Troop Cookie Coordinator

Thank you for supporting your Cookie Entrepreneurs and parents in your Troop!  This has been a different kind of cookie season and we appreciate the time you gave to help your girls achieve their goals. 

*Initial orders are due by 11:59pm on Tuesday, December 13th. The only way to GUARANTEE having the cookies you want is to place an initial order. If you do not place an initial order, your troop will NOT have cookies the first few days of the cookie program.

**Remember to make NoReply@ABCSmartCookies.com a safe sender so you receive the registration and other emails sent through ABCSmartCookies.com.

November 21 and Later (Troop Plan Book pages 9-10)

  • Qualify for Troop Cookie Coordinator position (check off as you go)
    • Register online for the 2022-2023 Girl Scout Membership Year
    • Select position in MyGS and pass background screening.
    • Complete Troop Cookie Training online located on gsLearn in your MyGS account or participate in a live Webinar.  Dates, times and how to register can be found on the council’s calendar.
  • Connect with Service Unit Team to:
    • Receive Registration email for ABCSmartCookies
    • Receive cookie receipt books and sample cookies (1 pkg. of Trefoils)
    • Find out Service Unit booth sale lottery day, time & location
  • Troop Training and Girl Packets
    • Receive troop training packet in the mail in November.  Didn’t receive a training packet?  Contact customercare@girlscoutsoc.org and one will be mailed to you.  Be sure to put “Cookies-Troop Training Packet in the subject line.
    • Girls will receive a Cookie Program Packet in the mail in early January
  • Partner with Troop Leaders to:
    • Determine if your troop is willing to take on the risk of accepting checks
    • Establish Troop’s plans to attend Service Unit Booth Sale Lottery.

ABC Smart Cookies Set-Up (Troop Plan Book page 10)

Verify Girl Information in ABCSmartCookies (Troop Plan Book page 11)

  • Check all girls are listed in ABC Smart Cookies
  • Work with troop parents & Leaders to ensure registrations or transfers complete. Cannot add, edit or delete girls

Hold a Family Meeting (Troop Plan Book page 13)

December 13 (Troop Plan Book pages 14-16)

Initial orders are due by 11:59 pm on December 13. If you do not place an initial order, your troop will NOT have cookies the first few days of the Cookie Program.

Now Print Troop Initial Order Report (Troop Plan Book page 16)

  • Print the Troop Initial Order report (in ABC Smart Cookies) to bring when picking up cookies on your Service Unit delivery day.

Now – January 8

  • Girl Mailing
    • GSOC will mail to every girl who was registered by December 1, 2022 a Cookie Guide for Girls packet with order cards, money envelopes, and more!  If girls do not receive a packet by January 9th, please email Customer Care at: customercare@girlscoutsoc.org for assistance.

January 9

Troop Cookie Coordinator Training Still Available

  • Complete Troop Cookie Training online located on gsLearn in your MyGS account or participate in the last live Webinar on Saturday, January 14, 2023.

Now

  • Girl Registration Emails have Begun
    • Girls and their parent/guardian should have received a registration email from noreply@ABCSmartCookies.com with details about participating in the online selling of cookies including a registration link for ABC Smart Cookies.  *Remember to make NoReply@ABCSmartCookies.com a safe sender so you receive the registration and other emails sent through ABCSmartCookies.com.
  • Girl Mailing
  • If girls did not receive a packet, please email Customer Care at: customercare@girlscoutsoc.org for assistance.

January 15 Preorders and Online Sales Begin!

  • Girls may invite friends and family to order their favorite Girl Scouts Cookies online by sending e-cards through ABC Smart Cookies and calling past customers on the phone to take their order with their order card.  They will love the opportunity to order our newest cookie, Raspberry Rally and their favorite Girl Scout Cookie.  What a wonderful way to start off this New Year!

Online Girl Delivery Order

Parents must approve online girl delivery orders within five days of receipt.  Please check your emails frequently.  If your email security is set too high or a filter is set to block certain types of emails (i.e. the word “request” in the subject line) you will not receive notification emails when the online order has been placed.

