.org<br />
888-623-1237 extension 1108 888-623-1237 extension 1703<br />
217-720-2092 (cell) 217-622-6081 (cell)<br />
Kelly Day<br />
Chief Operating Officer<br />
kday@girlscouts-gsci.org<br />
888-623-1237 extension 1305<br />
217-620-7791 (cell)
to announce many positive changes this year, including using a Direct Sale format.<br />
Please take some time to thoroughly review the new updates to the program and use your troop coordinator guide as a handy<br />
reference. This manual should answer most <strong>of</strong> your questions.<br />
A Direct Sale format will provide your troop more opportunity in sales and troop pr<strong>of</strong>it. <strong>Girl</strong>s will earn <strong>Cookie</strong> Dough and recognitions<br />
throughout the entire program, including during <strong>Cookie</strong> Booths. This means that girls will earn more <strong>Cookie</strong> Dough and recognitions<br />
and parents/guardians will save lots <strong>of</strong> time because cookies in hand means just one transaction. Returning to customers’<br />
homes after an order has been placed is now a thing <strong>of</strong> the past!<br />
To help your troop manage your cookie inventory, and also to provide cookies for additional sales, your troop will be provided six<br />
opportunities to place a troop order. You will have one Initial Order and five additional Planned Orders. As in previous years, your<br />
initial order will arrive at your local delivery site. (After your Initial Order you will have five opportunities to place additional planned<br />
out troop orders.) The Planned Orders will arrive at strategic locations called cupboards. You will have an opportunity to choose<br />
your cupboard location if your area has multiple cupboards to choose from.<br />
<strong>Cookie</strong> inventory management will be very important to you. Inventory management requires communicating with girls and<br />
parents. With good communication between the troop cookie coordinator and parents, your troop will be able to have cookies<br />
when and where you need them and your troop will not end up with more than you need. Be sure to look at the resources on the<br />
<strong>Troop</strong> <strong>Cookie</strong> Resource CD. You will find several tools that will help you determine troop orders as well as tools that will help you<br />
keep track and manage your troop inventory.<br />
If you have questions we are here to help! Our Program Specialists, Membership Specialists, and Product Sales team will be happy<br />
to assist. Have a safe and fun cookie season!<br />
What’s Inside<br />
What’s New Page 5 <strong>Troop</strong> Proceeds and <strong>Troop</strong> Bonus Page 16<br />
Calendar Checklist Page 6 <strong>Cookie</strong> Dough and Recognitions Page 17<br />
What Is A Direct Sale Page 7 Council Recognition Levels Page 19<br />
The 5 Skills for <strong>Girl</strong>s Page 7 How the <strong>Cookie</strong> Crumbles Page 20<br />
Planning Your Sale Page 8 <strong>Cookie</strong>-Related Awards Page 20<br />
Selling tips Page 9 <strong>Cookie</strong> Cupboards Page 21<br />
Goal Setting Page 10 <strong>Cookie</strong> Booths Page 22<br />
Virtual <strong>Cookie</strong> Program Page 11 Snap Instructions Page 24<br />
Estimating Your Initial Order Page 13 Money, Deposits, and Collections Page 28<br />
Delivery Page 15 Frequestly Asked Questions Page 30<br />
Operation <strong>Cookie</strong> Share Page 16<br />
4
What’s New?<br />
Direct <strong>Cookie</strong> Sale!<br />
<strong>Girl</strong>s will have cookies in-hand to sell to customers starting February 1, <strong>2013</strong>. A Direct Sale is one stop shopping!<br />
<strong>Troop</strong> Bonus<br />
This year your troop will have the opportunity to earn $100 in troop bonus. Learn more in the <strong>Troop</strong> Proceeds and<br />
<strong>Troop</strong> Bonus section.<br />
Double per box earning potential!<br />
This year your troop will have the opportunity to earn $1.00 per box via Operation <strong>Cookie</strong> Share! Learn more in the<br />
Operation <strong>Cookie</strong> Share section.<br />
New <strong>Cookie</strong><br />
We have a new cookie to <strong>of</strong>fer our customers this year: Mango Crèmes. These tangy, refreshing tropical treats are<br />
packed with great taste AND vitamins! Crunchy vanilla and coconut cookies feature a mango-flavored crème filling<br />
with all the nutrient benefits <strong>of</strong> eating cranberries, pomegranates, oranges, grapes, and strawberries!<br />
<strong>Cookie</strong> Ordering Procedures Have Been Updated<br />
Our ordering procedures have changed to accommodate the Direct Sale format. You will have many opportunities<br />
to keep up with your customers’ cookie demands with ABC Snap’s new ordering procedures. Learn more and all the<br />
how-to’s in the <strong>Cookie</strong> Ordering section.<br />
Virtual <strong>Cookie</strong> Sale<br />
Beginning January 15, <strong>2013</strong> girls will have the opportunity to get an early start on the sale by logging onto<br />
www.abcsmartcookies.com and send out e-cards to family and friends to notify them <strong>of</strong> the sale.<br />
5
Calendar Checklist<br />
Dates<br />
Activity<br />
o January 2 (Wednesday) <strong>Troop</strong> leaders may begin to enter initial cookie order in Snap.<br />
o January 5-11 <strong>Cookie</strong> rallies.<br />
o January 11 (Friday) Initial troop cookie order due. Order is by the case.<br />
o January 11 (Friday) Last day to be ACH ready.<br />
o January 15 (Tuesday) Virtual <strong>Cookie</strong> Program begins (www.abcsmartcookies.com).<br />
o Jan. 25-31 (Friday-Thursday) Delivery <strong>of</strong> product to delivery sites.<br />
o February 1 (Friday) Direct Sale begins. Please no early selling. <strong>Girl</strong> Scout Honor.<br />
o February 1 -March 3 <strong>Troop</strong>s may place Operation <strong>Cookie</strong> Share orders anytime during the sale.<br />
Use the reorder function in Snap.<br />
o February 3, 10, and 17 <strong>Troop</strong>s place planned orders (by packages) in Snap by 8:00 p.m. Sunday.<br />
o February 15 (Friday) <strong>Troop</strong>s may begin to have booth sales.<br />
o February 19 (Tuesday) First ACH sweep (50% <strong>of</strong> initial order less troop pr<strong>of</strong>it).<br />
o February 24 and March 3 <strong>Troop</strong>s place planned orders (by packages) in Snap by 8:00 p.m. Sunday.<br />
o March 10 (Sunday) Last day for recognition orders to be placed, end <strong>of</strong> Booth Sales.<br />
o March 12 (Tuesday) All cookie money to troop leader.<br />
o March 14 (Thursday) Outstanding Balance forms due to service centers.<br />
o March 15 (Friday) Final money deposited into troop accounts.<br />
o March 20 (Wednesday) Second ACH sweep.<br />
o April 15 (Wednesday) Recognitions will be available for pick up.<br />
o May 1 (Wednesday) Last day to turn in bad checks.<br />
o May 3 (Friday) Last day to sell cookies in GSCI Trefoil Boutiques.<br />
6
What is a Direct Sale and<br />
Why the Change?<br />
What is a Direct Sale?<br />
<strong>Girl</strong> <strong>Scouts</strong> <strong>of</strong> <strong>Central</strong> <strong>Illinois</strong> will be using a Direct Sale format to sell cookies for the <strong>2013</strong> <strong>Cookie</strong> Program. <strong>Girl</strong>s will have<br />
packages <strong>of</strong> cookies IN HAND to sell door-to-door to family, friends, and neighbors. <strong>Girl</strong> <strong>Scouts</strong> exchange cookies and payment<br />
in one easy step! No more taking orders, waiting weeks, and then returning for the delivery and money collection. A Direct Sale<br />
program condenses all that work into one simple step.<br />
Why a Direct Sale?<br />
Volunteers, parents and customers have asked us to simplify the <strong>Cookie</strong> Program for years. The Direct Sale will:<br />
• Be less time consuming for customers, girls, parents, and volunteers.<br />
• Reduce order and delivery to one easy step.<br />
• Give girls opportunities to sell more cookies and earn more money for troop activities.<br />
• Give girls cookies in hand for customers’ immediate gratification and more sales!<br />
The Five Skills for <strong>Girl</strong>s<br />
Everything girls do in <strong>Girl</strong> Scouting is designed to help them grow into leaders <strong>of</strong> courage, confidence, and character. The five<br />
