Service Unit - Girl Scouts Heart of Central California

nit
ServiceerU
Guide
Cookie Manag
2015–2016
girlscoutshcc.org/cookies
Questions?
Abigayle Curtis, Product Sales Director
Beth Hatch, Product Sales Specialist
Samantha Rodrigue, Product Sales Specialist
Elena Schwed, Product Sales Specialist
916-452-9181 or 800-322-4475
[email protected]
Notes
IMPORTANT
DATES
Girls Take Initial Orders:
January 8-24, 2016
Girls Continue
Taking Orders:
January 24-March 13, 2016
Troop Booth Sales Begin:
February 19, 2016
National Girl Scout
Cookie Weekend:
February 26-28, 2016
Final Cookie
Payment Due:
March 14, 2016
Troop Treasure Mailed:
May 13, 2016
Rewards Distributed:
End of May 2016
2
girlscoutshcc.org/cookies • 1-800-322-4475
TABLE OF CONTENTS
Overview
January
Cookie Manager Responsibility
4
Initial Troop Order Review
How the Cookie Crumbles
5
Your Service Unit Sales Goal
5
February-March
November-December
17
Initial Order Pick-up
18
Mega Drop
19
Cookies We Sell
6
Troop Booth Sales
20
2016 Cookie Program
7
Transfers and Planned Orders
21
Project Thank You
8
23
Cookie Program Materials
9
Damages, Overages
and Shortages
Proceeds and Reward Plans
10
24
Service Unit Delivery Locations
Theft , Loss and
Product Complaints
11
Training Troop Cookie Managers
12
Outstanding Cookie Accounts
25
Setting Up Snap+
13
Securing Booth Sales
15
Booth Sale Selections
16
Before March 18, 2016
Troop-Main Rewards
Order Review
26
Service Unit-Main Reward
26
Before March 19, 2016
Final Paperwork
27
girlscoutshcc.org/cookies • 1-800-322-4475
3
November—December
Cookie Manager Responsibility
The Girl Scout Cookie Program is designed to be a positive, fun and influential experience for girls.
Girls can grow important life skills like goal-setting, decision-making, money management, people
skills and business ethics while also observing the Girl Scout Promise and Law.
Your Role
• Register for the 2015-2016 Girl Scout
membership year.
• Have a current (within the last 5 years)
background check on file with GSHCC.
• Complete and submit a Product Sales
Volunteer Position Agreement form.
• Attend service unit cookie manager training
and review all just-in-time training materials.
• We strongly encourage you to build a team.
We have listed our suggestions for you to keep
in mind when recruiting additional volunteers
to join you on the service unit team.
• Delivery Coordinator—Service Unit Location
Drop: schedule and recruit volunteers,
meet the delivery agent to ensure you have
received the correct amount of cookies,
ensure qualified troops receive the early
recognition items and ensures troop
volunteers have counted and signed for the
troop initial order.
• Booth Sales Coordinator— Secure booth
sale locations throughout your service unit,
complete the Excel booth sale spreadsheet
and coordinate with troops to deliver
thank you letters to all businesses who
participated in booth sales within your
service unit.
• Cookie Rewards Coordinator— Receive all
girl reward items, distribute items to the
troop cookie managers in a timely manner
and return unclaimed reward items to the
product sales department.
• Ensure the service team, troop leaders and
troop cookie managers are aware of the
service unit goal.
4
girlscoutshcc.org/cookies • 1-800-322-4475
• Provide each troop cookie manager access
to SNAP+. Prior to providing a troop cookie
manager access to SNAP+, verify that the
troop cookie manager has:
• Completed and submitted a Product
Sales Volunteer Position Agreement form.
• Has a current (within the last 5 years)
background check on file with GSHCC.
• Registered for the 2015-2016 Girl Scout
membership year.
• Received troop cookie manager training
for the 2015-2016 Cookie Program.
• A troop bank account approved by the
service unit treasurer.
• Support the service unit members by:
• Sending the troop cookie managers,
troop leaders and service team members
important notifications.
• Ensuring there is a system in place
for troop cookie managers and troop
leaders to communicate. when someone
has extra cookies or a need for cookies.
Ensuring they also understand and use
this system prior to anyone contacting or
going to a cookie cupboard.
• Encouraging and working with the service
unit events team to host a cookie rally
for girls and families if possible. This is
great way to get girls excited and to
inform parents.
• Good luck and have fun!
If you need help with any of the responsibilities,
please contact the Product Sales team at
[email protected].
November—December
How the Cookie Crumbles
How the Cookie
Crumbles
$0.20
$0.90
Total: $5.00
$2.91
PER PACKAGE
Cost of Cookies
Troop Proceeds*
Rewards
Council Services*
$0.99
* What are council services? $2.92 from each package stays in our council and goes toward
services
that
girls and volunteers, including: council-wide quality events and
Older Girl Proceeds
are $1.00
persupport
package.
**
for girlsApproximately
such as resident
and horses;
program;
adult
volunteer
What are GSHCCprograms
council services?
$2.91camp
from each
packageour
soldoutreach
stays in our
council and
goes
towards services that
support girls and training
volunteers,
including
council-wide
events
and programs
for girls such as
resident
campmaintenance.
and horses, our outreach
and
development;
financial
assistance;
administration;
and
property
program, adult volunteer training and development, financial assistance, administration and property maintenance.
*
Your Service Unit Sales Goal
You will be provided your service unit sales goal at training.
Your Role
• Communicate with your troops the service unit sales goal.
