Girl Scout Cookies Build Leaders Gabriella from troop 65321 was the top seller for the GSEMA 2018-19 Cookie Program! This cookie boss sold 5,088 packages of cookies! Way to go, Gabriella!
My cookie journey was definitely a marathon and not a sprint. It took the whole season to complete my goal. I learned that I had to plan ahead, stay focused, and collaborate. I primarily sold through booth sales and our troop planned strategically the locations that would have the most people walking by at the best time of the day. We used Venmo to attract customers and always had a bright, well-stocked booth. Staying focused was sometimes difficult, but I set out to sell 5,000 boxes and even on slow days, I was closer to my goal. Collaborating with friends and family was essential to my success. Friends keep it fun and family helps to store and transport cookies. I could not have done it without them. Selling cookies and being the top seller, proved to me that I have the power to achieve goals that I set for myself. It was hard but worth it. Tip: Always have plenty of Thin Mints on hand! -Gabriella T.
Table of Contents How to Get Started in the GSEMA Cookie Program Cookie Calendar New for the 2019-20 Cookie Program 5 Easy Steps to Getting Started
5-6 7 8
Earning While Learning Troop Proceeds and Troop Recognitions Service Unit Cookie Mentor Bonus Girl Recognitions and 500 Club
9 10 11-13
Entrepreneurship: Why Girl Scouts Sell Cookies The 5 Skills: Goal Setting, Decision Marking, Money Management, People Skills, and Business Ethics 14
How Girls Sell Cookies Ordering Cookies Cookie Cupboard Locations Cookie Booths and Council-Organized Booth Sales (COBS) Selling Cookies Online Cookie Donations
16 17 18-21 23-24 25
Financial Policies and Procedures Cookie Payment Schedule Helping Girls Reach their Financial Goals Cookie Financial Management and Product/Money-Handling Procedures Accepting Credit Cards for Cookie Purchases Best Practices for Cookie Inventory
26 27 28-30 31-32 33
New Leader Quick Reference Guide
Cookie Program Glossary
Key Responsibilities of the Cookie Program Troop Cookie Coordinators, Service Unit Cookie Mentors, and Families
Smart Cookies Quick Reference Guide How to create a Planned Order How to transfer packages How to enter the Council-Organized Booth Sale lottery How to create a recognition order
45 46-47 48 50
Navigating the Cookie Book New to the Cookie Program (0-1 year experience) Please review: New Leader Quick Reference Guide How to Get Started in the GSEMA Cookie Program Cookie Calendar Smart Cookies Quick Reference Guide Cookie Program Glossary
Experienced Cookie Volunteer (2-3 year experience) Please review: New for the 2019-20 Cookie Program How to Get Started in the GSEMA Cookie Program Cookie Calendar Smart Cookies Quick Reference Guide
Cookie Program Expert (4+ year experience) Please review: New for the 2019-20 Cookie Program Cookie Calendar
Whether you’re a new, experienced, or expert cookie volunteer, it’s always a good idea to review the following sections with your troop and families: Selling Cookies Online: Smart Cookies Direct Ship and Girl Delivery Earning While Learning Financial Policies and Procedures Key Responsibilities of the Cookie Program FAQs
Stay in the Know During the Cookie Program! GSEMA Cookie Program Communications Cookie Emails (every Sunday)
Our Sunday cookie enewsletters give volunteers a heads up on what is coming up in the cookie program, and is sent to all registered troop leaders and cookie coordinators.
The Product Program team provides real-time updates via Team App on weather closures, deadlines, urgent cupboard information, and helpful tips. This will be the only method of communication for realtime updates.
All troops receive one Quick Bites guide with their cookie materials. Quick Bites is a general overview of the Cookie Program.
Online Cookie Book
This online Cookie Book is a one-stop shop for all cookie program details, including policies and procedures, tips, and step-by-step instructions. It’s also a helpful resource for cookie rookies.
GSEMA Cookie Program Calendar Before the program begins: November 2019 11/12 – Smart Cookies online Prep Talk (via Zoom) – topics covered: How to order cookies, ACH review (how to pay for cookies), and Smart Cookies Q &A 11/17 – GSEMA Volunteer Conference – 3 cookie training sessions for 3 cookie program experience levels 11/21 - Smart Cookies registration email sent to caregivers of all registered girls 11/21 – Smart Cookies Direct Ship orders begin. Girls can begin emailing customers 11/24 – CookieFest! 11/25 – Smart Cookies opens for Planned Order entry
During the Program: December 2019 12/1, 10 PM - FIRST Sunday deadline for Planned Order entry for pick-up week of 12/2 12/3 – Cookie Cupboards open – check cupboard listing for hours 12/8, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 12/9 12/11 – Smart Cookies online Prep Talk (via Zoom) – topics covered: Booth Sales (how to enter into Smart Cookies, what to bring, Council-Organized Booth Sales) 12/15, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 12/16 12/17 – ACH – 30% of balance due from troop bank account (see ACH schedule) 12/24 – GSEMA offices close at 3 PM for the holidays 12/29, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 1/2
January 2020 1/2 – GSEMA offices reopen 1/2 – GSEMA cookie cupboards reopen 1/5, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 1/6 1/12, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 1/13 1/16 - ACH – 50% of balance due from troop bank account (see ACH schedule) 1/19, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 1/20 1/20 – GSEMA offices are closed for Martin Luther King Jr. Day 1/13 – Smart Cookies online Prep Talk (via Zoom) – topics covered: virtual Cookie Share, CShare, running reports, managing inventory 1/26, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 1/27
February 2020 2/2, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 2/3 2/9, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 2/10 2/16, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 2/17 2/17 – GSEMA offices are closed for Presidents’ Day 2/13 - ACH – 60% of balance due from troop bank account (see ACH schedule) 2/27 – Smart Cookies online Prep Talk (via Zoom) – topics covered: Allocating packages to girls (transfers), managing inventory, girl recognition orders (create, edit, and submit) 2/23, 10 PM - Sunday deadline for Planned Order entry for pick-up week of 2/24 2/28–3/1 – National Girl Scout Cookie Weekend
Wrapping up the Program: March 2020 3/1, 10 PM – LAST Sunday deadline for planned order entry for pick-up last week of program 3/2 3/2 – Recognition Opt-Out Form due to GSEMA and last day to register girls for the Cookie Program 3/7 – All cookie cupboards close for season 3/7 – Last day for Smart Cookies Direct Ship orders 3/11 – Last day to allocate packages (troop-to-girl transfer) to girls in Smart Cookies 3/11 – Last day to transfer packages to other troops (troop-to-troop transfer) in Smart Cookies 3/11 – Last day to submit recognition orders in Smart Cookies 3/12 - ACH – 70% of balance due from troop bank account (see ACH schedule) 3/31 - ACH – 100% of balance due from troop bank account (see ACH schedule) 3/31 – Last day for girls to sell/distribute cookies from 2019-20 inventory**
April 2020 Week of 4/6 - Service Unit Cookie Mentors receive girl recognitions May 2020 5/2 – Cookies for a Cause event at Hanscom Airforce Base 5/17 – 500 Club Celebration, Canobie Lake Park
** GSEMA, in compliance with GSUSA rules and regulations, has moved the last day for girls to sell cookies to 3/31/2020. Shortening the window of time girls in our community are selling cookies is important for our Girl Scout brand as well as to ensure girls have the time and opportunity to spend their program proceeds on fun and educational girl programing.
NEW for the 2019-20 GSEMA Cookie Program •
Troops will be able to use Smart Cookies to accept credit card payments at booth sales. This feature will be available in both the Troop Cookie Coordinator (TCC) Smart Cookies role and the girl user role.
New cookie packaging! ABC Bakers has updated the cookie packages with current images of girls, updated nutritional labels, and Halal certification.
GSEMA will be covering all fees for credit card transactions using Smart Cookies. GSEMA will not be reimbursing fees for any outside credit card processing vendors.
When accepting credit card as payment, in both the girl and TCC user roles, Smart Cookies will not require detailed customer information.
The ACH schedule for cookie payments has been updated. Please see the new schedule on page 26 for details.
The Cookie Booth Patch can be earned by girls once the TCC enters a booth sale into Smart Cookies and uses the Booth Sale Divider to distribute cookie packages to girls.
New this season, on a trial basis, girls/families may post their online sales links on public facing social media sites. Girls/families cannot post sales links on online re-sales sites. See full policy details on page 24.
Back by Popular Demand •
Smart Cookies: abcsmartcookies.com is the online platform for the cookie program. Be sure to bookmark the URL, which can be used on a phone, tablet, or computer.
Smart Cookies Direct Ship: Girls can set goals and sell cookies to customers online. Cookies are shipped directly to customers. Girls can log in and start selling via Smart Cookies Direct Ship on November 21, 2019. See page 23 for details.
GSEMA will be paying 50% of customers’ shipping costs for all online Direct Ship orders of 5 packages or more.
Smart Cookies Direct Ship customers can purchase a gift box that can be filled with any 5 packages of cookies. Gift boxes will be an additional charge. See page 23 for details.
The delicious Caramel Chocolate Chip cookie is returning to the lineup. It is both gluten and nut free! This cookie continues to be an ABC Bakers pilot program with limited supply.
Team App: Stay up-to-the-minute on all cookie-related news, events, deadlines, and emergency information by downloading Team App on your smart phone, and searching for “GSEMA Product Program.” This will be the only method of communication for real-time updates.
Simplified Council-Organized Booth Sale (COBS) process! Troops will only need to fill out one form to participate in the COBS lotteries. There will be one lottery in December and one in January. See page 19 for details.
Troop Treasure! Troops have the opportunity to earn additional recognition items. See page 9 for details.
Five Easy Steps for Getting Started All girls and volunteers must be registered Girl Scouts for the 2020 membership year, and volunteers must have a current and approved GSEMA CORI background check. 1.) Complete the required paperwork, which can be found at gsema.org/forsellers. •
Troop Cookie Coordinator (TCC) Volunteer Agreement Form
2019-20 Troop Bank Account Form (If the troop has already submitted the bank form for the 201920 Fall Product Program they do not need to submit it again.)
Caregivers must complete a 2019-20 Annual Girl Permission Form
2.) Gather Girl Materials. •
Service Unit Cookie Mentors (SUCMs) will provide TCCs with a packet of materials for the troop (Cookie Program Quick Bites and receipt booklet) and individual girls (order card, recognition sheet/parent guide, and money envelope). Additional materials can be found at GSEMA offices.
If you need to be introduced to your SUCM, please email firstname.lastname@example.org.
3.) Participate in Cookie Program learning experiences. •
Live Prep Talks: online Prep Talk sessions with the Product Program team throughout the Cookie Program
Smart Cookies how-to videos: quick online topical videos created by ABC Bakers to guide you through all important tasks in Smart Cookies— these have been updated for 2019-20!
4.) Set troop goals and hold a family planning meeting. •
One of the most important aspects of the cookie program is working with girls to create a troop activity plan for the Girl Scout year, create a budget to fund the plan, and set cookie goals based on the budget. ABC Bakers and GSEMA offers lots of tools to help (links below).
Conduct a cookie training/meeting with girls and families. -
Discuss what programs, trips, and activities the girls want to participate in. Use the Program Calendar as a resource.
Work with the girls to set troop and individual goals.
Use the GSEMA Troop Budget Plan spreadsheet to help plan your budget.
Review selling opportunities (order taking, booth sales, Smart Cookies direct ship, Smart Cookies girl delivery).
Ask families for help during the cookie season and guide them through setting up their Girl Scout’s Smart Cookies online shop.
Communicate key dates and deadlines with families, and remind them that girls need to be registered for the 2020 membership year.