Find answers quickly in your Troop Plan Book!  An electronic copy is on the Cookie website https://gscookiesetc.org/cookies/volunteer-resources/.

Online Sales and Preorders

Girls may invite friends, family, and beyond to order their favorite Girl Scouts Cookies online by sending e-cards through ABC Smart Cookies and calling past customers on the phone to take their order with their order card. They will love the opportunity to order our newest online exclusive cookie, the Raspberry Rally and all of their other favorite cookie varieties.

Online Troop Cookie Coordinator Training

If you have not completed your training or need a refresher, the Troop Cookie Coordinator training and quiz are available on gsLearn in your MyGS account.

Initial Order Bonus Troops

Resources for Girls

January 29 Mega Delivery Information

Important information for you, the drivers who are assisting you with Cookie pick-up and your walker/counter and loader volunteers for this Saturday’s mega delivery at Wild Rivers in Irvine.

MUST READ Troop Instructions & print dashboard sign for each vehicles helping with cookie pick-up!  Follow the directions on the Mega Pick-up map to enter and exit the mega delivery.  If you use the wrong entrance or come the wrong direction, you will not be able to get into line.

Please make sure all vehicles are ready (seats are down, unnecessary items removed, etc.) to receive cookies BEFORE arriving at the mega delivery.  Coming prepared will allow for a quicker pick-up.

Please remind your troop volunteers (loaders, walker/counter) who are coming in a separate car not being used to pick-up cookies, to follow the directions of the staff as to where to park when they arrive at the mega delivery.  They should display the Troop Helper Dashboard Sign on their dashboard prior to entering the mega locations, and to arrive at the same time as their troop.

Please note, the Troop Helper Dashboard Sign is for troop vehicles carrying troop’s loader/counter volunteers only and not being loaded with cookies.  Cars being loaded with cookies should use the Troop dashboard sign.

Find answers quickly in your Troop Plan Book!  An electronic copy is on the Cookie website https://gscookiesetc.org/cookies/volunteer-resources/.

Girl Cookie Program Packets

The council is out of physical Girl Cookie Packets.  The information included in the Girl Cookie Packets can be downloaded from our Product Program website, www.gscookiesetc.org/cookies on the documents page under the Resources tab (https://gscookiesetc.org/cookies/documents/)  Contact your Service Unit Cookie Materials Coordinator for physical copies of the cookie order card.

January 29 Girl Delivery begins

  • Girls may begin distributing cookies and starting on January 29th

January 29 Late Initial Orders (Troop Plan Book page 16)

  • Place a Planned Order with a Cupboard if initial order deadline was missed.  The Cupboard address will be on your confirmation email.

February 2 Cookie Cupboards Open (Troop Plan Book pages 20-23)

  • Place a Planned Order in ABC Smart Cookies for additional product as needed.  See Cupboard listing on the Volunteer Resource Page beginning Friday, January 27, 2023.

Please note:  The number of planned orders cupboards can accept and fulfill in a day will be limited for the health and safety of all volunteers.  The “preferred” date and timeframe you choose when placing your planned order are not guaranteed.  Wait for a confirmation from the cupboard manager that will include the confirmed date and time to pick-up your troop’s order.

Initial Order Bonus Troops– Click here to view the troops who have ordered enough cookies to qualify for the 2023 Cookie Program Initial Order Bonus. If you believe your troop should be on this list and is not please complete the Cooke Initial Order Bonus Inquiry Form. Your inquiry will be reviewed beginning January 30, 2023.

Mega Shortages – Troops should email their nearest cupboard to arrange a date and time to pick-up what they are missing by Thursday, February 9, 2023.  Include “Mega Shortage”, Service Unit and Troop #” in the subject line and what they were missing (variety and # of cases) in the body of the email.

Mega Overages – Troops should do one of the following by Thursday, February 9, 2023 if they picked up more cookies than they ordered at the mega:

  • If your troop wants to keep the extra cookies, email customercare@girlscoutsoc.org, put “Mega Overage” in the subject line and the variety and # of extra cases received.  Council will make the transfer in ABC Smart Cookies.

