Pr og ra m
ie Manual
okTroop
Co2017
1
$4.00 per Box
(except Gluten Free at $5.00 per Box)
Cookies are $4/box
Except Toffee-Tastic and S’mores at $5/box
- $5.00/Box
- Booth Sales only
- Limited quantities
2
Table of Contents
Girl Scout Cookies
Table of Contents
Introduction to Volunteers
The Cookie Program
Cookie Team
Calendar
How the Cookie Crumbles
Training & Resources
Troop Proceeds & Girl Rewards
Girl Scout Safety Guidelines
How to Sell
Digital Order Card
2
3
3
4
5
6
6
7
8
9
10
11
eBudde Quick Tip Guide
Order Cards Goal Getter
Booth Sales
Banking
Initial Delivery
Cupboards
Donation Programs
5forFive!
Close Out
Notes
12
14
15
16
18
20
21
22
23
24
25
I nt r o duc t i o n t o Vo lu nt e e r s :
T he G i r l S c out C o ok i e P r o g ra m
With Girl Scout Cookies and your guidance, she can do amazing things!
Thank you for volunteering to serve as a Troop Cookie Manager. Your efforts are extremely important
to the success of the Cookie Program! Our council offers this program to increase opportunities
for girls. Not only does it help girls develop five key business and leadership skills, but revenues
generated from this program also create funds for “girl led” troop activities and projects, services and
events for girls, to maintain camps, and develop quality training for adults. Without you, this would
not be possible. We appreciate YOU!
Plus, with your guidance and the power of Girl Scout Cookies, girls can make positive changes in the
world around them. A girl can speak for those less fortunate, foster changes where they’re needed
and have a true impact close to home, or even on the other side of the world. Visit www.LittleBrownie.
com, where we are showcasing amazing stories from across the country. When they see how other
girls are making a big difference with Girl Scout Cookies, volunteers and girls dream bigger. And
customers are inspired to help! This Cookie Season, encourage girls to set high goals and use some
cookie money to make the world a better place. They will grow in ways you never dreamed possible.
3
The Girl Scout Cookie Program helps girls
develop five key business and leadership skills
that last a lifetime:
1
Goal Setting—as she sets cookie sales goals individually and
with her team, creates a plan to reach them, and develops Cooperation and
The Girl Scout
Cookie Activity Pin:
All girls who participate
in the Girl Scout Cookie
Program are eligible to
earn the annual Cookie
Activity Pin, which
recognizes the “5 skills”
learned and practiced
during the sale. Girls can
collect a different colored
pin every year to recognize
growth in these 5 skill
areas. Visit our Cookie
page at www.girlscoutsssc.org for more details
on badge, patch and
pins associated with the
Cookie Program.
Team Building skills all along the way.
2
Decision-Making—as she helps decide how her team will
spend their cookie money, furthering her Critical Thinking and Problem Solving
Skills that will help her throughout life.
3
Money Management—as she takes cookie orders, handles
customer’s money and gains valuable and Practical Life Skills around financial
literacy.
4
People Skills—as she learns how to talk, listen and work with
all kinds of people while selling cookies. These experiences help her develop
Healthy Relationship and Conflict Resolution skills she uses throughout her life.
5
Business Ethics—as she is honest and responsible at every
step of the cookie sale. Her business ethics here reinforce the Positive Values
she is developing as a Girl Scout.
The Girl Scout Cookie Program is the
largest girl-led business in the country
and generates immeasurable benefits
for girls and our community. Through
Girl Scout Cookies, girls are doing
amazing things and becoming girls of
courage, confidence, and character
who make the world a better place!
4
The Girl Scout Cookie Team
A successful Girl Scout Cookie Program depends on dedicated volunteers like you. Understanding everyone’s
role on the team ensures a smooth running program.
Service Unit Cookie Manager (SUCM)
•• Receives materials from Little Brownie Bakers, and assembles and distributes packets to each Troop Cookie
Manager.
•• Coordinates and facilitates a Service Unit-wide Troop Cookie Training and Cookie Rally.
•• Coordinates Service Unit delivery and distribution of cookies to Troops.
•• Reviews and submits the initial cookie and girl rewards order for the entire Service Unit.
•• Reviews data in eBudde for the entire Service Unit and submits final girl rewards order.
•• Receives girl rewards from Little Brownie Bakers and distributes to troops.
•• Supports the Troop Cookie Managers as needed.
Troop Leader (TL)
•• Recommended that Troop Leaders attend Cookie Training .
•• Helps to support the Troop Cookie Manager with all aspects of
the Cookie Program including: hosting a family cookie training,
planning and scheduling for Booth Sales, material pick up and
distribution, cookie storage, money collection, and more.
•• Works with troop to set goals and plan cookie learning activities.
•• Receives and distributes Cookie Dough and girl rewards.
Troop Cookie Manager (TCM)
•• Attends Cookie Training meeting and completes all necessary.
•• Works with Troop Leader to schedule, plan and lead the family meeting.
•• Manages all aspects of the Cookie Program including: family trainings, use of eBudde and other sales tools,
scheduling for booth sales, pick-up and delivery of inventory, and collecting and depositing money into the
troop bank account.
•• Follows all Council, GSUSA, and Little Brownie Guidelines for the Digital Cookie Program.
•• Follows all timelines and deadlines to ensure successful completion of cookie related tasks.
•• Fills out end-of-sale paperwork as needed.
Membership Team
•• Helps to support and answer questions throughout the sale for cookie volunteers and families.
•• Supports product pick-up and distribution at cupboards.
•• Manages volunteer approval, girl registration, and troop banking set-up.
Council Product Team
•• Manages all training curriculum, material creation, volunteer resources, tools, and guidelines for the Cookie
Program.
•• Supports Council staff, Service Units, Troops and families throughout the Cookie Program.
•• Manages and tracks all stages of the sale. From training volunteers and setting up eBudde to securing booth
partners and reward distribution.
Other Council Staff
•• Creates and develops marketing and communication plans to support troops and girls while selling.
•• Helps with Cupboard cookie distribution.
•• Ensures financial integrity is upheld and enforced.
5
Cookie Calendar
Checklist of Important Dates
Distribute Cookie Materials Cookie Rallies
Initial order taking – Order Cards
Cookie Booth Scheduler opens – Round 1
Cookie Booth Scheduler opens – Round 2
Cookie Booth Scheduler opens – Round 3
Goal Getter Order Cards – KEEP SELLING!