• Strategize with your troops how they can help achieve this goal together. Here are some suggestions:
• Discuss hosting a service unit cookie rally
• Increase the number of girls participating in the cookie program
• Add more girls to the troop
• Add one additional troop booth sale
• Have each participating girl sell five additional packages
• Increase the number of girls using COCO, COCOmobile and COCOdirect
• Encourage girls to continue to sell using their order card throughout the entire cookie program
• Maximize the Troop Treasure opportunity (see the Proceeds and Rewards section in this user guide)
girlscoutshcc.org/cookies • 1-800-322-4475
5
November—December
Cookies We Sell
THANKS-A-LOT®
Shortbread cookies dipped in rich fudge
and topped with an embossed thank you
message in one of 5 languages.
CRANBERRY CITRUS CRISPS
Crispy cookie, made with whole grain,
full of tangy cranberry bits
and zesty citrus flavor.
LEMONADES™
Savory slices of shortbread
with a refreshingly
tangy lemon flavored icing.
GF!
TRIOS
PEANUT BUTTER PATTIES®
THIN MINTS®
PEANUT BUTTER SANDWICH
Chocolate chips nestled
in a gluten free
peanut butter oatmeal cookie.
Crispy chocolate wafers dipped
in a mint chocolaty coating.
6
Crispy vanilla cookies layered
with peanut butter and covered
with a chocolaty coating.
Crisp and crunchy oatmeal cookies
with creamy peanut butter filling.
girlscoutshcc.org/cookies • 1-800-322-4475
CARAMEL DELITES®
Vanilla cookies topped with caramel,
sprinkled with toasted coconut, and
laced with chocolaty stripes.
SHORTBREAD
Traditional shortbread cookies.
November—December
2016 Cookie Program
Your Role
Did you know?
• For some of you, the Trios pre-order occurs
before you host your troop cookie manager
training. Help get the message out to the
troops in your service unit with the details for
ordering the Trios cookie.
• We are offering another year of the gluten
free cookie, Trios. Developed in response to
volunteers, girls and consumers who have
asked for gluten free Girl Scout Cookies.
• Troops wishing to sell the Trios Gluten Free
cookie will need to place their order beginning
December 1, 2015 at 12 p.m.
• Troops can order up to five (5) cases
(twelve packages per case).
S
O
I
R
T
FREE G
N
E
T
U
L
G
ERIN
ORD
COOKIE
S
BEGIN 2015
ER 1,
DECEMB2 P.M.
AT 1
• Millions of Americans have problems eating
food with gluten—so ABC Bakers created
a delicious cookie just for them! Made with
real chocolate chips, real peanut butter and
certified gluten free whole grain oats.
• Trios orders count towards the troop earning
the Early Reward based on the per girl
average (PGA) for the initial order. See Early
Reward Opportunity section in this user guide.
• Trios will be managed in Snap+. GSHCC will
transfer the troop’s order into the troop’s
inventory in Snap+.
• Girls can earn rewards for their Trios Gluten
Free cookie sales. The troop can transfer
these sales in Snap+.
• Trios are $5.00 per package.
• If there is excess inventory of gluten free
cookies after the initial order, they will be
allotted on a first-come first-served basis.
• Troops will pick up TRIOS orders when they
pick up their initial order of Girl Scout cookies
in February.
• Supply is limited.
Reference
• Troops will visit our website at
girlscoutshcc.org/glutenfree to place
their order.
girlscoutshcc.org/cookies • 1-800-322-4475
7
November—December
Project Thank You
GSHCC Project Thank You
Troop Project Thank You
• Inform troops that Project Thank You is a
great opportunity for the public to support
the Girl Scout Cookie Program and their
community.
• After the initial order of Project Thank You
cookies, troops can host their own
donation drive.
• Project Thank You is used to support military
families, as well as veterans in local hospitals.
• Cookies ordered during the initial order are
virtual and will be given directly to charity by
GSHCC.
• Troops will not pick up Project Thank You
cookies sold during the initial order period at
their scheduled pick-up location.
• The troop remains financially responsible for
these virtual cookies.
• Project Thank You cookie orders are not
rounded to the fullest case during the initial
order process in Snap+.
• The white column on the girl order card is for
Project Thank You orders.
• Project Thank You is referred to as “Cookie
Share” in Snap+.
• Project Thank You Cookies accepted at the
Sacramento Regional and Modesto Regional
GSHCC offices until March 18, 2016 at 5 p.m.
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girlscoutshcc.org/cookies • 1-800-322-4475
• Troops may choose to donate their
Project Thank You cookies to a local charity
of their choice.
• Examples of local charities are food closets,
senior citizen centers and local shelters.
• Great places to promote Project Thank You
are at booth sales, troop events, and
individual sales.
• Troops must make their own arrangements to
donate cookies to the charity of their choice.
November—December
Cookie Program Materials
Your Role
Did you know?
• Be sure you have all the materials you need
for your troops.
• These resources are available on our website
for your troops:
• Troop Cookie Manager 2016 User Guide
• Cookie Rally Guide
• Booth Sale Behavior and Etiquette Pledge
• Booth Sale Guidelines
• Troop Booth Sale Worksheet
• Sample Money and/or Cookie Receipts
• Troop Final Envelope
• Printable cookie order card (available
after January 8, 2016.)
• Just in-time training videos
• Inform troops where to find information,
useful tools and training videos.
