2014 Troop Cookie Manager
Training
Cover
Girl Scout Cookie Program
• The Girl Scout Cookie Program helps girls
develop 5 business and leadership skills:
– Goal setting
– Decision making
– Money management
– People skills
– Business ethics
Page 2
Resources
• Glossary
• Online Resources
Page 4
Troop Timeline and Checklist
• November – January: Pre-sale activities.
• Jan. 17: Troop initial order, delivery day
appointment, and ACH banking information
due in eBudde by 11:59 p.m.
• Feb. 1: Delivery day.
• Feb. 2: Cookie program begins at 9:00 a.m.
– Walkabout and standabout sales permitted.
Page 5
Troop Timeline and Checklist
• Feb. 3: Cookie cupboards open only to new
orders and full case exchanges.
• Feb. 7: Booth sales begin.
• Mar. 9: Booth sales end.
– Last day to pick up new orders at cookie
cupboards.
• Mar. 16: Cookie program ends.
Pages 5-6
Troop Timeline and Checklist
• Mar. 19: Finalized troop data and girl rewards
orders due in eBudde by 11:59 p.m.
– Funds for final payment must be in troop bank
account by end-of-business day.
• May – June: Reward distribution.
Page 6
Troop Cookie Manager Role
• Maintain regular communication
with SUCC and Troop Leader.
• Inform/train girls and adults.
• Coordinate troop cookie inventory.
• Coordinate troop’s booth sales with SUCC.
• Maintain accurate records of inventory/money
transactions by collecting signed receipts.
• Collect money and deposit frequently.
• Order and distribute girl rewards.
Page 7
Managing Your Time and Troop
Inventory
• Identify your availability; set expectations with
parents/guardians.
• Don’t allow parents/guardians to pick up
cookies directly from the cookie cupboard.
• Be cautious of how many cookies are picked
up at one time by a parent/guardian.
• Ask parents/guardians to submit payment for
cookies previously picked up before giving
them additional cookies.
Page 7
Cookie Details & Start Date
• Start date: Sunday, Feb. 2 at 9:00 a.m.
Page 8
Super Six
Our cookie lineup will be:
•
•
•
•
•
•
Thin Mints
Samoas
Tagalongs
Trefoils
Do-si-dos
Savannah Smiles
All cookies sell for $4 a box
Page 8
Participation Policy
• Registered with a signed participation
agreement.
• Troops must have a registered adult cookie
manager who completes training and a
background check.
• Girls with unpaid outstanding balances may
only participate in booth sales.
• Troops with outstanding balances or pending
financial paperwork are not allowed to
participate until cleared.
Page 8
Safety
Girls should:
• Have adult supervision at all times.
• Sell only until 8 p.m.
• Never enter a customer’s house.
• Use only their first names.
Page 8
Online Marketing
• Girls may email, text, and use Cookie Club (our
secure website) to inform and take orders.
• Girls who are 13 or older may use social
networking sites such as Facebook and Twitter
to promote sales.
• Girls may not send blast emails, post online
ads, post on Facebook groups, or on any
websites open to the public or collect payment
online, such as Craigslist, eBay, or PayPal.
Page 8
Exchange & Return Policy
• All troops may exchange cookies for other
varieties at cupboards beginning Mon., Feb. 3.
• Cookies may not be returned to Council.
• Exception: Cadette, Senior, and Ambassador
troops may return up to 60 boxes.
– No transfers in and cookies may not be from initial
order.
– Mixed level troops may not return.
Page 9
Cookie Program Donations
• Cash donations received are to be designated
for Operation Thin Mint®(OTM).
– OTM donations are considered charitable
contributions.
• Troops and girls should never ask
for donations for their troop.
• Many companies will match charitable
donations.
Page 9
Disregard of Policies
Disregard of any cookie program policies may
result in the following:
• Warning that the behavior does not fit into
Girl Scout standards.
• Troop: lose highest proceed rate and/or lose
“opt-out” privilege if an older girl troop.
• Girl: lose highest reward earned and/or
cannot check out or return cookies.
• Lose remainder of booth sales.
Page 9
Standabouts
• Lemonade-style stands in front of residences
on private property.
– Standabouts at apartment
complexes must be approved
by apartment management.
– Residences on public property
must be approved/coordinated as a booth site.
• Standabouts are permitted beginning the first
day of the sale – Sunday, Feb. 2.
Page 10
Walkabouts
Walkabouts (door-to-door sales):
• A mobile cookie sale where girls
(accompanied by adults) sell in
residential areas or on public (noncommercial) property.
• Walkabouts are prohibited on
private property.
• Organized by a troop or individual
girls with adults.
Page 10
Walkabout Rocker Patch
“Every day is a walkabout day!”
Walkabout throughout the cookie program
and earn a Walkabout rocker patch.
Page 10
Goal Achiever Rocker Patch
• Girls who set a personal goal (at least 12
boxes to meet the participation
requirement) earn a Goal Achiever rocker
patch.
Page 10
Mystery House Contest
• The first Girl Scout walking about selling
cookies to stop by a “Mystery House”
during the 2014 cookie program
will win a special prize!