Provide each girl with a cookie order card and a money envelope, to be used in any way the troop decides.
5.) Log into Smart Cookies. •
Once the troop has completed and submitted the required forms, the Troop Cookie Coordinator (TCC) will receive a registration email from Smart Cookies. The email will contain a link to set up their Smart Cookies profile. The TCC is now ready to start entering Planned Orders. -
TCCs will receive a Smart Cookies registration email within 48 hours of submitting paperwork.
Troop Proceeds Troops earn $0.90 per package of cookies sold.
Cadette, Senior, and Ambassador troops may choose to opt-out of the girl recognition program and earn an additional $0.05 per package.
Troops opting-out of recognitions are eligible for theme patches and recognition events once girls achieve the required milestones in Smart Cookies. •
Every girl in the troop must sign the Opt-Out Form and return it to GSEMA by March 2, 2020. -
Send forms by email at email@example.com, fax to 978-809-3488, or mail to Travis Sammons, GSEMA, 143 Abbot St, Andover, MA 01810.
Troop Proceeds: A typical Girl Scout in our council sells an average of 113 packages of cookies and generates between $101.70 and $107.35 in proceeds for her troop! Troops can fund a lot of activities and adventures with those profits!
Troop Treasure Troops also have the opportunity to earn Troop Treasure. Troop Treasure is earned using the metric per girl average (PGA). PGA is calculated by dividing the number of total packages the troop sold by the number of girls registered into the troop. Troop treasure is cumulative. • • •
100 PGA: Troop coordinators earn the Volunteer Patch (2 per troop). 115 PGA: Troops earn an Eco-Tote Cookie Bag (2 per troop). 130 PGA: Troop coordinators earn the Cookie Program Volunteer T-shirt (2 per troop).
Local Booth Incentive New this season, all girls in the troop earn the Booth Sale patch when the TCC enters their booth into Smart Cookies and then uses the Cookie Booth Divider to distribute the packages to the girls who participate in the booth sale. Review the Smart Cookies how-to video for instructions on how to use the Booth Divider.
Service Unit Cookie Mentor Bonus Service Unit Cookie Mentors (SUCMs) have the opportunity to earn the following recognitions. â&#x20AC;˘
When SUCMs complete the SUCM volunteer agreement by October 1, 2019, they receive a cookie theme T-shirt, toolkit, and tote bag.
Campside Mug: Mentors earn this recognition when all troops in their service unit have completed their girl package allocations (transfers) and entered troop recognition orders into Smart Cookies by March 11, 2020. Mentors should be guiding and helping troops complete both of these tasks. A TCC or SUCM is required to allocate all troop packages to girls in Smart Cookies; the total inventory for the troop will be 0. A TCC or SUCM is required to create a Troop Recognition Order and choose/confirm girl recognition selections. See page 50 for step-by-step instructions.
Girl Recognitions The Girl Scout Cookie Program always includes the important component of a goal-oriented recognition program designed to help girls understand the ideas of setting and achieving goals that benefit their troop, while recognizing their individual efforts. •
Girl recognition program details are provided on the insert of the cookie order card, on gsema.org/forsellers, on the back of Quick Bites, and on the following page of this Cookie Book.
Recognitions are cumulative.
Packages of cookies must be allocated to a girl in Smart Cookies on or before March 11, 2020, for the packages to count toward recognitions. This includes allocating packages for girls who sell 25+ packages in opt-out troops to receive a theme patch. See the Smart Cookies guide on gsema.org, or pages 46 & 50 of this Cookie Book for instructions. -
Please note, if allocations are not complete by March 11, GSEMA will allocate, which will result in incorrect recognitions for girls.
Cookie Credits •
In addition to recognition items, girls can also earn Cookie Credits once they have sold 100 packages of cookies. Credits can be used for GSEMA programs including camp, in GSEMA shops (excluding online), at camp trading posts, and for GSEMA or GSUSA Destination programs.
Cookie Credits for the 2019-20 cookie program must be used on or before June 30, 2021.
Internal Revenue Service rules prevent individual girls from earning more than $600 in total individual credit benefit for the troop year. As such, Cookie Credits are capped at $500. Earnings Tier*
Number of Packages
Earnings Rate per Package
*levels are cumulative and calculated independently of one another
Please take the opportunity when distributing Cookie Credits to help girls practice financial literacy. Girls should understand the value of the Cookie Credits earned, their use, and their limitations. Cookie Credits cannot be replaced if lost.
Set Your Goals
Girl Scouts of Eastern Massachusetts
The Girl Scout Cookie Program begins Dec 3, 2019. Smart Cookie sales begin Nov 21.
GSEMA.ORG Æ&#x2022; Ã«Ã§Ã§Å&#x2013;Ã¦Ã£Ã©Å&#x2013; . Ä¼Ã§ÃªÃ¦Ã©Ä½
Theme Patch 25+ packages
Drawstring Bag 50+ packages
Brandana Headband 70+ packages
Travel Journal 100+ packages
T-Shirt AND Super Patch 115+ packages
Camp Lantern 150+ packages
Small Fox Plush 175+ packages
Crystal Room Light 200+ packages
Large Fox Plush 300+ packages
Waterproof Bag AND H2GO Water Bottle 400+ packages
AND YOUR CHOICE OF
Canobie Lake Park Passes for May 17, 2020 AND Fox Charm AND 500 Club Patch AND YOUR CHOICE OF Booth Charm OR Bracelet 500+ packages
Hoodie 750+ packages
Duï¬&#x201E;e Bag AND Luggage Tag 1000+ packages
*type or color may diï¬&#x20AC;er from image shown
Oculus Go VR Headset* OR Backpacking Kit* (Black Diamond headlamp, ultra-light Helinox camp chair, compact waterproof binoculars) 2000+ packages
CEO for the Day with Limo Ride Top G.I.R.L will spend the day with GSEMA CEO!
Goal Getter Patch Send 12+ emails in Smart Cookies
Online Patch 10+ packages sold online, Smart Cookies Direct Ship
Cookie Share Patch 10+ Cookie Share packages sold
Achievement Bars Available from 100+ to 5,000+
Crossover Patch Participated in the Fall Product Program by selling 10+ items AND participate in the Cookie Program by selling 25+ packages. Opt Out troops can earn this patch too!
The GIRL SCOUTSÂ® name and mark, and all other associated trademarks and logotypes, including but not limited to the Trefoil Design, are owned by Girl Scouts of the USA. ABC Bakers is an oï¬&#x192;cial GSUSA licensee.
500 Club Celebration May 17, 2020, at Canobie Lake Park Girls become members of the exclusive GSEMA 500 Club when they sell 500 or more packages of cookies in the 2019-20 cookie season. 500 Club members are invited to a celebration at Canobie Lake Park, which includes a ceremony and giveaways. At this event, girls get a sneak-peek at the 2020-21 cookie program theme and mascot and can vote early on 2020-21 recognitions.
Park Passes and Recognitions: •
Members will be invited via caregivers’ email within two weeks of the close of the cookie program. -
Please be on the lookout for this email to RSVP for the event. If the caregiver has not received the email please contact firstname.lastname@example.org.
Members will receive one complimentary girl park pass and one complimentary chaperone park pass to Canobie Lake Park on May 17, 2020. These passes are required for access to the park and participation in the celebration. Passes are only valid for the event day.
Park passes and 500 Club recognitions will be distributed during check-in on the day of the event. -
500 Club members who do not attend the event will receive 500 Club recognitions in the mail after the event.
Additional discounted guest tickets will be available for purchase. Details will be included in the email invitation.
Why Girl Scouts Sell Cookies Girl Scout Cookie entrepreneurs learn valuable leadership skills including goal setting, decision making, money management, people skills, and business ethics that set them up for success in life, while earning money to fund activities like troop travel, camping, community service projects, and more. The Girl Scout Cookie Program also helps finance our movement, helping the council maintain 10 properties and deliver comprehensive programs to girls and adults throughout the year.
5 Skills of the Girl Scout Cookie Program Goal Setting: Girl Scouts set cookie sales goals individually and with their troop, and create a plan to reach them. Girls develop cooperation and team building skills along the way!
Decision Making: Girl Scouts help decide how their troop will spend their cookie money, furthering their critical thinking and problem solving skills that will help them in many aspects of their lives.
Money Management: Girl Scouts take cookie orders, handle money, and track their earnings, allowing them to gain valuable and practical financial literacy skills.
People Skills: Girl Scouts learn how to talk to, listen to, and work with all kinds of people while selling cookies. These experiences help them develop healthy relationship and conflict resolution skills that they can use throughout their lives.
Business Ethics: Girl Scouts are honest and responsible at every step of the cookie program. Their business ethics reinforce the positive values they are developing as Girl Scouts.
Where the Cookie Dough Goes:
How Girl Entrepreneurs Sell Cookies The Nine Girl Scout Cookie Varieties:
Girls and troops can choose to sell cookies in one or more of the following ways: •
Order Taking: This is Girl Scout lingo for selling cookies in person using the cookie order card. Girls can ask neighbors, friends, and family members to place orders for cookies on the paper order card, which is then turned into the Troop Cookie Coordinator (TCC). TCCs pick up cookies for these orders by placing a Planned Order in Smart Cookies. Girls then get cookies from their TCC and hand-deliver cookies to their customers. GSEMA recommends collecting customer payment at time of order. Girls/families can then turn in order cards and payments to TCCs. -
Girls can accept credit cards for payment using their Smart Cookies online shop. New this season, GSEMA will be covering all processing fees for credit card purchases via Smart Cookies!
Direct Sales/Booth Sales/Council-Organized Booth Sales (COBS): Troops pick up cookies at a cookie cupboard
. . . . . . . .
Thin Mints Caramel deLites Peanut Butter Patties Girl Scout S’mores Lemonades Shortbread Thanks-A-Lot Peanut Butter Sandwich Caramel Chocolate Chip* (gluten and nut free!) *Available in Smart Cookies for pick-up from cookie cupboards while supplies last, and not listed on the order card
by placing a Planned Order in Smart Cookies, then sell them directly to customers by going door-to-door and selling cookies at booth sales within their community. GSEMA offers Council-Organized Booth Sales (COBS) to troops through a lottery system (see the next page of this book or the New Leader section for recommended cookie booth order quantities). -
New this season, TCCs and girls can use their Smart Cookies login to accept credit card payments at booth sales. GSEMA is covering Smart Cookies credit card processing fees!
Smart Cookies Direct Ship: Girls go online, create goals, set up mini websites, and send ecards to family and friends. Customers can shop and pay online, and the cookies will be shipped directly to the customer. See page 15 for details.
50% Off Shipping! GSEMA will be paying 50% of customer shipping costs for all Direct Ship online orders of 5 packages or more!
Smart Cookies Girl Delivery: Girls can also take orders directly on a smart device or computer and the customer can pay using a credit card. Girls can use this feature during in-person transactions (cookies in hand) or while taking orders. See page 15 for details.
Juliettes (girls who do not participate in Girl Scouts as part of a troop) are able to participate in the Cookie Program. See page 38 for more details.
Ordering Cookies: Planned Orders Troop Cookie Coordinators (TCCs) place Planned Orders in Smart Cookies. Troops can set any timeline that they want for when and how many orders they will place during the cookie season. All cookies are picked up at cookie cupboards.
Suggested Planned Order for a Busy Four-Hour Cookie Booth Sale:
The main council cupboards are located in Andover, Middleboro, and Waltham. Additional cookie cupboards are located throughout eastern Massachusetts (see page 17). Cookie cupboards are mini-warehouses where troops pick up cases of cookies they have ordered.