OR

  • If your troop wants to return the extra cookies, email your nearest cupboard, put “Mega Overage” in the subject line and the variety and # of extra cases received.  The Cupboard Manager will arrange a date and time for the cookies to be dropped off.

The Cupboard Location listing is located on https://gscookiesetc.org/cookies/2023-cupboard-locations-1-29-23/.

Planned Orders (Troop Plan Book pages 20-23)

  • Troops can place up to 5 planned orders per week (Monday-Sunday).
  • Planned orders are placed by the CASE. 
  • Ensure 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.
  • Troops cannot 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.

Damaged Product

What is considered damage product?  Damage product is any of the following: damaged packaging, missing package from a case, empty package, or a customer return.  Complete the Damaged Product Report and contact a cupboard.  The Cupboard Manager will work with on a date and time to exchange the damage product.

Cupboard Listing

A full listing is up on the Volunteer Resource Page on GSCookiesETC.org/cookies/.  Check the Cupboard Listing frequently as dates and times of operations can change.

Initial Order Bonus Shortage

If your troop is short Initial Order Bonuses, please complete the Cooke Initial Order Bonus Inquiry Form.

Girl Money Reminders: Feb 1 – March 12

(Troop Plan Book pages 27-33)

  • Collect money from girls often and before giving out more cookies!
  • Count all money received in the presence of the parent/guardian or another adult.  Check all money received for counterfeit bills. Do not accept counterfeit bills. Give the parent/adult the yellow copy of the signed receipt. Troops keep the white receipt copy.
  • Record all girl payments in ABC Smart Cookies.
  • Deposit girl money into the TROOP account.

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 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.

Damaged Product – Complete the Damaged Product Report and contact a cupboard.  The Cupboard Manager will work with on a date and time to exchange the damage product.

Cupboard Listing

A full listing is up on the Volunteer Resource Page on GSCookiesETC.org/cookies/.  Check the Cupboard Listing frequently as dates and times of operations can change.

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.

Booth Sales

Please remind parents they must go through you, the Troop Cookie Coordinator to reserve a booth sale location in ABC Smart Cookies.  Any new booth sale locations including but not limited to retail establishments, parents who own their own business, sporting events, at schools and churches, parks, and drive thru booths must have prior approval from your Service Unit Booth Coordinator.

Now – March 12 Collect Girl Money (Troop Plan Book page 27) 

  • Collect money from girls’ families and deposit into troop account frequently.

Now – March 13 (Troop Plan Book pages 22-23)

  • Verify entries made by Cookie Cupboards in ABC Smart Cookies.
  • Allocate cookies to girls

Damaged Product – Complete the Damaged Product Report and contact a cupboard.  The Cupboard Manager will work with on a date and time to exchange the damage product.

Cupboard Listing

A full listing is up on the Volunteer Resource Page on GSCookiesETC.org/cookies/.  Check the Cupboard Listing frequently as dates and times of operations can change.

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.

Tip of the Day

Cupboard Confirmations
Be sure to read the emailed confirmation you receive from the Cookie Cupboard every time.  There is important information listed on the confirmation such as your pick-up date and assigned time, and any special notes the cupboard may have listed.  Contact the cupboard via email if you cannot make the confirmed date and/or assigned time and the cupboard manager will reschedule your pick-up.  The way to ensure you do not miss important information regarding your planned order is to read the confirmation!

Take Action!  Bonus Cookie Reward Experience

The Anaheim Ducks want to celebrate the achievements of Girl Scouts of Orange County cookie sellers!  To qualify for this bonus incentive girls must have sold 1,000+ packages by March 1st, 2023. 1000+ cookies must be allocated to the Girl Scout in ABC Smart Cookies by March 1, 2023 to qualify for this special opportunity.

Please note, this date is before the end of the program and is a bonus incentive.