skills girls learn through the <strong>Girl</strong> Scout <strong>Cookie</strong> Program are an important ingredient in the <strong>Girl</strong> Scout Leadership Experience.<br />
Here are a few examples <strong>of</strong> how participating in the <strong>Cookie</strong> Program teaches <strong>Girl</strong> <strong>Scouts</strong> skills that will help them grow into leaders<br />
in their own lives, leaders in business, and leaders in the world:<br />
Goal Setting: <strong>Girl</strong> <strong>Scouts</strong> set cookie goals individually and, with a team, create a plan to reach them. They develop<br />
Cooperation and Team Building skills along the way.<br />
Decision Making: <strong>Girl</strong> <strong>Scouts</strong> help decide how the team will spend their cookie money, furthering Critical Thinking and<br />
Problem Solving Skills that will help in many aspects <strong>of</strong> life.<br />
Money management: <strong>Girl</strong> <strong>Scouts</strong> take cookie orders, handle customers’ money, and gain valuable and practical Life Skills<br />
around financial literacy.<br />
People Skills: <strong>Girl</strong> <strong>Scouts</strong> learn how to talk to, listen to, and work with all kinds <strong>of</strong> people while selling cookies. These<br />
experiences help them to develop Healthy Relationship and Conflict Resolution skills they can use throughout their lives.<br />
Business Ethics: <strong>Girl</strong> <strong>Scouts</strong> are honest and responsible at every step <strong>of</strong> the cookie sale. Their business ethics reinforce<br />
the Positive Values they are developing as <strong>Girl</strong> <strong>Scouts</strong>.<br />
7
Planning Your Sale<br />
<strong>Cookie</strong> Training for <strong>Girl</strong>s and Parents<br />
When parents attend cookie training, the cookie experience is more enjoyable for everyone! This is a great way to motivate<br />
parents and their <strong>Girl</strong> <strong>Scouts</strong> to participate in the <strong>Girl</strong> Scout <strong>Cookie</strong> Program.<br />
I. Welcome and Introductions<br />
• Give out names, addresses, phone numbers, and hours <strong>of</strong> availability for yourself, <strong>Troop</strong> Leader (if applicable), and the<br />
Service Area <strong>Coordinator</strong>.<br />
II. <strong>Cookie</strong> Highlights<br />
• Introduce the <strong>2013</strong> theme: “What Can a <strong>Girl</strong> Do?”<br />
• <strong>Cookie</strong> Supplier – ABC Bakers, selling price - $4.00 per package.<br />
• Discuss the new Direct Sale format and the dates <strong>of</strong> the sale.<br />
• Introduce shop recognitions, earned recognitions and cookie dough (girls earn $.23 per box) – explain that all<br />
recognitions will be held until girl balances are paid in full. Remind girls that there is a 50 box minimum to qualify for <strong>Cookie</strong><br />
Dough.<br />
• Explain that girls will earn <strong>Cookie</strong> Dough and earned recognitions from the initial order period AND also for cookies sold<br />
during booth sales.<br />
• The Five Skills <strong>of</strong> the <strong>Cookie</strong> Program – goal setting, decision making, money management, people skills, and business<br />
ethics. It also provides needed funds for troops and council.<br />
• Explain the $.50 troop pr<strong>of</strong>it your troop will receive for each package sold.<br />
• Discuss the Operation <strong>Cookie</strong> Share Program and that the troop will earn $1 troop pr<strong>of</strong>it for each box <strong>of</strong> Operation <strong>Cookie</strong><br />
Share cookies ordered. Remind everyone to ask each customer it they would like to share a box <strong>of</strong> cookies with our<br />
military heroes.<br />
III. Program Activities<br />
• Visit www.abcsmartcookies.com for grade-level appropriate games and ideas. Discuss the Virtual <strong>Cookie</strong> Sale Program and<br />
online marketing tools. Demonstrate (if possible) how to set goals online and how to send e-cards.<br />
• Goal Setting<br />
> Review the goals already set through girl/leader planning.<br />
> Explain how each girl can do her part to reach the goal.<br />
> Use a goal chart and update it at each meeting.<br />
• Discuss safety tips, including internet marketing. Announce that the council goal is 150 packages per girl.<br />
IV. Marketing and Sales Techniques<br />
• Discuss sales tips, do role playing, and practice sales techniques.<br />
• Explain cookie booths and stress cookie booth etiquette.<br />
V. <strong>Girl</strong> Materials<br />
• Show a copy <strong>of</strong> the cookie card and brainstorm ways they can use the cookie card since they will not be taking orders<br />
ahead <strong>of</strong> time. Make sure to tell them that the cookie cards will be distributed with the cookies.<br />
• Have parents sign parent permission forms.<br />
> Discuss important dates – including the date(s) you want them to turn in cookie money.<br />
You will want them to turn money in periodically in order to ensure you have funds in the troop account to cover the<br />
automatic debits. Remind them to choose the recognitions on the back.<br />
• Ask for volunteers to help with the program. Possible ideas would be helping with initial order pick-up, cookie storage, help<br />
with cookie booths or visiting a cookie cupboard.<br />
VI. Introduce the <strong>Cookie</strong>s<br />
• Mango Crèmes<br />
VIII. Closing<br />
• End the meeting by thanking the parents/guardians for attending.<br />
8
Here are some tips to help girls during the program:<br />
Selling Tips<br />
1. Identify yourself, your troop, and the reason you are trying to raise money. Explain your troop goals, where you are<br />
going, what service project you are planning, etc.<br />
2. Be proud. Wear your <strong>Girl</strong> Scout uniform or pin.<br />
3. Use last year’s order card to ask repeat customers.<br />
4. Be cheerful and courteous. Thank people whether they buy or not.<br />
5. Collect money as you give the cookies to your customer.<br />
6. Don’t forget to record Operation <strong>Cookie</strong> Share packages on your order card. Take an Operation <strong>Cookie</strong> Share<br />
container along for donations that are under $4.<br />
7. Do not give cookies to customers without receiving payment.<br />
8. <strong>Girl</strong>s should practice selling to their families first. Getting those first cookie sales builds their self-esteem and helps<br />
them feel more comfortable when selling to other people.<br />
9. Make sure that girls know the products.<br />
10. Remind girls to tell customers that <strong>Girl</strong> Scout cookies are not available in stores and that the cookies freeze well and<br />
make excellent gifts!<br />
9
Goal Setting<br />
Goal setting is one <strong>of</strong> the most valuable life skills you can pass on to girls. Research has shown that girls who set goals will increase<br />
their sales by approximately 35%. We have the perfect online tool for the girls to set goals AND have fun!<br />
Encourage girls to:<br />
1. Visit the website www.abcsmartcookies.com<br />
2. Click on the left side banner COCO <strong>Cookie</strong> Command/<strong>Girl</strong> log-in.<br />
3. Set-up a user information<br />
4. Once the account is set up, girls can enter individual goals, update sales orders, track progress, as well as utilize online<br />
marketing resources.<br />
<strong>Girl</strong>s who sell 150 packages <strong>of</strong> cookies will earn this Goal Getter Patch!<br />
Other Goal Setting Suggestions:<br />
1. Talk to your troop about what they would like to do with their cookie proceeds, estimate the projected cost,<br />
and decide how many packages <strong>of</strong> cookies the troop will need to sell to be able to be able to cover the expenses <strong>of</strong><br />
the activities.<br />
2. Visit the website www.abcsmartcookies.com<br />
3. Click on the left side banner COCO <strong>Cookie</strong> Command/Volunteer log-in.<br />
4. Set-up a troop user information<br />
5. Enter a troop goal and track the progress<br />
Help girls make our council goal!<br />
150<br />
This year, our council’s goal is packages per girl!<br />
10
January 15<br />
Virtual<br />
<strong>Cookie</strong> Program<br />
<strong>Girl</strong>s will be able to get a head start on their cookie sale by participating in the Virtual <strong>Cookie</strong> Sale Program! Starting on January 15,<br />