Peanut Butter Patties
Number of Cases:
Girl Scout S’mores
The deadline for orders in Smart Cookies for pick-up during the upcoming week is Sunday at 10 PM. An order week runs Tuesday through Sunday.
Cookies are ordered by case. There are 12 packages in a case.
Peanut Butter Sandwich
Cookies cannot be returned or exchanged with the cookie cupboards. Please place orders accordingly. Remember: troops can place as many Planned Orders as they need during the season.
Important: GSEMA’s health and safety policy does not allow for returns or exchanges of product. Cookies can be exchanged among service units and troops.
Caramel Chocolate Chip* (gluten and nut free!) Total:
Troops should carefully consider the length of their cookie booth sales to determine their cookie cupboard order.
The name and phone number of the volunteer picking up the cookies MUST be entered into the Order Notes field. For your protection, the council needs this information in order to release cookies to volunteers.
A photo ID is required to pick up cookies. The photo ID and the volunteer listed in the Order Notes field MUST match.
If you need to correct or adjust an order, the TCC should contact the cupboard where the order was placed by calling 844-727-2884 (844-PB-PATTI).
If you receive damaged packages, contact the cupboard where the cookies were picked up for prompt replacement.
Some cupboards are staffed by volunteers in their homes. These locations have limited quantities of cookies.
Each cupboard has unique hours of operation. Please check in Smart Cookies or the cupboard listing on page 17 for more information.
Need help placing a Planned Order? You can find an instructions on gsema.org/forsellers and on page 45.
*While supplies last
GSEMA 2019-20 Cookie Cupboard Locations and Hours Questions for your Cookie Cupboard? Please call 844-727-2884 Hours are subject to change, please check Smart Cookies for the most up-to-date schedule Sun
Andover 143 Abbott Street Andover, MA 01810
10 AM4 PM
10 AM4 PM
10 AM4 PM
9 AM12 PM
Dorchester 150 American Legion Hwy. Dorchester, MA 02124
9 AM11 AM
Hingham 26 Burr Road Hingham, MA 02043
Marblehead 163 Jersey Street Marblehead, MA 01945
Marlborough 212 Phelps Street Marlborough, MA 01752
10 AM – 2 PM
10 AM2 PM
Middleboro 111 E Grove Street Middleboro, MA 02346
10 AM4 PM
10 AM4 PM
9 AM10 AM
10 AM4 PM
10 AM6 PM
10 AM4 PM
10 AM4 PM
8 AM1 PM
10 AM12 PM
7– 9 PM
1– 9 PM
12 5 PM
West Dennis 109 Main Street West Dennis, MA 02670
10 AM2 PM
4 -7 PM
10 AM2 PM
9 AM– 12 PM
Wrentham 560 Washington St, Unit 2 Wrentham, MA 02093
11 AM– 2:30 PM
Suffolk Downs 525 William F. McClellan Hwy (Parking Lot) Boston, MA 02128 Waltham 265 Beaver Street Waltham, MA 02452 Wayland 24 Oxbow Road Wayland, MA 01778
^or by appointment by emailing email@example.com
Please note: If a troop’s Planned Order is not entered into Smart Cookies by Sunday at 10 PM, GSEMA cookie cupboards will do their best to fulfill the order that week, but volunteers may be asked to pick up their order at one of the three council cupboards in Andover, Middleboro, or Waltham. 16
Cookie Booths Local Booth Sales Local booth sales are a great way to sell cookies. Before contacting booth sale venues directly, begin by checking with your Service Unit Cookie Mentor (SUCM) to learn how they manage the booth sale process in your town. •
Troops can receive permission to sell in other towns by contacting the SUCM from that town. Troops should work through their own SUCMs to do this.
Returning this season: Troop Cookie Coordinators can now split packages among girls at a booth sale on their phone or tablet using the Smart Cookies Booth Divider. You no longer have to wait to assign packages to girls. -
Girls can also earn the booth sale patch once the TCC uses the Booth Divider in Smart Cookies.
Add your booth sales into Smart Cookies and get FREE ADVERTISING! •
Your booth information will be displayed in the Cookie Finder on gsema.org, girlscouts.org, and girlscoutcookies.org!
Customers can search a zip code to booth sales near them.
Returning this season: Troops can promote their booth sales on social media using Smart Cookies. A shareable link is generated once the booth sale is entered into Smart Cookies.
Important Policies for All Girl Scout Cookie Booth Sales:
All sales must be held within the GSEMA footprint.
Volunteers must use their best judgment in setting up cookie booths in locations that will be open, accessible, and safe for all girls and customers.
Girls cannot sell in or in front of establishments they themselves cannot legally patronize. GSEMA Volunteer Policies and Procedures states that Girl Scout cookie booths cannot be set up immediately outside adult-oriented or -themed locations such as liquor stores, casinos, smoke shops or breweries. -
GSEMA has the authority to remove any troop who violates this policy out of the Cookie Program for the remainder of the season.
There must be at least two Girl Scouts present at every booth sale.
Two registered and GSEMA background-checked volunteers must be present at all times to supervise girls and ensure their safety. Girls must never be unattended.
Money and cookies must be secure at all times. The troop is responsible for all money and product.
Non-Girl Scout siblings and friends are not allowed at booth sales.
When the booth sale has ended, be sure to remove all trash, posters, and empty cookie cases from the site. Girl Scouts always leave a place better than they found it!
Council-Organized Booth Sales (COBS) GSEMA organizes booth sales, called Council-Organized Booth Sales (COBS), to increase opportunities for troops and girls to meet their sales goals. Due to their popularity, COBS are available by lottery. COBS include MBTA stops, mall kiosks, and other miscellaneous locations. There are two lotteries for COBS: one in December for January COBS and one in January for February and March COBS. MBTA COBS and Mall/Misc. COBS will be included in each lottery. TCC must submit a Primary MBTA COBS Contact Form in order to be entered to win an MBTA lottery. A separate set of first-come, first-served Mall/Misc. COBS is released once each lottery has been completed. Some Walmart, Dunkin Donuts, and JOANN Fabrics locations that are located within service units without a Service Unit Cookie Mentor will be added to the first-come, first-served release.
Planning COBS Lottery Choices: •
Winning troops will receive an email notification from Smart Cookies.
Troops of all levels, Daisy to Ambassador, are eligible for Mall/Misc. COBS.
Daisy and Brownie troops are ineligible to participate in MBTA COBS due to safety regulations.
Troops are responsible for ensuring that all adults participating in handling cookies and chaperoning at booth sales are registered and have successfully completed a current GSEMA CORI background check.
GSEMA will provide MBTA guidelines and an MBTA site permit to the volunteer listed on the Primary MBTA COBS Contact Form prior to the booth sale. Troops must read and follow guidelines to remain in good standing and bring guidelines and permit with them to the booth sale.
Review all Mall COBS guidelines (coming soon).
Troops are responsible for acquiring and transporting their own cookies for COBS.
Troops are responsible for any parking fees incurred while conducting COBS.
A troop-provided credit card reader device (such as Smart Cookies on a mobile device or Square) is recommended. See pages 31-32 for options.
COBS Lottery Entry Instructions December 12: deadline to review and enter lottery in Smart Cookies for January COBS January 16: deadline to review and enter lottery in Smart Cookies for February/March COBS
Step 1: Visit Smart Cookies to review the COBS locations, dates, and times, then determine as a troop which COBS you would be able and willing to conduct. Each COBS must have at least two GSEMA currently registered and GSEMA CORI checked volunteers, and at least two registered Girl Scouts in order to conduct the booth sale. Step 2: When troops create a login for Smart Cookies, they may begin choosing lottery entries for January COBS. The deadline for January COBS lottery entries is December 12, 2019. Troops may enter up to 20 locations each month and may win two each month. Step 3: Complete and submit the required Primary MBTA COBS Contact Form no later than the lottery deadline for each month (Dec. 12, 2019 or Jan. 16, 2020). Only troops that have submitted the required paperwork will be eligible for MBTA COBS.
Reminders for Mall and MBTA Council-Organized Booth Sales (COBS) Mall COBS •
The mall management determines the kiosk location for booth sales. Please do not move or ask anyone to move it to a new location.
Girl Scout Cookie signs at the kiosks are required by the mall and are provided by GSEMA. Please do not alter or remove them from the kiosk.
The kiosk is for displaying cookies and promotional materials. Keep all non-cookie related items (coats, phones, beverages, etc.) out of sight.
MBTA COBS •
The MBTA designates the booth location. Girl Scouts must stay within a specified area and follow MBTA guidelines and staff instructions.
Troops are provided with an MBTA selling permit and COBS guidelines after GSEMA has processed and approved the security papers. Only troops with these permits are approved to sell at MBTA stations.
MBTA COBS permits are non-transferable. Troops must notify GSEMA to cancel a booth sale; GSEMA will find an MBTA-cleared replacement troop, and provide that troop with a permit and guidelines.
Cancellation Policy for Council-Organized Booth Sales (COBS) •
GSEMA must be notified at least 48 hours in advance of the booth sale if a troop needs to cancel a COBS. Please select dates and times that work best for your troop. GSEMA pays a fee for each MBTA time slot, and each Mall location, please be courteous as to not waste the booth opportunity.
If your troop is unable to conduct an MBTA COBS that it has won, please email firstname.lastname@example.org so that GSEMA can find another troop that is approved to conduct the booth sale. Troops will be charged a $35 fee if they have not provided 48 hours’ notice of cancellation.
If your troop is unable to conduct a Mall COBS that it has won, please find another troop to fill the spot or email email@example.com so that GSEMA can find another troop to fill that spot. Troops will be charged a $35 fee if they have not provided 48 hours’ notice of cancellation.
Within 48 hours of the completion of the COBS, troops must submit a COBS Result Report, which will include the following questions: •
Date and time of COBS
Number of packages sold
Any other pertinent information that may be helpful to other troops in the future
Booth Sale Problems? Sometimes, even with the best intentions, things go awry. What happens if two troops show up at the same time in the same place, each thinking they booked/won the site? Start by double checking the troop paperwork. Maybe it’s a simple miscommunication. Follow up with the Service Unit Cookie Mentor or Troop Cookie Coordinator. If the situation is not clarified at that point, the Troop Cookie Coordinator will need to go into problem-solving mode. •
Can each troop find a different entrance to use? Can the troops split the time slot?
Please leave the store, property management, and girls out of the discussion.
In the unlikely event that there is a problem with property management, please immediately notify the Service Unit Cookie Mentor or GSEMA.
Practice the Girl Scout Law for Cookie Booth Sale Success I will do my best to be: Honest and Fair GSEMA Girl Scout Cookies are $5 per package. The troop may not raise or lower the price. Girl Scouts must sell cookies from their current inventory; expired cookies may not be sold.
Friendly and Helpful Girls, not caregivers or troop leaders, sell Girl Scout Cookies. At a booth sale, Girl Scouts should be attentive to customers. Each cookie booth sale must have at least two girls and two chaperones. If a girl needs to step away from the booth temporarily, she may do so with one of the adults, leaving one adult and one girl at the booth.
Courageous and Strong Girl Scouts should wear their uniform (smock, sash, vest, or membership pin) or a Girl Scout T-shirt at booth sales.
Responsible for What I Say and Do A cookie booth sale should be fun, and Girl Scouts should demonstrate age-appropriate maturity and professionalism. Girls should not run around, yell to customers, or use inappropriate language.
Respect Myself and Others When Girl Scouts share their troop cookie goals with customers, they raise awareness that their cookie sales fund their activities and adventures and builds entrepreneurial skills.
