Read on for End of Season Finances, Celebrate with Your Troop, Last Chance for Reward Orders, and Service Unit Reward Support
In this edition:
For Service Unit Cookie Managers:
You did it! In a year with so many changes and challenges, you helped girls make it to the end of the Cookie Program with un-bee-lievable stretch goals reached and lessons learned. Thank you for all you did to help your girls learn and practice their entrepreneurial skills and lessons that last a lifetime. We’ll be sure to share the results with you as we continue to finalize sales numbers over the next few weeks. Watch for the end-of-season totals in a future issue of The Cookie Press.
End of Season Finances
The cookies have been transferred, the rewards have been ordered, and now only two tasks remain for you:
- Ensuring the troop is set for the final ACH withdrawal on April 30
- Distributing rewards
Now is the time to ensure all money collected from families has been deposited into the troop bank account. If families used contactless options to turn in money, verify the money has been credited to the troop account. Refer to your Troop Balance Summary for the financials for the troop from the final PGA, the final troop proceeds total, and the balance due for cookies for the final ACH on April 30. In order to have the final ACH adjusted because of a family unpaid balance, troop cookie manager unpaid balance, stolen product/money or counterfeit money received, or troop unsold inventory, a Finance/Inventory Issue Form was due on April 7. Any forms submitted after this date will not be processed until May 3 and the final ACH on April 30 will not be adjusted.
If your troop receives a Non-Sufficient Funds (NSF) check or incurs bank fees due to high deposit activity, complete a Finance/Inventory Issue Form by May 31.
If your troop only participated in online sales only and/or is due a refund for troop proceeds earned, Girl Scouts River Valleys will process that refund to the troop bank account via an ACH at the end of April. Make sure the troop bank account information has been entered in Smart Cookies.
Juliettes that are paid in full will show an overpayment in their Troop Balance Summary that equals the troop proceeds.
Keep copies of all deposit tickets and bank receipts until December 31, 2021.
Note: Troops will have the ability to add girl financial transactions in Smart Cookies until April 10.
Reflect and Celebrate with Your Troop
Even though this cookie season was different for your troop this year, some things don’t change, like reflecting on what your girls learned and making time to celebrate. Schedule an end-of-season wrap-up (socially distant or virtual) party with the girls while cookies are still fresh in their minds. Talk about numbers that mean something to the girls: sales numbers, the troop PGA, and the proceeds earned. Which of the five skills did the girls use? Celebrate girls who crushed their goals and all of the challenges they overcame. Talk about how they overcame challenges, and what went really well this year. Why do they think they were so successful? Reflect on what they may want to do differently next year. Encourage the girls to also make time to thank everyone in their hive that helped them succeed.
What do your girls want to do with their proceeds? With the weather warming up and more venues opening, this may a great time to schedule a fun outing before summer. Maybe the girls want to use some of their proceeds to make a difference in their community? Let the girls work together to decide what they want to do. After all, girl-led is the way we roll!
Last Chance for Reward Orders
Now that the troop reward order deadline has passed, only your service unit cookie manager or service unit manager is able to make reward selections for you. Don’t delay! Make contact soon if you have any changes that need to be made for a girl or your troop. They are only able to edit orders until Saturday, April 10.
For Troops That Achieved a 420 PGA:
You will be able to order additional hoodies (at the troop’s expense) for the adults that assisted the troop in sales efforts. The troop contacts in Smart Cookies will receive an email with a link to the order form by tomorrow, April 9. Please submit only one order for the troop by April 18. Payment will be made through an ACH from the troop bank account. These hoodies will not arrive with the rest of the girl and troop rewards. The hoodies from this order will ship in early June.
Service Unit Reward Support
Troops are no longer able to make reward choices in Smart Cookies, but you can still help to ensure girls receive their correct rewards. Service units will be able to make edits to troop reward orders until April 10 at 11:59 PM. You can view the actions needed on your Service Unit Dashboard in Smart Cookies under the Action Items section. Select the link under each action item listed below and export the results to an Excel spreadsheet to help you view the affected troops and the action they are missing:
- Troops with No Main Recognition Order: this will show you the troops that have not started an order
- Incomplete Recognition Orders: this will show you a list of troops where an action is missing for a girl reward
If reward choices are not made at applicable package levels for girls by April 10, the girl will be defaulted to Cookie Credits.
For any troops that earned the troop PGA rewards, you will be able to view if they are missing actions too. From the Manage Recognition Orders screen, you can sort the column headings by type of plan. To view Troop PGA reward troops, you can sort by the “Type by Troop”. Then click on the pencil. If a red arrow appears in the next screen, it means the troop PGA rewards have not been entered. Click on the arrow to proceed to the next screen. The troop PGA level will appear. If a red arrow appears, it means no data has been entered. You can click on the down arrow and then enter the # of items needed:
- 220 PGA: 1 headband per girl selling
- 320 PGA: 1 pair of bee socks per girl selling
- 420 PGA: 1 hoodie per girl selling plus two for troop adults (1 adult for Juliettes)
For troops with the 420 PGA, you can select sizes in the Extras tab. You must also check the box next to any sizes you are ordering.
Note: To see the Senior and Ambassador troops that opted out of rewards, you can view the Troop Balance Summary report to see the opt-out under the troop proceed plan.