Troop Initial Cookie Order due in eBudde
FIRST Electronic Withdrawal from Troop Bank Account
Initial Order delivery dates
Cookie Cupboards open for additional cookie pick-up
National Girl Scout Cookie Weekend
Cookie Booth Sales Begin
SECOND Electronic Withdrawal from Troop Bank Account
Cookie sale ends – last day for Cookie Booth Sales
Troop Girl Rewards order due in eBudde
Payments due from families
Final Deposits in Troop Bank Account
FINAL Electronic Withdrawal from Troop Bank Account
Troop Leaders receive Rewards and Cookie Dough
January 1-13
January 1-14
January 13 – January 29
January 22, 7PM
January 25, 7PM
January 28, 7PM
January 30-February 23
February 1
February 20
February 18-22
By February 23
February 24-26
February 24
March 6
March 12
March 17
March 17
March 20
March 24
Late April
How the Cookie Crumbles
Girl Scout Cookies are $4.00 per box, except for Toffee-Tastic and Girl
Scout S’mores which are $5.00 per box, and the proceeds from each
box are broken down below by percentage:
Cookie Breakdown
Troop Proceeds
Service Unit Proceeds
Girl Rewards
Cost of Cookies
Sales Tax
Girl Scout Programs
Administration
6
13.5%
0.5%
7%
25%
6.0%
44%
4.0%
Training and Resources
In-Person Troop Cookie Manager Training
Council led Cookie Trainings will be held in early December for both Service Unit Cookie Managers and Troop
Cookie Managers.
• Troop Cookie Manager Training is geared toward NEW Troops but all are welcome to attend.
• Troop Leaders are invited to attend as well.
• Please contact [email protected] for specific dates and times in your area.
Service Unit led Cookie Trainings will be held at different times and locations. Troop Cookie Managers and/
or Troop Leaders please contact your Service Unit Cookie Manager for specific dates and times your training
will be held.
Online Training: VIP eTraining
Little Brownie Bakers provides online volunteer cookie training videos that are available 24/7. To access, VIP
eTraining go to www.littlebrownie.com – click on the VIP eTraining link to request access.
Topics include:
• Program
• Marketing
• Technology
• Cookies
• Silver Sage Council Procedures
• eBudde Learning Modules
Online Resources
eBudde - Online Logistics Center
VIP eTraining - Online Training
Council Website
Little Brownie Bakers
Girl Scouts of the USA
ebudde.littlebrownie.com
vipetraining.littlebrownie.com
www.girlscouts-ssc.org/girl-scouts-cookie-sales/
www.littlebrownie.com
www.girlscouts.org
Troop Family Cookie Meeting Resources
2017 Troop Cookie Manual (this manual) – Each Troop will receive one paper copy of the 2017 Troop Cookie
Manual and additional copies may be downloaded and printed from the Girl Scouts of Silver Sage Cookie
page: http://girlscouts-ssc.org/girl-scouts-cookie-sales/
Parent Meeting Agenda - Each troop can use the standard agenda to base their cookie meeting on. Troops
are free to expand on the agenda as needed but please do not omit important details.
Service Unit Cookie Manager - If you have any questions about procedures and guidelines, please contact
your Service Unit Cookie Manager for a more detailed explanation.
Membership Team - If you have urgent questions or need assistance, please contact the Membership Team
9AM to 5PM, Monday through Friday at 208-377-2011 or by email at [email protected].
2017 Family Guide - Each Family will receive a guide on the who, what, when, where, why, and how of the
Cookie Program. Please familiarize yourself with the guide, specifically, some dates are slightly different
for parents deadline versus troop deadlines (this enables troops to get Order Cards, money and other
documents before their deadline).
7
Troop Proceeds and Girl
Rewards that inspire success!
Troop and Service Unit Proceeds
Troop Proceeds: (based on girls that sell at least one box in a troop)
• Troops earn 50 cents for ALL boxes sold, when the troop averages 0-224 boxes/girl.
• Troops earn 55 cents for ALL boxes sold, when the troop averages 225-299 boxes/girl.
• Troops earn 57.5 cents for ALL boxes sold, when the troop averages 300-399 boxes/girl.
• Troops earn 60 cents for ALL boxes sold, when the troop averages 400+ boxes/girl.
Service Unit Proceeds:
• Service Units can earn 1-4 cents per package sold.
• Tiered proceeds are earned through increasing both girl participation and Per Girl Average in the Service Unit (talk to your Service Unit Team for more information on how you can help).
Girl Rewards and Cookie Dough
Not only does the troop earn funds but each individual girl can also set goals and earn many great
rewards, most importantly, Cookie Dough, or cookie credit. Cookie Dough is Girl Scouts of Silver Sage’s
primary way to recognize the hard work that Girl Scouts and their families put into the Cookie Program.
Cookie Dough is used just like “cash” for Girl Scout programs - so treat it that way! Once earned it can be
used for:
• Girl annual membership dues
• Council and Service Unit sponsored activities
• Council camp sessions
• GSUSA Destinations and Getaways
• Cadette/Senior/Ambassador Troop Travel
• Merchandise from the Council Store
But that’s not all...
In addition to Cookie Dough, girls will earn amazing items and colorful patches based on the number
of boxes she sells during the stated time period. See below for all our 2017 Rewards and Cookie Dough
schedule!
8
Girl Scout Safety Guidelines
Show You’re a Girl Scout
Wear the Girl Scout membership pin and/or Girl Scout clothing to identify yourself as a Girl Scout.
Buddy Up
Always use the buddy system. It’s not just safe, it’s more fun.
Be Street Wise
Become familiar with the areas and neighborhoods where you will be selling Girl Scout Cookies.
Partner with Adults
Adults must accompany Girl Scout Daisies, Brownies and Juniors when they are taking orders,
selling or delivering product. Girls who are Cadettes and older must be supervised by an adult
and should never sell alone. Adults should be present at a cookie booth in any public place at all
times.
Plan Ahead
Always have a plan for safeguarding money, and avoid walking around with large amounts of it,
or keeping it at home or school. Give proceeds to supervising adults, who should deposit it as
directed by your Girl Scout council as soon as possible.
Do Not Enter
Never enter the home or vehicle of a person when you are selling or making deliveries. Avoid
selling to people in vehicles or going into alleys.
