GIRL SCOUT COOKIE MANUAL 2013 -2014

Transcription

Cookie Manual
2013-2014
Troop Leader Name: _____________________________________________
Troop #: ________________ Service Unit: __________________________
Service Unit Cookie Manager: ______________________________________
Cell or Daytime Phone: ____________________________________________
Email: __________________________________________________________
Membership Manager / Specialist: __________________________________
Table of Contents
What’s in a box of Girl Scout Cookies?
Page 3
NEW Rapid Troop Reward Program
Pages 4 - 5
Cookie Timeline (Important Dates)
Page 6
Per Girl Average
Page 7
Girl Rewards
Pages 8 - 11
Operation Cookie
Pages 12 – 13
Cookie Club
Page 14
Booth Sales
Pages 15 – 17
Outstanding Funds Procedure
Page 18
Customer Retention
Page 19
Social Media
Page 20
NEW ACH Debit Sweep Procedures
Pages 21 – 22
Check Policy
Page 23
Deliveries
Pages 24 - 26
eBudde Instructions
Pages 27 – 35
Getting Your Reward Items
Page 36
Cookie Cost & Rebate Chart
Page 37
Available Cookie Varieties
Page 38
Safety
Page 39
The 5 Skills
Page 40
GSGNY Cookie Program 2013-2014 - Page 2
Money
What’s in a box of Girl Scout Cookies?
The Girl Scout Cookie Program is the largest girl-led business in the country. By selling Girl
Scout Cookies, your troop is raising funds for program resources, financial assistance, travel
opportunities, camp experiences, and so much more.
How will your troop spend your cookie rebate? Here are some examples:



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


Sleep Away Weekends @ Camp Kaufmann
Six Flags Great Adventure
Broadway Show/Dinner in the City
Liberty Science Center
Dorney Park
The Bronx Zoo
International WAGGGS Center trips
How the Cookie Crumbles
Hershey Park
Great Wolf Lodge Water Park
American Museum of Natural History
Skiing
Washington D.C., Philadelphia, Baltimore,
Boston
 And many more!
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$4.00 Per Box
Troop Rebate
$0.65 - $0.75
(*rebate fluctuates
during Initial Sale based
on total sold by troop)
Council
Programming &
Training,
$2.13 - $2.26*
(*depending on troop
rebate level and
whether or not SU goals
are achieved)
SU Rebate
$0.03*
(*only available to
service units that meet
or exceed their
assigned cookie goals)
Cost of Cookies
$0.98
Cookie Reward
Items, $0.11
Money
•
•
•
NEW
Rapid Troop Reward Program
Sell More Cookies
Meet Set Goals
Get More Money
INITIAL SALE ONLY
Deposited Right Back In Your
Troop Bank Account in Spring 2014
Our new “Rapid Troop Reward” program rewards
troops for growing their sales year-over-year.
Offered On A Contingent Basis for 2013-2014 Initial Sale
We are implementing a new tiered rebate program in an effort to increase cookie sales while
providing our troops with more funds for their activities.
We estimate that we can only continue to offer this program if our 20132014 Initial Sale increases by at least 5% over the 2012-2013 sale.
We need your support to make this happen.
If we cannot achieve this goal, we may have to discontinue this program.
How It Works
Basic Troop
Rebate
$0.65
Per Box
Applies to All Troops
Regardless of
Sales Totals
Increase Your Initial Sale By…
10%
20%
Over Last Year
Over Last Year
Get Back
Get Back
5¢ More Per Box
10¢ More Per Box
Rebate Increases to
$0.70 Per Box After Refund
Rebate Increases to
$0.75 Per Box After Refund
Average GSGNY Troop Would Make An Additional…
$113
$235
Money
NEW
Rapid Troop Reward Program
Rules and Regulations
What Number Will Be Used - Existing Troops
• Totals will be calculated against final eBudde total for FY13 Initial Sale. This includes all cases
ordered by troop (including booth sales) and all Operation Cookie sales.
• Total will be calculated against whole numbers only. Decimals must be rounded up to meet the
nearest whole number for reward target level.
For example: FY13 Troop Total = 941 Boxes
10% Increase Needed For + 5¢ Reward = 1,036 Boxes
20% Increase Needed For + 10¢ Reward = 1,130 Boxes
What Number Will Be Used - New Troops
New troops are defined as troops created and registered for the first time in the 2013-2014
program year or existing troops that did not participate in the 2012-2013 Initial Sale. New troop tiers
will be determined by average troop total sales from the 2012-2013 Initial Sale. New troops will
receive additional funds when they meet the following targets:
o
10% Tier: 1,034 Boxes
o
20% Tier: 1,128 Boxes
Other Rules
• Only troops that participate in the Initial Sale will be eligible for this reward.
• Troop eligibility for Rapid Troop Reward funds will be determined by GSGNY Product Sales Staff
ONLY. All funds due to GSGNY for troop cookie order at $3.35 per box rate will be swept from
troop bank accounts on February 5th at time of order. Any troop that does not follow these rules
forfeits their right to these reward funds.
Fraud Will Not Be Rewarded
Any evidence of fraud determined by GSGNY Product Sales Staff will result in the forfeiture
of all rapid troop reward funds and may result in additional disciplinary action by GSGNY.
Evidence of fraud includes, but is not limited to:
• Combining multiple troop orders as one troop order in eBudde.
• Adding Girl Scouts in eBudde to troops that they do not belong to.
•
Adults being credited with cookie sales in eBudde.