Respect Authority Be kind and considerate to mall security and staff, MBTA staff, and police officers. When any of these authorities tell the booth sale group to move or alter behavior, the girls and adults should follow their instructions. Girl Scout volunteers should prepare by reading COBS guidelines provided by GSEMA.
Use Resources Wisely and Make the World a Better Place Girl Scouts leave a place better than they found it. Do not leave any trash or cardboard at the booth sale site, even if you see recycling is collected on site. GSEMAâ&#x20AC;&#x2122;s agreements with the MBTA and malls do not include removing Girl Scout trash or cardboard cases. Girl Scout troops that continue to leave trash behind will jeopardize GSEMAâ&#x20AC;&#x2122;s relationships with the COBS sites. Flatten and bring empty cookie cases home or to the council cookie cupboards for recycling.
Be a Sister to Every Girl Scout Girl Scouts honor their commitment to a booth sale time slot, and are prepared to leave the location in time for the next troop to start at their scheduled time. Please practice kindness if there is a disagreement.
Selling Cookies Online Smart Cookies Smart Cookies is the Girl Scout Cookie Program secure online portal located at abcsmartcookies.com. Through Smart Cookies girls can create goals, manage their cookie sales, track progress, send e-cards, promote their sale via social media, view and select recognitions, and more. Caregivers of girls will receive a Smart Cookies registration email on November 21. If a girl/caregiver needs the email to be sent again, please contact firstname.lastname@example.org. Girls can sell cookies online via Smart Cookies in two ways: Smart Cookies Direct Ship Customers place orders and pays online, and cookies ship directly to them. (Customers pay shipping charges.) The girl receives credit for these sales automatically in Smart Cookies. Smart Cookies Direct Ship customers can purchase a gift box that can be filled with any five packages they choose. The gift box is an additional charge.
Smart Cookies Direct Ship: GSEMA is paying 50% of customers’ shipping costs for all online orders of five packages or more! Smart Cookies Girl Delivery Customers can place online orders using the e-card and choose girl delivery or girls can take the order directly on their computer, tablet or phone. The girl/caregiver will then need to notify the Troop Cookie Coordinator of the order and add those packages to the troop’s next Planned Order for pickup in a Cookie Cupboard. The girl will then hand-deliver the order to the customer. The customer has two payment options: 1.
Pay using cash.
Pay using a credit card. Using Smart Cookies on a smart device or computer, the customer or the girl can enter the credit card number and their email (optional) for payment. More step-by-step details are available in the Smart Cookies Quick Reference Guide. •
New this year, customers only need to enter their card number and name—no other information is needed.
If using an iPhone, the credit card can be scanned by taking a photo. This feature is only available while logged into Smart Cookies on the Safari web browser on your phone, not the app. On all other devices, the credit card information must be entered manually, on either a web browser or the app.
The order needs to be marked as “paid” in Smart Cookies for the credit card option to appear.
What Can Girls Do in Smart Cookies? Girls must read and accept the Girl Scout Smart Cookies Digital Cookie Pledge before they can participate in online cookie sales. Girls should also read and accept the GSUSA Internet Safety Pledge. Once a girl completes the Smart Cookies registration, a personal URL will be created that she can use to promote her sale via email or age appropriate friend- and family-facing social media pages for Smart Cookies Direct Ship sales. The Smart Cookies URL puts cookie selling right in the girl’s pocket! All of the capabilities of Smart Cookies on a computer are available using the Smart Cookies URL on a phone or tablet.
Online Cookie Policies The only Girl Scout-approved online venue for girls to sell Girl Scout Cookies is the Smart Cookies platform. Girls cannot sell cookies on other online platforms. However, GSEMA encourages girls and adults to use ageappropriate online tools (such as: social media, email, or blog posts) to market and promote their cookie sales to friends and family. Remember girls, not families, sell Girl Scout Cookies. Please be sure to stress this important policy with girls and their families. IMPORTANT POLICY CHANGE: Girls and families still cannot post cookie sale links on online re-sale sites, such as Craigslist, eBay, or Facebook Marketplace. Failure to comply could result in the deactivation of the girl’s Smart Cookies account. GSEMA encourages girls to post on a family- and friend-facing webpages such as a private Facebook page. New this season, on a trial basis, girls may also post their sales links on public-facing social media webpages. If girls are engaging in digital marketing and sales activity beyond friends and family, be sure they are adhering to all Safety Activity Checkpoints for Computer and Internet Use, the Computer Internet Safety Pledge, and Cookie and Product Sales Safety Activity Checkpoints. In addition, the following Supplemental Safety Tips for online marketing apply. -
To protect personal identity, NEVER allow girls to direct message with people they do not know. Always use the Smart Cookies online sales link for customer orders.
If a Girl Scout’s sales link is posted on a public-facing site, be aware that the link is now searchable by anyone and could potentially appear anywhere on the internet.
Never share personal information (last name, phone number, email, street address, etc.).
Never share personal location information or arrange in-person meetings with online customers.
Please note: The option for customers to purchase cookies online for Girl Delivery is only available via an email invitation sent by a girl. Sales links for social media sales promotion from Smart Cookies are only for Direct Ship orders.
Cookie Donation Program Girl Scouts have a tradition of giving back to make the world a better place and they can easily do so through the cookie program. Troops can review the two donation program options and choose one or both ways to obtain cookie donations while earning proceeds and credit toward recognitions. Option 1: Cookies for a Cause: Girls decide the cause •
Your troop can make a donation of Girl Scout Cookies from your troop inventory to a charitable organization such as a local food pantry, shelter, care center, or local first responders.
Troops are encouraged to learn about the organization they’re donating to—maybe make a day out of it by volunteering! That way, girls can fully understand how their donation is impacting their community.
Girls can promote the cause they’re supporting with notations on their order cards, signs at their cookie booth sales, and a donation collection receptacle at their cookie booth sales (girls can only collect monetary donations for a cookie donation cause, not for the troop).
Cookies for a Cause Event: Girls have the option to collect cookie donations for the United States military within our borders and overseas and bring them to the annual Cookies for a Cause event at Hanscom Air Force Base on May 2. At this event, girls get to meet, thank, and take photos with military personnel, create thank you cards to accompany cookie care packages, and more! Registration is required for event attendance. Visit gsema.org for more details. Option 2: Virtual Cookie Share Donations •
Instead of collecting actual packages of cookies for donations, girls can collect $5 donations from customers who wish to support active, retired, and disabled military personnel. The cookies will be delivered directly to the Cookies for a Cause event on May 2 at Hanscom Air Force Base; troops do not need to facilitate the delivery.
Donations collected this way need to be documented on the Order Card or in Smart Cookies (using the Virtual Cookie Share tab under Manage Orders).
The TCC logs all cookie donations by girl into Smart Cookies as Virtual Cookie Share donations. -
Please note: entering virtual cookie share packages into Smart Cookies will increase the troop’s total packages purchased. These packages are virtually purchased by the troop and physically donated by GSEMA.
Customers can also make this type of cookie donation when shopping online through Smart Cookies Direct Ship. Online cookie donations do not charge a shipping fee but Smart Cookies will charge the customer a $1.75 handling fee.
Girls earn the Cookie Share patch using this method.
Cookie Payment Schedule 2019-20 GSEMA will be conducting a prenote on the troop bank account before each withdrawal date. A prenote is a zero dollar transaction that is sent to a bank through the ACH (Automated Clearing House) network. The prenote will verify the accuracy of the routing and account numbers.
Balance Due as of Date
Percent of Balance Due to be Withdrawn from Troop Bank Account
If your troop’s ACH payment is returned for insufficient funds for the original withdrawal amount, GSEMA will charge your troop a $20 fee. This fee will not appear in the Troop Balance Summary report in Smart Cookies, but will appear on troop bank statements. A troop with an outstanding balance will not be eligible to receive girl or troop recognitions until the full balance has been paid.
IMPORTANT: Any rejected ACH transaction, for any withdrawal, will be re-run automatically three business days later at 80% of the amount due to GSEMA. If the payment is rejected again, the troop will be completely locked out of Smart Cookies until the full, original withdrawal amount is paid in full by ACH.
Delinquent Payments The council will address delinquent payments. If payment is not made by a caregiver who has taken responsibility for cookies, please complete and submit a Delinquent Payment Form, along with the Annual Girl Permission Form and all supporting documents, as soon as the situation occurs to Travis Sammons at email@example.com. Supporting documentation includes signed receipts for cookies (either printed from Smart Cookies or from the receipt booklet signed by the person who received the cookies) and any other documentation of communication between the troop and the individual. •
Troops may submit this paperwork before any scheduled withdrawal listed above, throughout the cookie program.
Never pay the balance of a delinquent caregiver or family.
Make sure to keep records of any and all types of communication with adults responsible for product (emails, receipts, etc.). In the unfortunate event that a caregiver/family becomes delinquent, these documents will become necessary for submitting complete information with the Delinquent Payment Form.
The final deadline for submitting delinquent payment paperwork is March 30, 2020.
Helping Girls Reach their Financial Goals Before girls begin selling cookies, it’s important that they have a clear plan, as well as individual and troop goals. One of your opportunities as a volunteer is to facilitate girl-led financial planning, which may include the following steps: 1.
Set goals for money-earning activities. What do girls hope to accomplish in the cookie program? In addition to earning money, what skills do they hope to build? What leadership opportunities present themselves?
Create a budget. Use a budget worksheet such as the GSEMA Troop Budget Plan spreadsheet that includes both expenses (the cost of supplies, admission to events, travel, etc.) and available income (the group’s account balance, projected cookie proceeds, etc.). Use this to help plan your troop budget and cookie program year.
Determine how much the group needs to earn. Subtract expenses from available income to determine how much money your troop needs to earn to accomplish their goals.
Make a plan. The troop can brainstorm and make decisions about their financial plans. Will cookie and other product programs—if approached proactively and energetically—earn enough money to meet the group’s goals? If not, which money-earning activities might offset the difference in anticipated expense and anticipated income? In this planning stage, engage the girls through the Girl Scout processes (girl-led, learning by doing, and cooperative learning) and consider the value of any potential activity. Have them weigh feasibility, implementation, and safety factors.
Write it out. Once the group has decided on their financial plan, put it in writing. This will be helpful not only for the girls but for family volunteers to see how much money the girls plan to earn and the troop adventures it will fund.
Cookie Financial Management Troop Bank Accounts and Financial Responsibility for Cookies Each troop participating in the cookie program must establish and maintain a troop bank account. This account will be used to deposit all cookie payments collected, retain troop proceeds, and make (ACH) cookie payments to GSEMA. Each troop must submit a Troop Bank Account Form, signed by the troop treasurer, as part of setting up a cookie account in Smart Cookies. This account information will be collected online and will be confirmed by Troop Cookie Coordinators who will take financial responsibility for their troops’ cookies. To start an official troop checking account: •
GSEMA requires two non-related, registered, and GSEMA background-checked (CORI) adults to be signers for the troop bank account.
Select the bank and branch location that the troop will use. (Be sure to ask about free checking accounts for nonprofits!)
Request troop bank account authorization from GSEMA. GSEMA will send a signed authorization letter by mail to the person listed as the first signer on the account.
Both signers must be present to open the account at the bank, and must bring the authorization letter and personal identification.
Once a troop bank account is set up, please complete the Troop Bank Account Form so GSEMA has the account information.
Collecting Cookie Payments Collecting payment is part of the cookie program process. Doing this well starts with keeping good records. Receipt booklets and receipts from Smart Cookies can help with keeping track of cash payments. Be sure to use them to document when girls/families pick up cookies from the troop and when payment is made. Keep track of deadlines well in advance, and make deposits frequently into the troop account.