Sell in the Daytime
Use the phone and email to sell when it’s dark outside. Save door-to-door sales for daylight
hours.
Protect Privacy
Girls’ names, addresses, or email addresses should never be given out to customers. Use a group
contact number or address overseen by an adult for customers to request information, reorder
or give comments. Protect customer privacy by not sharing their information except for the
product sale. Girls should never take credit card numbers.
Be Safe on the Road
Always follow safe pedestrian practices, especially when crossing at intersections or walking
along roadways. Be aware of traffic when unloading product and passengers from vehicles.
Be Net Wise
Take the GSUSA Internet Safety Pledge before going online and follow the specific guidelines
related to marketing online. Remember, Girl Scouts now have a safe place to sell cookies online
through Digital Order Card. Selling Girl Scout Cookies any other place on the web is still
prohibited.
9
How to Sell
Girl Scout Cookies
Order Cards -January 13 to January 29
Girl Scouts will start the sale with their Order Cards, or Initial Order Sale, and use them to sell to
friends, family, and anybody who likes to pre-order their favorite Girl Scout Cookies.
When girls sell using their Order Cards, they simply take the customers contact information - name,
address and phone number - and the amounts and varieties they would like to purchase on the Order
Card. We also ask that girls collect money up-front when possible to help save time when delivering items. NEVER DELIVER ITEMS WITHOUT PAYMENT FIRST!
Girl Scouts who sell 250+ boxes during the Initial Order can earn this Paisley Fedora:
Goal Getter Card -January 30 to February 23
Once Girl Scouts turn in their Order Card for the Initial Order, they can continue selling using their
Goal Getter Card - to help them reach their GOALS!
Girls that can sell an additional 30+ boxes during this time will earn the 2017 Goal Getter Diva Patch.
Walk-A-Bout - From when cookies are available to March 12
Cookies will be delivered in the last week of February. Once Girl Scout Cookies have arrived girls
should make every effort to deliver all Initial Order boxes to customers first, but they can also continue selling by canvassing their neighborhoods with extra boxes.
Booth Sales - February 24 to March 12
Girl Scouts have two ways they can participate in a Booth Sale (selling directly to
customers in a public area): as a Troop Booth Sale, or as a Mom and Me Booth
Sale!
Troop Booth Sales are scheduled with the troop and give girls an opportunity to
work together and sell as a team.
Mom and Me Booth Sales are booth sales that allow girls to continue selling as an individual girl.
Please see page 16 and 17 for more details on Booth Sales.
Digital Order Card - January 13 to March 12
GSUSA and Little Brownie Baker have teamed up to provide a safe and fun way to sell Girl Scout Cookies online through the Digital Cookie Program!
Girls will be invited to join the Digital Cookie Program through an email sent to their primary guardian.
Once a girl is signed up she will be able to set goals, work on her financial literacy badges, customize
her own Online Store, and begin selling anywhere in the United States!
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Digital Cookie Program
DIGITAL ORDER CARD OVERVIEW
For the second year GSUSA and Little Brownie Baker have teamed up to bring
us the online platform “Digital Order Card’, which works just like it sounds by
allowing customers to place their orders digitally. Girls can customize their own
online cookie store, set goals, play fun games, work on badges, and, of course,
invite customers to order our delicious cookies and support herself, her troop,
and Girl Scouts of Silver Sage.
eBudde INTEGRATION
The Digital Cookie Program works with eBudde to record sales data. Each sale online will be automatically
recorded under the correct girl, and make a deposit in eBudde on behalf of the girl and troop. Troop Cookie
Managers do need to both physically, and in eBudde, distribute cookies to girls when a customer
requests Girl Delivery; a deposit still shows the cookies have been paid.
DELIVERY OPTIONS
Customers are given three options for delivery when they buy online: Shipping or Girl Delivery or they can
donate to the Cookies and Milk from the Heart program.
Shipping has an extra fee associated with the option but can reach across the United States to hit
Grandparents and other distant friends and family. GSUSA is working to reduce the shipping fees but
fees may still seem high in a world of Amazon Prime free shipping. Once a customer has placed an
order for shipping, it will be boxed and shipped directly to the customer through a national shipping
company like UPS or FedEx.
Girl Delivery allows a customer to save money and get face-to-face interaction with the Girl Scout they
are supporting but still order and pay for their cookies online. Parents will have the final say in whether
or not their daughter can/will deliver to any individual customer.
QUICK TIPS ABOUT ONLINE SALES
•• Parents will be invited to join via email (must have an email
listed in our council data management system).
•• Girls and guardians must sign the Online Pledge and turn in
to the troop before participating.
•• All varieties will be available online including the Gluten
Free Toffee-Tastic cookie.
•• Girls can sell or market to anyone in the United States through the online system but traditional sales Order Cards, Booth Sales, etc... - are still restricted to the council geographic boundaries.
•• Sharing an individual girl’s Online Store URL through social media sites like Facebook is allowed as long
as it is shared with friends and not publicly. Twitter and other public social media sites are prohibited.
11
eBudde Quick Tip Guide
eBudde QUICK TIPS
eBudde is a cookie volunteer’s best friend. Here’s where you’ll order cookies, track deliveries and more. You
will receive eBudde training that will help you use it to its full potential. Here are some quick reference facts.
USER LOGIN
1. Go to: http://ebudde.littlebrownie.com
2. Enter your email address and temporary password. Click LOGIN.
3. Change your password and enter contact information. Click SUBMIT
NOTE: Passwords are reset each season - so returning users will also follow the steps above.
The system works through tabs at the top of the page.
CONTACTS TAB
Review information and edit as necessary
SETTING TAB
1. Add additional roles for your troop by adding volunteers email addresses to a role
2. Enter troop goal in packages
3. Enter girl level of troop i.e. daisy, brownie, junior, multi, etc...
4. Silver Sage does not require adding troop banking information
5. Click UPDATE to accept all changes
GIRLS TAB
A council wide import of troop girls is done at the beginning of each cookie season; additional girls in the
troop (girls who register after the initial import) are entered by Troop Cookie Managers and Troop Leaders
from their rosters.