The Materials
• The following materials will arrive at your
home:
• 2016 Troop Final Envelope: one per troop
• Money and/or Cookie Receipt books:
three per troop
• Troop Goal Setting Poster: one per troop
• Girl money envelopes: one per girl
• Girl Order Card: one per girl
• The following materials you will receive
at training:
• Just in Time Training Schedule
• Service Unit Sales Goal Sheet
• Service Unit Cookie Manager Roster
• Troop Cookie Manager 2016 User Guide
• Cookie Permission and Responsibility
Record forms: one per girl
• Deposit slip(s): two per troop
• Product Sales Volunteer Position
Agreement Forms: two per troop
• These forms are available on our website for
your troops:
• Cookie Permission and Responsibility
Record form
• Product Sales Volunteer Position
Agreement form
• Certificate of Insurance Request form
• Service Unit Location Delivery form
Reference
• Our Website—girlscoutshcc.org/cookies
girlscoutshcc.org/cookies • 1-800-322-4475
9
November—December
Proceeds and Reward Plans
Your Role
• Be familiar with the proceed and reward
plans, including the new Troop Treasure
opportunity:
• Early Reward opportunity
• Troop Proceeds and Girl Rewards
• Older Girl Proceeds and Older Girl
Rewards
• Troop Treasure opportunity
Proceeds and Rewards
• Troop Proceeds and Girl Rewards
• Available for all troops.
• Troop earns $0.90 per package sold.
• Girls can earn patches, achievement bars,
and reward items.
• Troop can earn Troop Treasure.
• All troops will be assigned Troop Proceeds
and Girl Rewards in Snap+.
• Older Girl Proceeds and Older Girl Rewards
• Available only to troops with all members
registered as Cadettes, Seniors and/
or Ambassadors. Multi-level troops with
registered Daisy, Brownie and Junior
members do not qualify.
• Troop earns $1.00 per package sold.
• Girls can earn patches and
achievement bars.
• Troop can earn Troop Treasure.
• Troops that choose this option will need to
select these in Snap+.
Early Reward
Opportunity
• Every registered
Girl Scout in the
troop will earn a
GSHCC bandana and
GSHCC lanyard when
the troop submits their
initial order in Snap+
with a per girl average (PGA)
of 165+ packages.
• Trios orders will count towards the troop
earning the Early Reward.
• The per girl average is calculated using the
total number of packages ordered divided
by the number of girls registered in the troop,
per our membership database as of
January 24, 2016.
• Troops choosing Older Girl Proceeds and Older
Girl Rewards are eligible for the Early Reward.
NEW! Troop Treasure
• Troop Treasure is a new
reward opportunity
allowing girls to help
their troop earn funds
to support their Girl Scout experience.
• Troop Treasure may be applied towards
GSHCC events, day and resident camps,
membership registration fees and in-store
GSHCC shop purchases.
• Check out our website to find ways to earn
Troop Treasure at girlscoutshcc.org/rewards
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girlscoutshcc.org/cookies • 1-800-322-4475
November—December
Service Unit Delivery Locations
If your service unit is listed below, please reserve a delivery location ASAP and fill out the
provided Service Unit Cookie Delivery Location Form. Please email the completed form to
[email protected] by Friday November 27, 2015. Deliveries will be scheduled
from February 11-18, 2016.
If your service unit is not listed, your service unit will participate in either the Sacramento Mega
Drop on February 13, 2016 or the Modesto Mega Drop on February 15, 2016. Please refer to the
Initial Order Pick-up section in this user guide for more information.
SU101
COLUSA
SU116
TRACY
SU157
FORTY NINER
SU102
OLLIYUMA
SU122
WOODLAND
SU158
NORTHERN MINES
SU103
BEALE
SU123
YOLANO
SU601
YOMAR
SU106
MIWOK TRAILS
SU151
EL DORADO HILLS
SU602
GOLDEN TIMBERS
SU107
SIERRA TRAILS
SU152
FOOTHILL GOLD
SU616
PACHECO
SU111
DRY CREEK
SU153
SIERRA PINES
SU626
TIOGA
SU113
LODI
SU156
BEAR RIVER
Troop 569
BUDDHIST CHURCH
girlscoutshcc.org/cookies • 1-800-322-4475
11
November—December
Training Troop Cookie Managers
It is is important for every troop cookie manager to participate in training, even if they are continuing
in this position from the previous year. Training ensures troop cookie managers have current
information and understand the importance of the deadlines. A PowerPoint presentation will be
available at girlscoutshcc.org/cookies after November 16, 2015. Be sure to check with the training
location if internet services are available. If not, be sure to save the PowerPoint to your computer’s
hard drive or to a removable drive to access it.
Your Role
Did you know?
• Set a date, time and location for the meeting.
Schedule 1-2 hours to complete the training.
• The product sales department will email you
when access to ECouncil is available.
• Send out invitations to your training to the
troop leader(s) listed in your service unit.
• All volunteers in the role of troop cookie
manager must be registered for the 20152016 membership year. If there are any
concerns about a registration status, please
connect with the registrar in your service unit.
• You will be given access to ECouncil, our
membership database, to get contact
information for the troops in your service unit.
An ECouncil Waiver will be collected at your
service unit cookie manager training.
• Look up volunteers who are serving as troop
cookie managers in ECouncil to verify current
registration.
• Distribute the Product Sales Volunteer
Position Agreement forms to the volunteers
who attend training; collect the white copy.
Keep with your records to turn in at the end of
the program.
• Use the Troop Cookie Manager User Guide
as your training outline. Discuss each subject
listed on the Table of Contents. Highlight the
Just in Time training information and videos
that will be provided as well as important
dates, events and procedures.
• You will be provided a list of current volunteers
in your service unit who have a cleared
background check.