girls will be able to log on to www.abcsmartcookies.com to create and send e-mail cards to family, friends, and customers to<br />
notify them <strong>of</strong> the upcoming sale. NOTE: <strong>Girl</strong>s must still collect money from customers in person and will still deliver cookie<br />
orders to customers. No money will be collected online and no cookies will be sent to customers from GSCI.<br />
Online Marketing with www.abcsmartcookies.com<br />
Log on to the website and click on the “<strong>Girl</strong>s” tab, and then click on the “COCO <strong>Cookie</strong> Command” tab. Next, set goals and make<br />
plans.<br />
If you have an account from last year, you can use the same account. If you can’t remember your account ID, click on the “Forgot<br />
ID” link and follow the instructions. If you currently don’t have an account, create a new account.<br />
1. Select Age Level.<br />
2. Register for a COCO Command ID.<br />
3. When you are signed-in, you will see tabs on your personal home screen. Select the “Online Marketing” tab.<br />
4. This will take you to the e-cards.<br />
• Once the e-Cards are sent, click “View e-Cards Sent.” A table will appear showing the number <strong>of</strong> Invitations Sent,<br />
Completed Orders, and a Response Percentage.<br />
• When a customer places an order, you and the customer will receive a confirmation email. Once the order is confirmed, the<br />
order will show up on the reports.<br />
• During the sale, you can check your sales by clicking “View Orders.” A table will be displayed showing packages ordered,<br />
amount confirmed, and amount pending.<br />
• Weekly, or as set by troops, click “View Orders.” There will be a link that says “Run Order Card Report.” Print this report and<br />
communicate with the troop to receive the cookies needed and to receive credit for recognitions.<br />
11
<strong>Troop</strong>s will sell more<br />
with a Direct Sale!<br />
GSCI 2012 Direct Sale Pilot <strong>Troop</strong>s<br />
Last season GSCI piloted 21 troops (3 from each region) using the Direct Sale format. Pilot troops reported that leaders, parents,<br />
and <strong>Girl</strong> <strong>Scouts</strong> loved this simplified approach and they found that customers liked the process as well. Sales for the pilot troops<br />
were up over 30% from the previous year! <strong>Troop</strong>s earned more troop pr<strong>of</strong>it and girls earned more recognitions and <strong>Cookie</strong> Dough<br />
than previously. The per-girl average for girls in the Pilot troops was 189 versus 134 for girls that did not participate in the Direct<br />
Sale format.<br />
• Nine <strong>of</strong> our sixteen 1500 Club members took part in the Direct Sale Pilot Program.<br />
• Councils who have gone to a Direct Sale format have had big sales increases. The increase in volume ranged from<br />
5-42% with the average being 11%.<br />
With this in mind, to make the sale easier for the leaders and more beneficial to the troop, we encourage you to order at least<br />
as much as you did last year. For new troops, we encourage you to order at least as much as our council average last year (134<br />
packages per girl). <strong>Troop</strong>s that have an initial order <strong>of</strong> 150 per girl (minimum <strong>of</strong> 750 packages) will earn a $100.00 troop bonus.<br />
This will eliminate running back and forth to the cupboards to get more cookies when parents and girls are asking for them.<br />
troops participated in a Direct Sale pilot program last year.<br />
21<br />
Here is what they had to say!<br />
“All customers loved that the cookies were on hand.<br />
They would also keep ordering more since they knew we had the cookies.”<br />
“The response in general was overwhelming!”<br />
“A huge success!”<br />
“I also believe they spent more. When they saw we would need to make change,<br />
they <strong>of</strong>ten told us to give them another box and donate it for Operation <strong>Cookie</strong> Share.”<br />
12
Estimating Your<br />
Initial Order<br />
Experienced Direct Sale councils know that troops who order at least 100% <strong>of</strong> last year’s initial cookie order will make fewer trips<br />
to the <strong>Cookie</strong> Cupboard! This saves valuable time because girls will not have to wait for more cookies to sell!<br />
How to estimate your <strong>Troop</strong> Initial Case Order (EXISTING TROOPS)<br />
<strong>Troop</strong>s who participate in the <strong>Cookie</strong> Program will use the <strong>Troop</strong> initial Order Estimate located on your <strong>Cookie</strong> Program Resource<br />
CD and on GetYour<strong>Girl</strong>Power.org > Program > <strong>Cookie</strong> Sale > Forms > <strong>Troop</strong> Initial Order Estimate (existing troops). This<br />
form will help you ESTIMATE your order. <strong>Troop</strong>s are not limited by this estimate and may order the quantity that will work best for<br />
them.<br />
Enter the requested information:<br />
• SA, <strong>Troop</strong> Number, Level<br />
• Number <strong>of</strong> girls selling<br />
• Contact name, phone, and email<br />
• Enter the number <strong>of</strong> cases from the 2012 Initial Order Report. Log on to www.abcsnap.com > Reports > Snap Archive<br />
Reports > select 2011-2012 > Next > Summary Reports > Total Sales Summary > Go to Report > Unit <strong>of</strong> Measure > cases<br />
> view report.<br />
• We are recommending that troops order 105% <strong>of</strong> their previous year’s order.<br />
• This form will calculate 105% <strong>of</strong> last year’s initial order. You have the ability to adjust these numbers to increase or decrease<br />
your order amount by changing your percentage in the gray box.<br />
• When placing your <strong>Troop</strong> Initial Case Order consider the troop’s goals for the year, the number <strong>of</strong> <strong>Cookie</strong> Booths being<br />
planned, and changes in the number <strong>of</strong> girls in the troop.<br />
• Do a “File Save As” and print a copy for later reference after you have completed the form.<br />
• See Snap Instructions on page 24 for directions on how to place your order.<br />
The <strong>Troop</strong> Initial Order Estimate will show you how many packages the troop would need to sell to reach Council Goal <strong>of</strong> 150<br />
packages per girl selling. You will also see what the current per-girl average (in packages) is for your troop based on the <strong>2013</strong> Initial<br />
Case Order.<br />
Initial Order: <strong>Cookie</strong>s will be ORDERED IN FULL CASES.<br />
Enter your <strong>Troop</strong> Initial Order in Snap by January 11, <strong>2013</strong>, at 11:00 p.m. CST. This initial order is placed at the troop level (not<br />
by individual girls).<br />
If you miss this deadline you must contact your Service Area <strong>Coordinator</strong> and you will have to place a Planned Order in<br />
Snap by 8:00 p.m. on Sunday, February 3, <strong>2013</strong>.<br />
13
How to estimate your <strong>Troop</strong> Initial Case Order (NEW TROOPS)<br />
At a troop/family cookie meeting, discuss the troop goals for the cookie program. Each girl (with her family) should set sales and<br />
personal goals. The troop can use the girl sales goals to help finalize the troop package goal.<br />
Things to consider when setting your troop goal:<br />
• What activities are the girls planning for the year?<br />
• Are they working on an award or bridging this spring?<br />
• Do they have a special community service project?<br />
If you have a brand new troop that has not previously participated in the <strong>Cookie</strong> Program, we have a form that will help you with<br />
your initial order estimate. It is located on your <strong>Cookie</strong> Program Resource CD and on GetYour<strong>Girl</strong>Power.org > Program > <strong>Cookie</strong><br />
Sale > Forms > Initial Order Estimate (new troops). Find the form that matches the program level for the girls in your troop by<br />
choosing the correct tab at the bottom <strong>of</strong> the page. The averages are different at each level. This form will help you ESTIMATE<br />
your order. You may order any amount that you are comfortable with.<br />
Enter the requested information:<br />
• SA, <strong>Troop</strong> Number, Level<br />
• Number <strong>of</strong> girls selling<br />
• Contact name, phone, and email<br />