Troop Payment for Cookies GSEMA will direct debit troop bank accounts for cookies via ACH. The schedule for these withdrawals is on page 26. Several days prior to the withdrawal date, each Troop Cookie Coordinator will receive an email confirming the amount to be debited. The amount of the debit will be the cost of the cookies minus the troop proceeds, so $4.10 per package for most troops (that’s $5 minus the $0.90 troop proceed), and $4.05 for opt-out troops. Remember that checks deposited to the troop bank account are not immediately available to the troop and require a two day clearance time. Funds must be fully available on the day of the ACH debit.
Procedures for Volunteers Handling Product/Money and Managing Finances Product/Money-Handling •
Treat all product as if it is money, as your troop is financially responsible for it. Each case of cookies is worth $60!
When caregivers pick up ordered product, be sure to have them count the product before they take possession. Once counted, have them sign off in agreement using either a Smart Cookies printout (troop to girl transfer receipt, see page 47 for step-by-step instructions), or a receipt from the receipt booklet. The agreement should document quantities, flavors, and payments. Keep this with your records in case of any questions or issues.
When accepting cash payments from girls/families, be sure to create a receipt for both the troop and the girls/families. This is good practice for everyone involved and will make for easier bookkeeping.
Deposit all cookie sale funds into the troop bank account as soon as possible, ideally within one day. When depositing money in ATMs, be sure to obtain receipts for all transactions. You are responsible for the money when it is in your possession.
Product and money should always be under close adult supervision when in public. Be sure to appoint yourself or another adult in charge of this procedure at all times.
Keep money/cash box out of plain sight at all times; only bring it out when needed.
If using a cash box with a key, keep the key away from the cash box until needed.
Only keep bills $10 and under in the cashbox; larger bills should be put in a secure place either off-site or physically on the supervising adult (an inside coat pocket, for example) and then added back into the cashbox when reconciling after the event.
When counting money, be aware of your surroundings and do your best to count it out of public view.
Keep discussions on how much money has been earned at an event private for troop discussion and only when not within earshot of the public.
Accept only cash/credit card as tender. When your troop accepts checks for payment, you are taking responsibility if the customer has insufficient funds. We do not recommend accepting personal checks for this reason. However, girls should only accept check payment from customers that are close friends and family and the check should be made payable to the girl’s caregiver to be deposited into the caregiver’s account and then the caregiver can write one check from their account made payable to the troop.
If any checks are received, be sure to deposit them immediately into the troop bank account so they clear before payment is due to GSEMA.
When accepting credit card payments, be sure to follow all procedures according to the agreement with your chosen credit card processing company. Keep close attention to how many transactions are made and check against the troop bank account statement.
Financial Procedures •
Each troop is required to set up and use its own troop bank account for purchasing and selling Girl Scout products.
To make reporting easy, do not mix personal and troop funds and do not use the troop checkbook for non-troop transactions. Save receipts from all troop activities and purchases and check your bank statements frequently. Troops are required to complete and submit the Annual Troop Financial Report to GSEMA every year by June 30.
If a family does not pay for the product that they received, be sure to fill out a Delinquent Payment Form as soon as you are aware of the situation and submit it to GSEMA. Doing this makes the delinquent person responsible for the payment, not you or your troop; otherwise, your troop will be considered responsible for the balance due.
Never pay the balance of a delinquent parent or family.
Make sure to keep records of any and all types of communication with adults responsible for product (emails, receipts, etc.). In the unfortunate event that an adult/family becomes delinquent, these documents will become necessary for submitting complete information with the Delinquent Payment Form.
If your troop’s ACH payment is returned for insufficient funds, GSEMA will charge your troop a $20 fee.
Troop overpayments of $10 or more will be reimbursed; credit balances less than $10 will not be refunded.
In the event of a robbery or a fire at home or in a vehicle that affects product or product money for your troop, a claim should be filed with the owner’s homeowner or auto insurance for reimbursement. Also, submit a copy of the police report/insurance documentation to GSEMA.
Troop proceeds are to be used for Girl Scout activities, items, and programs, and are not for personal use.
To remain in good standing as a GSEMA volunteer, all adults must pay for all balances due within the GSEMA payment time frame. Any adult with an outstanding debt to GSEMA will be unable to continue in a volunteer position and will be ineligible for any other volunteer appointment within GSEMA.
A troop with an outstanding cookie balance will not be eligible to receive girl recognitions until the full balance has been paid.
Do not actively solicit donations for your troop or for any other organization. Cash collected during a cookie booth MUST be for cookies either taken by the customer or set aside and allocated for the Cookies for a Cause program. Girl Scouts cannot accept cash donations specifically for their troop.
Any volunteer with debts that are not paid in full will be released from the volunteer position when GSEMA turns that debt over to a collection agency.
Please also read and follow the procedures in Volunteer Essentials, Chapter 5: Managing Group Finances.
Accepting Credit Cards for Cookie Purchases There are a few options available for troops that would like to offer customers the option to pay with a credit card. Please choose the option that works best for your troop. Credit Card Vendor
How to set up
Where does the How do I get a money collected go? credit card reader device?
What are the fees and who pays them?
Smart Cookies for Girl Delivery or booth sales. See page 23 for more details.
Caregivers/girls or TCCs use the Smart Cookies URL on their smartphone, tablet, or computer. Girls and troops can accept credit card payment for any point-of-sale transaction.
The funds go directly to a GSEMA account, and payments will be reflected in the troop balance in Smart Cookies within one day. Check the Troop Balance Summary Report for details.
No device needed besides a smartphone, tablet, or computer.
The credit card processing fees will be around 2% depending on the number of packages in the transaction. New this year, GSEMA is covering all Smart Cookies credit card fees.
Square or any other credit card processing device* (PayPal, Sage, etc.)
Troops research The funds go directly to find the best into the troop bank credit card vendor account. that fits their needs, and apply online.
Troops acquire their own device.
The credit card processing fees will generally be around 2.75-3% of each transaction. Troop will be charged the processing fees.
* Due to a recent change in the legislation in MA TIR-17-11: New Massachusetts Reporting Requirements for Third Party Settlement Organizations, which requires a 1099-K to be sent to any account holder processing $600 or more in credit card transactions through credit card processor devices, troops that exceed $600 in credit card transactions through credit card processor devices in a calendar year will receive the 1099-K. The 1099-K will be sent to the individual whose social security number is associated with the vendor account, regardless of the fact that the account is tied to the troop bank account and not a personal account. This means volunteers who receive a 1099-K form will need to process this on their MA State Tax Return (see below for instructions). Although GSEMA does not provide tax advice, our Chief Financial Officer confirmed with the MA Department of Revenue that MA individual tax return filers or preparers should do the following to process the 1099-K, and by doing so will zero out the amount and remove any tax impact: 1.
Input the amount from the 1099-K as revenue on a Schedule C - Profit or Loss from Business - on their personal MA tax return. This is a form used when someone has their own business or is a sole proprietor.
The tax filer or tax preparer should fill out the top with the tax client name (volunteer who purchased the device) and the description "troop cookie coordinator - Girl Scouts of Eastern Massachusetts Troop XXXXX."
In the "other deductions" section, enter the exact amount of deductions (reported as full cost of cookies @ $5/package) and write a statement such as "amounts collected for cookie sales on credit cards and paid to Girl Scouts of Eastern MA Tax ID # 04-2703281."
4. Please be sure to save all related supporting documentation as required by the MA government for reported income and deductions for the state tax return filing(s). Please note that unless credit card sales exceed $20,000 there is no need to report any activity on federal tax forms. The information above is background information only and we recommend you to seek tax advice from the MA Department of Revenue and/or a tax professional should you have further questions/concerns. Please note there are no personal tax implications when using Smart Cookies as your troopâ&#x20AC;&#x2122;s preferred credit card vendor.
Credit Card Fees Covered by GSEMA New this season, GSEMA will be covering all fees for credit card transactions using Smart Cookies. GSEMA will not be reimbursing fees for any outside vendors.
Refund Policy for Credit Card Transactions in Smart Cookies Girl Delivery If a girl or troop accepts credit card as payment for cookies in Smart Cookies, and then does not deliver the cookies, Smart Cookies is able to refund the customer. GSEMA will charge the troop $5 per refunded credit card transaction.
Best Practices for Cookie Inventory Management •
Good communication with all caregivers involved with the troop throughout the cookie program is the best way to ensure that the troop does not have excess inventory by the end of the program.
Always keep accurate inventory of cookies on hand. Unsold cookies are the troop’s responsibility.
Let other troops in your service unit know the troop has extras any time during the program, especially toward the end.
Call the Service Unit Cookie Mentor (SUCM) to see if another troop needs or would like more cookies. They can do a Troop to Troop Transfer in Smart Cookies.
Encourage girls to ask everyone they know if they would like to support Girl Scouts by purchasing cookies; most people will buy cookies (or make a donation to Cookies for a Cause) when asked.
Carefully consider where and when your troop is having booth sales before placing orders. You may not need to bring two cases of shortbread to a two-hour booth sale. If the troop sells out, customers may be willing to try another variety.
Have Additional Cookie Inventory? Get Creative! •
Brainstorm with the girls about new ways to sell cookies. Is there an upcoming community event at which the girls could sell? Would the event organizer be willing to purchase cookies to serve as refreshments? Are there local food shops that might be interested in a Girl Scout cookie-flavored goodie? Are local businesses ordering gifts for staff or customers? What new ideas can your troop come up with?
Reorders: Contact customers who might want more cookies!
Girls should ask each customer to buy an extra package for Cookies for a Cause.
Older girls can sell to friends at school, extracurricular activities, and sporting events.
When delivering cookies customers ordered in advance, always bring any extras for customers who may want more than they initially ordered.
Walkabouts: Take surplus cookies around the neighborhood.
Purchase cookies as a thank you to teachers, police officers, firefighters, janitors, and mail carriers.
Mobile Booth Sales: Pack a vehicle with cookies, and go to neighborhoods in your service unit where the troop believes there may not have been many cookie sales.
Drive-thru Cookie Stations: Partner with banks. Ask to use their drive-thru locations outside on the weekend when they are closed.
Have bundles of cookie packages ready for people to use as a thank you or a gift. Theme ideas: “I Love Chocolate,” “Peanut Butter Lover,” “Happy Birthday Bunch,” “Holiday Hostess,” “Thanks-a-Lot,” and “Valentine’s Day bundles.”
New Leader Quick Reference Guide If you’re a new Daisy troop or new to the Cookie Program and want to participate in the largest girl-led entrepreneurial program for girls in the world, here’s how to get started, and a few helpful tips from GSEMA.
Before the Program Begins 1.
Review the For Cookie Sellers webpage. You will find this online Cookie Book (which includes all program details and deadlines), training webinars, Prep Talk links, and the forms necessary for getting started.
Review, complete, and return the Troop Cookie Coordinator agreement, and Troop Bank Account Form. Once GSEMA has received both forms, you will receive an email with a Smart Cookies registration link.
Distribute cookie selling materials to your troop. If you do not already have cookie selling materials, please stop by a council office or contact your Service Unit Cookie Mentor (SUCM). If you do not know who your Mentor is, please email firstname.lastname@example.org.
Conduct a cookie training meeting with girls and families. •
Discuss troop plans and how you want to invest your troop cookie proceeds. Do the girls want to plan for a trip, attend a program, or throw a year end party?
Work with girls to set troop and individual goals. Goal setting is an important part of the cookie program!
Use the Troop Budget Plan Spreadsheet to help plan your troop budget and cookie program participation.