• Please email the product sales department
at [email protected] with
the names of the volunteers not appearing
on the list. We will review these volunteers in
ECouncil. If a background check is necessary,
the volunteer will receive a request to
complete a background check from Verified
Volunteers.
Reference
•Visit girlscoutshcc.org/cookies to watch
a training video how to verify volunteer
registration information in ECouncil.
• Bring program materials to your troop training.
• Communicate the best way to contact
you and your team (if applicable) and your
availability.
• Use the Girl Scout Cookies provided by ABC
Bakers as samples to share with your troops.
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girlscoutshcc.org/cookies • 1-800-322-4475
TRAINING VIDEO AVAILABLE
November—December
Setting Up Snap+
Your Role
My Snap+ Log in:
• You will be provided log in credentials for Snap+.
• Log into Snap+ to update or correct the
information listed about you as the service unit
cookie manager.
Email: _________________________________
Password: _____________________________
• Modify where the girl rewards are sent to, if
different than you.
• Review troop information uploaded in Snap+.
Update any information.
• Please do not delete any troops.
• View, add or delete Snap+ users.
• It is critical to enter correct information.
Did you know?
• GSHCC will be uploading troop and girl data
throughout the cookie program.
• Troops uploaded in Snap+ by GSHCC will be
assigned Troop Proceeds and Girl Rewards.
• To qualify for the Older Girl Proceeds and
Older Girl Rewards the troop must meet these
qualifications:
• All registered girls are Cadettes, Seniors or
Ambassadors
• All members must agree to change the plan
• For some of you, you serve as a service unit
cookie manager and troop cookie manager.
You can toggle between your troops by
clicking My Account (upper, right-hand side)
then Select Account.
Reference
•Visit girlscoutshcc.org/cookies to watch a
training video how to set up SNAP+.
• Log into abcsnap.com.
TRAINING VIDEO AVAILABLE
Click My Account then Edit My Profile
Update:
• Name
• Email
• Password—please change at this time
• Address
• Contact numbers
Click Edit User to save changes
Modify where the cookie reward
items are sent to, if different than
the SUCM:
• Log in.
• Move your cursor to the Council link on the
green navigation bar.
• Then down to Service Unit Information.
• Enter the contact information for the person
who will be distributing the recognition items to
the troops (Do not use a PO Box address.)
• Click on Update Information.
• Bring program materials to your troop training.
• Communicate the best way to contact
you and your team (if applicable) and your
availability.
girlscoutshcc.org/cookies • 1-800-322-4475
13
November—December
Setting up Snap+
Review troop information
uploaded by GSHCC:
• Move your cursor over the Council link on the
green navigation bar.
• Move your cursor over the Council link on the
green navigation bar.
• Then down to User Management.
• Then down to Manage My Council.
• All users in your service unit will appear.
• Then over to Troops.
• Click Add New User to add an additional user
for a troop. You will need to fill in position, first
name, last name, email and password. Select
*Must Change*. This will have the user change
their password to one that is secure for them
when they log in for the first time.
• Troops that were uploaded into Snap+ by
council will appear in numerical order. Please
do not delete any troops.
• If a troop is listed but the information for the
troop cookie manager is incorrect and/or has
changed, you can update this information by
clicking the green pencil. Update information
as necessary and then click Save.
• If a troop is new or missing from this list, you
can add them:
• Click Add New Troop. You will need to enter
the troop number, troop level, first name,
last name and email.
• For all troops you add in Snap+, select
Troop Proceeds for the Proceed Plan and
select Girl Rewards for the Main Recog.
Plan.
• Click Add Troop.
• Click Add User.
Click the pencil to modify troop
information
Click the girl image to manage girls
in the troop
14
To view, add or delete Snap+ users:
girlscoutshcc.org/cookies • 1-800-322-4475
• Click the red X if you need to delete a user
account.
• Click the green pencil if you need to edit a
user account. A user’s name, email, contact
numbers, address and account password can
be edited this way.
November—December
Securing Booth Sales
Booth sales are a great opportunity for girls to utilize The 5 Skills: goal setting, decision making,
money management, people skills and business ethics.
Your Role
• Each service unit is responsible for securing
booth sale locations within the service unit
boundaries.
• All locations should be secured and entered
on the provided booth sale spreadsheet.
Spreadsheet will be emailed to you.
Securing booth sale locations tips:
• It is important to be creative and think outsidethe-box when securing booth sale locations.
• Always keep in mind the safety of the troops
and girls in mind when securing locations.
• Ideal locations include grocery stores, coffee
shops, Elks Clubs, shopping centers, retirement
homes, colleges, office buildings, community
centers, athletic games, etc.
• Do not solicit booth sales locations at bars,
liquor stores, casinos or medical marijuana
dispensaries.
• Introduce yourself as a Girl Scout service unit
volunteer.
• Ask for information regarding their policies,
procedures and restrictions for solicitation
outside of their establishment.
• If you shop at the establishment, please share
that information.
• If your troops held booth sales at this location
in the past, please share that information.
• Inform the store personnel that a
Certificate of Insurance is available. If
requested, the form can be found at
girlscoutshcc.org/cookies. Allow up to two
weeks for processing.
• A booth sale availability form to provide to
store managers is available on the GSHCC
website.
• Ensure the girls will be supervised at all times.
• Provide your contact information.
• Complete any documentation required to
obtain approval to hold booth sales at this
location.
• Provide a list of potential items present at
a booth sale and confirm if these items are
permissible at the establishment (tables,
chairs, signs, posters, balloons, etc.).