– Girls should not ask customers if
they are the Mystery House.
– Girls should leave a door hanger with contact
information.
Page 10
Customers order
nearly twice as
many cookies
online!
Girls can boost their sales and reach their
goals with the help of Cookie Club to ask for
orders online.
Page 11
Direct customers to booth sales!
Customers can use our mobile or online
app to a find booth sale nearby:
sdgirlscouts.org/cookies.
Page 11
Booth Sale Recorder
Track your troop’s booth sales in eBudde and
assign box credits to girls right from your
smartphone or your computer with eBudde’s
Booth Sales Recorder.
Page 11
Booth Sale Policies
Booth Sales: Friday, Feb. 7-Sunday, Mar. 9
• All booth locations must be coordinated by
service units. Do not contact stores directly.
• For safety, two adults must be present at each
booth sale (one registered and background
checked).
Page 12
Booth Sale Policies
• NEW! One-to-one booth sales
– Girls currently in 6th grade or above may sell at
booth sites with a one-to-one (1:1) girl to adult
ratio with her legal guardian who is registered and
background checked.
1:1
Page 12
Booth Sale Policies
Military and older girl sites: Available via online
lottery in eBudde Booth Scheduler, Monday,
Jan. 27 – Wednesday, Jan. 29.
• Military sites - Any troop may participate;
however, one person with a military ID must
be present throughout the booth sale shift.
• Older girl sites - Cadettes, Seniors, and
Ambassadors will have the first opportunity to
sign up for these sites
Pages 12
Booth Sale Policies
• Girls must be present at all booth sales.
• Only approach customers on their way out of
the business.
• Cash donations are to be designated for OTM.
• Arrive no earlier than 10 minutes
before your shift.
• Start packing up 10-15 minutes
before your shift ends.
Pages 13
Booth Sale Policies
• In the event of a problem:
– Remember to act respectfully and abide by the
Girl Scout Law as a representative of Girl Scouts.
– Compare eBudde confirmations.
– Under no circumstance should store management
be involved in troop/girl conflicts. Locations have
the right to cancel all remaining booth sales.
Pages 13
Cash, Checks and Credit Cards
• Girls collect payment only when cookies are
delivered.
• Do not accept online payments.
• Recommendation: Do not accept checks.
• Credit cards are only accepted at booth sales.
• TCMs and adults should always count
cookies/money together and
sign a M-3 receipt.
Page 14
Girl Payments and
Parent/Guardian Responsibility
• Parents/guardians should submit payments
regularly, within 5-7 days of receipt.
• Payments should be submitted in original
form.
• Parents/guardians are responsible for all
cookies received and signed for.
• Parents/guardians are responsible for all
payments collected until turned into the TCM.
Page 14
Unfortunate Situations
• Girl Scouts does not take financial
responsibility for losses due to:
– Theft
– Robbery
– Fire
– Counterfeit bills
– Returned checks
Page 14
Troop Monies and Responsibility
• Deposit all payments into the troop account
promptly and frequently.
• DO NOT track troop deposits in eBudde.
• Troops must pay for all cookies received,
including unsold cookies.
• TCMs are financially responsible
for all troop product inventory and
payments collected.
Page 15
Payment Reminders
• The FIRST payment is due
– Tuesday, February 18
• The first payment is $1 per box of troop
inventory as of 11:59 p.m. on
– Sunday, February 9
• The final payment is due
– Wednesday, March 19
Page 15
Troop Proceeds
• Proceeds belong to the troop, not to
individual girls.
• Based on per girl average.
• Older girl options:
1. The troop can receive the same girl reward
items and troop proceeds as younger girls.
2. The troop can choose to opt-out of girl
rewards below the 525-box level (including
OTM rewards) to receive an additional
$.10/box.
Page 16
Council Proceeds and Payments
• All cookie proceeds stay in San Diego and
Imperial counties to benefit local Girl Scouts.
• All council proceed payments are made via ACH
debit.
– First payment due Tues. Feb. 18
– Final payment due Weds. Mar. 19
• What if my troop does not have the funds
available to make the scheduled payments?
– Contact Product Sales reconciliation@sdgirlscouts.org
Pages 16-17
2014 Rewards
• Girls earn individual rewards in addition
to the troop proceeds.
• Items are cumulative.
• Rewards for up to 425 boxes are distributed by
your SUCC in May/June.
• Rewards for 525+ boxes are mailed to girls’ homes.
• Registration letters for 525+ box events will be
mailed in April.
• 525+ reward adjustments must be made at least 3
weeks before the event.
Page 18
Troop Booth Sign Reward
• Troop that follow their
initial order
recommendation and
place their order by
Friday, January 17 will
receive one exclusive
sign for their cookie
booths.
Page 18
Operation Thin Mint®
• Since 2002, we have sent more than 2.2
million boxes of cookies to military troops
around the world.
• Girls invite customers to donate a
charitable contribution to Operation Thin
Mint®.
Page 19
Operation Thin Mint® Sendoff
FREE EVENT!!