Review selling opportunities including order taking, direct sales/booth sales/COBS, Smart Cookies Direct Ship, Smart Cookies Girl Delivery, and more.
During the Program 5.
How to order cookies for girls to have in hand: •
TCCs order cookies to be picked up at a cookie cupboard by placing a Planned Order in Smart Cookies. -
See the Planned Order step-by-step guide on page 45 or watch the webinar. Planned Orders need to be entered into Smart Cookies by Sunday at 10 PM for pickup that week. A Planned Order is the only method of ordering physical cookies by the case to be picked up at a local cookie cupboard.
Before placing your first Planned Order remember to review the different selling methods. Once a method has been chosen, it is easier to decide how many cases to order. If you are unsure what method of selling your troop prefers, choose one, and see how it goes. Here are three you may want to try (listed in order from easy to more involved): o
Using Paper Order Cards: First, distribute order cards to the girls and have them collect orders from friends, family, and community members for two weeks. Then collect all the order cards and payments, deposit the funds into the troop bank account, and place a Planned Order in Smart Cookies for pickup that week. When the girls deliver to their customers, give them each a few extra packages for additional orders. This is good customer service and it will help manage extra inventory.
Online: If the girls and troop are still working to hit their goals, choose another selling opportunity like Smart Cookies Direct Ship. Girls send Direct Ship e-cards to friends and family near and far, and cookies are shipped directly to the customer. Customers pay online, and GSEMA is paying 50% of shipping costs for all orders of 5 packages or more!
Booth Sales: If the troop would like to sell as a team in their community, then try a booth sale. If you need help finding a booth location, contact your SUCM. You can find booth sale policies and procedures on page 18. Also please see “holding your first booth sale” below.
Financial Management: During the program the TCC is responsible for making sure there are enough funds in the troop bank account to cover the monthly ACH debit. Please review the ACH schedule on page 26 of this book. A great way to monitor how much the troop owes is to run the Troop Balance Summary report in Smart Cookies. This report will show the total number of cases the troop has purchased and the total amount owed to GSEMA. •
Note: the first four ACH debits are only withdrawing a percentage of what the troop owes.
TCCs will receive an email before each ACH debit with the dollar amount that is about to be withdrawn.
Wrapping Up the Program 7.
To wrap up the cookie program, there are a few items TCCs need to complete in Smart Cookies. •
Allocate all troop packages to girls in Smart Cookies. This is how they will earn their recognitions. To allocate packages to girls, TCCs log into Smart Cookies, and under the Orders tab, choose Transfer Order. Then in the Transfer page choose Troop to Girl from the Type drop down. See the step-by-step guide or watch the how-to video for more information. -
All online Direct Ship orders will automatically calculate into the girl’s package total.
Create a Recognition Order in Smart Cookies. This is where TCCs review all of the recognitions the girls have earned, and make choices if necessary. See the step-by-step guide or watch the how-to video for more information. -
Girls’ recognitions will be shipped to the SUCM in April for distribution to troops. When sorting/distributing recognitions to girls, use the Recognition Order Summary by Girl report in Smart Cookies.
Holding your First Booth Sale Plan a great first booth sale with a few easy steps: 1.
Talk to your Service Unit Cookie Mentor (SUCM) about booth sale opportunities in your community. Different service units have different methods for sharing booth sale opportunities among local troops, so ask early in the season.
Once you have a booth sale opportunity, ask the families in your troop for help. This is a great opportunity to engage with caregivers. Find out who can help and in what way. There are a few opportunities for family members to pitch in to help the troop reach their goals:
Picking up cookies from a cookie cupboard: When placing a Planned Order in Smart Cookies, you can have any adult from your troop pick up the order. All you need to do is enter their name and phone number in the Order Notes field of the order.
Chaperoning a cookie booth: All cookie booths need at least two girls and two registered adults in attendance.
Cookie booth training session: Do any adults in your troop have sales experience? Ask them to come to a troop meeting to train girls on how to make a 10-second sales pitch that covers who they are and why they are selling cookies. Make sure the girls are prepared to handle money and make change. Use the ABC Rally Guide as a reference for fun activities to get girls and adults ready to participate in the program. Create posters and signs showcasing your troop.
Head to your booth sale prepared. Remember to bring: •
Permits or permission forms required by the site (provided by GSEMA or the SUCM)
A secure cash box and plenty of change
Tables, unless provide by the site
Posters and signage (Be sure to let customers know who you are and why you are selling cookies. Customers love to know how girls are spending their proceeds.)
Shopping bags for customers who purchase multiple packages
An order card with nutritional information
A few sample packages, cut cookies into halves and display on your table—this will encourage customers to sample and buy what they like.
Girl Scouts! It’s always a good idea for girls to be dressed in uniform or wearing a Girl Scout pin.
How to place a Planned Order for cookies for a booth sale. •
It’s important to know how many cookies to bring to a booth sale. Ask your SUCM if they have any data for the location.
Below is what we recommend for a four hour booth sale in a busy location. Troops should carefully consider the location and length of their cookie booth in determining their cupboard order. If you run out of a certain variety, girls can recommend their favorites.
Thin Mint: 9 Caramel deLites: 5 Peanut Butter Patties: 3 Need help placing a Planned Order in Girl Scout S’mores: 3 Smart Cookies? Please see the step-byLemonades: 3 step instructions on page 45 or watch Thanks-A-Lot: 1 the short training webinar. Peanut Butter Sandwich: 1 Shortbread: 1 (GF) Caramel Chocolate Chip: 1 (while supplies last)
Remember GSEMA’s health and safety policy does not allow cookies to be returned or exchanged at cookie cupboards. Cookies can be exchanged between and among troops and service units. If it’s the troop’s first booth sale, be conservative. If you end up with leftover cookie packages at the end of your booth sale, you can use these to fill any donation package orders or Cookies for A Cause packages. See page 25 for details. When picking up a Planned Order from a cookie cupboard, please be sure you have enough space in your car for the cookie cases.
Approximate Vehicle Capacity for Cases of Cookies Vehicle
Standard Pickup Truck
Van (with seats)
Van (without seats or with stow-andgo seats)
Juliette Cookie Program Participation Julietteâ&#x20AC;&#x2122;s, girls who are registered as Girl Scouts but are not in troops, are invited to participate in the Cookie Program. There are two different ways a Juliette can participate in the program: 1.
Juliettes can participate individually by working with the council Juliette Coordinator and will be placed within the Juliette Council Troop. -
A caregiver must sign a Juliette Product Program Agreement and Permission Form. Contact Cindy Campbell, the GSEMA Juliette Coordinator, at email@example.com for forms.
Cookie Orders (orders are placed by the case) are sent to the Juliette Coordinator (order includes girl name, cupboard location, and number of cases for each cookie variety). There are no returns or exchanges.
Payment for cookies is made via bank check or money order. Personal checks are not accepted. Payment must be made in full within 10 days of pick up.
Daisy, Brownie, and Junior level girls earn standard cookie recognitions. Proceeds from all girls in the Juliette troop will be split evenly and distributed as Cookie Credits.
Cadette, Senior, and Ambassador level girls may choose to opt-out of the recognition program and be placed into a council Juliette opt-out troop. The troop will earn an additional $0.05 per package in troop proceeds. Girls in this troop are eligible to earn the theme patch and membership in the 500 Club.
Juliettes may participate with an already established troop. Cookie proceeds are kept within the troop, therefore troops should include Juliettes in troop program activities. -
Troop Cookie Coordinators must email the name of the Juliette who will be participating in the cookie program with their troop to the Juliette Coordinator Cindy Campbell at firstname.lastname@example.org. The Juliette will then appear on the girl roster in Smart Cookies.
Recognitions will be distributed to TCCs for Juliettes.
GSEMA Cookie Program FAQ Q. What are the rules for selling or promoting cookies online? A. The only Girl Scout-approved online venue for girls to sell Girl Scout Cookies is the Smart Cookies Direct Ship platform. Girls cannot sell cookies on any other online platform. However, GSEMA encourages girls and adults to use age-appropriate online tools (such as: social media, email, or blogs) to help market and promote their cookie sale. Remember girls, not families, sell Girl Scout Cookies. REMINDER: Girls and families cannot post cookie links on public-facing webpages such as a town Facebook garage sale page, but may post on a family- and friend-facing webpage such as a private Facebook page. Failure to comply could result in the deactivation of the girl’s Smart Cookies account.
Q. Can my troop set up a booth sale outside of a liquor store, marijuana dispensary, or brewery? A. No, GSEMA Volunteer Policies and Procedures states that Girl Scout cookie booths cannot be set up immediately outside adult-oriented or -themed locations such as liquor stores, casinos, smoke shops or breweries. If a girl is unable to legally be a customer at the establishment, she cannot sell in- or outside of it.
Q. Can customers donate cash instead of buying cookies? A. Customers can donate money in any amount toward the Cookies for a Cause program. This program donates cookies to military members in the community and overseas. Donations collected during a cookie booth MUST be contributed toward the Cookies for a Cause program; troops cannot accept donations specifically for their troop.
Q. Why is palm oil used in Girl Scout Cookies? A. Palm oil is an ingredient found in the majority of baked snacks sold in the United States. Per GSUSA’s licensed bakers, it is necessary to use palm oil in our cookies because it is unique in its ability to provide volume and texture in baked goods, usually without adding trans-fat. One of the primary goals of our Girl Scout Cookie bakers is to create the best tasting cookies possible using the best ingredients available. The world's food supply is intricately tied to the use of palm oil, so we believe promoting sustainable manufacturing principles is the most responsible approach for Girl Scouts and Girl Scout Cookie development. At Girl Scouts, we have an opportunity to use our strong voice to bring about positive change on this important issue: •
GSUSA and ABC Bakers are members of the Roundtable on Sustainable Palm Oil (RSPO), an organization of growers, buyers, manufacturers, conservationists, and other interested parties striving to develop and follow best practices to ensure sustainability.
ABC Bakers is committed to using as little palm oil as possible in Girl Scout Cookies. They source palm oil exclusively from members of the RSPO and support the efforts of the RSPO to encourage sustainable farming practices. ABC Bakers will continue to work with their vendors and the RSPO to encourage the development of an economically and logistically feasible supply chain for 100% sustainable palm oil.
ABC Bakers also continually researches viable alternatives. You can read more about ABC Bakers’ position on palm oil.
Thanks to the encouragement of and partnership with Girl Scout members, GSUSA and our bakers have realized the power of the Girl Scout brand to make a positive difference in the move toward sustainably produced palm oil.
Q. Can local businesses use Girl Scout Cookies in their products and menus? A. Restaurants or small businesses may use Girl Scout Cookies in their products and menus provided the cookies were bought from a Girl Scout, but they cannot use the Girl Scout name or cookie trademarks to market their products. GSUSA has a contractual relationship with select companies to include Girl Scout Cookies in their products and to use the Girl Scout name and trademarks in conjunction with those products.
Q. My troop consists of older Girl Scouts and they are not interested in the cookie recognition program. Why canâ&#x20AC;&#x2122;t they earn more troop proceeds instead? A. They can! Cadette, Senior, and Ambassador troops can unanimously agree to opt-out of the recognition program and earn an extra $0.05 in troop proceeds per package of cookies sold. Opt-out troops must submit an Opt-Out Form by March 2, 2020.
Cookie Program Glossary 500 Club
All girls who sell 500 or more packages of cookies during the season. Members and a chaperone are invited to an exclusive celebration on May 17, 2020.
The GSEMA cookie baker (one of two Girl Scout cookie bakers in the country)
The automatic debit that occurs out of the troop bank account on schedule during the cookie season to pay for troop cookies.
Case of cookies
There are 12 packages of cookies in a case.