• The form will calculate 105% <strong>of</strong> what the average sale was for your age level in 2011. You may increase or decrease your estimate<br />
by changing the percentage in the gray box.<br />
• Do a “File – Save As” and print a copy for later reference after you have completed the form.<br />
• See Snap instructions on pages 24 for directions on how to place your order.<br />
Initial Order <strong>Cookie</strong>s will be ORDERED IN FULL CASES.<br />
Enter your <strong>Troop</strong> Initial Order in Snap by January 11, <strong>2013</strong>. This initial order is placed at the troop level (not by individual girls).<br />
If you miss this deadline you must contact your Service Area Manager and you will have to place a planned order in Snap<br />
by 8:00 p.m. on Sunday, February 3, <strong>2013</strong>.<br />
14
January 25-31, <strong>2013</strong><br />
Service Area Delivery Information<br />
Delivery<br />
Location: ____________________________ Date: ________________ Time________________<br />
• When picking up your order, count out the cases <strong>of</strong> each variety before you sign for your cookies. You will receive a copy<br />
<strong>of</strong> the signed receipt. The amount you sign for is your responsibility.<br />
• Once you have the cookies, separate each girl’s order and make arrangements for each girl to pick up her cookies.<br />
• Each girl should count her order before leaving and have the parent/guardian sign for the cookies on a receipt. The<br />
amount they sign for is their responsibility.<br />
How Many Cases will fit?<br />
Following are vehicle loading suggestions. The approximate amounts stated are figured with the vehicle empty, using all space<br />
available except the driver’s seat.<br />
Compact Auto: 23 cases<br />
Mini Van: 60-100 cases<br />
Standard Auto: 40 cases Standard Pickup Truck: 100<br />
Sport Utility Vehicle: 60 cases<br />
Standard Van: 200 cases<br />
How do I distribute cookies to the girls?<br />
Each troop will distribute cookies differently to girls depending on how the troop operates. Below are suggestions for you to see<br />
what best suits the needs <strong>of</strong> your troop.<br />
1. Existing troops can look on past cookie sale records and distribute different amounts to girls depending on their past<br />
sales.<br />
2. New troops can have girls tell the leader their goals and cookies can be distributed according to their goals.<br />
3. <strong>Cookie</strong>s can be divided up and distributed evenly.<br />
4. A lower amount <strong>of</strong> cookies can be distributed to everyone and those that sell all and turn in their money can pick up<br />
more from the leader.<br />
15
February 1, <strong>2013</strong> - Direct Sale Begins<br />
Operation <strong>Cookie</strong> Share<br />
Operation <strong>Cookie</strong> Share has been a huge success. <strong>Girl</strong> <strong>Scouts</strong> <strong>of</strong> <strong>Central</strong> <strong>Illinois</strong> has provided almost $750,000 worth <strong>of</strong><br />
<strong>Girl</strong> Scout cookies to the women and men <strong>of</strong> our armed forces at home and abroad. In fact, our <strong>Girl</strong> <strong>Scouts</strong> were so successful<br />
that this achievement is entered in the <strong>Illinois</strong> Congressional Records.<br />
With Operation <strong>Cookie</strong> Share orders (only) troops will receive $1.00 per box plus credit toward a troop bonus! Each <strong>Girl</strong> Scout will<br />
receive credit toward <strong>Cookie</strong> Dough and recognitions.<br />
Operation <strong>Cookie</strong> Share is a program that allows customers to let military troops know that we appreciate their service by<br />
purchasing cookies for them. Operation <strong>Cookie</strong> Share is simple and fun and is a great way for communities to show support for<br />
military troops through the purchase <strong>of</strong> <strong>Girl</strong> Scout cookies.<br />
How Operation <strong>Cookie</strong> Share Works<br />
Even though we are using a Direct Sale format this year, girls should still take along their order cards. On each girl’s order card<br />
there is a column listing each variety <strong>of</strong> cookie plus one additional column labeled “<strong>Cookie</strong> Share.” When the girls go out with<br />
cookies in hand (and during cookie booths!) please encourage them to not only ask the customer to purchase <strong>Girl</strong> Scout cookies<br />
for themselves but also ask the customers to purchase cookies for our military troops. <strong>Girl</strong>s will enter the number <strong>of</strong> boxes each<br />
customer donates on the cookie share column. Customers do not have a choice <strong>of</strong> the variety <strong>of</strong> cookies to be sent to troops.<br />
Operation <strong>Cookie</strong> Share cookies are held in a “virtual warehouse” so troops do not take possession <strong>of</strong> the Operation <strong>Cookie</strong><br />
Share cookies.<br />
At the end <strong>of</strong> the <strong>Cookie</strong> Program, all Operation <strong>Cookie</strong> Share orders are accounted for and then shipped to our military soldiers<br />
at home and abroad.<br />
<strong>Troop</strong>s place their Operation <strong>Cookie</strong> Share order separately in Snap between February 1 and March 3. Please see<br />
Reorder=Operation <strong>Cookie</strong> Share on page 25 for ordering instructions.<br />
How are the <strong>Cookie</strong>s Delivered to Military <strong>Troop</strong>s?<br />
A special thanks to our Good Neighbor, State Farm! State Farm will deliver many <strong>of</strong> the <strong>Cookie</strong> Share cookies through their<br />
Adopt-a-Soldier program. GSCI will deliver <strong>Cookie</strong> Share cookies to the State Farm corporate <strong>of</strong>fice in Bloomington and State<br />
Farm will distribute <strong>Cookie</strong> Share cookies at home and abroad. Operation <strong>Cookie</strong> share has reached military troops in Iraq,<br />
Afghanistan, and Haiti.<br />
<strong>Troop</strong> Proceeds and<br />
<strong>Troop</strong> Bonus<br />
Each troop will receive .50 per box <strong>of</strong> cookies sold . In addition troops will earn and $ 1 per box for each Operation<br />
<strong>Cookie</strong> Share box sold!<br />
A troop bonus <strong>of</strong> $ 100 will be given to troops that place an initial order <strong>of</strong> an average <strong>of</strong> 150 boxes per girl<br />
selling (with a minimum <strong>of</strong> 750 boxes ordered). The initial order is the first order placed by the troop.<br />
16
<strong>Cookie</strong> Dough<br />
and Recognitions<br />
The <strong>Girl</strong> <strong>Scouts</strong> <strong>of</strong> <strong>Central</strong> <strong>Illinois</strong> <strong>of</strong>fers an empowering recognition program that affords <strong>Girl</strong> <strong>Scouts</strong> the opportunity to make<br />
a variety <strong>of</strong> choices. Through this recognition program, the girls will follow a decision making process that includes goal setting,<br />
product choice evaluation, and making purchasing decisions based on what they have earned. Our recognition program not only<br />
rewards and encourages girls to set goals and work as a team to achieve them, but they will have a hands on experience with purchasing<br />
and financial decision making.<br />
New this year!<br />
• <strong>Cookie</strong> Dough and recognitions will be earned throughout the entire cookie program including booth sales!<br />
• <strong>Girl</strong>s will receive $0.23 in <strong>Cookie</strong> Dough for every box they sell. A girl who sells 100 boxes <strong>of</strong> cookies will receive $23 in <strong>Cookie</strong><br />
Dough. To encourage goal setting girls must sell 50 boxes <strong>of</strong> cookies to qualify for <strong>Cookie</strong> Dough. Once a girl qualifies by<br />
selling 50 boxes <strong>of</strong> cookies she will earn <strong>Cookie</strong> Dough from box one.<br />
• <strong>Cookie</strong> Dough will be distributed on a <strong>Girl</strong> Scout <strong>Cookie</strong> Dough card. Every girl who sells 50 boxes <strong>of</strong> cookies or more will<br />
receive a <strong>Girl</strong> Scout <strong>Cookie</strong> Dough card.<br />
• <strong>Cookie</strong> Dough may be used to pay for <strong>2013</strong> activities and events (resident camp, day camp, one-day events, and bus trips),<br />