1. Enter names of girls
2. Enter GSUSA ID, grade and Cookie Club login (optional)
3. Click box for registered
4. Enter goal in packages
5. Click UPDATE to accept all changes
INITIAL ORDER TAB
1. Click each girl’s name; go to bottom of screen, click squares to begin entry
2. TAB to enter your girls’ total cookie order in boxes by variety
3. Press
a. ENTER (on keyboard) or OK button
b. Repeat for each girl
• BOOTH – Click BOOTH, bottom of screen, click squares to begin entry. TAB to enter in
boxes and variety number of cookies for booth sales. ENTER (on keyboard) or OK button
c. SAVE the page
• Review the totals at the bottom, if correct click SUBMIT order. You cannot change
order after it has been submitted. Contact your Service Unit Cookie Manager or the
Membership Team at your council to make changes
d. Print copy for your records
12
eBudde Quick Tip Guide
DELIVERY TAB
Review, and enter delivery information. SUBMIT information.
REWARDS TAB
1. Click FILL OUT next to Initial Rewards Order
2. Review girl orders
3. Review total rewards earned
4. Click SUBMIT to submit your order
BOOTH SALES TAB
Council Sites
1. Click the Council Sales button
2. Find booth sales you would like to sign up for, click date and time
3. Click time slot and click SUBMIT button
Troop Requests
1. Click the My Sales button
2. Click add a location
3. Fill in location site information, date and time range
4. Click UPDATE. Request will be pending until approved or denied by the Service Unit Team
REMEMBER: Please keep Booth Scheduler in eBudde up to date with your group’s times and dates.
This data powers both the Cookie Finder App from GSUSA and the Cookie Locator App from Little
Brownie
Girl Orders Tab
1. Update girl orders to include all additional packages sold and payments made
2. Click Save to save your information
Transactions Tab
1. Enter troop-to-troop transactions (Troops may transfer cookies from one troop to another if needed) -or
2. Enter pending order to the cupboards
3. Click Save to save your information
REWARDS TAB
1. Click FILL OUT next to Final Rewards Order
2. Enter or review total rewards earned
3 Click SUBMIT to submit your order
DEPOSIT TAB
1. Please check the deposits tab a few days after each electronic withdrawal from your
troop bank account to be sure the transfer was successfully recorded.
SALES REPORT TAB
1. Review final package numbers
2. Review your receipts
13
Council Procedures:
Order Card and
Initial Order Sales
Girl Scouts of Silver Sage has many ways to sell Girl Scout Cookies. Over the next several pages each section
will describe how to manage a different area of the Cookie Program.
ORDER CARDS AND INITIAL ORDER GUIDELINES
During our Initial Order time period from January 13 through January 29, 2017 girls will use their order cards
to record customer purchases. Below is the process in which to correctly navigate this part of the sale:
•• In order to create equal sales opportunity for girls we ask that no sales are made prior to the start of the
sale dates. There is no specific start time in which girls can begin selling on January 13, 2017.
•• Girls record customer information and orders on their Order Card throughout the selling period.
•• We highly recommend that girls collect money at the time of order taking. This allows girls to drop-off
product without requiring a customer to be home. If a customer does not feel comfortable paying upfront, simply take the order and collect on delivery. NEVER give product until payment has been made.
•• At the end of the Initial Order, girls should add up their totals by variety and overall totals of boxes sold
and turn their Order Card, along with all money collected, into their Troop Cookie Manager (TCM).
•• Once the TCM has all their girl’s Order Cards collected, they will input all the totals by variety into eBudde
under the Initial Order Tab. The TCM should keep Order Cards in a safe place and return to each girl when
product is distributed. Please see page 12 for more details on entering your Initial Order.
•• After all Order Cards have been entered, Troops can then order “extra” if they choose for Goal Getter,
Booth and door to-door direct sales. Troops may also pick up more product from their local Cookie
Cupboards after the Initial Order process is complete. Please see page 23 for more on Cookie Cupboards.
•• After all orders have been placed the TCM will submit their Initial Order to the Service Unit Cookie
Manager. Troop Initial Orders are due Wednesday February 1, 2017, three days after the end of Order Card
sales. Please note that once an Initial Order is submitted troops cannot change their order.
•• All troop Initial Orders will be rounded up by variety to the next case and delivered in FULL cases – 12
boxes per case, so be prepared for a few extras. For example: Placed Order – 11 Thin Mints; Total Ordered
and Delivered – 12 Thin Mints (one case); Extras - 1 Thin Mint. TROOPS ARE RESPONSIBLE FOR ALL BOXES
DELIVERED.
Once the Initial Order has been submitted the TCM will also need to submit an Initial Rewards
Order for any girls in their troop that reached the 250+ boxes sold at the time of the Initial Order.
Please see page 13 for more details.
14
Council Procedures:
Goal Getter Sales and Walk-A-Bouts
GOAL GETTER CARD GUIDELINES
After the Initial Order and before Booth Sales begin may feel like
just a waiting period... but nothing could be further from the truth.
Girls are not only allowed to continue selling but are encouraged to
continue taking orders on their Goal Getter Cards.
And girls can earn the Goal Getter Diva Patch for selling 30+ boxes
from January 30 - February 23! Troop Cookie Managers can enter
sales into eBudde under the Goal Getter column on the Girl Orders
Tab.
At this point most troops have collected each girl’s Order Cards, so girls need a new way to
keep track of any order that comes in after the Initial Order has been placed. This is where
the Goal Getter Card comes into play:
•• Simply use the Goal Getter Card like a traditional Order Card from January 30 February 23.
•• Use our council provided Goal Getter Calculator in Excel to add all the girls boxes
together (eBudde does not calculate by variety after the initial order, only total boxes
sold by category).
•• Then add a Transaction in eBudde under to your local cupboard to fill the Goal Getter
orders.
WALK-A-BOUT GUIDELINES
Walk-A-Bouts can be done as a troop or as an individual girl once your
troop has cookies on-hand. Loading up a wagon with cases of Girl Scout
Cookies, and hitting the streets to sell directly to neighbors is a fun and
easy way to sell a few more boxes - for girls trying to hit their goals!
Here are a few tips:
•• Try bundling the cookies and add a decorative bow or ribbon. Selling
in bundles can increase your sales.
•• Set a goal, make a plan, and leave no doorbell un-rung!
•• Sell with friends, or even better, schedule the whole troop to canvas
an entire neighborhood or two.
•• Ask a local business if your troop can come through and ask
employees if they would like to purchase some delicious Girl Scout
Cookies!