Cookie Timeline
Important Dates
Date
Activity
October 2013
Cookie Materials ship to Service Unit Cookie Managers (SUCMs)
November 2013
Cookie Materials Distributed to Troops at Service Unit Meetings
November 5, 2013
Fall 2013 Corporate Cookie Connection (Election Day)
November 22, 2013
ACH Debit Authorization Forms Due to Council – All Troops
December 13, 2013
Initial Cookie Sale Begins
January 20, 2014
Initial Cookie Sale Ends
January 21, 2014
Cookie Catch-Up Sale Begins
January 24, 2014
Girl Scout Paperwork Due to Troop Leaders
January 29, 2014
Delivery Station Submission Deadline – All Troops*
www.girlscoutsnyc.org
February 3, 2014
eBudde Deadline for Troop Order Submission – All Troops
http://ebudde.littlebrownie.com/
February 5, 2014
ACH Debit Sweep of Troop Cookie Payments – All Troops**
March 1, 2014
Drive-Thru Cookie Delivery
March 10, 2014
Cookie Deliveries Begin
Week of
March 17, 2014
Cookie Cupboards Open
March 31, 2014
Cookie Deliveries End
April 30, 2014
Cookie Catch-Up Sale Ends
May 8, 2014
Cookie Cupboards Close
May 19, 2014
All Catch-Up Cookie Reward Orders Due to Council
Booth Sales End
(For Newly Registered Girl Scouts & New Girl Scout Troops Only)
* You must submit the delivery information for
your troop cookie order by this date to be eligible
for a delivery. Go to www.girlscoutsnyc.org for
more information.
** All funds must be available in your troop bank
account by this date for sweep to be successful. If
sweep cannot be processed, your troop cookie
order may be changed or pulled from eBudde.
Working Together
Per Girl Average
Everyone Works Together – Everyone Is Rewarded
Q: What is Per Girl Average (PGA)?
Current GSGNY
Initial Sale PGA
A: In our Council, Per Girl Average is…
96
Total # of Cookies Sold By The Troop
/
Number of Girls Selling
Q: Why is PGA important?
A: PGA helps us gauge how many cookies the average Girl Scout in New York City can
sell. If our Council has the same number of girls selling, but we can increase our PGA
by even 2 boxes, that would mean a signficant increase in cookie sales. Take a look:
Initial Sale Total
(Boxes)
1,058,792
1,080,400
1,134,420
# of Girls Selling
2013-2014
Per Girl Average
10,804
10,804
10,804
98
100
105
Increase Over
2012-2013
16,732 Boxes
38,340 Boxes
92,360 Boxes
Q: How can I find out what our current troop PGA is?
A: If your troop participated in the Cookie Program last year, your troop PGA is
available in eBudde under the 2012-2013 Sales Report. On the right side of the page,
there is a row that says, “Initial PGA”. This will tell you the troop PGA for the Initial Sale.
Rewards
2013-2014 Girl Rewards
Per Girl Average Rewards (Initial Sale Only)
When your troop achieves the PGA level mentioned below, all the girls in the troop
that participate in the Cookie Program during the Initial Sale will get the following
rewards:
“Peace Love Cookies”
Sparkle Tote
Troop PGA of 175
Cookie Star Patch Pin
Troop PGA of 125
All Girl Rewards
COOKIE REWARDS ARE CUMULATIVE.
This means that motivated Girl Scouts who reach the higher reward levels will also
receive the reward items at all the preceding levels. Girl rewards are for girls only.
40+ Boxes Sold
Exclusive Item for NYC Girl Scouts!
Theme Patch
70+ Boxes Sold
Customizable Carry-All Wristlet
Plus all preceding items.
115+ Boxes Sold
Musical Tie Dye Heathered Fashion Tee
135+ Boxes Sold
Expressions Sticky Note Music Journal
155+ Boxes Sold
Star Gazer Water Bottle &
Starry Night Bottle Tote
205+ Boxes Sold
Color Graffiti Basketball
305+ Boxes Sold
Friends Forever Friendship Heart Pillows
405+ Boxes Sold
“Peace Love Cookies”
Sparkle Zip Up Sweatshirt
Close-Up of Image
CHOICE of $50 Gift Card
500+ Cookie Club
OR
Dylan’s Candy Bar
Gift Card sent directly to Girl Scout family.
750+ Boxes Sold
Sephora
Gift Card sent directly to Girl Scout family.
***New Enhanced Package!***
“A Night At The Museum” Sleepover Event
Enhanced Sleepover Package at
American Museum of Natural History
www.amnh.org/sleepovers
Gift Certificate for 1 Girl & 1 Adult
Special Event T-Shirt and Patch Only For Our Girl Scouts
Exclusive Sleeping Area
Multiple Dates Available
Gift Certificate sent directly to Girl Scout family.
iPad Mini 16GB Wi-Fi Only with Custom Girl
1,000+ Boxes Sold Scout Case OR Wii U Deluxe Set Game System
www.apple.com
www.nintendo.com/wiiu
iPad or Wii sent directly to Girl Scout family.
iPad or Wii sent directly to Girl Scout family.
Rewards
Patches
The Theme Participation Patch will be awarded with 40 or more boxes sold.
One additional bar patch will be given when a Girl Scout reaches one of the following levels:
100+ Boxes Sold
600+ Boxes Sold
200+ Boxes Sold
700+ Boxes Sold
300+ Boxes Sold
800+ Boxes Sold
400+ Boxes Sold
900+ Boxes Sold
500+ Boxes Sold
1,000+ Boxes Sold
Additional Patch Opportunities
Information about these patches available on Pages 13 & 14.