membership registration, cookie recognitions, and merchandise in council Trefoil Boutiques.<br />
<strong>Cookie</strong> Dough expires September 21, <strong>2013</strong>.<br />
17
Bracelets<br />
$1<br />
Pewter Dolphin<br />
$2<br />
<strong>Cookie</strong> Dough<br />
Recognitions<br />
Dolphin<br />
Necklace<br />
$3<br />
Eco-Tote<br />
$3<br />
Journal<br />
$4<br />
Crazy Straw<br />
Tumbler<br />
$6<br />
Messenger<br />
Bag<br />
$9 Beach Towel<br />
$13<br />
Hoodie<br />
T-shirt<br />
$16 $5<br />
Available for purchase with <strong>Cookie</strong> Dough in Trefoil Boutiques April 15, <strong>2013</strong><br />
18
January 11-March 10, <strong>2013</strong> - Recognition Period<br />
Council Recognition<br />
Levels:<br />
new<br />
level<br />
12 boxes Theme patch<br />
100 boxes Turtle and Whale pencil sharpener<br />
150 boxes Free membership<br />
150 boxes Goal Getter patch<br />
250 boxes $25 Wal-Mart gift card or $25 <strong>Cookie</strong> Dough<br />
500 boxes $75 Visa gift card or $75 <strong>Cookie</strong> Dough<br />
1000 boxes $150 Visa gift card or $150 <strong>Cookie</strong> Dough<br />
1500 boxes iPad or $350 Visa gift card or $350 <strong>Cookie</strong> Dough<br />
Free 2014<br />
Membership<br />
cookie<br />
dough<br />
19
How the <strong>Cookie</strong> Crumbles<br />
$0.56 per package-<strong>Troop</strong> Pr<strong>of</strong>it and Bonus<br />
Program supplies; awards, patches and pins;<br />
<strong>Troop</strong> activities such as service projects,<br />
field trips and camping.<br />
$0.29 per package-<strong>Girl</strong> Recognitions<br />
Includes Council recognition and <strong>Cookie</strong> Dough.<br />
(Accepted as Payment for council –sponsored events,<br />
Day camp or resident camp and purchases<br />
made at <strong>Girl</strong> Scout Trefoil Boutiques and<br />
Trading Posts).<br />
$0.92 per package-Cost <strong>of</strong> Sale<br />
Payment to <strong>Cookie</strong> Company: payment to delivery<br />
Company; cookie program material, forms and<br />
Printed resources<br />
<strong>Girl</strong> Recognitions,<br />
<strong>Cookie</strong> Dough, and<br />
<strong>Troop</strong> Pr<strong>of</strong>it<br />
$0.85<br />
$2.23 per package-<strong>Girl</strong> and<br />
Volunteer Services<br />
Council Service Centers, shops, and camps:<br />
Council-sponsored programs and events, financial<br />
Assistance; outreach to girls in underserved<br />
neighborhoods; volunteer training and materials<br />
<strong>Girl</strong> and Volunteer<br />
Services<br />
$2.23<br />
Cost <strong>of</strong> cookies<br />
$0.92<br />
<strong>Cookie</strong>-Related Awards<br />
<strong>Girl</strong> Scout <strong>Cookie</strong> Program Pin<br />
<strong>Girl</strong>s <strong>of</strong> all ages are eligible to earn the <strong>Girl</strong> Scout <strong>Cookie</strong> Program pin. Instructions are available online at GetYour<strong>Girl</strong>Power.org<br />
and go to Product Sales > <strong>Girl</strong> Scout <strong>Cookie</strong> Program.<br />
<strong>Girl</strong>’s <strong>Guide</strong> to <strong>Girl</strong> Scouting<br />
The <strong>Girl</strong>’s <strong>Guide</strong> to <strong>Girl</strong> Scouting contains two sets <strong>of</strong> skill-building badges related to the <strong>Girl</strong> Scout <strong>Cookie</strong> Program at each <strong>of</strong> the<br />
six levels.<br />
• Financial Literacy badges teach girls how to use money wisely.<br />
• <strong>Cookie</strong> Business badges put girls’ financial literacy skills into practice during the <strong>Girl</strong> Scout <strong>Cookie</strong> Program.<br />
• Each badge has 5 steps. <strong>Girl</strong>s will complete all 5 steps to earn the badge.<br />
20
<strong>Cookie</strong> Cupboards<br />
<strong>Cookie</strong> Cupboards will be available February 3 – March 10. Each cupboard manager operates on his/her own schedule. A Planned<br />
Order must be placed through Snap to pick up cupboard cookies. Please make an appointment and respect their cupboard<br />
hours and procedures. Please note that a number <strong>of</strong> the cupboards will not be open for the entire sale. <strong>Cookie</strong>s will also be<br />
available at your local service center to serve your immediate needs. Please call ahead for product availability.<br />
SA Cupboard Information:<br />
Cupboard Manager: _________________________________________<br />
Address: __________________________________________________<br />
Phone number: _____________________________________________<br />
Email address: ______________________________________________<br />
Hours <strong>of</strong> operation: ___________________________________________<br />
<strong>Cookie</strong> Cupboards provide cookies for: (Planned orders only)<br />
• Purchases made by troops.<br />
• <strong>Cookie</strong> Booth cookies (this is not consignment, sorry no returns).<br />
Service centers provide cookies for: (Planned orders preferred but not mandatory. Please call ahead).<br />
• Purchases made by troops.<br />
• <strong>Cookie</strong> Booth product (this is not consignment, sorry no returns).<br />
• Purchases made by customers.<br />
• Service Center cupboards will exchange cookie varieties and sell individual packages.<br />
• Exchanges for damaged and sealed empty packages can be made at NO CHARGE.<br />
• Even exchanges <strong>of</strong> varieties at NO CHARGE.<br />
Planned Orders: How to Get More <strong>Cookie</strong>s<br />
Once your troop sells the initial cookie order, you may find that you need more! How do you get what you<br />
need in a timely manner? Snap will allow troops to place Planned Orders. This feature will allow troops to order cookies<br />
for <strong>Cookie</strong> Booths and/or additional girl needs.<br />
• A PLANNED ORDER MUST BE PLACED IN SNAP THE SUNDAY BEFORE YOUR COOKIE BOOTH IN ORDER TO<br />
GUARANTEE THAT YOUR COOKIE CUPBOARD WILL HAVE THE COOKIES YOU NEED.<br />
• Scheduled dates for Planned Orders are February 3, 10, 17, 24, and March 3, <strong>2013</strong>.<br />
• Deadline for Planned Orders is 8:00 p.m. Sunday night. Orders MUST be in by that time to guarantee your cookie order.<br />
• Directions on how to place a planned order in Snap are on page 25.<br />
• <strong>Troop</strong> <strong>Cookie</strong> <strong>Coordinator</strong>s will choose the pick-up date in Snap, but will still need to set a pick-up time with the Cupboard<br />
Manager by phone or email.<br />
• If a parent volunteer will be stopping to pick up cookies for your troop, please notify the Cupboard Manager immediately in<br />
order for the cookies to be released to that person.<br />
21
February 15 – March 10, <strong>2013</strong><br />
<strong>Cookie</strong> Booths<br />
<strong>Cookie</strong> Booth sales will take place February 15 – March 10, <strong>2013</strong>. <strong>Cookie</strong>s are not on consignment and may not be returned.<br />
Please use the planned order dates to order your cookie booth needs. When you place a Planned Order you will be placing<br />
you troop order in BOXES and not cases.<br />
A PLANNED ORDER FOR BOOTH SALES MUST BE PLACED IN SNAP FOR YOUR COOKIE CUPBOARD TO GUARANTEE THAT<br />
YOU WILL HAVE THE COOKIES THAT YOU NEED. PLANNED ORDERS MUST BE PLACED NO LATER THAN SUNDAY AT 8:00<br />
P.M. THE WEEK PRIOR TO YOUR BOOTH SALE.<br />
<strong>Girl</strong>s continue to earn credit toward council recognitions and <strong>Cookie</strong> Dough for packages sold at booth sales through March 10.<br />
You will need to track and transfer each girl’s additional order in Snap before you submit your recognition order on March 10, <strong>2013</strong>.<br />
How Many <strong>Cookie</strong>s Should You Order for Your <strong>Cookie</strong> Booths?<br />
Before you place a <strong>Cookie</strong> Booth order determine your current troop inventory by talking to your parents and <strong>Girl</strong> <strong>Scouts</strong>. You<br />
might have enough on hand for your first <strong>Cookie</strong> Booth.<br />
The amount <strong>of</strong> cookies you sell will vary based on:<br />
• The customer count or “traffic” at you <strong>Cookie</strong> Booth location (Wal-Mart vs. a small bank).<br />
• The week <strong>of</strong> your <strong>Cookie</strong> Booth (Week 1 will sell more than week 6).<br />
• The weather.<br />
• How you market your <strong>Cookie</strong> Booth (Goal setting and visibility counts!).<br />