15
Council Procedures:
Booth Sales
COOKIE BOOTH GUIDELINES
Booth sales, from February 24 - March 12, are one of many ways to sell Girl Scout Cookies and it allows the girls to sell as a
troop rather than as individuals, although girls can still sell individually with an adult – see Mom And Me Booth guidelines. There
are two ways to schedule booth sales: Council Sales and My Sales.
Council Sales are booths set up by Council for use by all troops. They usually include large retail and grocery outlets in our
council area. The store management has given permission to the Council to schedule and manage troop booths for specific
times and days during our sale. Troops are able to select from hundreds of locations and find time slots that work best for
them during the Three Rounds of sign ups (be sure to see the schedule for exact times and rules for each round on page 21).
My Sales are booths that were not listed as Council Sales locations and are set up by a troop for use by their troop. Any troop
can request a My Sales booth by first scheduling a date and time with a business/organization, then submitting the information
into the My Sales section of eBudde and finally approval by the Service Unit Booth Sale Approver. Reasons for rejection may
include, but are not limited to: schedule conflict, inappropriate location, or Service Unit has requested site for Council Sales.
Once your troop has decided to participate in a Booth Sale here are a few guidelines to follow:
••
••
••
••
••
••
••
••
A booth MUST consist of a minimum of 2 girls and 2 adults (except Mom And Me Booths). Both adults must be approved
volunteers and one must be female. All girls involved in the sale MUST be registered.
We recommend having only 4 girls at a booth at any given time because too many girls can lead to too much play. However,
please use your own best judgment for your troop and follow any special instructions from store management.
MUST have permission slips, health histories, and first aid kit at each booth locations.
Girls should be identifiable as a Girl Scout.
Do NOT block entrances or exits of the establishment and only approach customers EXITING.
Each troop will be responsible for providing cash for change and a container to keep it safe.
Troops must also supply table, chairs, pens/pencils, calculator, tape, and any sales aids.
Bring a paper copy of your booth schedule to all booths in which your troop participates. If for some reason you and
another troop show up at the same place and time, please try to come to a mutual solution.
Below are a few good hints to have the most successful booth experience:
•• Be sure to display your Troop Gift of Caring or Council Cookies from the Heart information.
•• Avoid eating, drinking, and chewing gum.
•• Decorate your booth, display posters, troop goals, or things/pictures of troop activities.
•• Bring lots of smiles, good manners and a polite voice. Say “Please” and “Thank you.”
•• LEAVE THE AREA CLEANER THAN YOU FOUND IT! Take empty cases back home to recycle.
•• Protect the cookies! Keep them out of direct sun and dampness.
•• Count cookies and money at the beginning and end of each shift. Be sure to keep money in a safe place throughout the
sale. If adult responsibility changes during the booth sale, count the product and money again and fill out a receipt.
•• SAFETY: The troop should arrive and depart together. Girls should always be accompanied by an adult.
•• Before booth sales begin, discuss how cookie sales made during the booth are divided up for each girl. There are many
ways to split the sale, so make sure everyone understands how your troop will divide the boxes. The most traditional split is
to divide the amount sold equally by the number of girls participating during one time slot (usually 3 hours).
•• Please be considerate to the other troops setting up and taking down. Take down should begin at the scheduled end time
and any sales at that point should be directed to the troop setting up. You should be prepared to assist other troops for a
smooth transition.
REMEMBER: Selling Girl Scout Cookies at a Booth Sale is a privilege granted to us by the local merchants. These booth
sales are a fragile privilege and if abused, even unintentionally, could cause all Girl Scouts to lose the opportunity for
additional sales at these places of business, permanently. Girls need to be careful and considerate of the merchant’s
property and customers. Any complaints and you may be asked to leave.
16
Council Procedures:
Booth Sales
Mom and Me Booth Guidelines
Girls gain lots of practice working together with other girls on their team during cookie sales. We foster teamwork, as this is
often the best way to get things done and achieve a variety of goals. What we’ve found however, is often girls on a team do not
always share the same goals. In order to give opportunities to those girls to continue to strive for their personal goals, we are
allowing one mom and one daughter to host booth sales as long as they meet the following conditions:
•• A “Mom” can be any adult that the parent/guardian allows the child to sell cookies with and does not need to be an
approved volunteer. Adults must sign the Mom and Me Booth Sales Contract and take a short eTraining course in order
to participate with their Girl Scout. NO OTHER PERSONS MAY BE PRESENT AT THE MOM AND ME BOOTH SALE, INCLUDING
SIBLINGS!
•• The troop must agree that they have signed up for as many locations as desired prior to Mom and Me sign ups.
•• The Mom and Daughter team may sign up for booth sales through their Troop Cookie Manager after the general booth sign
ups have ended. This year Mom and Me sign ups start on Monday, January 30, 2017 for both Council Sales and My Sales
booths.
•• The parent/guardian is financially responsible for all cookies and money in their daughter’s possession. Troop Leaders
should ensure that they received a signed cookie program permission slip for every girl selling in their troop.
•• eBudde can be used to track any cookies used in the Mom and Me Booth by adding the cookies released for the booth to
the Girl Order tab under “Other”. There are NO RETURNS for unsold boxes.
•• Girls may use cookies to make sales door-to-door, to friends and family, as well as at the Mom and Me Booths.
•• All boxes sold at a Mom and Me Booth are recorded and credited to the troop. Troop proceeds go to the troop for every box
sold by their girls, same as pre-season sales, Goal Getter sales, and traditional booth sales.
PROCEDURES FOR BOOTH SCHEDULING
Starting in January, Troop Leaders should begin planning the number of booth sales based on troop goals and girl/adult
availability. Troop Leaders should collaborate with their Troop Cookie Manager to review the booth sales sites available to
decide which sites they want to target once scheduling begins.
Booth scheduling occurs in three “rounds” to give troops equal opportunity to get the most popular Council Sales booth sites.
“My Sales” sites are not limited to this process. As a courtesy, we ask that all troops treat one another with respect and follow
the Girl Scout Promise and Law when selecting booth locations. If issues arise the Council Product Manager reserves the right to
remove troops from booth locations and time slots and notify all parties involved of the decision.
ROUND 1 opens on Sunday January 22 at 7 PM.
Each troop can pick two council sites at different businesses.
ROUND 2 opens on Wednesday January 25 at 7 PM.
Each troop can now pick three additional council sites at any business
location and any time slot .
