SU Cookie Manager

Thank you for your support of the Troop Cookie Coordinators this season!  Top sellers will be announced in soon. 

IMPORTANT:  We will be pulling the delivery address for the recognitions from ABC Smart Cookies on Thursday, March 30 to give to our vendors.  Please take on last look at your Service Unit information under the Council tab in ABC Smart Cookies to make sure the name and address listed is where the recognitions are to be delivered.  Follow the instructions on page 12 of the Service Unit Plan Book if this information needs to be updated.  

Do Now!  (Service Unit Plan book page 9)
  • Select role in “MyGS” Member Profile
  • Review the Service Unit Stretch Bonus requirements
  • Partner with your Service Unit Team on strategies to achieve the Service Unit Stretch Bonus
  • Work with your Service Unit Data Management Coordinator or Operations Lead to create a roster of all Troops and Troop Cookie Coordinators for your Service Unit.
  • Notify all troops of Cookie Program training.
  • Update Troop Cookie Coordinator roster template to record each appointment step as completed
  • Remind the Service Unit Cookie Distributor to complete the online SU Cookie Distribution form located on the Product Sales website (GSCookiesEtc.org/Cookies/service-unit).
  • Complete SU Cookie Manager Part 1 training online.
  • Register and attend Part 2 Workshop webinar.
  • Receive registration email from ABC Smart Cookies (noreply@abcsmartcookies.com)
November 16 – January 15!  (Service Unit Plan book pages 11-14)
  • Create your account in ABC Smart Cookies
  • Modify your user account
  • Manage your delivery station only if you are doing your own Service Unit delivery
  • Modify Service Unit information with Service Unit Rewards Coordinator’s information
  • Verify the troops listed in ABC Smart Cookies belong to your Service Unit (girls will be uploaded into ABC Smart Cookies every Monday and Thursday beginning at 4 pm)
  • Submit a request to add any missing troop in ABC Smart Cookies to customercare@girlscoutsoc.org
  • Set-up Troop Users and send registration emails to Troop Cookie Coordinators (only two Troop Cookie Coordinators per Troop).  Service Unit Plan book page 13

Reminder: SUs will NOT be able to add, edit or delete girls or troops in ABC Smart Cookies.

Do Now! (Service Unit Plan book page 11 – 14)

  • Receive registration email from ABC Smart Cookies (noreply@abcsmartcookies.com)
  • Create your account in ABC Smart Cookies
  • Modify your user account
  • Manage your delivery station only if you are doing your own Service Unit delivery
  • Modify Service Unit information with Service Unit Rewards Coordinator’s information
  • Verify the troops listed in ABC Smart Cookies belong to your Service Unit (girls will be uploaded into ABC Smart Cookies every Tuesday and Thursday by 4 pm)
  • Submit a request to add any missing troop in ABC Smart Cookies to customercare@girlscoutsoc.org
  • Set-up Troop Users and send registration emails to Troop Cookie Coordinators (only two Troop Cookie Coordinators per Troop).

Reminder: SUs will NOT be able to add, edit or delete girls or troops in ABC Smart Cookies. Remind troops to email CustomerCare@GirlScoutsOC.org with girl transfer requests.

December 1 and later (Service Unit Plan book pages 9-13)

Continue to: (Service Unit Plan book pages 9-14)

  • Set-up Troop Users and send registration emails to Troop Cookie Coordinators (only two Troop Cookie Coordinators per Troop).
  • Resend Registration email to Troop Cookie Coordinators as needed (page 14 of Service Unit Plan book)
  • Appoint Troop Cookie Coordinators & send welcome email using SU Cookie Manager Email Templates. No more than two troop users per Troop.

December 16 or later (Service Unit Plan book pages 18-22)

  • Print Dot Sheets beginning December 16.  Give to Service Unit Distributor for Service Unit Own delivery and distribution.  Dot Sheets for mega delivery are due by January 1 to the Council offices in Irvine.