• The number <strong>of</strong> hours you hold your <strong>Cookie</strong> Booth.<br />
• See tips for a successful <strong>Cookie</strong> Booth Page 23.<br />
• In general you should sell between 2-4 cases per hour based on the above factors.<br />
Which Varieties Should You Order for your <strong>Cookie</strong> Booths?<br />
Before you place a cookie order remember that your local service center will exchange cookies for you. This is intended to help<br />
balance your inventory and provide for your troop’s needs. One strategy is to limit the variety <strong>of</strong> cookies your troop carries. So<br />
instead <strong>of</strong> providing all 8 varieties you may choose to have just the top 6 or 7 varieties.<br />
Below are some suggested quantities you may consider for your booth sale.<br />
Variety 5 cases 7 cases 10 cases 13 cases 16 cases 20 cases 25 cases<br />
Thanks-a-Lot 0 0.5 0.5 0.5 1 1 1<br />
Mango Crèmes 0 0.5 0.5 0.5 0.5 1 1<br />
Lemonades 0.5 1 1 1 1 2 2<br />
Shortbread 0 0.5 0.5 1 1 1 1.5<br />
Thin Mints 2 2 3 4 5 6 8<br />
P. Butter Patties 1 1 1.5 2 2.5 3 4<br />
Caramel deLites 1 1 2 2 3 4 4.5<br />
P. Butter Sandwich 0.5 0.5 1 2 2 2 3<br />
22
Tips for a Successful <strong>Cookie</strong> Booth:<br />
• Identify a well-trafficked site; ask the owner/manager for permission to hold a <strong>Cookie</strong> Booth.<br />
• Advertise all <strong>Cookie</strong> Booth dates and locations. Contact your local Service Center to have your booth listed on our<br />
<strong>Cookie</strong> Booth Locator.<br />
• Stock the <strong>Cookie</strong> Booth with a sufficient supply <strong>of</strong> cookies.<br />
• Decorate the <strong>Cookie</strong> Booth with posters and goal charts. Let the customer know what buying a package <strong>of</strong> cookies will<br />
help girls accomplish. Tell them where the money goes. Fill in the goal chart as packages are sold so customers will<br />
also see how close girls are to their goal.<br />
• Decorate a container for Operation <strong>Cookie</strong> Share. Customer may not want to purchase an entire box but they may give a<br />
dollar or two. Let it add up! Remember your troop earns $1 per box for each box <strong>of</strong> Operation <strong>Cookie</strong> Share ordered.<br />
• Encourage girls to wear their <strong>Girl</strong> Scout uniforms or other <strong>Girl</strong> Scout apparel.<br />
• Thank the owner/manager <strong>of</strong> the location for allowing you to have your <strong>Cookie</strong> Booth.<br />
• Congratulate girls and order <strong>Cookie</strong> Booth patches for all girls who participated.<br />
<strong>Cookie</strong> Booth patches will be available at GSCI Trefoil Boutiques.<br />
23
Snap Instructions<br />
Snapshot Home Page<br />
Your landing page is the Snapshot home page. Here you can watch for messages and tasks and even have quick access to your<br />
favorite reports. There are charts and graphs that will change as the program progresses. Just click on a message to open or place<br />
the cursor over a task or date on the calendar to view more information.<br />
Before you start please be aware that to maintain security, your session will time out after 30 minutes. The clock you will see is<br />
your time out clock. Save your work <strong>of</strong>ten. Do not use the BACK button on your browser. If you do you will be logged <strong>of</strong>f <strong>of</strong> Snap<br />
and your changes will not be saved.<br />
Update Your <strong>Troop</strong> Information<br />
1. Go to www.abcsnap.com.<br />
2. Your e-mail is citroop followed by your troop number @abcsnap.com (citroop1254@abcsnap.com)<br />
Your password is admin2.<br />
3. Scroll over “My <strong>Troop</strong>” and choose “Edit <strong>Troop</strong> Information”.<br />
4. Please fill out all the information.<br />
5. Any red asterisk * must be filled in.<br />
6. Main Recognition Plan is “GSCI <strong>2013</strong> Recognition Plan”.<br />
7. Enter an e-mail that you use. If you forget your password your password will be sent to you at the e-mail you enter.<br />
8. Click “Save” when completed.<br />
Enter the <strong>Girl</strong>s in Your <strong>Troop</strong><br />
1. Scroll over “My <strong>Troop</strong>”.<br />
2. Click “Add Edit Delete <strong>Troop</strong> <strong>Girl</strong>s”.<br />
3. Click “Add New <strong>Girl</strong>”.<br />
4. Ignore GSUSAID (our council does not use this).<br />
5. Enter girl’s first and last name.<br />
6. Click “Add <strong>Girl</strong>”.<br />
7. Continue for each girl.<br />
Initial <strong>Cookie</strong> Order<br />
<strong>Troop</strong> <strong>Coordinator</strong>s may begin to enter initial cookie orders on January 3, <strong>2013</strong>. Initial cookie orders are due online by 11:00 p.m.<br />
CST on January 11, <strong>2013</strong>.<br />
1. Click “<strong>Cookie</strong>s”.<br />
2. Select “Initial Order”.<br />
3. Enter the quantities in CASES per variety.<br />
4. Snap will total everything for you.<br />
6. <strong>Cookie</strong> Share Column – you will not enter any cases in this column. <strong>Cookie</strong> Share packages cannot be ordered until<br />
after the initial order is completed – see the <strong>Cookie</strong> Share Order section on page 24.<br />
7. Save the order. You will be able to make changes up to the day <strong>of</strong> committing.<br />
8. Once you click “Commit” the order is complete, you cannot make any changes. If you need to make a change after<br />
your order has been committed please contact your Service Area <strong>Coordinator</strong>.<br />
24
Planned Orders<br />
Planned orders allow troops to order cookies for <strong>Cookie</strong> Booths and/or additional girl needs. Planned Orders are placed after the<br />
initial order. The scheduled dates <strong>of</strong> Planned Orders are: February 3, 10, 17, 24, and March 3.<br />
The deadline for Planned Orders to enter in Snap is Sunday at 8:00 p.m.<br />
1. Select “cookies”.<br />
2. Select “planned order”.<br />
3. Select a cupboard from the drop down box. This is where your cookies will be delivered.<br />
4. Select a pickup date, the screen will update with the troop number, cupboard and requested date. You will need to<br />
contact the Cupboard Manager by phone or e-mail to schedule a pick-up time.<br />
5. Enter the number <strong>of</strong> packages for each variety you want to pick up from the cupboard.<br />
6. Click “Submit and Save”.<br />
You will be asked to confirm your order. You will be able to see your planned order on the Manage Orders page.<br />
After your planned order has been picked up from the cupboard, the Cupboard Manager will confirm the number <strong>of</strong> packages <strong>of</strong><br />
each variety picked up and the Planned Order will become a Cupboard to <strong>Troop</strong> transfer which you will be able to view on your<br />
Manage Order page. Once transfer is complete, the packages you ordered will be available for you to transfer to girls for additional<br />
sales or for booth sale credit to girls.<br />
Reorder = Operation <strong>Cookie</strong> Share Orders<br />
When you enter your Operation <strong>Cookie</strong> Share orders they will be entered as a reorder. Remember with OCS you troop will earn $1<br />
per box. When enter your OCS as a reorder we know to credit your troop with$1 per box. <strong>Cookie</strong> Share orders must be entered by<br />
March 3, <strong>2013</strong>, in order to count toward recognitions.<br />
You must enter your <strong>Troop</strong> <strong>Cookie</strong> Share order BEFORE you create your troop recognition order. If you have to enter your <strong>Cookie</strong><br />
Share order (or need to edit it) after your recognition order is created, you will have to update your recognition order. Please see<br />
Snap Instructions for updating a recognition order on page 26.<br />
1. Click on “<strong>Cookie</strong>s”.<br />
2. Select “Re-Order”.<br />
3. Enter the quantities in packages for each girl in first column “CShare.” DO NOT enter varieties.<br />
4. Review the order and make sure that the Total Column matches each girl’s <strong>Cookie</strong> Share tracking form.<br />
5. Click “Save.”<br />
6. Click “OK” to confirm the save.<br />
7. Click “OK” to save order.<br />
Transfer Orders<br />
When a troop places an order, the quantity that the troop ordered becomes available to be transferred from the troop to the<br />