Reference
•Visit girlscoutshcc.org/cookies to watch
a training video how to enter the booth
sale locations, time slots and the results
from Round Zero on the Excel Spreadsheet
provided.
TRAINING VIDEO AVAILABLE
girlscoutshcc.org/cookies • 1-800-322-4475
15
November—December
Booth Sale Selections
Booth Sale Round Zero
• Host a selection opportunity for the troops in
your service unit to pick from available booth
sale locations and time slots.
• Make available all locations and time slots
secured up to this point in your selections for
Round Zero.
• Please be impartial with your selection
method. Ensure all troops have equal
opportunities.
• Troops can pick up to two (2) locations &
time slots for this round.
• Enter all Round Zero selection results on the
provided booth sale spreadsheet.
• Submit the booth sale spreadsheet to
[email protected] no later
than January 8, 2016.
• Communicate with your troops the details
for Round One and Round Two booth sale
selections in Snap+.
Did you know?
• Round Zero is an opportunity for your troops
to have access to the best locations and
favorite time slots within your service unit.
Booth Sale Round One and Round
Two Selections are done in Snap+
• Round One
• Opens Sunday January 17, 2016 at 8 p.m.
• Closes Wednesday January 20, 2016
at 8 p.m.
• Troops have the opportunity to secure up
to four (4) booth sale locations. Locations
and time slots are offered on a firstcome, first-served basis and are available
council-wide.
• Booth sale assignments will be emailed
to the troop cookie manager after each
secured selection.
• Round Two
• Opens Sunday January 31, 2016 at 8 p.m.
• Remains open until the end of the
cookie program
• Locations and time slots are offered on
a first-come, first-served basis and are
available council-wide.
• Snap+ will send a confirmation to the
troop’s Snap+ account email for each
booth sale secured. Review the email for
accuracy and for planning purposes.
• Booth sales begin February 19, 2016 and
continue through March 13, 2016.
• National Girl Scout Cookie Weekend is
February 26-28, 2016.
Cancelling Booth Sales
If a troop cannot attend their scheduled booth sale, they are required to login to Snap+ to cancel as
soon as possible. The booth sale schedule is shared with the community through several websites,
including the national Girl Scout Cookie Locator. Customers searching for Girl Scout Cookies are
directed to locations that show as secured in Snap+. Canceling unwanted booth sales gives other
troops the courtesy and opportunity to fill the time slot. A cancelation email will be sent to the Snap+
account associated with that troop. It will indicate who canceled the time slot.
16
girlscoutshcc.org/cookies • 1-800-322-4475
January
Initial Troop Order Review
Your Role
• You will review all the initial orders for the
troops in your service unit.
• It is important to help troops determine the
right number of packages needed to fill girl
pre-orders and booth sales.
• Please contact the troop cookie manager
if you have concerns about their troop’s
initial order.
• Keep in mind the size of the troop, the number
booth sales the troop has scheduled and the
locations of the booth sales. Ultimately, the
decision is up to the troop cookie manager.
• Click Submit All in Snap+ to acknowledge you
have reviewed your service unit initial order by
Tuesday January 26, 2016 at 6 p.m.
Did you know?
Review the No Orders
Listing Report
• To see a listing of troops who have not placed
an initial order, log into Snap+ and go to the
“Reports” icon.
• You will run the “No Orders Listing Report,”
look for the column titled “Initial Order.”
• If a troop has placed an Initial Order,
an “X” will appear in this column.
• If a troop has not placed an initial order,
an “O” will appear in this column.
Initial Order Submission by
Service Unit
• Log in.
• Select the Cookies icon.
• Select Manage Orders.
• Troop cookie managers have until Monday
January 25, 2016 at 8 p.m. to submit their
troop initial order.
• Select Initial under Order Type and
Uncommitted under Status; then select
Apply Filters.
• Troop cookie managers will be locked
from making changes after 8:01 p.m.
January 25, 2016.
• Review each troop’s initial order by clicking
the green pencil
. Contact the troop cookie
manager with any concerns regarding
their troop order.
• Initial orders are placed in PACKAGES.
Reference
• Log into abcsnap.com to run the No Orders
Listing Report.
• Make any agreed
upon changes to the
troops initial order;
click Save.
• To commit all orders,
click Commit All.
TIP! Review the No Orders Listing Report
in Snap+ before the troop deadline.
Contact troops that are missing an initial
order so they have the opportunity to
enter an order in Snap+.
ALL
INITAL
ORD
ARE DUE ERS
BY TUES
J
D
ANUARY
26, 2016AY
AT 6 P.M
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girlscoutshcc.org/cookies • 1-800-322-4475
17
February—March
Initial Order Pick-up
Your Role
Did you know?
• Initial order pick-ups are based on your
service unit. Review service unit tables to
determine if your service unit will attend a
service unit location drop or a mega drop.
• Pick-up is RAIN OR SHINE!
• For service unit location drops:
• Review the Service Unit Location Drop
Information page.
• Request volunteers to help.
• For Mega Drops:
• Communicate with your troops the pickup time assigned by the product sales
department.
• Collect and submit to the product sales
department a list of volunteers who will
help staff the Mega Drops.
• Please submit list to product.sales@
girlscoutshcc.org by February 5, 2016.
• Vehicles must be emptied before arriving
to pick-up the troop order. This includes
passengers, children, pets, toys, groceries,
car seats, garbage, etc.
• The quality of the cookies that our customer’s
receive is important. Please transport them in
clean vehicles.
• Review the vehicle size capacity
recommendations in the troop cookie
manager user guide.