Operation Cookie Patches
Cookie Club Patch
We are pleased to offer Operation Cookie as our Gift of Caring project here in New
York City. Operation Cookie allows customers to purchase cookies that will be shared
with service personnel, local veterans’ facilities like hospitals and nursing homes, as
well as other potential organizations. For a list of organizations that have received
cookies from this program in the past year, visit www.girlscoutsnyc.org.
How can the Operation Cookie program benefit your troop?
LEADERSHIP EXPERIENCE
Girls can employ the Operation Cookie
program to take action on behalf of their
community while sharpening their own
entrepreneurial talents and skills.
WHO’S BUYING
This program gives buyers who do not
want to purchase cookies for themselves
a great way to support two groups they
care about – service personnel and local
Girl Scouts!
Photos from the 2007 Operation Cookie
drop-off in Norfolk, Virginia.
TAX-DEDUCTIBLE
Purchases made for Operation Cookie
are 100% tax-deductible.
YOUR REBATE
Troops receive the same rebate for every
box they sell without ever having to
coordinate a single delivery!
2013-2014 Operation Cookie Goal For Our Council
70,000 Boxes Sold
Exclusively For This Program
How to Earn the Special Patch
Sell 10 or more boxes for the
Operation Cookie program.
The 100+ Patch: For Girl Scouts Who Go Above and Beyond
A special corresponding 100+ Operation Cookie patch will be available to Girl Scouts
who go above and beyond for the Operation Cookie program.
How does a Girl Scout qualify for this patch?
PATCHES FORM ONE DESIGN
INDIVIDUAL GIRL SCOUT
Sell 100 boxes or more for the
Operation Cookie program during the
2013-2014 Initial Cookie Sale.
CORPORATE COOKIE CONNECTION
Troops who participate in either the
Fall 2013 or Spring 2014 Corporate
Cookie Connections can get this
patch if they sell 100 or more boxes
for Operation Cookie the day of the
sale.
***Special Patch Available***
Send 30 eCards
Through Cookie Club
During the Initial Sale
Cookie Club is a safe, password-protected website where girls can take online orders
for Girl Scout Cookies and track their progress toward goals. Designed with a focus on
goal setting and online safety, troops and Girl Scouts can use the Cookie Club to track,
analyze, and market their cookie sale.
•
•
•
•
Program provided by our cookie baker – Little Brownie Bakers.
Two versions – one for younger girls and one for older girls.
The Cookie Club allows girls to email friends and family an online order card. It
does not enable the girls to sell cookies online or share personal information.
*Girls must still collect money and deliver cookies in person.
Troop Leaders must register for the site and grant access to the system for all
their families after receiving permission from their parents.
Sign-up for Cookie Club at
cookieclub.littlebrowniebakers.com
Booth Sales
Frequently Asked Questions
Q: What is a booth sale?
A: A booth sale is a designated time period where a troop picks a location and sells
cookies to the public.
Q: Why would my troop want to do a booth sale?
A: Booth sales are a great way for troops to increase cookie sales, work as a team, and
reach out to the community while having a lot of fun.
Q: How can my troop conduct a booth sale?
A: Troops can apply for a booth sale
through eBudde with their initial
cookie order. Troops can also apply
for a booth sale any time during the
Cookie Cupboard period. Troops can
apply for as many booth sales as they
want, as long as they pay any
outstanding balance on a previous
sale first.
Q: How do I apply for a booth sale?
A: During the Initial Sale period,
booth sale applications must be submitted through eBudde on the “Booth Sites” tab
(detailed instructions are included in the back of this manual.) All booth sales MUST
BE APPROVED by the Product Sales department before the sale can take place.
During the Cupboard period from March to May, an electronic Booth Sale Application
form is available at our website – www.girlscoutsnyc.org.
Q: When can I schedule a booth sale?
A: Booth sales can be scheduled any time between March 1, 2014 (Staten Island
Drive-Thru delivery) and May 19, 2014 (last day for booth sales). If booth sale cookies
are not ordered with an initial sale delivery, they must be picked up from the Cookie
Cupboard during designated Cupboard hours and dates (Cupboards close May 8th).
Q: Where can my troop conduct a booth sale?
A: Booth sale locations must be within the five boroughs of New York City (our
Council boundaries) to be approved.
Q: What types of cookies should I order for a booth
sale?
A: It is up to you what variety of cookie you want to
order for a booth sale. Always keep in mind that the
most popular varieties are Samoas and Thin Mints;
they are often the easiest to sell with the highest
demand.
Q: I’ve chosen a location for our sale. How do I get
permission to sell there?
A: Whatever location your troop chooses, it must be
within the five boroughs of New York City and your
troop must secure the necessary permissions to sell
there. If your troop wants to sell in a park or plaza,
permits may be required.
Q: Do I have to pay for the cookies I order for a
booth sale even if I don’t sell them all?
A: Yes. Your troop must pay the Council for the cookies regardless of whether or not
all the cookies are sold.
Q: How many cookies can I order for a booth sale?
A: To receive a booth sale on credit, troops must order between 180 boxes (15 cases)
minimum or 240 boxes (20 cases) maximum. If the troop wants to fully pay for a
booth sale order at the time the booth sale order is placed, the troop can order
cookies in any quantity.
Q: When is the final day to resolve booth sale issues with the Council?
A: The final booth sale sweep will take place on May 26, 2014. All outstanding booth
sales must be fully paid by this time.
Booth Sales
Booth Sale Payments
Booth sale payments will be taken by monthly ACH debit sweeps.
Booth Sale Sweep Schedule
Scheduled Booth Sale Date
ACH Sweep For Funds
March 2014
Week of April 7
April 2014
Week of May 5
May 2014
Week of May 26
If Your Sale Date Changes: Your troop must complete the “Booth Sale Date or
Location Change” Form at www.girlscoutsnyc.org at least 1 week before your
previously scheduled sale date.