Cookie Credits are earned by girls for selling 100+ packages and are based on the number of cookie packages sold. They can be used toward GSEMA programs, camps, store purchases (not online), and GSUSA-sponsored Destinations programs. Cookie Credits are to be treated like cash; they cannot be replaced if lost or stolen. Cookie Credits are distributed with recognitions at the end of the program.
Cookie Cupboard A cookie warehouse in the GSEMA footprint where troops pick up cookies after submitting Planned Orders. Some cookie cupboards are run by GSEMA and some are run by volunteers in their home. Cookies for a Cause
The donation program within the Girl Scout Cookie Program. Girl Scouts ask customers to buy at least one package to donate to a cause of the troopâ&#x20AC;&#x2122;s choice or to members of the military within the community and overseas and veterans at the Cookies for a Cause event on May 2 at Hanscom Air Force Base.
CouncilOrganized Booth Sales (COBS)
Council-Organized Booth Sales (COBS) are booths sales managed by the council, including MBTA and some mall sites. GSEMA manages these booths because there are contracts, permits, and costs involved to secure these opportunities. These booth sales are assigned to troops through a lottery in Smart Cookies.
A troop or caregiver can be delinquent during the cookie program when they are behind in their cookie payment to GSEMA. Use the Delinquent Payment Form to report these situations to the council.
Cadette, Senior, and Ambassador troops may opt-out of receiving recognitions and receive an additional $0.05 per package sold in troop proceeds. All girls in the troop must unanimously agree and sign the Opt-Out Form by March 2, 2020.
The paper order form used by girls to take customersâ&#x20AC;&#x2122; cookie orders.
The cookie order placed by the Troop Cookie Coordinator in Smart Cookies by Sunday at 10 PM for pickup in a cookie cupboard that week. Cookies are ordered by case. Planned Orders are the only way to get cookies for girls to sell via order card, inperson, and at booth sales. This is the only way to order physical cookies for pick-up at a cookie cupboard.
A receipt booklet is included with the girl program materials. Troops can provide receipts to customers for packages they purchase in person, and TCCs can provide receipts to caregivers when they pick up cookies to sell.
Troop Cookie Coordinator Agreement Troop Bank Account Form
A community of Girl Scout members in a geographic area usually defined by the boundaries of a city/town or a group of cities/towns. Learn more about GSEMA service units.
Service Unit Cookie Mentor (SUCM)
The volunteer who coordinates the cookie program in their service unit. This volunteer provides girls and troops with materials and training, and leadership to troops to facilitate a successful cookie program. The SUCM also provides booth sale support by contacting business in their area to arrange booth selling opportunities for troops.
The cookie program online portal, created by ABC Bakers in conjunction with IBM. SUCMs, TCCs, and girls (with the help of their caregivers) all have their own login. SUCMs and TCCs manage their troopsâ&#x20AC;&#x2122; cookie program, and girls can sell online to friends and family and track their progress to their goals. Volunteers and girls will receive a registration email from Smart Cookies in November.
Smart Cookies Direct Ship
Method of selling cookies online in which girls send an email to customers, who place an order and pay online, and the cookies are shipped directly to the customer.
Smart Cookies Girl Delivery
Method of selling cookies online in which girls send an email to customers, who place an order, then the girls deliver the cookies by hand. Customers can pay online or upon delivery. Using this method, packages need to be ordered by the TCC in a Planned Order, picked up at a cupboard, and hand-delivered by the girl.
Troop Bank Account Form
Required troop paperwork to participate in the cookie program. The completed form provides troop bank account information to GSEMA for debits later on in the program. Troops that participated in the 2019 Fall Product Program have already submitted this form, which is good for the 2019-20 membership year and therefore they do not need to submit another for the cookie program.
Troop Cookie The volunteer who coordinates the cookie program for their troop. All troops must Coordinator (TCC) have a TCC who is a registered Girl Scout for the 2019-20 membership year. This volunteer must also submit a Troop Cookie Coordinator Volunteer Agreement form for the 2019-20 cookie program. GSEMA recommends that the TCC be another parent volunteer who is not the troop leader. The TCC places all orders in Smart Cookies, manages troop goals, booths, inventory, cookie finances, recognition orders, and paperwork. Troop Proceeds
Troops earn $0.90 per package sold during the cookie program. Opt-out troops earn an additional $0.05 per package sold. The money earned by the troop stays in the troop bank account and GSEMA only debits the cost of the cookies ($4.10 or $4.05/package).
Thank You for Volunteering!
Labor of Love! Key Cookie Program Responsibilities: Troop Cookie Coordinators (TCC): •
Become familiar with the cookies, procedures, recognitions, and troop incentives.
Review all Smart Cookies training webinars (found on gsema.org/forsellers).
Educate girls and their families about cookie program procedures and the benefits of participation.
Work with girls to set troop and individual goals for the cookie program. Hold a family meeting to discuss troop goals and activity planning. Talk as a group about how you want to invest your cookie proceeds in fun leadership opportunities.
Review selling opportunities (order taking, direct sales/booth sales/COBS, Smart Cookies Direct Ship) with girls and families, and choose the method(s) that will work best for your troop.
Provide GSEMA with a signed Troop Bank Account Form, if you have not already done so for the Fall Product Program.
Enter Planned Orders into Smart Cookies, as needed, and arrange to pick up Planned Orders at a cookie cupboard.
Treat all product as if it is money, as your troop is financially responsible for it.
Maintain accurate records of inventory and money transactions with troop families.
Collect cookie sale proceeds and deposit them into the troop bank account in a timely manner.
Participate in cookie swaps with other troops in your service unit as needed.
Assign packages to girls in Smart Cookies for recognitions and create a recognitions order. Then, receive and distribute recognitions in a timely manner.
Communicate with the GSEMA Product Program Team as needed.
Facilitate the cookie program in adherence to GSEMA guidelines and policies and those found in GSUSA’s Volunteer Essentials and Safety Activity Checkpoints.
Adhere to all GSEMA financial policies.
Service Unit Cookie Mentors (SUCM): •
Encourage troop participation and promote the cookie program in your service unit.
Receive and distribute cookie program girl materials to troops in a timely manner.
Facilitate the cookie program in adherence to GSEMA guidelines and policies and those found in GSUSA’s Volunteer Essentials and Safety Activity Checkpoints.
Become familiar with the cookies, procedures, recognitions, and troop incentives.
Review all Smart Cookies training webinars (found on gsema.org/forsellers).
Ensure all troops have submitted a Troop Bank Account Form to GSEMA through the “troops missing bank information” report in Smart Cookies.
Provide extra support for new Troop Cookie Coordinators.
Facilitate cookie swaps among troops within the service unit and with other service units.
Facilitate booth sales in your service unit area.
Facilitate booth sales outside your service unit by contacting other SUCMs.
Oversee the assignment of cookies by troops to girls in Smart Cookies, being sure that all of the troop’s cookies are allocated to girls.
Ensure that troops complete recognition orders in Smart Cookies; this includes making selections and size choices. Then, receive and distribute recognitions in a timely manner.
Communicate with all troops within your service unit, providing reminders of cookie program details and deadlines.
Adhere to all GSEMA financial policies.
GSEMA Families: How to Support your Girl Scout Entrepreneur: •
Review cookie materials together.
Help her set practical and useful goals.
Help her practice her sales pitch to include asking each customer to buy one package of cookies to donate in the Cookies for a Cause program.
Help your Girl Scout network with family and friends, and help her set up her online selling platform.
How to Support your Troop: •
Go to the troop family cookie meeting. Help girls decide on the activities they would like to participate in during the troop year, and create a budget to fund those dreams.
Provide transportation and support for cookie booth sales.
Volunteer to pick up cookies at a cookie cupboard.
Smart Cookies Quick Reference Guide How to Create a Planned Order: Placing a Planned Order in Smart Cookies is the only way for troops to pick up cookies at a cookie cupboard. Troops can place as many Planned Orders as they need throughout the season. Important: All orders for the upcoming week need to be submitted in Smart Cookies before 10 PM on Sunday. If it is past 10 PM, the dates for the upcoming week are removed and you will need to contact the cookie cupboard if you need an order for that week. •
In the first box, select the cookie cupboard you will pick cookies up from (a clickable Google map is shown to provide more location details). Click “Continue.”
Select the date to pick up the cookies (only dates the cupboard is open are shown) and click “Continue.”
Select the time to pick-up the cookies (only times the cupboard is open are shown) and click “Continue.”
At this point, you can edit the pick-up location, date, or time by clicking any of the edit buttons:
Once you are satisfied with the location, date, and time, you can put in the details of the order.
Enter your Planned Order by the number of CASES for each variety in the “Cases” column.
Enter the pick-up person’s name and phone number in the “Order Notes” box:
Re-check the order for accuracy and click “Save” when finished. At this point, you can delete the order or print a receipt for your records.
How to Create a Troop to Girl (T2G) Transfer: A Troop to Girl Transfer is the only way to allocate packages to girls to give them credit for cookies picked up at a cookie cupboard and sold by the girl.
Select “Troop to Girl” in the “Type of Transfer” box.
The “From” row is pre-loaded; on the “To” row, click on the row with “Service Unit,” “Troop,” and “Girl.”
Boxes will appear with the service unit and troop number pre-selected; click on the girl you are transferring to and click “Apply.”
Put the number of packages you are transferring to the girl by cookie variety in either the “Packages” or “Booths Packages” column.
Note the difference between the columns:
Packages column: for transferring packages to girls with the financial responsibility of the actual number of packages. For example, you have a booth sale with 100 packages; 80 are sold at the booth sale and 20 are unsold. If a girl wants to take possession of the 20 packages to sell on her own, you would transfer them using the packages column to note that the girl is responsible for the money being collected for those packages. Booths Packages column: for transferring packages to girls without the financial responsibility being transferred with the actual number of packages. For example, girls sold 80 packages at a booth sale, and you want to give credit to the girls for selling them. Since money has already been collected, you use the Booths Packages column to note this. No financial responsibility changes in this transfer.
Note: If you do not know the actual varieties, just pick one and put in the total amount.
Once the packages are entered, you can add any order notes (optional) and then click “Save” to complete the transfer.
You can then print a receipt for your records, delete the order if you made a mistake, go to the Manage Orders page, or click “Make Another Transfer.”
How to Create a Troop to Troop (T2T) Transfer: Troop to Troop Transfers are for when a troop transfers physical packages of cookies to another troop in their service unit. If the troop is outside their service unit, the TCC will need to contact their SUCM to make the transfer.
Select “Troop to Troop” in the “Type of Transfer” box.
Click on the “From” row to select the troop to transfer from (yours). Service unit is pre-loaded. Click “Apply.”
Click on the “To” row to select the troop to transfer to. Service unit is pre-loaded. Click “Apply.”
Put the number of packages you are transferring, by cookie variety, in the “Packages” column.
Once the packages are entered, you can add any order notes (optional) and then click “Save” to complete the transfer.
You can then print a receipt for your records, delete the order if you made a mistake, go to the Manage Orders page, or click “Make Another Transfer.” Note: Money is always transferred with the packages for T2T transfers. It is recommended that no money change hands physically, only the packages themselves. Once the transfer is done in the system, all money will be adjusted automatically. If money was taken for these cookies by the initial troop, the receiving troop would be debited for money they do not have, being double-charged for the same cookies. If this occurs, GSEMA will need to make a financial adjustment to take care of the money changing hands.
How to Add your Troop to the COBS Lottery: The COBS lottery is for troops interested in participating in a Council-Organized Booth Sale. These include MBTA locations and some Mall kiosks. There are two lotteries during the cookie season; see page 19 for more details.