Service Unit Location Drops
A Service Unit Location Drop is arranged by the service unit cookie manager at a location (fire
station, school, church, etc.) within their boundaries for the cookies to be delivered. Troops come to
this location on the day the cookies are delivered to pick up their orders. It is the responsibility of the
service unit cookie manager to arrange volunteers in your service unit to assist with the distribution
to the troops. Please reference the information page attached to your delivery location form
regarding the specifics of how to arrange this delivery type. Use the DOT sheets provided and the
DOT Sheet Report in Snap+ to print the troop initial orders.
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SU101
COLUSA
SU116
TRACY
SU157
FORTY NINER
SU102
OLLIYUMA
SU122
WOODLAND
SU158
NORTHERN MINES
SU103
BEALE
SU123
YOLANO
SU601
YOMAR
SU106
MIWOK TRAILS
SU151
EL DORADO HILLS
SU602
GOLDEN TIMBERS
SU107
SIERRA TRAILS
SU152
FOOTHILL GOLD
SU616
PACHECO
SU111
DRY CREEK
SU153
SIERRA PINES
SU626
TIOGA
SU113
LODI
SU156
BEAR RIVER
Troop 569
BUDDHIST CHURCH
girlscoutshcc.org/cookies • 1-800-322-4475
February—March
Mega Drop
Mega Drop Information
A Mega Drop is a large community event where troops from multiple service units pick up their initial
order of cookies. The event is staffed by service unit and troop volunteers, community organizations,
and council staff. Together we check troops in and out and load cookies into their vehicles. Service
unit times will be assigned and communicated by the product sales department.
Sacramento Mega Drop
Saturday, February 13, 2016
Raley Field, 400 Ballpark Drive, West Sacramento, CA 95691
See table below for the service units that will participate in the Sacramento Mega Drop.
SU119
DAVIS
SU134
FOLSOM TRAILS
SU144
ELK GROVE
SU121
RIVERBANK
SU135
ALMOND
SU146
KIT CARSON
SU124
ARDEN STARR
SU137
SIERRA CREEK
SU147
LAND PARK
SU126
SOUTH STARR
SU138
RANCHO CORDOVA
SU148
SEQUOIA ROSE
SU127
DEL GARDEN
SU139
SIERRA ROSE
SU150
LAGUNA
SU128
LOS AMIGOS
SU140
SUNRISE OAKS
SU154
COSUMNES RIVER
SU129
MAIDU CREEK
SU141
WINDING WAY
SU159
MCBEAN
SU132
ANT. HIGHLANDS
SU142
PLACER GOLD
SU133
SUTTER OAKS
SU143
GRANITE HILLS
Modesto Mega Drop
Monday, February 15, 2016
Big Valley Grace Community Church, 4040 Tully Road, Modesto, CA 95356
See table below for the service units that will participate in the Modesto Mega Drop.
SU110
BIG VALLEY
SU623
FOX GROVE
SU112
LINCOLN
SU626
SCENIC MODESTO
SU115
NEW CALAVERAS
SU645
GOLDEN RIVER
SU613
VINTAGE GROVE
SU655
DEL PUERTO
SU615
NORTHROSE
SU675
THREE RIVERS
girlscoutshcc.org/cookies • 1-800-322-4475
19
February—March
Troop Booth Sales
Your Role
• Know the Girl Scout booth sale guidelines.
These can be found on our website,
girlscoutshcc.org/cookies.
• Help troops that may need advice regarding
booth sales and inventory control. The booth
sale data from 2015 in the troop cookie
manager user guide may be useful.
Did you know?
• Pick-up is RAIN OR SHINE!
• Any activity that involves more than one
Girl Scout and a caregiver is considered a
troop activity and must meet all GSHCC
safety guidelines.
Financial Transactions at
Booth Sales
• Accepted payments are:
•cash
• credit card app
• The decision to use a credit card app
should be a decision made collectively
by all members of the troop.
• The troop assumes all added costs
associated with accepting credit/debit
cards.
• The price per package is $5.00. No
more, no less.
• We encourage adults handling money
at booth sales to be registered GSHCC
members.
• Sell only Girl Scout Cookies at your booth sale.
• Booth sales provide an opportunity for
girl-led experiences and further their progress
towards the Girl Scout Leadership Experience.
• Cookies purchased as Project Thank You
at booth sales are not virtual. You must set
aside these packages of cookies from your
inventory to donate.
BOOTH
STAARTLFREIDS
AY
S
19, 2016
FEBRUARY TINUE
AND CON NDAY
SU
THROUGH , 2016
MARCH 13
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girlscoutshcc.org/cookies • 1-800-322-4475
FEBRUARY 2628, 2016
February—March
Transfers and Planned Orders
Your Role
• Stay in touch with your troops. Call troop
cookie managers and ask them if their sale is
going well.
• Encourage troops to monitor their troop
inventory. Troops can run the Troop On Hand
Inventory Report in the Reports section of
Snap+ to assist them.
• Contact troops to repair a negative inventory
balance Snap+, if necessary.
Did you know?
• Additional cookies are available for pick up at
any cookie cupboard.
• Damaged packages/cases will be replaced
with like variety only at any cookie cupboard.
• Every transfer from a cookie cupboard
and to/from other troops must have a
documented receipt.
Transfers
Snap+ made enhancements to the transfer
system. Multiple same type transfers will now
be processed without exiting the transfer
system after each transfer is done. You will exit
the transfer system when your transfers are
completed or when you have a different transfer
type to process. It is important you only
transfer to the girls in the troop or to other
troops as many packages that you own in your
troop inventory in Snap+. Do not create
a negative inventory.