Saturday, May 3, 2014 - Aboard the USS Midway
Page 19
Troop Family Cookie Party
(Training)
• Materials list
• Training goals
– Explain cookie program benefits.
– Convey basic facts and policies.
– Provide important dates and deadlines.
– Distribute materials.
– Collect signed Participation Agreements.
Page 20
Troop Training & Cookie Ordering
• Use the training outline to train girls and
parent/guardians.
• How many cookies should a troop order?
– See the customized letter from your SUCC.
– Troops/groups are advised to place initial orders
based on their previous year’s sales.
• Plan ahead! Place an initial order with enough
starting inventory to stock your troop through
Monday, Feb. 10.
Page 21-25
Booth Scheduling Basics
• Live booth lotteries
– All troops will have an equal opportunity to sign
up for booth sites within their service unit
boundaries.
– Maximum of 9 booth sites.
– Prepare for the lottery!
Page 26
Getting Started in eBudde
• Info you will need for setup
• Banking information
• Troop Roster
Pages 27
eBudde
• Due to new security features in the eBudde
system, all previous TCMs are considered new
users this year.
– Password: 641Samoas!! (case sensitive)
• Users can reset their passwords.
Pages 28
eBudde: Introduction to Tabs
• Informational
– Dashboard, Contacts.
• Before the Sale
– Settings, Girls, Init. Order, Delivery.
• During the Sale
– Girl Orders, Booth Sites, Transactions.
• After the Sale
– Rewards, Deposits, Sales Report, Reports.
Pages 29
eBudde: Contacts Tab
Page 30
eBudde: Settings Tab
Pages 31-32
eBudde: Girls Tab
• Troops and girls will be uploaded by
December 13.
– Girls can be deleted from the list until the initial
order is submitted.
Page 33
Determining the Initial Order
• Your troop initial order recommendation is
based on a percentage of total physical boxes
the troop sold last year.
• Orders must be submitted by 11:59 p.m. on
Friday, Jan. 17.
– The system will be locked to initial orders after
that time.
Page 34
Initial Order
• Plan Ahead!
– Cookie cupboards traditionally run out of cookies
the first weekend of booth sales. Place an initial
order with enough starting inventory to stock your
troop through Monday, Feb. 10.
Page 34
eBudde: Initial Order Tab
Video icon indicates instructional video is
available online.
Page 35
eBudde: Delivery Tab
Page 36
Delivery Day – Saturday, Feb. 1
• Bring eBudde delivery confirmation with you.
• For safety reasons, children and pets
are NOT allowed at the warehouse.
• Count all cookies before signing for them.
– TCMs are financially responsible for all cookies
until receipts are signed upon distribution to girls.
Page 37
Delivery Day – Parent/Guardian
Distribution
• Be cautious as to how many cookies are
picked up at one time.
• Count cookies together.
• Complete M-3 receipts and have both you and
parent/guardian sign.
• Distribute order cards.
Pages 37
M-3 Receipts
Page 38
eBudde: Girl Orders Tab
Pages 39-40
Booth Scheduler Timeline
• Feb. 3, 7:00 p.m.
– All sites are viewable in eBudde.
Verify troop signups from lotteries, contact SUCC
regarding any issues.
• Feb. 5, 7:00 p.m.
– eBudde Booth Scheduler opens.
Troops are allowed a total of 12 sites (including
live and MOG lottery signups).
Page 41
eBudde: Booth Sites Tab
Cancel your reservation if you are unable to
attend!
Pages 42-43
eBudde: Booth Sale Recorder
Pages 44-45
Cookie Cupboards
• All orders placed after Jan. 17 will be done via
the cupboard website.
• Beginning Monday, Feb. 3:
Orders/exchanges must be in full cases,
of the same variety.
• Tuesday, Feb. 18 – Sunday, Mar. 9:
Orders/exchanges may be in mixed cases,
of mixed varieties.
Page 46
Cupboard Website
Pages 47-49
Tips for Handling Unsold Cookies
• Tell the SUCC immediately!
• Sign up for additional booth sale opportunities
or go on a troop walkabout.
• Post on the “Exchange Cookies with Others”
page.
• Troop-to-troop transfers.
Page 50
eBudde: Transactions tab
Page 51
eBudde: Rewards Tab
All troops must
submit orders for
patches-even
troops opting
out of rewards.
Reward orders are due by 11:59 p.m. on
Wednesday, Mar. 19
Page 52
Outstanding Balances
Troops may be
reimbursed up
to $400/girl for
parent/guardian
outstanding
balances.
Pages 53-54
eBudde: Deposits Tab
Do not enter troop bank deposits in the
Deposits Tab.
Page 55
Wrap-Up Week Checklist
• Wrap-up week: Monday, Mar. 10 – Sunday,
Mar. 16
– Sell the last of your cookies.
– Transfer extra cookies to troops who need them.
– Collect all money from parents/guardians.
– Finalize your troop’s sale.
Page 56
eBudde: Sales Report
Page 57
Questions?
Have a
wonderful 2014
Cookie Program!
Celebrating 100 years of Girl Scouting.