January 11 Paperwork Due to Council (Service Unit Plan book pages 22)

  • Service Units hosting their own delivery/distribution:
    • Service Unit Distributor retains Dot Sheets to be used on Service Unit Distribution day.
    • No paperwork is due to Council unless you are part of a Mega
  • Mega Delivery Paperwork Due to Council by 9am on January 11th.
    • Dot Sheets are due from Service Units in the Council Mega Deliveries on January 11th or sooner (not later).  These may be placed in the after-hours drop box in the GSOC parking lot, adjacent to the basketball court.
  • All Service Units
    • Email the completed Troop Cookie Coordinator Roster to council at cookies@girlscoutsoc.org.  Submit updated TCC Rosters as appointments are made. See the instruction tab on the Troop Cookie Coordinator Roster for more information.

January 12 Non-Appointment of Troop Cookie Coordinators (Service Unit Plan book page 22)

  • If a Troop Cookie Coordinator has not been appointed by January 12, send an email to the Troop Cookies Coordinator and Troop Leader explaining that the TCC cannot pick-up the troop’s cookies on distribution day.
  • Troop Cookie Coordinators who have not been appointed should not have access to ABC Smart Cookies. See page 14 in the Service Unit Plan book for more details on deactivating their account.

Please note: The last live Troop Cookie Coordinator Training Webinar is on Saturday, January 14, 2023. Online Troop Cookie Coordinator Training will be available throughout the cookie program and is located on gsLearn in MyGS.

January 29 Late Initial Orders

  • Troops missing the cutoff for placing their Initial Order online will need to order cookies through a Cupboard.  Troops may place a Planned Order in ABC Smart Cookies beginning on Sunday, January 29th.  A confirmation will be sent to troops from the Cupboard Manager with pick-up date and time.

Mega Shortages/Overages

Troops should contact their nearest cupboard cookies@GirlScoutsOC.org and we will work on an individual basis to resolve issues with cookies.  Please use subject line: “SU & Troop #, Mega Shortage/Overage”. If troop received extra cookies, please state if you wish to keep or return the overage.

Damaged Product

Complete the Damaged Product Report and contact a cupboard.

Cupboard Location Listing

A full listing will be available on January 27 and will be located on the Volunteer Resource Page on GSCookiesETC.org/cookies/.

Online Troop Cookie Coordinator Training

Troop Cookie Coordinator online training and quiz is available on gsLearn in everyones’ MyGS account. This training will be available throughout the cookie program.

Feb 10 Booth Sales Begin

Booth Sales begin this Friday, February 10th! Please be sure that you are prepared for your cookie booth sales by having all participating adults complete the Adult Booth Sale Training for 2023. This module is for all adults who will support the Cookie Program at a Cookie Booth Sale; that could include the Troop Cookie Coordinator, Leaders, and any parents participating in cookie sales with their girl.

Please note: this module is interactive and requires you to read through and interact with elements to move on. This means, you will need to read it carefully and may need to click on pictures or numbers to move through to the end.

The training is available in both English and Spanish. It can be found on www.gscookiesetc.org/cookies under the Resources tab and then Booth Sale Resources drop down menu; it is titled Adult Booth Sale Training for 2023. It is also available at the top of the home page on www.gscookiesetc.org/cookies. If you have questions about this, please reach out to your Troop Cookie Coordinator.

Feb 14 Money Due to Troop Account for 1st Payment (Troop Plan Book pages 27-31)

Please note:  Troops will receive an email from noreply@abcsmartcookies.com with their amount due for the first payment by Thursday, February 9, 2023.  The first payment is $2.34 per package taken through February 5, 2023.  The first payment amount does take into account credit card payments received by the troop through the ABC Smart Cookies credit card feature and will be deducted from the troop’s balance due.

Planned Orders (Troop Plan Book pages 20-23)

Please be sure your Troop Cookie Coordinator’s information is listed on the Troop Information page in ABC Smart Cookies.  This information is used to send order pick-up confirmations by the Cookie Cupboard Managers.

More information about planned orders

  • Troops can place up to 5 planned orders per week (Monday-Sunday).
  • Planned orders are placed by the CASE.
  • Troops are to wait to pick-up their planned orders until they receive a confirmation email from a Cookie Cupboard.
  • Confirmations from the Cookie Cupboards will be sent within 24-48 hours of your pickup time.

Please note: Do NOT change a planned order after it has been entered into ABC Smart Cookies.  The Cupboard Managers will never see the changes and will only hand out product that is listed on the confirmation you received from the Cupboard.  Place a new planned order if you need additional cookies.  If you need less, let the Cupboard Manager know by replying to the cupboard confirmation.