Your troop is responsible for any non-sufficient funds fees that result from a rejected
ACH debit sweep for booth sale payment.
Date sale takes place will be determined by date submitted on “Booth Sites” tab in
eBudde or Booth Sale Application during Cookie Cupboard period.
Want to do multiple booth sales in one month? No problem.
Just notify the Product Sales Department. We’ll arrange payment with you for your
current booth sale and approve a new application once payment clears.
Booth Sales
GSGNY Line of Credit
Troop eligibility for a line of credit is determined by the Girl Scouts of Greater New
York. The invitation to receive a booth sale on credit is extended at the discretion of
Girl Scouts of Greater New York and this privilege can be revoked from any troop at
any time. Only one booth sale will be awarded to a troop on credit at a time.
Money
Outstanding Funds Procedures
Responsible Party
Use or Freeze By Date
Troop Leader(s) – Registered 01 and/or Registered 02
Cookies for the 2013-2014
program year have a ‘Use or
Freeze By’ date of
September 1, 2014. No
GSGNY Girl Scout troops
should be selling cookies
from the 2013-2014 year (or
before) after that date.
Booth Sale Period
March 1, 2014 (Earliest Delivery) to May 19, 2014
Potential Actions Taken
The following actions may be taken by Girl Scouts of Greater New York if the troop
does not meet these payment requirements:
•
Phone Calls/Emails From Product Sales Department
•
Phone Calls/Emails From Membership Team
•
Phone Calls/Emails From Finance Department
•
Letters Sent From Product Sales Department/Finance Department
•
Referral to Collections Agency
•
Responsible Parties Will Not Be Reappointed To Any Leadership or Administrative
Volunteer Positions
o No Cookie Program Participation Until Resolution
o Troop Will Be Prevented From Accessing Cookie Club/eBudde
o Service Unit Team (Managers, Cookie Managers, Etc.) May Be Notified
Customers
Keeping In Touch
What is the #1 reason a customer doesn’t purchase a box of Girl Scout cookies?*
They’re never asked! How can your Girl Scouts and your troop keep potential
customers connected to the cookie sale? Here are a few recommendations:
*Based on market research conducted by Little Brownie Bakers.
•
Get a Troop Email Address. Today an email address is
one of the easiest, fastest and cheapest ways to
communicate with the public. Sign your troop up for an
email address through a free service like Gmail or Yahoo
that you or another adult volunteer can manage; then
anyone in your troop can give out this email address as
a safe and effective way of contacting your troop about
cookie sales.
•
Start an Email List. Ask your customers if they would
be interested in giving you their email addresses to get
information about future cookie purchasing
opportunities from your troop. Be honest about how you will use their information
and remember to respect their wishes if they no longer want to receive emails.
•
Create a Cookie Contact Database. When a Girl Scout leaves Girl Scouting, her
customers often lose their only contact for Girl Scout cookies. Encourage your Girl
Scouts to ask customers if they would like to get information about future cookie
purchasing opportunities from your troop. You can maintain a troop database of
customers that you can still reach with cookie buying opportunities after a Girl
Scout leaves your troop. Remember to add the customer only after a Girl Scout
family receives permission to include their contact information in your records.
Encourage your Girl Scout families
to sign up for the Cookie Club.
cookieclub.littlebrowniebakers.com
Customers
Sales With Social Media
Social media can be a great way to reach potential customers. Remind your Girl Scout
families to update their Facebook status or Twitter feed when they start selling
cookies/before the cookie sale ends – you never know who may want to purchase!
Potential Status Updates
“Time for Girl Scout Cookies! Let me know how many boxes you want. :)”
“Thin Mints, Samoas, Trefoils and more – now’s your chance to get cookies!
My Girl Scout is selling, so send me a message.”
“Girl Scout cookie sale is almost over – need a few more boxes? Just ask me!”
Like us on Facebook.
Always remember to follow all GSUSA guidelines
regarding online safety for girls.
Like GSGNY on Facebook and receive
the latest updates about everything the
Girl Scout Leadership Experience has to
offer in New York City.
www.girlscouts.org
Paying For Your Order NEW
ACH Debit Sweeps
NO MORE DEPOSITS!
ACH Debit Authorization Form
Due to your Membership Specialist by
Friday, November 22, 2013.
• Troops are required to submit this form
to participate in the Girl Scout Cookie
Program in New York City.
• A valid troop bank account is needed. See
the Troop Resource Guide for
instructions on how to set up your troop
bank account.
• All payments for the Initial Sale will be
taken by ACH debit sweep. The sweep will
be based on the troop cookie order
submitted through eBudde by February 3.
• Troops are responsible for all NSF (nonsufficient funds) fees resulting from
rejected ACH debit sweeps.
Accuracy of Your eBudde Order
Your troop is responsible for the accuracy of your order in the eBudde system.
All ACH debit sweeps during the Initial Sale will be based off of the amount due for
your troop cookie order in eBudde (minus any booth sales awarded on credit).
eBudde will become inaccessible to users after 11:59 PM on February 3, 2014.
All orders in the system at that time will be considered final.
Things To Remember About ACH Debit Sweeps
•
•
•
ALL Funds Must Be Available at Time of Sweep: Sweeps will only be authorized
by your bank if all the funds for your order are available at the time of the sweep.
All money will be swept from troop bank accounts on Wednesday, February 5,
2014. If the ACH debit payment cannot be processed, the troop cookie order may
be changed to compensate for the missing funds or pulled from eBudde
completely.