Mystery House Promotion Begins on February 28, 2023

Find the Mystery House! Remind girls to use door hangers as they go door-to-door and they just might earn an exclusive, special patch and certificate.

Online Cookie Share Orders

The Troop Cookie Coordinator will need to allocate Cookie Share packages ordered through the online girl delivery option to girls in ABC Smart Cookies.  Click here for more information.

Girl Money Reminders

While it doesn’t happen often, a troop may receive a counterfeit bill and not even know it. Follow the recommendations below to protect your girls from counterfeit bills. If your troop receives a counterfeit bill, please follow the steps on the Counterfeit Bill Report located on https://gscookiesetc.org/cookies/documents/ in the Troop Forms section under the Resources tab. Council will reimburse up to $20 per troop for counterfeit bills received at booth sales.

  • Do NOT accept bills larger than a $20.
  • Take time to look at and feel the money you receive.
  • Check for obvious things like duplicate serial numbers, security tape and watermark (Check out our Counterfeit Money Detection Guide).
  • Use a Counterfeit Detection Pen with light.

Refer to page 30 of the Troop Plan Book for more information.

March 1 Recognition Order Feature Goes Live!

  • Place your troop’s recognition order using the Recognition Order feature in ABC Smart Cookies beginning March 1.

See page 37 in the Troop Plan Book for More information.

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

  • March 17 – Start collecting girls’ final balance due to the troop.
  • March 17 – 21 – End of Program Processing
  • March 19 – Cookie Program Ends
  • By March 21 – Final deposits to be made into troop account to cover final payment. Payment Adjustment form submitted, if needed.
  • March 22 by 9:00 AM – Troop final reports due to Service Unit by 9:00 AM.
  • March 23 – ACH of final troop payment to council begins.

Online Girl Delivery Cookie Share Orders

Girls should report any online Girl Delivery Cookie Share purchases to their Troop Cookie Coordinator.  The Troop Cookie Coordinator must allocate these Cookie Share packages to the girl in ABC Smart Cookies.  Here’s how:

Option One – If the troop is participating in the council’s VIRTUAL Cookie Share program, the Troop Cookie Coordinator makes the entry for the girl using the “Virtual Cookie Share” feature under the “Orders” tab in ABC Smart Cookies.

Option Two – If the troop is donating cookies to their own organization (Troop’s Own Cookie Share), the Troop Cookie Coordinator will order their cookie share packages from a cupboard and allocate those cookie packages to the girls who sold them using the “Transfer” feature under the “Orders” tab in ABC Smart Cookies.

Cookie Share orders placed through the direct ship option will automatically show up in the girl’s totals and will be included in the council’s VIRTUAL Cookie Share Program.  To see these totals run the “Girl Cookie Order Detail Summary” under reports.  The direct ship Cookie Share orders will appear under the Cookie Share column on the report.  These orders cannot be switched to be included in a Troop’s Own Cookie Share donation.

Mystery House Clues Update

Encourage girls to go door-to-door and they just might earn themselves an exclusive patch and certificate! Learn more about Mystery Houses here.

Money Reminders

While it doesn’t happen often, a troop may receive a counterfeit bill and not even know it. Follow the recommendations below to protect your girls from counterfeit bills. If your troop receives a counterfeit bill, please follow the steps on the Counterfeit Bill Report. Council will reimburse up to $20 per troop for counterfeit bills received at booth sales.

  • Do NOT accept bills larger than a $20.
  • Take time to look at and feel the money you receive.
  • Check for obvious things like duplicate serial numbers, security tape, and watermark (Check out our Counterfeit Money Detection Guide).
  • Use a Counterfeit Detection Pen with light.
    Refer to page 30 of the Troop Plan Book for more information. 

Recognition Order Feature is Now Live!

  • Place your troop’s recognition order using the Recognition Order feature in ABC Smart Cookies beginning March 1.
  • Already placed your troop’s recognition order and now need to update the order?  Use the Manage Recognition Order feature under Recognitions to update your troop’s recognition order as needed.
    See page 37 in the Troop Plan Book for More information. 