Troop to Troop
• To transfer inventory to another troop you will
process a Troop to Troop Transfer (T2T).
• Only the troop transferring the inventory out
will process the transfer in Snap+.
• Cookies cannot be returned or exchanged.
Troop to Girl
• Girls can continue to take orders until the end
of the cookie program.
• To transfer inventory to the girls in your troop
you will process a Troop to Girl Transfer (T2G).
• This will reduce the troop inventory and help
each individual girl’s reward level.
• There are two T2G transfer types:
1. Transfer with financial responsibility under
the QUANTITY field.
• This transfer adds to the amount the
girl would owe the troop.
• Packages transferred will count
towards the girl reward levels.
2.Transfer without financial responsibility
under the BOOTH field.
• This transfer does not add to the
amount
the girl would owe the troop.
• Money was collected at a booth sale.
• Packages transferred will count
towards the girl reward levels.
girlscoutshcc.org/cookies • 1-800-322-4475
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February—March
Transfers and Planned Orders
Girl to Troop
Planned Orders
• To transfer inventory from a girl back to the
troop you will process a Girl to Troop Transfer
(G2T).
Again this year, we are using planned orders for
cookies from cupboards! Planned orders help
ensure that the cookies you need for your booth/
additional girl orders are available when you
need them. Troop cookie managers must place
the planned order to obtain additional cookies.
• The troop leader/troop cookie manager can
choose to accept or decline excess inventory
from a girl in the event she has cancelled sales.
• By accepting unsold cookies from a girl, you
may be able to fill other orders or sell these at
booth sales.
• The transfer will be processed under the
QUANTITY field.
• This will reduce the financial responsibility the
girl owes to the troop.
• A planned order for booth sales must be
placed in Snap+ the Sunday before the
cookie booth is held in order for the cookie
cupboard to guarantee they will have the
cookies you need.
• The deadline for planned orders is 11:59 p.m.
on Sunday nights. Orders must be in by that
time to guarantee an order for the following
Friday.
• Troop cookie managers will be able to set
a date for pickup in Snap+, but will have to
contact the cupboard manager to arrange a
time to pick up cookies.
• Please remember, this is a request for
cookies. If the variety or quantity of cookies
you requested isn’t available, the cupboard
manager may recommend a different flavor or
quantity.
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girlscoutshcc.org/cookies • 1-800-322-4475
February—March
Damages, Overages and Shortages
Damages
• If a troop received damaged cookies, they are
to exchange the damaged cookies at their
local cookie cupboard. Exchanges are made
for same variety only.
• If a customer received damaged cookies,
they can email the product sales department
at [email protected] for
replacement.
If a troop has too many Girl Scout
Cookies, you might suggest:
• They hold an additional booth sale.
• Transfer cookies to another troop that
needs them.
• Notify parents of the excess inventory to see
if anyone needs more.
• Host a wagon sale and go door-to-door.
Overages/Shortages Occurring
from a Mega Drop or Service Unit
Location Drop
• If a troop finds they have an overage from
their initial order pick up, they are to
email the product sales department at
[email protected] within
24 hours of receiving their order.
• If the troop decides to keep the excess
inventory, a transfer will be placed in
Snap+ into the troop’s inventory.
• If the troop decides not to keep the excess
inventory, they will receive a reply email
with permission to take the excess
cases to their local cookie cupboard. The
email must be printed and given to the
cupboard manager.
• If a troop finds they have a shortage from
their initial order pick up they are to
email the product sales department
at [email protected]
within 24 hours of receiving their order.
Shortages reported after 24 hours will
not be replaced. A reply email will be sent
with permission to pick up the shorted
inventory at their local cookie cupboard.
The email must be printed and given to
the cupboard manager.
girlscoutshcc.org/cookies • 1-800-322-4475
23
February—March
Theft , Loss and Product Complaints
Theft
Loss
• It is the troop cookie manager’s responsibility
to safeguard the girls’ money after it has been
turned in.
• If cookies are lost, the troop is financially
responsible for the cookies.
• It is the parent/guardian’s responsibility when
the money is in the parent/guardian or girl’s
possession.
• If cookies are stolen, the troop will need to
follow these steps:
• Report the theft to their service unit cookie
manager immediately (within 24 hours).
• Report theft to local authorities
immediately (within 24 hours) and obtain
a copy of the report.
• Consider filing a claim with your insurance
company. If there is a deductible required
GSHCC will not be held responsible for this
amount. We will not reimburse a parent/
guardian or a troop for product or funds
stolen.
• The troop cookie manager is required to
notify the product sales department as
well as the troop leader with supporting
documentation within 24 hours.
• GSHCC will not reimburse money or
product stolen from a vehicle.
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girlscoutshcc.org/cookies • 1-800-322-4475
Cookie Product Complaints
• If there is a complaint due to the overall
quality of the cookies, please email the
product sales department at product.sales@
girlscoutshcc.org.
February—March
Outstanding Cookie Accounts
Caregivers and volunteers are responsible to forward all funds from the cookie program to the
appropriate person. Girl Scouts Heart of Central California (GSHCC) will pursue all options when
dealing with the misappropriation (theft and misuse) of Girl Scout funds. Our goal is to assure that
money earned by Girl Scouts and their troops is used to enhance the Girl Scout experience.
Parent Outstanding Cookie
Accounts
Troop Outstanding Cookie
Accounts
If a troop is having difficult collecting money
from a caregiver, have the troop cookie
manager follow the steps below and complete
a 2016 Cookie Collection Report. Report can be
found at girlscoutshcc.org/cookies.