Deposit Checks Early: Your troop will be responsible for ensuring that all the
checks you accept clear and are credited to your troop bank account prior to the
ACH debit sweep. Checks that are returned for insufficient funds will endanger the
processing of your ACH debit sweep.
NSF (Non-Sufficient Funds) Charges: Your troop will be responsible for any NSF
charges that result from an unsuccessful ACH debit sweep.
Does our troop have the option of paying our booth sale in advance?
Yes!
•
•
•
Go to www.girlscoutsnyc.org -> Cookies -> Cookie Resources.
Complete the form that says, “Pre-Pay Your Booth Sale”.
Once you submit this form, the funds for your booth sale will be swept by the
Council on February 5 along with your troop cookie order payment.
For information on the new procedure for collecting booth sale payments, see the Booth Sale section on Page 17.
Visiting the Cookie Cupboards
Cookie Cupboards will be open starting the week of March 17th, 2014.
Hours and procedures will be posted to our website at www.girlscoutsnyc.org.
Troops will be able to pre-pay troop cookie orders through the electronic forms
published on our website. For a complete outline of Cookie Cupboard procedures, go
to www.girlscoutsnyc.org in Spring 2014.
Paying For Your Order
Protect Your Troop!
Recommended Check Policy
Do not accept checks for more than $50.00.
Accept only ONE CHECK per household/customer/family.
Write the customer’s PHONE # and DRIVER’S LICENSE # on
the face of the check.
Does my troop have to accept checks?
No. If you would like to accept cash and money orders only, your troop is welcome to set
that policy. Just make sure to communicate this to your Girl Scout families at the start of
the sale.
Your troop is responsible for returned checks.
In the event of a returned check, the individual who wrote the check should replace it,
including any additional bank fees, with a certified check, money order, credit card
payment, or cash payment.
***Returned Checks Can Jeopardize the Processing Of Your Troop Cookie Order***
If your troop bank account has insufficient funds to cover your troop cookie order, the
ACH debit sweep for payment will be rejected by your bank. Your troop will be responsible
for any resulting insufficient funds fees and the rejection could jeopardize the processing
of your troop cookie order.
How can you avoid this?
o Deposit checks at least 3 days before the ACH Debit Deadline of February 5th.
o Monitor your troop bank account to ensure all checks clear in advance of the ACH
Debit Deadline.
Delivery
Submitting Your Delivery Information
at www.girlscoutsnyc.org
Annually our delivery agents make about 500 cookie deliveries. Troop cookie
deliveries take place over the course of several weeks in March. GSGNY is one of the
few Girl Scout Councils in the country that still offers home delivery to troops.
Submission Deadline
•
Wednesday, January 29, 2014 by 11:59 PM
You troop MUST submit your delivery information through one of our online electronic
forms by this date to be eligible for a delivery.
Delivery Requirements
•
60 Case Order Minimum: Any delivery site must receive at least 60 cases. To
receive your own delivery, your troop cookie order must total at least 60 cases.
60 case order does NOT include “Operation Cookie” boxes because they are not delivered to your troop.
•
Submission Deadline: All delivery information MUST be submitted by the
deadline of WEDNESDAY, JANUARY 29TH, 2014.
•
•
Delivery locations must be within the five boroughs of New York City.
Submit Through Our Website: Delivery information must be submitted through
the electronic forms available at www.girlscoutsnyc.org.
Delivery Options
Troops have four available options for receiving their troop cookie order:
1. SINGLE TROOP DELIVERY: You are a single Girl Scout troop that has met the
60 case delivery minimum and wants to receive your own delivery.
2. MULTIPLE TROOP DELIVERY: You are combining your delivery with
another/several other troops to meet the 60 case delivery minimum.
3. COOKIE CUPBOARD: You will pick your order up at a local Cookie Cupboard
location. No case minimum requirement.
4. STATEN ISLAND DRIVE-THRU: See next page for additional information.
Delivery
Staten Island Drive-Thru
Date: Saturday, March 1, 2014
Description: Choose this delivery option by filling out the appropriate form at
www.girlscoutsnyc.org. You will receive an assigned pick-up time from the Council
office. You will use your own car(s) to pick up your entire troop cookie order.
Location: To Be Announced
Time Assignments: Troops will be ASSIGNED a pick-up time by Council about 1 week
before the event. Your troop must be prepared to pick up your cookies any time
between 8:00 AM – 6:00 PM. Due to the popularity of this event, time of day
requests (morning, afternoon, etc.) cannot be accommodated. No case minimum
necessary.
Delivery
Troop Delivery Responsibilities
•
Delivery Period: All deliveries must take place during the scheduled delivery
period of March 10 – March 31, 2014.
•
Day and Time Requests: Troops can request specific delivery dates when they
submit delivery information through the online form at www.girlscoutsnyc.org.
Requested delivery dates and times cannot be guaranteed, but the delivery agent
will try their best to accommodate your request. Whether or not your request is
met, the delivery agent will contact you to schedule a mutually beneficial time for
delivery during our pre-set delivery period. No Sunday deliveries.
•
Troop Representative: A representative from your troop should be present for
delivery of cookies. Your troop is responsible for the accurate counting and
acceptance of cookies.
•
Delivery Discrepancies: Any discrepancies with your troop cookie delivery MUST
BE NOTED ON THE DELIVERY TICKET. Signed delivery tickets are an
acknowledgement by the troop that your order has been fully counted and
received. GSGNY and/or the delivery agent are not responsible for any case
discrepancies that are not reflected on the signed delivery ticket.
•
Case Quality: Do not accept cases that appear to be crushed or damaged.
Reflect any cases you do not accept on your signed delivery ticket.