girl. The leader must transfer the quantities that each girl sold from the troop to each girl in order for the girls to receive cookie<br />
recognitions and <strong>Cookie</strong> Dough. (If you are transferring cookies that were sold through a cookie booth please enter the quantity<br />
in the box labeled “Booth.” Since <strong>Cookie</strong> Booths have been paid for you will use this box to prevent the girl from being charged for<br />
the cookies.)<br />
<strong>Troop</strong> to <strong>Girl</strong> - When a girl sells additional cookies beyond her initial order you will complete a <strong>Troop</strong> to <strong>Girl</strong> transfer. This<br />
includes Booth Sales.<br />
1. Select <strong>Troop</strong> to <strong>Girl</strong> from the “Type” box.<br />
2. Click on your troop number in the “From” box. You will be prompted to enter the quantity <strong>of</strong> packages being<br />
transferred.<br />
3. If you are giving her credit for packages sold at a Booth Sale, enter the number in the Booth box. Select the girl from the<br />
“To” box. Click “Save”.<br />
25
<strong>Girl</strong> to <strong>Girl</strong> - You may transfer cookies between girls in your troop.<br />
1. Select <strong>Girl</strong> to <strong>Girl</strong> in the “Type” box.<br />
2. Select the name in the “From” box. You will be prompted to enter the number <strong>of</strong> packages you are transferring.<br />
3. Select the name in the “To” box. Click Save.<br />
<strong>Girl</strong> to <strong>Troop</strong> – You may transfer cookies from a girl to the troop extras.<br />
1. Select <strong>Girl</strong> to <strong>Troop</strong> in the “Type” box.<br />
2. Select the name in the “From” box. You will be prompted to enter the number <strong>of</strong> packages you are transferring.<br />
Entering Recognition Orders<br />
If a girl sells 249 or fewer boxes <strong>of</strong> cookies, her recognitions will automatically be added to the recognition grid. You must still<br />
follow the process below to add her recognition order to the system.<br />
1. Scroll over “Recognitions”.<br />
2. Scroll over “Create Recognition Order” and choose “Main”.<br />
3. If a girl sells more than 250 boxes she will have one or more choices to make. Highlight the appropriate choice(s)<br />
from the dropdown box(s).<br />
4. Click “Save”.<br />
Changing <strong>Cookie</strong> Orders<br />
(When a cookie order is changed you must also update the recognition order)<br />
1. Scroll over “<strong>Cookie</strong>s” and choose “Initial Order”.<br />
2. Choose the girl’s order you want to change and make the necessary changes.<br />
3. Click “Save”.<br />
Update Recognition Order<br />
1. Scroll over “Recognitions” and choose “View all Recognition Orders”.<br />
2. Click the green drop down arrow under “Recognition Orders” and click the order number.<br />
3. Click “Update” and “OK” at the prompt.<br />
Changing a <strong>Girl</strong>’s Recognition Choice (If a girl changes her mind on her choice <strong>of</strong> recognitions)<br />
1. Scroll over “Recognitions” and choose “View all Recognition Orders”.<br />
2. Click the green drop-down arrow under “Recognition Orders” and click the order number.<br />
3. Make the necessary changes.<br />
4. Click “Save” and OK at the prompt.<br />
Manage Orders Once an order has been placed in Snap you may use the Manage Order function.<br />
1. Hover over the <strong>Cookie</strong>s tab and choose Manage Orders.<br />
2. Click on green arrow to view orders, click on order number and do your editing.<br />
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Reports<br />
The following are reports that you will use the most; you can also save these as your favorite reports.<br />
• <strong>Girl</strong> Balance Summary – Displays by individual girl. Shows initial order, transfers in/out, booth, amount she owes, total<br />
packages.<br />
• Recognition Order Summary by <strong>Girl</strong> – recognition order for each girl.<br />
• <strong>Troop</strong> Balance Summary – this is your bill, shows initial order, transfers in/out, payments made, troop pr<strong>of</strong>it, what you<br />
owe council, total amount <strong>of</strong> money to collect.<br />
• <strong>Troop</strong> Initial Order – shows the number <strong>of</strong> cases you ordered. Print this <strong>of</strong>f before you pick up your initial order. Your<br />
order will come in full cases.<br />
• Planned Order Summary – shows the planned orders you have placed.<br />
Other reports that may be helpful:<br />
• <strong>Girl</strong> <strong>Cookie</strong> Order Detail Summary – shows initial order, each transfer done, and overall total for girl.<br />
• <strong>Girl</strong> <strong>Cookie</strong> Total Summary – total packages sold.<br />
• Recognition Order Summary by <strong>Troop</strong>- troop total only, print this <strong>of</strong>f before you pick up your recognitions.<br />
• Help Menu – To contact ABC, choose the “Contact us” option on the Help Menu. ABC <strong>of</strong>fers technical support 24 hours<br />
a day.<br />
Accessing Archive Reports<br />
<strong>Troop</strong> <strong>Coordinator</strong>s/leaders may need to access last year’s reports to determine how many cases to order in their initial cookie<br />
order.<br />
1. Click “Reports”.<br />
2. Snap Archive Reports.<br />
3. Select 2011-2012.<br />
4. Click “Next”.<br />
5. Order Reports.<br />
6. <strong>Troop</strong> Initial Order.<br />
7. Go to Report.<br />
8. Unit <strong>of</strong> Measure – cases.<br />
9. View Report.<br />
Calculating Your <strong>Troop</strong> Balance<br />
Please note that SNAP is unable to calculate the additional $.50 your troop will earn through Operation <strong>Cookie</strong> Share. The amount<br />
your troop owes the council is the total <strong>of</strong> the <strong>Troop</strong> Balance Summary minus the additional <strong>Troop</strong> Pr<strong>of</strong>it you earned through<br />
Operation <strong>Cookie</strong> Share.<br />
1. Log onto Snap and run the report, <strong>Troop</strong> Balance Summary. Reports>Summary>Reports><strong>Troop</strong> Balance Summary.<br />
2. Determine the number <strong>of</strong> Operation <strong>Cookie</strong> Share <strong>Cookie</strong>s your troop sold by running the Reorder Report.<br />
Reports>Order Report><strong>Troop</strong> Reorder>Unit <strong>of</strong> Measure is Boxes.<br />
3. Multiply the total number <strong>of</strong> Operation <strong>Cookie</strong> Share boxes sold from the <strong>Troop</strong> Reorder Report by $.50.<br />
4. Subtract this amount from your <strong>Troop</strong> Balance Summary.<br />
For example: Your troop sold 100 Operation <strong>Cookie</strong> Share cookie boxes and your <strong>Troop</strong> Balance Summary is $1,000. You will<br />
multiply 100 x $.50 = $50. Then subtract $50 from your troop balance <strong>of</strong> $1,000. Your troop owes $950. The GSCI finance department<br />
will make this calculation for each troop prior to the second ACH.<br />
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February 19 - March 20, <strong>2013</strong><br />
Money, Deposits, and<br />
Collections<br />
If your troop does not have a troop checking account please establish one. Follow the procedures for opening a troop bank<br />
account as outlined in the Leader’s Resource <strong>Guide</strong>. Be sure to have a copy <strong>of</strong> the troop account on file with the council, along<br />
with a voided check or deposit slip attached to the authorization to ACH/EFT the account. <strong>Troop</strong>s should have an active bank<br />
account with two current signers, along with the designated GSCI staff member.<br />
• Encourage girls to frequently turn in money they have collected. This will help eliminate problems <strong>of</strong> lost funds or girls<br />
carrying large sums <strong>of</strong> money. Also, it is in the best interest <strong>of</strong> the troop if you deposit checks frequently. Please have checks<br />
made payable to <strong>Girl</strong> <strong>Scouts</strong> <strong>of</strong> <strong>Central</strong> <strong>Illinois</strong> or GSCI.<br />
• When a girl turns in money, count it before she leaves to make sure she has turned in the correct amount. Be sure to sign a<br />
receipt for the money turned in. Give the girl or parent the yellow copy and retain the white copy.<br />
February 19: 50% <strong>of</strong> initial order (less troop pr<strong>of</strong>it) DUE TO COUNCIL – ACH Debit<br />