If you are having difficulty collecting final
paperwork/deposit slips from a troop in your
service unit. Follow these steps and complete a
2016 Cookie Collection Report. Report can be
found at girlscoutshcc.org/cookies.
Follow these steps:
Follow these steps:
1. Have the troop cookie manager call the
caregiver of the Girl Scout to discuss the
situation. Log interactions and attempts
to collect.
1. Contact the troop cookie manager to
discuss the situation. Log interactions and
attempts to contact.
2. Tell the caregiver that all girl reward items
earned past the 110+ package level will be
held for the caregiver’s Girl Scout until debt
is paid in full.
2. Tell the troop cookie manager that all
girl reward items earned past the 110+
packages level will be held for the troop
cookie manager’s Girl Scout until debt is
paid in full.
3. Have the troop cookie manager pay council
only for the Girl Scout Cookies for which
money has been submitted to the troop.
3. Complete a 2016 Cookie Collection Report
with complete information on the troop
cookie manager.
4. Have the troop cookie manager complete
a 2016 Cookie Collection Report with
complete information on the caregiver.
4. The report and supporting documents
(receipts, log of interactions/attempts
to collect) should be included with your
service unit paperwork.
5. The report and supporting documents
(receipts, log of interactions/attempts to
collect) should be included with the troop
paperwork in the Troop Final Envelope.
5. Refer any delinquent account inquiries to
GSHCC.
6. Troop cookie managers should not accept
any payment after the Girl Scout Cookie
Program is finished and troop paperwork
has been turned in. Refer any delinquent
account inquires to GSHCC.
girlscoutshcc.org/cookies • 1-800-322-4475
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Before March 18
Main Rewards Review
Troop-Main Rewards Order Review
• To see a listing of troops who have not placed
a Main Reward order, log into Snap+ and go to
the reports icon.
• You will run the No Orders Listing Report, look
for the column titled Main Recog.
• If a troop placed a Main Reward order, an “X”
will appear in this column.
• If a troop has not placed a Main Reward order,
an “O” will appear in this column.
• To complete the order, the troop cookie
manager will need to enter a T-shirt size for all
girls who sold 150+ packages.
• Before the troop is locked out of Snap+ on
Wednesday March 16th @ 8 p.m., contact
the troop cookie manager to have the order
placed in Snap+.
• After troops are locked out of Snap+, you will
need to place the Main Rewards order for
them. Review the Troop Cookie Manager 2016
User Guide for assistance.
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girlscoutshcc.org/cookies • 1-800-322-4475
Service Unit-Main Reward
Order Submission
• You have until Friday March 18th @ Midnight
to commit all orders.
Reference
• Visit girlscoutshcc.org/cookies to watch a
training video how to submit your service unit
Main Reward Order.
• Log into abcsnap.com to submit your service
unit’s Main Reward Order.
TRAINING VIDEO AVAILABLE
Before March 18
Final Paperwork
Final Paperwork
• Each troop should return to you their Troop Final Report Envelope. Additional copies can be
printed from girlscoutshcc.org/cookies.
• Please organize troop paperwork, if necessary, according to the envelope instructions.
• Verify deposit information on the Troop Balance Summary Report against the validated deposit
slip(s) enclosed. Make any necessary corrections in Snap+, if necessary.
• Verify receipts against transfers in and transfers out on the Troop Balance Summary Report.
• Request any missing paperwork from the troop cookie manager, if necessary.
Service unit paperwork will be accepted
Saturday March 19th from 9 a.m. to 3 p.m.
at the Sacramento Regional and Modesto Regional offices.
girlscoutshcc.org/cookies • 1-800-322-4475
27
The Girl Scout Cookie Program is more
connected than ever using technology
to help make the 2016 Girl Scout
Cookie Program easy and fun. Check
out these three digital tools: COCO
(Cookie Command), COCOmobile and
COCOdirect.
PLEASE NOTE: It is critical for the
Girl Scout’s name, council name,
and troop number to be EXACTLY
the same in SNAP+ and COCO; this
will ensure COCOdirect sales will be
credited correctly.
COCO Keys to Success
Yourt
Firs
Step
COCO (Cookie Command)
Visit abcsmartcookies.com
An online marketing tool. Girl Scouts can use this tool to set cookie sale goals, view reward items and
levels, and send eCards to family and friends. All orders acquired by an eCard response should be tracked
on the Girl Scout’s order card, ordered through the troop cookie manager, and delivered by the Girl Scout.
Girl Scouts can send eCards and take cookie orders throughout the cookie program dates.
COCOmobile
Download from your app store; available for iOS and Android
A “digital” order card and COCO on the go. To use COCOmobile, download the
app and register using the link on the app or through COCO online. Once you have
registered, sign on to COCOmobile using your COCO credentials to get started.
Girls can enter and track all orders and view recognition items and levels, plus send
eCards to friend and family asking for cookie orders during the sale.
COCOdirect
Use abcsmartcookies.com or the COCO mobile app
Customers can order, pay and ship cookies online. Look for the specially marked eCards on COCO and
COCOmobile with the COCOdirect link to send to out of town family and friends. The COCOdirect eCard
includes a link to the COCOdirect website where family and friends can place an order, pay for the order and
have it shipped direct. Customers can order a half dozen, or dozen of their favorite cookie variety, including
the gluten free cookie, or a sampler pack with one of
the each of the eight varieties. The gluten free cookies
are available on a first come, first served basis.
WE’RE HERE TO HELP! Email [email protected] with any questions.