Credit Card Refunds- See page 29 of the Troop Plan Book if you need to refund a customer for an online girl delivery order.  Direct ship orders cannot be refunded by the troop once they have been submitted by the customer.

 

February 10 Booth Sales Begin

Booth Sales begin this Friday, February 10th! Please remind your troops, all  participating adults must complete the Adult Booth Sale Training for 2023. This module is for all adults who will support the Cookie Program at a Cookie Booth Sale; that could include the Troop Cookie Coordinator, Leaders, and any parents participating in cookie sales with their girl.

The training is available in both English and Spanish and can be found on www.gscookiesetc.org/cookies under the Resources tab and then Booth Sale Resources drop down menu; it is titled Adult Booth Sale Training for 2023.

Please note, this module is interactive and requires you to read through and interact with elements to move on. This means, you will need to read it carefully and may need to click on pictures or numbers to move through to the end.

Feb 14 Money Due to Troop Account for 1st Payment (Service Unit Plan book pages 28-29)

Remind troops to collect money from parents and deposit into Troop account by February for the first payment.  Troops  who cannot make the full first payment must notify Council by 3pm to request payment adjustment using Payment Adjustment form (First)

Please note:  Troops will receive an email from noreply@abcsmartcookies.com with their amount due for the first payment by Thursday, February 9, 2023.  The first payment is $2.34 per package taken through February 5, 2023.  The first payment amount does take into account credit card payments received by the troop through the ABC Smart Cookies credit card feature and will be deducted from the troop’s balance due.

Damaged Product

Complete the Damaged Product Reportt and contact a cupboard.

Cupboard Listing

A full listing is up on the Volunteer Resource Page and cupboard location flyer can be found on the Resources/Forms page on GSCookiesETC.org/cookies/.  Remind troops to check this document frequently as a cupboard’s date/time of operation can periodically change.

Girl Money Reminders: Feb 1 – March 12 (Service Unit Plan book page 28)

Remind troops:

  • To collect money from girls’ families frequently.
  • The first payment is coming up on Wednesday, February 15, 2023 and should be depositing money into their Troop accounts frequently.

Find answers quickly in your Service Unit Plan book!  An electronic copy is on the Cookie website https://gscookiesetc.org/cookies/ on the Volunteer Resource page.

Now – March 12 
Girl Money Reminders
(Service Unit Plan book page 28)

  • Remind troops to collect money from girls’ families frequently.
  • Remind troops they should be depositing money into their Troop accounts frequently.

Check-in with troops and provide coaching if a troop has excess inventory. See page 31 of the Service Unit Plan book for more information regarding extra product.

Damaged Product

Complete the Damaged Product Report and contact a cupboard.

Cupboard Listing

A full listing is up on the Volunteer Resource Page and cupboard location flyer can be found on the Resources/Forms page on GSCookiesETC.org/cookies/.  Remind troops to check this document frequently as a cupboard’s date/time of operation can periodically change.

Girl Money Reminders: Feb 1 – March 12 (Service Unit Plan book page 28)

Remind troops:

  • To collect money from girls’ families frequently.
  • The first payment is coming up on Wednesday, February 15, 2023 and should be depositing money into their Troop accounts frequently.

Troop Check-In

Check-in with troops and provide coaching if a troop has excess inventory. See page 31 of the Service Unit Plan Book for more information regarding extra product.

Update TCC Roster 

Ensure all Troop Cookie Coordinators have completed the appointment process (page 9 of the Service Unit Plan Book).  Troops with no appointed Troop Cookie Coordinator will not earn troop proceeds.

Now – March 12 
Girl Money Reminders
(Service Unit Plan book page 28)

  • Remind troops to collect money from girls’ families frequently.
  • Remind troops they should be depositing money into their Troop accounts frequently.

Check-in with troops and provide coaching if a troop has excess inventory. See page 31 of the Service Unit Plan book for more information regarding extra product.

Damaged Product

Complete the Damaged Product Report and contact a cupboard.

Cupboard Listing

A full listing is up on the Volunteer Resource Page and cupboard location flyer can be found on the Resources/Forms page on GSCookiesETC.org/cookies/.  Remind troops to check this document frequently as a cupboard’s date/time of operation can periodically change.