Find answers fast in your Troop Plan Book! Troops are encouraged to allocate cookies to girls NOW in ABC Smart Cookies.

Online Girl Delivery Cookie Share Orders

Girls should report any online Girl Delivery Cookie Share purchases to their Troop Cookie Coordinator.  The Troop Cookie Coordinator must allocate these Cookie Share packages to the girl in ABC Smart Cookies.  Here’s how:

Option One – If the troop is participating in the council’s VIRTUAL Cookie Share program, the Troop Cookie Coordinator makes the entry for the girl using the “Virtual Cookie Share” feature under the “Orders” tab in ABC Smart Cookies.

Option Two – If the troop is donating cookies to their own organization (Troop’s Own Cookie Share), the Troop Cookie Coordinator will order their cookie share packages from a cupboard and allocate those cookie packages to the girls who sold them using the “Transfer” feature under the “Orders” tab in ABC Smart Cookies.

Cookie Share orders placed through the direct ship option will automatically show up in the girl’s totals and will be included in the council’s VIRTUAL Cookie Share Program.  To see these totals run the “Girl Cookie Order Detail Summary” under reports.  The direct ship Cookie Share orders will appear under the Cookie Share column on the report.  These orders cannot be switched to be included in a Troop’s Own Cookie Share donation.

March 17 Girls’ Final Balance Due to Troop (Troop Plan Book page 25)

  • First payment will be added to ABC Smart Cookies
  • Remind girls of their total sales to see if they want more cookies to meet their goal especially if they are close to the next recognition level.  
  • Collect funds from parents; check for counterfeit bills 
  • Record girl payments in ABC Smart Cookies 
  • Deposit funds into Troop account RIGHT AWAY! 

March 17 -21 End of Sale Processing (Troop Plan Book pages 34-38)

  • Cookie Program Ends Sunday March 19, 2023
  • Order virtual Cookie Share
  • Allocate all cookies to girls
  • Exchange damaged product with a cupboard
  • Create/Update final recognition order AFTER all cookies have been allocated

Please Note:  if you have girls, who have sold 500, 750, 1000, 1250, 1500, 2000, 2500, 3000, or 5000 packages, remind them and their parents to check the dates of the 2023 Cookie Program Experiences on the Girl Reward flyer or in the Family Guide to determine if they can make the date of the event or need to choose Cookie Dough instead.

March 21 by 3:00 PM

March 22 Troop Final Paperwork Due to Service Unit by 9:00AM (Troop Plan Book pg 38)

  • Email copy of Troop Balance Summary to Service Unit Cookie Manager, cc Troop Treasurer & Leaders
  • Submit any delinquency forms or Counterfeit Bill Reports with required paperwork must be submitted online by 9:00 AM on Wednesday, March 22, 2023 (if necessary)

Helpful Hints

  • Troop Proceeds will be adjusted in ABC Smart Cookies prior to final Troop Payment.
  • Final balance of Council proceeds will be debited from troop accounts beginning Thursday, March 23, 2023.
  • Troops/Girls may continue to sell any remaining cookie inventory through the end of March.  If you have cookie inventory after Mar. 31, please contact CustomerCare@GirlScoutsOC.org for assistance.

Find answers fast in your Troop Plan Book! Troops are encouraged to allocate cookies to girls NOW in ABC Smart Cookies.

Top Cookie Sellers – Cookie Experiences!  

Girls will receive invitations via mail and email soon.  Dates and times for each of the cookie experiences can be found here.

Troop Final Balance

GSOC will automatically withdraw final balance due.  Debits may not be reflected on bank statement for several days.  Notify GSOC only if debit has not shown up by April 12.

Troops may continue to sell remaining cookie inventory through March 31, 2023 with permission from the Service Unit Cookie Manager and Booth Coordinator.  Girls/Troops may sell cookies door-to-door in residential neighborhoods, at a cookie stand on their own OC property and to friends and family throughout the month of March. Anything else requires permission from the SU Booth Sale Coordinator.  Cookies may NOT be sold after March 31 without special permission from GSOC.