As you enter round two, you may now schedule a total of 5 council sites.
ROUND 3 opens on Saturday January 28 at 7 PM.
You are now free to schedule as many council sites as you wish.
Tips for NEW Troops and Volunteers:
•• First weekend sales have a higher sales-per-hour average than the second and
third weekends.
•• Look for locations with high foot traffic and high visibility.
•• Make sure that if you have back-to-back booths at different locations you have
enough time for the drive..
Always remove booths that your troop cannot fill as early as you can. This gives
other troops the chance to sign up and make plans to fill the time slot. This
also ensures that the Cookie Finder App does not send customers to an empty
booth.
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Council Procedures:
Banking Guidelines
NEW MONEY MANAGEMENT GUIDELINES
As with any product sale, there will be lots of money changing hands – from customer to girl; from
girl to parents; from parents to troop leaders; from troop leaders to Troop Bank Accounts and then
electronically withdrawn by ACH into the Council Cookie Account – and we want to give troops the
best tools and tips to manage the process from beginning to end. Please contact the Membership
Team (MT) at [email protected] or 208-377-2011 if you have any questions.
Recording every transaction is key to proper money management. Please see below for complete
banking and documentation process:
Girl Responsibilities
•• When a customer pays for product purchased – and we highly recommend taking money up-font
during the Initial Order sale – the girl will indicate this by marking the “CHECK WHEN PAID” box on
her Order Card.
•• After ensuring the correct amount, the girl should put the cash or check into her provided Money
Envelope and discuss with her parents the safest place to store money until she turns it into her
Troop Cookie Manager.
•• Before turning money over, count the total to make sure all money matches the recorded
amounts.
Troop Cookie Managers (TCM) Responsibilities
•• When girls turn in money to the troop, both parties should count the amount being turned in.
•• After the amount is agreed upon, a provided Money and/or Product Receipt should be filled out
and signed by the troop representative and parent. The white copy goes with the parent and the
yellow stays with the troop records.
•• After money is collected from girls the TCM must:
•• Keep physical receipts in a safe place until all final reporting for the year is complete and
all money issues are resolved.
•• Record amount turned in by each girl under the Girl Order Tab in eBudde.
•• Total all money received using either a ten key adding machine or spreadsheet computer
software – like Excel – each check with its number should be listed separately and added
to the total cash received.
•• Each check received will need to be stamped with the provided Endorsement Stamp
(please order your replacement stamp kit, New troop stamp, or $5 replacement stamp
using the form provided at www.girlscouts-ssc.org/girl-scouts-cookie-sale ).
•• Make deposits into your Troop Bank account as often as needed, DO NOT HOLD ONTO
MONEY.
•• Tellers should always count the cash being deposited but will most likely NOT add each
check and verify the correct amount. For added safety, please ask the teller to verify each
check listed on the deposit slip is present in the deposit.
•• Once money is deposited there will be three electronic withdrawals from Troop Bank
Accounts.
•• Hold on to all deposit receipts and if possible make copies of all materials before making
deposits. Again, store until all final reporting for the year is complete and all money issues
are resolved.
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Please see page 19 for more details on the electronic transfers schedule, amounts to be withdrawn and
how to set up your Troop Bank Account to receive deposits from customers.
Council Procedures:
Banking Guidelines
Our council uses an Automated Clearing House, or ACH, style of banking for our product sales. This means
troops deposit directly into their own Troop Bank Account and the Council will electronically transfer funds from
one account to the other.
FINDING THE RIGHT BANK
The first thing troops should do to prepare for this change is to evaluate your relationship with your current
financial institutions, not all banks are equal. Each troop is responsible for finding the bank that best fits their
financial needs.
SETTING UP CHECK RECOVERY
Although the overall percentage of bounced checks is very low within the Cookie Program, each troop should
set up a check recovery system before the start of cookie sales to help mitigate risk if it happens. This is the
fastest, most efficient, and cost effective method of having funds returned to a troop in the case that a check is
returned with Non-Sufficient Funds, or NSF.
Each troop may use any reputable vendor, or choose to act as their own collections agent, for check recovery
but we recommend ChequeStar by NorthStar. They are very familiar with the needs of the Girl Scout Troops
across the United States and have NO FEES for using their service. 100% of the face value of a check can be
returned to the troop once collected. They have an 85% return rate over the past 10 years and were closer to
90% in 2014.
ELECTRONIC WITHDRAWAL (ACH) SCHEDULE
There will be three electronic transfers from Troop Bank Accounts to the Council Cookie Account. Please see
below for the dates and amounts to be withdrawn.
Monday, February 20, 2017 for 25% of girls’ Initial Order (Boxes sold by girls only, no Troop Booth or Extras
ordered).
Monday, March 6, 2017 for an additional 50% of girls’ Initial Order (For a total of 75% of Initial Order amounts).
Friday, March 24, 2017 for ALL remaining balance owed to council.
Please see example below:
TROOP 999
Initial Order (Girl Orders)
Initial Order (Troop Extras)
Cupboard Orders
Others - Donations/transfers
Total
Boxes
Sold
2000
1500
500
25
4025
Boxes
Sold
Initial Order
Monday, February 20, 2017
Monday, March 6, 2017
1st ACH
2nd ACH
Price/
Box
ACH Pull
Amount
% ACH
2,000
2,000
$
$
4.00
4.00
Total
25%
50%
75%
$
$
$
2,000.00
4,000.00
6,000.00
Booth & Goal Getter
2,025
$
4.00
100%
$
8,100.00
Remaining Initial Order Balance
Troop Proceeds
2,000
4,025
$
$
4.00
(0.54)
25%
100%
$
$
2,000.00
(2,173.50)
$
7,926.50
$
13,926.50
Booth/Goal Getter/ Remaining Initial Order
Friday, March 24, 2017
Final ACH
Total ACH withdrawn from Troop Bank Account
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Council Procedures:
Initial Delivery and Pick-Up
DELIVERY AND PICK-UP GUIDELINES
Once the Initial Order has been placed it takes 10-15 days until cookies are ready to be distributed to troops. Service
Unit Cookie Managers will help coordinate the when, where and how to pick up the Initial Order for each area.
Here are some ways to get prepared for pick-up:
•• Go to the Delivery Tab and select a time slot to pick-up ; then click the Submit My Info button
•• After submitting, a new View Confirmation button appears; Click this to view delivery details and get an estimate
of vehicles required to pick up your total cookie cases
If for some reason details are not present in the Delivery Tab or you have any questions regarding the delivery
process, please contact your Service Unit Cookie Manager for information.