•
Safe Storage: Store your cookies in a safe, clean place. GSGNY is not responsible
for any cookies damaged or lost after cookies have been delivered and accepted
by your troop.
Delivery
Delivery Agent Responsibilities
•
Your Troop Will Be Contacted 1 Week Before: Your delivery agent will contact
your troop by phone or email at least one week before your delivery is scheduled
to take place. They will use the information that was submitted by your troop
through the electronic delivery forms at www.girlscoutsnyc.org.
•
Your Entire Order Will Be Delivered: Your delivery agent will arrive with all the
cookies needed to fulfill the troop cookie order placed by your troop in eBudde. If
the agent does not have all the cookies needed to complete your order, they will
arrange a new delivery date and time for the remainder of your order. Remember
to reflect any cases that were not delivered on your delivery ticket before signing.
•
You Will Receive A Delivery Window: Your delivery agent will provide a window
of time estimating their arrival on the date the delivery will take place. If for any
reason the delivery agent is unable to arrive on the scheduled day or delivery
window, someone will contact your troop to reschedule your delivery.
•
Courtesy and Respect: Your delivery agent will be courteous and respectful. We
expect our troops to be courteous and respectful to our delivery agents. If your
experience does not meet these expectations, please contact the Product Sales
Department at GSGNY.
Your Instructions
Practice on the eBudde Demo Site
Want to practice before you have to enter your order?
You can enter as many fake orders as you want on the eBudde
Demo site before submitting the real thing.
Visit the eBudde Demo site at:
http://ebdemo.littlebrownie.com/
Login to eBudde
http://ebudde.littlebrownie.com/
***Remember – your order MUST BE SUBMITTED TO EBUDDE by
Monday, February 3, 2014.***
1. Go to the eBudde website: http://ebudde.littlebrownie.com/
2. Enter your email address and password. Click “Login”.
Your EMAIL ADDRESS and PASSWORD
***All eBudde Passwords Will Reset This Year***
Email Address: Same As Last Year
Password: On your first login, you will need to use this password:
630Samoas!!
You will then be prompted to change your password to something of your choosing.
If you have problems accessing eBudde, need to be added as a user, or need to update your
login information, please email [email protected] with your name, service unit, troop
number, and email address.
Does eBudde allow multiple users under one troop?
Yes. Any troop can add multiple users to the system.
I have a cookie parent that needs access to eBudde. What do I do?
Email [email protected] with the troop number and email address that needs
to be added to the system. Once one person in the troop has access to eBudde, that
person can add more users under the “Settings” tab.
3. NEW USERS: You will be prompted to change your password and enter your
contact information. Enter your contact information and click “Submit”. This will
bring you to your eBudde Dashboard. From here you can enter all the information
for your troop(s) using the navigation tabs at the top of the page.
Enter Your Troop Cookie Order on eBudde
Click each of the heading tabs indicated below to enter each page.
Enter the information in the order outlined below.
CONTACTS TAB
Where you enter your contact information.
1. Review information; edit as necessary.
SETTINGS TAB
Where you enter the details about your troop.
1. Number of girls selling, number of girls registered, and troop age level will be
updated automatically. Other information on this page is optional.
2. If you choose to enter goals (optional), enter them in BOXES – not cases.
3. You can add additional users under the “Troop Leaders”, “Troop Cookie Chairs”, or
“Troop View Only Users” sections.
4. Click UPDATE to accept all changes.
GIRLS TAB
Where you enter the names of the girls selling.
1. Enter names of girls. Enter each girl’s goal in BOXES if information is available.
2. Click UPDATE to accept all changes.
INITIAL ORDER TAB
Where you order your cookies.
***All orders –including booth sales - must be entered as BOXES, NOT CASES***
1. Click a girl’s name; you will see an entry row load at the bottom of the screen. Click
squares to begin entry.
2. Enter the total cookies sold by girl in BOXES for each variety, including Operation
Cookie (this is the first column – “OpCo”). Press TAB or use your computer mouse
to go to the next column. When you’re finished with the row, press ENTER (on
keyboard) or the OK button.
3. Repeat for each girl.
4. BOOTH – If you are ordering booth sale cookies, enter them in this row. Click
BOOTH, go to bottom of screen, and click squares to begin entry for each variety.
Press TAB on your keyboard to move to a new column and enter order in BOXES NOT CASES. A booth sale order must total between the following quantities in the
chart below, with 180 Boxes (15 Cases) being the minimum order and 240 Boxes
(20 Cases) being the maximum order. When finished, press ENTER (on keyboard)
or OK button.
Booth Sale Quantities
180 Boxes (15 Cases)
Remember to also submit your application on the Booth Sites tab!
5. OTHER – If you want to order additional troop cookies, enter them here.
Remember that the money for these cookies will be required at time of order.
eBudde WILL ROUND UP TO FULL CASES
Please note that eBudde will automatically round up orders to the nearest case.
Your troop must account for and pay for these cookies at the time your order is
placed, then sell these boxes upon delivery. You can see exactly how many
“extra” boxes your troop will receive (boxes needed to make full cases) by
looking at the “Extras” row at the bottom of the Initial Order page.
6. SAVE the page. You can still make edits after hitting SAVE, even if you log in or log
out of the system. This allows you to partially enter your order, leave, and come
back later to complete or make changes.
7. Review the totals at the bottom of the screen for your order. If correct, click
SUBMIT ORDER. This means the order is FINAL - you cannot change the order
after it has been submitted. Contact your Service Unit Cookie Manager or the
Product Sales Department at Council if changes are necessary after this point.
8. Print copy for your records.
BOOTH SITES TAB
Your new “Booth Sale Application” form.