Click on “Booth,” then “Schedule Booths.” The following window will appear:
Scroll down below your troop information and you will see a list of COBS sites to the left and a Google map showing the location of each:
Click on the site you would like to request for the lottery; calendars will appear for the months the site is available. Dates highlighted in blue are available for request:
Click on a date highlighted in blue and available times will appear for you to request:
Click on any time slot you would like to request. You can also click multiple days at the same time, in different months as well. Requested dates will appear boxed to show a choice has been made:
Once all selections have been made, click “Save” at the bottom and a confirmation box will appear. You will be taken back to the selection screen. From here you can make more choices at different sites.
How to Create a Recognition Order: All troops (who do not opt out of recognitions) must create a recognition order at the end of the cookie program. The deadline to submit recognition orders is March 11, 2020. If a recognition order is not created, the girls will not receive the recognitions they worked hard to earn, so be sure to submit before the deadline. The recognition order needs to be created after all the packages the troop purchased are allocated to the girls in Smart Cookies (Troop to Girl Transfer). •
Hover over “Rewards” and click “Recognition Order.”
Note: Creating a recognition order is a one-time process. Once an order is created, you will not need to go back to the “Recognition Order” page. You would only be using the “Manage Recognition Orders” page going forward. •
Your troop number will be displayed at the top of this page; you will just need to select the “Order Type” which is always “Main”:
Once selected, you will see a list of girls and possibly a ‘!’ icon to tell you an action must be completed for that girl:
Click the arrow icon to the far-right and this will open the girl’s recognition summary:
The ‘!’ icon will appear again to let you know which levels needs the action taken:
Note: In this case, a choice needs to be made. Click on the circle to select which recognition the girl would like. If a size is needed (for a T-Shirt or hoodie), the ‘!’ icon will remain there until it is chosen. Once all selections are complete, the ‘!’ icon disappears. •
Click “Save” to return to the level page. Click “Save” again to finalize this girl’s recognitions and then click the “Recognition Order” button at the top-left of the page to return to the girl listing:
Note: The girl listing also allows you to see which orders have been reviewed by denoting each one with “UNREAD” if it has not yet been viewed. To view, simply click the arrow to the far-right, as with the order above, and review anything entered for each girl:
Click the “Manage Recognition Orders” button when done to see the status of the order, and make note of this, as this is the page you will return to if any changes are made.
Recommended: Come here periodically as sales are entered for girls so you can track their progress and make any decisions.
Girl Delivery Credit Card Payments through Smart Cookies Website How to Create an Order Manually and Process Credit Card Payment: 1.
Log into abcsmartcookies.com on a smart phone, tablet, or computer.
Go to “My Orders” and click “Manage My Orders.”
Click “New Girl Delivery” button to begin the creating the order.
4. Enter the required information of the customer:
Note: You can click on “Optional Information” to include the customer’s home address, suite/apt. #, city, state, zip code, and phone number. Click on “Save to my contact list” if they would like to create future orders through e-cards.
Click “Next” to continue the ordering process.
Enter the number of packages, by cookie variety, the customer is buying:
If payment is made by credit card at this time, you will need to mark the “Status” as “Delivered” and “Paid” as “Yes,” then select “Credit Card” for “Payment Method.” Click “Next”:
8. Enter the credit card number, expiration date (MM/YYYY) and CVV number. You can also take a photo of the card and it will be automatically entered.
Click “Pay Now” to confirm the order and process the payment.
Important: If you do not have the cookies on-hand when taking the order, you will need to give the details of the order to your Troop Cookie Coordinator to add them to a troop Planned Order. If a girl accepts credit card as payment for cookies in Smart Cookies, and then does not deliver, Smart Cookies can refund the customer. GSEMA will charge the troop $5 per refunded credit card transaction.
How to Mark a Customer as PAID after Delivering Cookies Note: This process is for e-cards, or manual orders, entered for Girl Delivery, and customers pay after they received their cookies. 1.
Log into abcsmartcookies.com on a smart phone, tablet, or computer.
Go to “My Orders” and click “Manage My Orders.”
Scroll to the bottom of the page where orders are listed:
Note: Any orders with “Girl Delivery” as the “Type” will need to be marked as paid once the customer has given the girl money. 4. Click on the pencil icon on the far-right (under “Actions” column) to edit. 5.
Enter the customer information (if applicable) and click “Next.”
Scroll down to the “Delivery & Payment Details” section of the page and select “Delivered” for the status, and “Yes” under “Paid.”
Select the payment method (either “Cash,” “Check,” or “Credit Card”) a. If the selection is “Cash” or “Check,” you will receive a confirmation page letting you know it is complete. b. If the selection is “Credit Card,” you will be sent to the following page:
Enter the credit card number, expiration date (MM/YYYY) and CVV number.
Click “Pay Now” to confirm the order and process the payment.
10. When you go back to the “Manage My Orders” page, the order will show “Yes” in the “Paid” column.
How to Accept Credit Card Payment at Booth Sales The ability to accept credit card payments via Smart Cookies at booth sales is only available once the troop enters their booth sale into Smart Cookies, and is only available on the day of the booth sale. Credit Card payment via Smart Cookies is available in both the Troop Cookie Coordinator account and the girl account. There are two new options in the Troop Coordinator menu under the Booth tab: 1.
Take Booth Credit Card Payment
View Booth Credit Card Payment
Click on “Take Booth Credit Card Payment.”
Booths assigned to the troop for that day will appear. Select the correct booth from the list by checking the circle
Click “Apply.” The Order page will appear:
Enter the packages sold by variety. Customers can receive an optional email receipt. Click “Next.”
Credit card entry fields will appear. Scan or manually enter credit card information (same as in girl profile above).
Click “Pay Now.”
A confirmation screen will appear with a reminder that credit card information is not saved.
Helpful Smart Cookies Reports: Troop Balance Summary: This is the most important report for troops to monitor in Smart Cookies. It shows all activity for the troop (orders, transfers, troop proceeds, total amount due to GSEMA, total sales, payments, and current balance due) Mobile and Ecard Summary: shows all online activity associated with the troop by girl (e-cards sent to potential customers, packages purchased online by variety, etc.) This report shows Girl Delivery online orders girls have taken. Financial Transaction Summary: lists all financial transactions associated with the troop Girl Balance Summary: shows all packages assigned to a girl and any payment entered Girl Cookie Totals Summary: shows all packages currently assigned to every girl in the troop in a summarized chart Recognition Order Summary by Girl: lists all recognitions earned by the girls in a summarized report; matches the Recognition Order entered into Smart Cookies Transfer Order Summary: shows all transfers in the system (T2G, G2G, G2T, T2T, C2T) Troop On Hand Inventory: shows the number of packages remaining to assign to girls in Smart Cookies
4 easy steps to a #cookieboss! 1
Register for Smart Cookies • Confirm your email address in MyGS • Look for an email invitation from email@example.com • Complete your registration • Set goals and track progress
Develop a plan to reach your goal • Make a customer list • Know your Girl Scout Cookies! What is your favorite? • Send out ecards or direct ship link
Start selling! • Share your goal with your customers • Review online orders in Smart Cookies • Collect payments when cookies are delivered – Credit card payments – Checks: follow council rules • Participate in a Booth Sale with your troop • Remember the Cookie Share option – Ask customers if they would like to donate cookies • Say Thank You to everyone!
Celebrate Success! • Write thank you notes or emails • Save your customer list for next year • Have fun with your troop!
The GIRL SCOUTS® name and mark, and all other associated trademarks and logotypes, including but not limited to the Trefoil Design, are owned by Girl Scouts of the USA. ABC Bakers is an official GSUSA licensee.
s! s o b e i cook
Cookie Booth Essentials How to Maximize Your Booth Experience, Interact with Customers, and Stay Safe
Cookie booths are the perfect place for girls to leverage their cookie smarts and unleash their entrepreneurial spirit. But along with that excitement comes some important responsibilities.
Be sure to follow all the guidelines that your council sets in terms of designated and approved booth locations, as well as the requirements for setting up, running, and taking down a booth.
Use this flyer as a reminder for how to talk to customers about the cookie program and how to navigate difficult scenarios that may come up.
Booth Requirements • While at a cookie booth, make sure girls wear their uniforms, other Girl Scout–branded clothing, or their membership pin to clearly identify themselves as Girl Scouts. It’s a great way to show your Girl Scout pride! • All booth sales must take place in a designated, council-approved area. • Booths should not block a store entrance or exit. • Make sure there is adequate space for a table for the cookies to be on display, and the participating girls. Ensure that pedestrians, bikes, and cars can safely pass by. • Always have a first-aid kit available at the booth. • Have volunteers/adults present at a booth at all times.
Tips for Safeguarding Cookie Money • After receiving cash and making change, girls should hand the money to a volunteer for safekeeping and to deposit into the cash box as soon as possible. • Keep the cash box in a safe place or behind a barrier of cookie boxes. • Don’t walk around with large amounts of money. • Bank cookie money often and do not keep money at home or at school. • Reduce cash transactions by offering credit card payment options whenever possible. For Girl Scout Internal Use ONLY
©2018 Girl Scouts of the USA. All rights reserved.
What if you’re approached by an irate customer(s)?
“What If?” Scenarios
• Try to get a good look at the person in case you need to describe them to security or the police. • If the situation calls for it, call 911 and alert security. PRO TIP: Never argue or negatively engage with a customer. Try to stay calm.
What if someone asks you, “What’s the difference between Girl Scouts and Boy Scouts?”
• Girl Scouts and Boy Scouts are two completely different organizations. • Girl Scouts leadership experience is designed with, by, and for girls–every G.I.R.L.! And research shows there's no better place for her to discover her full potential. • Talk to cookie customers about what the Girl Scout experience has been like for you and your troop.
• Depending on the circumstances, we want you to feel empowered to capture these individuals with your smartphone’s video, photo, or audio recording capabilities to provide evidence to police or security. • Please try to remain calm and respectful at all times, even when it might be difficult to do so. PRO TIP: Don’t engage with the person(s) or use hostile language. Try to keep your cool and stay neutral.
PRO TIP: Stay positive. Don't put other organizations down. Just lift Girl Scouts up!
What if someone steals money or cookies from the booth?
What if someone makes you feel uncomfortable at the cookie booth?
• Try to get a good look at the offender so you can describe them to security or the police. • Call 911, and alert security (if applicable). • Report any incidents to your council according to its guidelines.
PRO TIP: Never attempt to physically recover stolen items or confront a suspect.
What if a customer complains about where the cookie proceeds go? You can say, “Girl Scout Cookie proceeds stay local to power amazing adventures and life-changing opportunities for girls, such as STEM activities, trips, community projects, and charitable donations. The more cookies you buy, the more you help the troop and the girls’ success as they grow into strong leaders. PRO TIP: Always practice good listening skills before replying. Do not engage with someone if the situation escalates.
Good luck, and have an awesome, goal-crushing cookie season! For Girl Scout Internal Use ONLY
©2018 Girl Scouts of the USA. All rights reserved.
2020 CONTEST arts m s s s e in s u b ie k o o c e u iq Unleash your un o! d n a rl O to ip tr ic p e n a IN for a chance to W Enter the 2020 Cookie Pro contest today! Twenty-four lucky winners will go on an epic trip to exciting Orlando, Florida, for full VIP access to G.I.R.L. 2020— the largest event for girls in the world—as part of your...
... ! Enjoy admission to all conference activities and experiences, breakfast with Girl Scouts of the USA’s CEO, backstage passes to celebrity speakers, and more!
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Entries accepted February 1 to March 31, 2020
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