Tips for Delivery
1. ALWAYS COUNT ALL CASES before loading and only sign receipts when everyone agrees on the count.
2. KEEP YOUR VEHICLES CLEAN AND CLEAR OF UNNECESSARY CLUTTER.
3. ONLY BRING PEOPLE THAT ARE HELPING TO LOAD. Vehicle space is limited and time is limited.
4. BE ON TIME. Being too early or too late can cause delays, be ready to pick up all cookies at the designated time
slot.
5. HAVE A PLAN READY TO GET GIRLS THEIR COOKIES QUICK! The faster girls get their cookies the faster they are
out of your possession and in the hands of the customer. Make sure parents count all their girls’ boxes and sign a
receipt before taking possession.
Cookies by the Carload
Use this guide to approximate how many cases of cookies will fit in your vehicle. The amounts assume the
car will be empty except for the driver and uses all space except the driver’s seat. Amounts can vary depending on make/model and whether seats are in place, adjusted flat, or removed. Safety Note: Avoid carrying cookie cases and children in the passenger area of a vehicle at the same time.
Car Type
Compact auto
Hatchback auto
Standard auto
Sport utility vehicle
Station wagon
Mini van
(depending on whether seats are in)
20 - 25
25 -30
35 - 40
50 - 60
65 - 75
75 - 110
Pick-up truck (full bed)
90 - 100
Cargo van (no seats)
190 - 200
(Do not use in inclement weather unless bed is covered)
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Number of
cases
Council Procedures:
Cupboard Usage and Pick-Up
COOKIE CUPBOARD GUIDELINES
Cookie Cupboards are set up to allow troops easy access to more cookies throughout the “direct sale”
portion of our Cookie Program i.e. Booth Sales, Goal Getter Cards, and Walkabouts.
Below describes how to order more and then pick up your order from a local cupboard:
•• Under the Transaction Tab in eBudde click on ADD a transaction.
•• Select the cupboard that works best for you or your designated Troop Cookie Pick Up users – only
specific roles in eBudde have authorization to e-sign for a cookie pick up: Troop Leader, Troop Cookie
Managers, and Troop Cookie Pick Up Only (Pick-Up Only should only be designated when that is the ONLY
role they have in eBudde).
•• Select the amount of cookies your troop needs
in CASES and/or BOXES, click Okay, and then
Save. The order is now Pending until picked
up and an e-signature is received. Troops may
modify the amounts ordered until the order is
no longer Pending.
•• Once you arrive at the Cupboard for pick up,
the Cupboard Manager will prepare the order.
Both the Manager and the Pick Up Person
will count the cases being picked up before
loading into a vehicle.
•• Either a password on the eBudde Cupboard
Keeper App or signed Cupboard Receipt is
required before the release of any product.
PLEASE HAVE YOUR PASSWORD READY AT TIME
OF PICK-UP!
PLEASE SEE COOKIE ORDERING CHART FOR
COUNCIL WIDE SELLING PERCENTAGES
This chart is a good guide for determining
amounts to be ordered either at a cupboard or
during the initial order process.
All troops have different goals and selling patterns;
please use your own best judgement when
placing orders.
TROOPS WERE INVITED TO PRE-ORDER TOFFEE-TASTIC AND S’MORES COOKIES IN EARLY SEPTEMBER, WHICH
WILL BE ADDED TO THEIR INITIAL ORDER AND DELIVERED AT THE TIME OF INITIAL DELIVERY. BOTH VARIATIES
WILL BE ON THE ORDER CARD AND TROOPS THAT WERE UNABLE TO PLACE AN EARLY ORDER WILL BE ABLE TO
PICK-UP BOTH VARIATIES AT AREA CUPBOARDS WHILE SUPPLIES LAST (SOME LIMITS MAY APPLY).
After product is picked up,
THERE ARE NO RETURNS OF UNSOLD PRODUCT.
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Council Procedures:
Cookie Donation Programs
COOKIE DONATION GUIDELINES
For various reasons, some customers do not want to buy cookies for themselves, or they have a limited need but want to give more. With
both a Council-wide donation program and a Troop-level donation program, customers have more ways than ever before to give to others
while supporting Girl Scouting at the same time.
COOKIES & MILK FROM THE HEART (CFTH) - Council-wide Cookie Donation Program
Cookies and Milk from the Heart was created with the United Dairymen of Idaho to
double the impact that one donation purchase can do. For every box donated to
the Cookies and Milk from the Heart program a gallon of milk will be donated along
side the box to the Idaho Foodbank, up to a value of $10,000. This will help girls
sell more and give more! Because this is a virtual donation program, troops do not
collect the actual boxes to be donated, see below for details.
Here’s how it works:
•• Troops should display Cookies and Milk from the Heart marketing materials
during order taking and booth sales to promote donation of cookies and milk
to The Idaho Food Bank.
•• Money is collected for each donated box and the troop records the sale in
eBudde as a Cookies and Milk from the Heart (CFTH) box.*
•• At this point the troop is done. The cookies are added up from all the
participating troops and taken from the Main Boise Cupboard to The Idaho
Food Bank. A “gallon” of milk (milk voucher) will be donated for every box sold
up to $10,000 worth of milk.
•• For those girls who sell 15+ boxes for the Cookies from the Heart program,
they will receive this CFTH Patch:
*Cookies from the Heart boxes are recorded as a sale but do not add to your Initial Order total or inventory total. Unlike Gift of Caring a troop
will never need or receive boxes for Cookies from the Heart. If you have more questions about Cookies from the Heart please contact the
Membership Team at 208-377-2011 or at [email protected]
GIFT OF CARING (GoC) - Troop Cookie Donation Program
Gift of Caring was created as a way for troops to give back to their communities directly.
Here’s how it works:
•• Troops choose an organization to donate boxes to.
•• Then troops develop a campaign to promote their Gift of Caring while selling with both order cards and while at booth sales.
•• Money is collected for each donated box and the troop records the sale in eBudde as a Gift of Caring box.*
•• At the end of the season troops count the amount of purchased boxes for the Gift of Caring program and then take boxes from any
remaining troop inventory** and donate boxes to the organization. Troops are responsible for any costs associated with delivery.