The council will take an ACH debit from your troop account on February 19. You must have enough money deposited before then<br />
to ensure there are enough funds in the account to cover the debit.<br />
March 20: Remainder <strong>of</strong> balance DUE TO COUNCIL – ACH Debit<br />
The council will take an ACH debit from your troop account on March 20 for the remainder <strong>of</strong> the balance due. You must have<br />
ALL cookie money deposited before then to ensure there are enough funds in the account to cover the debit. If money problems<br />
arise, describe the problems in detail on an Outstanding Balance Form. The Outstanding Balance Form(s) must be turned in to<br />
the service center by March 14. The Outstanding Balance Form tells our finance department to reduce the troop withdrawal by<br />
the amount on the form. Failure to turn in the Outstanding Balance Form(s) by March 14 may result in a troop overdraft and<br />
associated bank fees.<br />
• Any late payments should immediately be forwarded to the service center.<br />
• May 1, <strong>2013</strong>, is the final day for troops to submit insufficient funds (NSF) checks from the troop bank account for<br />
reimbursement by the council. Bring the NSF check, along with bank notification and any fees associated, to your service<br />
center for repayment. Checks over $200 will be forwarded to our finance department. A reimbursement check will then be<br />
forwarded. Checks for less than $200 will be reimbursed at the service center.<br />
To determine the amount your troop owes the council, please follow the “Calculating Your <strong>Troop</strong> Balance” procedure on page<br />
27 <strong>of</strong> the Snap Instructions.<br />
Trouble Collecting Money/Outstanding Balance Form<br />
If you are having trouble collecting money from a girl/parent/guardian, please follow these procedures.<br />
• Deposit all money received into your troop bank account by March 15, <strong>2013</strong>.<br />
• Complete an Outstanding Balance Form (one for each girl/parent/guardian) for any uncollected money even if there is<br />
a promise to pay. The Outstanding Balance Form documents the individual or individuals who owe money to your troop.<br />
Your troop owes for the product that has been ordered. Without the Outstanding Balance Form accurately complete<br />
and submitted on time, our finance department will have no way <strong>of</strong> knowing someone owes your troop money. Should<br />
you have a parent/guardian(s) who owes your troop money and you fail to turn in the Outstanding Balance Form by<br />
March 14, <strong>2013</strong>, your troop will be responsible for the amount owed by that parent or guardian until the Outstanding<br />
Balance Form is accurately completed and submitted to the service center. Your troop may incur overdraft charges<br />
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as a result <strong>of</strong> a missing Outstanding Balance Form(s). If the cookie coordinator is not the troop leader, it is in the troop<br />
leader’s best interest to make sure that all Outstanding Balance Forms are turned in by March 14, <strong>2013</strong>.<br />
• Please do not loan anyone money to pay for a bad debt. GSCI will not reimburse a troop or individual for any unpaid<br />
loans.<br />
• Attach the signed parent permission form and delivery pick-up receipt to the Outstanding Balance Form. Turn these in<br />
to the service center by March 14, <strong>2013</strong>.<br />
• The total amount owed to the council will be adjusted by the finance department prior to the ACH/EFT (electronic funds<br />
transfer) so it is important that the forms are turned in on time.<br />
• The council will take over the collections process.<br />
• If you receive checks that do not clear, you will be reimbursed by the service center. The last day to turn in bad checks<br />
is May 1, <strong>2013</strong>. After that date GSCI will send the checks to collections. If a collection is made the troop will receive a portion<br />
<strong>of</strong> the amount that is recovered (minus any collection fee). Please do not delay in turning over NSF checks.<br />
29
Frequently Asked<br />
Questions<br />
Q. Now that I will have cookies in hand will I need an order card?<br />
A. Yes, please take your order card. You will need the order card to document your Operation <strong>Cookie</strong> Share donations<br />
and the customer will appreciate seeing their name being written down. The order card will remind you to ask your<br />
customers to donate to Operation <strong>Cookie</strong> Share – remember, your troop will earn $1.00 for each box <strong>of</strong> cookies donated to<br />
Operation <strong>Cookie</strong> Share! You will also need your order card in case you run out <strong>of</strong> a variety <strong>of</strong> cookie your customer wants.<br />
Your cookies will sell fast so be ready!<br />
Q. <strong>Cookie</strong> booth cookies are not on consignment (cannot be returned) this year. Why not?<br />
A. GSCI had two choices. Either have cookie booths on consignment and girls do not earn recognitions or <strong>Cookie</strong> Dough OR<br />
provide recognitions and <strong>Cookie</strong> Dough for girls that sold through booth sales with no returns. Now that we have gone to a<br />
direct sale and we have a system that can now track each girl’s <strong>Cookie</strong> Booth sales we have decided to allow girls to earn<br />
<strong>Cookie</strong> Dough and recognitions during cookie booths. This decision was based on past troop and girl input on the cookie<br />
program evaluations.<br />
Q. Why are there so many dates to order cookies?<br />
A. You will sell more cookies this year and we want to give you plenty <strong>of</strong> opportunity to fill your cookie orders. Also by<br />
providing you with more order opportunities your troop will have better inventory control as you move from the initial order<br />
phase to cookie booth sales. GSCI wants to minimize your chances <strong>of</strong> having leftover cookies!<br />
Q. Are <strong>Girl</strong> Scout cookies tax-deductible?<br />
A. If <strong>Girl</strong> Scout cookies are purchased and consumed for personal or group enjoyment the cookies are not tax-deductible.<br />
In these cases, the IRS considers that the consumer has purchased a product at fair market value. However, if a customer<br />
purchases cookies to be donated to Operation <strong>Cookie</strong> Share, those individuals may treat the purchase price <strong>of</strong> those<br />
cookies as a charitable contribution. Individuals with specific questions should seek advice from a tax consultant.<br />
Q. Who chooses the recognitions and recognition levels?<br />
A. Each year we have a <strong>Cookie</strong> Focus Group that reviews the cookie recognition program so we can understand what girls<br />
and parents really want in the recognition program. This year there was a mix <strong>of</strong> parents, <strong>Girl</strong> <strong>Scouts</strong>, service area<br />
coordinators, and troop leaders. The focus group chose each recognition and its associated levels. The recognitions that<br />
will be available in GSCI Trefoil Boutiques for purchase with <strong>Cookie</strong> Dough were determined by online voting<br />
by <strong>Girl</strong> <strong>Scouts</strong> throughout the council.<br />
Q Who bakes our cookies and do they supply all the cookies in the U.S.?<br />
A. ABC Bakers bakes cookies for just under half <strong>of</strong> the <strong>Girl</strong> Scout councils in the U.S. Councils may choose from two<br />
licensed bakers. Mandated by GSUSA, each company bakes their cookies that are “standard”- Thin Mints, Shortbread, and<br />
Peanut Butter Sandwich. Bakers may choose different cookies to fill the rest <strong>of</strong> their product line.<br />
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Nationwide,<br />
councils who switched<br />
to a Direct Sale<br />
averaged an<br />
11% increase in sales.<br />
If GSCI reaches its goal<br />
<strong>of</strong> 150 packages per girl<br />
we will sell over<br />
2,000,000 packages <strong>of</strong> cookies!<br />
This will provide over<br />
$1,000,000 in troop pr<strong>of</strong>it and<br />
also $600,000 in<br />
<strong>Cookie</strong> Dough<br />
and <strong>Girl</strong> Recognitions!
GetYour<strong>Girl</strong>Power.org