***Only troops who have ordered a booth sale must complete this step.
If you do not have a booth sale, skip to the next section – “Rewards Tab”.***
1. Click the button at the top of the page that says, “My Sales” (in the drop-down menu).
2. A link will load in the left window that says, “Add a Location”. Click that link.
3. The right window will load with a form for you to fill out all your booth sale
information.
> Location and Contact Info: Enter all your sale information. You must do
this for your booth sale to be approved. Please make sure your information is as
accurate as possible. All booth sale locations will be uploaded to the “Cookie Locator”
application, available to New York City cookie customers to find a booth sale in their area.
> Sale Date, Etc.: Enter your sale date and start/end times in the specified
format. Sales must be scheduled within the March 1st – May 19th booth sale
period.
4. Your booth sale will then be submitted for approval to the Product Sales
department. Only sales with all information completely filled out will be
approved.
REWARDS TAB
Where you order rewards/incentives.
***Most reward items will generate for you automatically based on
the number of boxes each girl has sold on the “Initial Order” tab.***
1. Click the FILL OUT button next to the row labeled Initial Rewards Order.
You can ignore the line that says “Final Rewards Order”.
“EDIT ALL” OPTION: At the top of the next page, you can click the “Edit All” option to
update all girl information (t-shirt sizes, gift card choices) at the same time.
2. SIZED ITEM: At the top of the page, click the name of any girl who earned the
“Musical Tie Dye Heathered Fashion Tee” or the “Peace Love Cookies Sparkle ZipUp Sweatshirt”. This will lead to a screen where you can select the correct size for
her. Select the size, scroll down, and click “Submit Girl Order”. Repeat for all girls
who earned a sized item. You must complete this step to ensure that the items
are ordered by the system! An Adult Medium (AM) size will be ordered by default
when a size is not selected.
3. GIFT CARD CHOICE: At the top of the page, click the name of any girl who earned
the $50 Gift Card. This will lead to a screen where you can select between the
“Dylan’s Candy Bar” card OR the “Sephora” card. Select the card, scroll down, and
click “Submit Girl Order”. Repeat for all girls who earned the gift card. Repeat this
step for any girl who earned the “iPad” OR “Wii” at 1,000+ Boxes as well.
4. Review total awards earned by your troop.
5. Click SUBMIT REWARDS ORDER to submit your order. This means the order is
FINAL - you cannot change the order after it has been submitted. Contact your
Service Unit Cookie Manager or the Product Sales department at Council if
changes are necessary after this point.
IF A CLOTHING SIZE IS NOT SELECTED BY THE TROOP, Adult Medium (AM) will
be ordered by default.
DEPOSIT TAB
Where your payment information will display.
NEW ACH Debit Procedure
All funds due will be swept from troop bank accounts and uploaded to eBudde by
Council staff.
Payments for troop cookie orders will be swept from troop bank accounts by
GSGNY on February 5, 2014 per the order placed in eBudde by the troop.
If There Are Any Issues With Your Troop Cookie Payment
• Your troop will be contacted by a Council staff member to resolve the issue
quickly.
• All payment problems must be resolved promptly for your order to be submitted
without changes.
• Funds for troop cookie orders must be fully accessible by the February 5
deadline. If the ACH debit payment cannot be processed, the troop cookie
order may be changed to compensate for the missing funds or pulled from
eBudde completely.
SALES REPORT TAB
Where you see a summary of your sale.
1. From here you can see a snapshot of your entire order, including the
“Amount You Owe Council”.
•
If your troop would like to pay for your booth sale at the time you submit your
order, go to www.girlscoutsnyc.org and complete the “Pre-Pay Your Booth
Sale” form.
Your ACH Debit Sweep
Funds collected by the Council from the ACH debit sweep of your troop bank account will be
credited in eBudde. They will be reflected on the deposits tab and the Sales Report tab
under “Deposits Made”.
What You Owe the Council for Your Booth Sale
$603.00 Owed to Council
Screenshot of Sales Report Tab
After Payment Is Credited
to Troop
Without Booth Sale
The amount owed to
Council should read zero.
With Booth Sale
The amount that shows up
here should match the
“What You Owe the Council
for Your Booth Sale” chart
exactly.
Have you followed all of these steps?
Then you have successfully submitted your
cookie order. Congratulations!
Some Things to Remember
•
All orders must be placed in BOXES – not cases. eBudde will round up to full cases
automatically. You must pay for these full cases at the time your order is placed.
•
You can enter your order from any computer with internet access; it only takes a
few minutes.
•
Practice with eBudde all you want on the eBudde Demo site before actually having
to submit your order: http://ebdemo.littlebrownie.com/. The Demo Site will be
available starting in December. The real eBudde site will be fully available to troops
at the end of the Initial Sale period, starting January 20, 2014.
•
WEDNESDAY, JANUARY 29, 2014 – Delivery information must be submitted by
this date through the electronic forms on the GSGNY website
(www.girlscoutsnyc.org).
•
MONDAY, FEBRUARY 3, 2014 – Your cookie order must be fully submitted
through eBudde (http://ebudde.littlebrownie.com) by this date. The payment for
your troop cookie order must be fully accessible in your troop bank account by
February 5 to ensure your cookie order is processed without changes.
•
Contact your Service Unit Cookie Manager if you have questions about the
eBudde system. You can also contact the Product Sales team at the Council:
Katie Soper
Director of Product Sales
[email protected]
Heather Reine
Product Sales Coordinator
[email protected]
Common eBudde Problems
Troubleshooting Your Order
Initial Order Tab
1. eBudde won’t let me enter any information on the “Initial Order” tab. I am clicking on
each row, but nothing will work.