Girl Money Reminders: Feb 1 – March 12 (Service Unit Plan book page 28)

Remind troops:

  • To collect money from girls’ families frequently.
  • The first payment is coming up on Wednesday, February 15, 2023 and should be depositing money into their Troop accounts frequently.

Troop Check-In

Check in with troopsand provide coaching if a troop has excess inventory. There is plenty of time to sell the product by going door-to-door and/or holding a booth sale or two. See page 31 of the Service Unit Plan Book for more information regarding extra product.

Update TCC Roster

Ensure all Troop Cookie Coordinators have completed the appointment process (page 9 of the Service Unit Plan Book). Troops with no appointed Troop Cookie Coordinator will not earn troop proceeds.

Below are updated dates for the end of the extended cookie program.

  • Now through March 19:  Booth Sales continue
  • March 17 – Troops collect girls’ final balance.
  • March 17 – 21 – Troop end of program processing
  • March 19 – Cookie Program Ends
  • By March 21 – Troops make final deposits to their troop bank account to cover final payment. Payment Adjustment form submitted by troop, if needed.
  • March 22 by 9:00 AM – Troop final reports due to Service Unit by 9:00 AM.
  • March 22-26:  Service Unit end of program processing.
  • March 23 – ACH of final troop payment to council begins.
  • March 26:  Service Unit final email due to Council by 11:59 pm

Do Now:

Verify the name and address under Service Unit Information in ABC Smart Cookies has been correctly updated with the Service Unit Rewards Coordinator information (page 12 of the Service Unit Plan Book)

Troop Check-In

Check in with troops and provide coaching if a troop has excess inventory. There is plenty of time to sell the product by going door-to-door and/or holding a booth sale or two. See page 31 of the Service Unit Plan Book for more information regarding extra product.

Update TCC Roster

Ensure all Troop Cookie Coordinators have completed the appointment process (page 9 of the Service Unit Plan Book). Troops with no appointed Troop Cookie Coordinator will not earn troop proceeds.

March 19 Girl’s Payment Due to Troop

  • Encourage troops to make deposits and allocate cookies to girls in ABC Smart Cookies NOW.

Mar 22 Troop Final Paperwork Due to Service Unit at 9:00 am (Service Unit Plan Book page 33)

ABC Smart Cookies will lock out troops at 9:00 am. Troops are to email the following information to their Service Unit Cookie Manager:

  • Copy of their Troop Balance Summary
  • Information regarding any Delinquency or Counterfeit Bill reports they may have submitted
  • Any other unresolved issues

Service Unit Cookie Manager should do the following: 

  • Remind troops to copy their Troop Leaders and Treasurer on email.
  • Remind troops to print a copy of their Recognition Order Summary by Troop report to use when picking up their girl rewards.
  • Contact any troops who have not met this deadline.

IMPORTANT:  We will be pulling the delivery address for the girl rewards from ABC Smart Cookies on Monday, March 27 to give to our vendors.  Please look at your Service Unit information under the My Service Unit tab in ABC Smart Cookies to make sure the name and address listed is where the girl rewards are to be delivered for your Service Unit.  Follow the instructions on page 12 of the Service Unit Plan Book if this information needs updating.

It’s Service Unit crunch time!  Be sure to check troop reports for accuracy, make corrections and complete steps to be eligible for SU Bonus.

Mar 22-26 End of Sale Service Unit Processing (Service Unit Plan Book page 30-36) 

  • Review Troop reports for accuracy and make corrections
  • Verify all cookies have been assigned using the Troop on Hand Inventory, allocate leftover to girls and correct any over allocations made by troops (listed on Troop on Hand Inventory as a negative number)
  • Verify recognition orders have been placed, create and review orders for troops as needed
  • Reminder, use the Manage Recognition Orders feature under Recognitions to update recognition orders as needed.

By Sunday, March 26
Completing these steps is a requirement for the SU Bonus

  • Send email to Cookies@GirlScoutsOC.org saying “Service Unit Processing is complete.” In the subject line.  In the body of the email, include information for troops with unresolved errors, delinquencies or Counterfeit Bill reports if necessary.  Note if a troop was unresponsive.
  • Complete online Service Unit Stretch Bonus form located at www.gscookiesetc.org/cookies/service-unit/