*Gift of Caring boxes are recorded as a sale but do not add to your Initial Order total. Some troops will show they have sold more boxes than
they will receive at the Initial Delivery and troop pick-up. If this is the case simply add a Transaction to your local Cookie Cupboard for addition
boxes to make up the difference. If you have more questions about Gift of Caring please contact the Membership Team at 208-377-2011or
[email protected]
** Either extra boxes that were not sold during booths or if needed add a transaction for addition boxes from your local Cookie Cupboard
Tips for Selling GoC or CFTH boxes
•• Wrap your box of cookies with a box wrap promoting your Cookie Donation program, Templates available at the Silver Sage Cookie Page.
•• Display a sign that informs which group you are supporting, The Idaho Food Bank or your group of choice.
•• Create a drop box where customers can place donated cookies, and watch the donated cookies stacking up! (Boxes do not need to be
the actual cookies donated just symbolic for donors and your girls).
•• Create a Tally Poster to track the number of donated boxes, so customers can see their donations making a difference.
•• During Door-to-Door Sales, Walkabouts or Workplace sales write on your Order Card the name of the group to receive donated cookies,
and ask customers if they would like to purchase a box or two to donate.
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Council Procedures:
5forFive! Program
5forFive! GUIDELINES
The 5 for Five! Contest is designed to give girls a way to sell more boxes and give back
to the customers that best support our mission: If a customer purchases 5 boxes of Girl
Scout Cookies they can enter to win 5 cases (60 boxes) of Girl Scout Cookies. There are 5
total winners, one in each Girl Scouts of Silver Sage Association areas.
Here’s how it works:
•• Troops are provided with 5forFive! Contest Entry Pads. Each
pad has 50 sheets with a unique number code printed on
each sheet.
•• When a customer purchases 5 or more boxes they are given
one Entry Sheet. A customer can receive one Entry Sheet for
every multiple of 5 boxes purchased: 24 boxes purchased
earns 4 Entry Sheets (they would need one more box to earn
a 5th Entry Sheet).
•• Customers then go online to www.girlscouts-ssc.org and
follow the 5forFive! link to enter their unique code and
contact information.
•• The drawing will be held on Friday, March 31, 2017. Winners
will be notified by phone and email.
Tips for Girls to make the most out of 5forFive!
•• Use the 5forFive! Coupon at the point-of-sale to
increase each customers purchase - not just at
delivery as a reward
•• Use during every sales opportunity: with Order
Cards, Goal Getter Cards and at Booth Sales .
•• Use posters and flyers to promote 5forFive! at
Ed Glazar/Magicvalley.com
Booth Sales.
•• Use the “5forFive! for ONLY $20” slogan.
•• Link it to girl and troop goals, such as, “When you purchase five boxes it helps me to
earn my own way to camp.” or “When you purchase 5forFive! for Only $20 our troop
uses proceeds to purchase dog food and donates it to the Idaho Humane Society.”
Started in Silver Sage Council, and is now a
national top selling tool!
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Council Procedures:
Close Out
CLOSE OUT GUIDELINES
After the completion of the sale the TCM has a little bit more work to complete to close out the 2017 Cookie
Program: Girl Order Tab Balancing, Final Reward Submission, Parent Bad Debt Reporting, and Final Deposits.
Girl Order Tab Balancing
To balance the Girl Order Tab, the Girl Totals and Order Totals (Total Troop Inventory = Initial Order Boxes +
Total Additional Transaction Boxes) should be equal with the Difference zeroed out.
If there is a positive Difference, your girls sold more boxes than the troop has in their inventory and will need
to make a final Transaction to fill those orders to zero out the balance (this happens due to Troop Gift of
Caring Orders that have not been filled yet or an inventory control issue).
If there is a negative Difference, then there are unsold boxes left in troop inventory. The troop is responsible
for unsold inventory and should still credit girls with the sales of unsold inventory in order to zero out the
balance.
TIP: These boxes can be used to bump girls to the next reward level or evenly split amongst the troop.
Final Reward Submission
After the Girl Order Tab is balanced and every girl given credit for all the boxes sold, then it’s time to review
and submit the Final Rewards. eBudde will automatically calculate most rewards but for higher awards 1000+ and above - the Troop Cookie Manager will need girls that have earned these awards to communicate
which reward she wishes to receive so the correct option can be selected at each reward level they earned.
After each girl’s rewards have been reviewed, click submit and you are done.
Parent Bad Debt Reporting
If a girl has not turned in money for cookies she has taken possession of and the troop leaders have made at
least 3 attempts to collect then it may be necessary to fill out a Parent Bad Debt Form.
After a Parent Bad Debt Form and accompanying documentation is turned over to council, an attempt
to collect by staff will be made. Finally, if we fail to collect, the amount will be turned over to North Star
Collections.
FORMS MUST BE SUBMITTED BY MAY 1, 2017 TO [email protected] Approved troops will be
reimbursed at 88% of the outstanding balance.
Final Deposits
Deposits should be made on a weekly basis or as often as needed to keep money on-hand low. Troop final
deposits into their Troop Bank Account should be made by Monday, March 20, 2017. This will give four days for
all checks to clear before the final electronic withdrawal, for the remaining balance of funds due, on Friday,
March 24, 2017.
All remaining funds in your Troop Bank Account should equal your troop proceeds, given that all cookies have
been sold, and all money has been collected from girls in the troop.
If for any reason you do not believe funds will be available by the time of the electronic transfers, please
call or notify the Membership Team immediately at:
208-377-2011 or [email protected]
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Notes
25
Notes
26
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Cookie Program Quick Facts:
•
•
•
•
Cookies are $4/box, except Toffee-Tastic and S’mores at $5/box
Toffee-Tastic and S’mores available on the Order Card for pre-sales
Collect money up-front when selling
Girls can use Digital Order Card to sell online!!
Cookie Program Quick Dates:
Order Card Sales: January 13 - January 29
Troop Initial Order due: February 1
Goal Getter Sales: January 30 - February 23
Cookies Arrive: February 19 - 23
Booth Sales: February 24 - March 12
Final Electronic Withdrawal: March 24
Cookie Program Quick Contacts:
SU Cookie Manager: _________________________
Phone:_____________________________________
Email:______________________________________
Membership Team
Phone: 208-377-2011
Toll Free: 1-800-846-0079
Email: [email protected]
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