• Did you accidentally submit your order before it was ready? Look at the top of the
“Initial Order” page. If you accidentally submitted your order, the “Submit Order”
button will be missing. If you did accidentally submit your order and need to make
changes before the February 3rd deadline, contact the Product Sales department.
Rewards Tab
2. I can’t see the rewards that were ordered for my Girl Scouts.
•
•
You will need to officially submit your rewards order by clicking the “Submit Rewards
Order” button before you will be able to see your final rewards order. That is the only
way some items, like Per Girl Average rewards, will generate.
There are 2 rows on the “Rewards” tab – “Initial Rewards Order” and “Final Rewards
Order”. Click the “View” button on the “Initial Rewards Order” row to see your rewards,
or click the “Girl Rpt” button to download a report that you can save to your computer.
Sales Report Tab
3. My “Sales Report” tab won’t generate/update (some numbers read ‘0’).
•
Did you click the “Submit Order” button on the “Initial Order” tab to finalize your
order? The “Sales Report” tab will only generate when your order is submitted
(remember that when you submit your order that means that the order is final and
you cannot change it.)
4. The “Amount Due to Council” doesn’t match what I calculated our troop deposit
should be.
• Did you…
 … include the money due for Operation Cookie sales ($3.35 for each box)?
 … account for the boxes your troop needs to make full cases (“Extras” row)?
 … check the “Deposits” tab after February 5th to make sure your ACH debit sweep
payment has been credited? If not, contact the Product Sales department.
Rewards
Getting Your Reward Items
•
Stay Connected To Your Service Unit: Most cookie rewards for the Initial Sale are
sent to your Service Unit Cookie Manager (SUCM) for distribution. They are usually
distributed at the March or April service unit meeting. Make sure that a
representative from your troop is included in your service unit contact list to stay
updated on scheduled meetings.
•
Send A Representative: It is your troop’s responsibility to send a representative to
your local service unit meeting to pick up the reward items for your troop.
•
Bring the eBudde Report: At the meeting, your troop representative should have a
copy of what items your troop is supposed to receive. You can download and print
the Girl Report from eBudde on the “Rewards” tab.
•
Count and Sign: At the service unit meeting, your SUCM will have you count the
reward items you accept and sign for them. When you sign, this means you are
acknowledging that you have received all the reward items your troop was supposed
to receive from the SUCM. You should notify your SUCM about any shortages before
you leave the meeting.
•
Rewards over 500 Boxes Sent Directly to Family: All rewards over the 500 boxes
sold level will be sent directly to the Girl Scout family.
•
Problems? Notify your Service Unit Cookie Manager first. Make sure you include
your troop number and a description of the problem. If needed, your SUCM will
contact the Product Sales team at GSGNY.
Reference
Cookie Cost & Rebate Chart
Safety
Girl Scout Cookie Program Safety
All girls who participate in the Girl Scout Cookie Program use 10 Basic Safety Guidelines.
1.
Show You’re A Girl Scout. Wear the Girl Scout
membership pin and/or Girl Scout clothing to identify
yourself as a Girl Scout.
2. Buddy Up. Always use the buddy system. It’s not just safe,
it’s more fun.
3. Be Streetwise. Become familiar with the areas and
neighborhoods where you will be selling Girl Scout
Cookies.
4. Partner with Adults. Adults must accompany Girl Scout Daisies, Brownies, and Juniors
when they are taking orders, selling, or delivering product. Girls grade 6 – 12 must be
supervised by an adult when selling door-to-door and must never sell alone. Adults should
be present at a cookie booth in any public place at all times.
5. Plan Ahead. Always have a plan for safeguarding money – avoid walking around with large
amounts of it or keeping it at home or school. Give proceeds to supervising adults who
should deposit it as directed by Girl Scouts of Greater New York as soon as possible.
6. Do Not Enter. Never enter the home or vehicle of a person when you are selling or making
deliveries. Avoid selling to people in vehicles or going into alleys.
7. Sell in the Daytime. Sell only during daylight hours, unless accompanied by an adult.
8. Protect Privacy. Girls’ names, addresses, and email addresses should never be given out
to customers. Use a group contact number or address overseen by an adult for
customers to request information, reorder, or give comments. Protect customer privacy
by not sharing their information except for the product sale. Girls should never take credit
card numbers.
9. Be Safe on the Road. Always follow safe pedestrian practices, especially when crossing
at intersections or walking along roadways. Be aware of traffic when unloading product
and passengers from vehicles.
10. Be Net Wise. Take the GSUSA Internet Safety Pledge before going online and follow the
specific guidelines related to marketing online. Girl Scouts cannot collect money online.
The 5 Skills
Shaping Your Girl Scout’s Future
GOAL SETTING: Your Girl Scout sets cookie sales goals individually and, with her
team, creates a plan to reach them. She develops Cooperation and Team Building skills
along the way!
DECISION MAKING: Your Girl Scout helps decide how her team will spend their
cookie money, furthering her Critical Thinking and Problem Solving skills.
MONEY MANAGEMENT: Your Girl Scout takes cookie orders, handles
customers’ money and gains valuable and Practical Life Skills around financial literacy.
PEOPLE SKILLS: Your Girl Scout learns how to talk to, listen to and work with all
kinds of people while selling cookies. These experiences help her develop Healthy
Relationship and Conflict Resolution skills she can use throughout her life.
BUSINESS ETHICS: Your Girl Scout is honest and responsible at every step of
the cookie sale. Her business ethics reinforce the Positive Values she is developing as a
Girl Scout.
For More Cookie Resources, Visit Our Website:
www.girlscoutsnyc.org

GIRL SCOUT COOKIE MANUAL 2013 -2014

Transcription

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