Weekend Council Cupboard Recap, Cookie Request Order, Council-Secured Booths, Patch Program Opportunity, ACH Withdrawal on March 18, Troop Balance Summary Report, Cookie Booth of the Week Winners, Spirit Award Winners, Cookie Damages, Peanut Butter Patties Packaging
In this edition:
- Weekend Cupboard Recap
- Council Cupboard “Cookie Requests” Due Tuesday
- New Council-Secured Cookie Booths
- Cookie Patch Program Opportunity
- ACH Withdrawal on March 18
- Understanding the Troop Balance Summary Report
- Updates to COVID-19 In-Person Activity Guidance
- Cookie Booth of the Week Winners
- Cookie Spirit Award Winners
- Cookie Damages
- Peanut Butter Patties Packaging
For Service Unit Cookie Managers:
Weekend Council Cupboard Recap
Let’s review the highlights of what you need to know about this weekend’s cupboard schedule:
- Council cupboard locations are open Saturday, March 12, Sunday, March 13, and Monday, March 14. The cupboard hours on Saturday and Sunday are 8:30 am-2:30 pm and Monday from 12:00-6:00 PM.
- Appointments are required. There is a 12-case limit per appointment. Toast-YAY’s are excluded from the limit.
- Watch the inventory alerts on Cookie Central for hourly cookie inventory updates.
After Monday, we will discontinue appointments at council cupboards. Instead, we will schedule using the “planned order” function in Smart Cookies for March 19-21. There will be no appointments required March 25-27. Read on for instructions on placing your Cookie Request using the planned order function.
Council Cupboard “Cookie Requests” Due Tuesday
The constantly changing inventory delivery schedule and the limitations of our appointment software require us to change the inventory distribution process through council cupboards for the next two weeks of the program. This update will explain how to submit a “cookie request order” for pickup March 19-21. This process will replace the appointment system we have been using.
The “Cookie Request” will use the planned order functionality within Smart Cookies. You will select the time, date, and location you’d like to pick up your cookies, and then enter how many cookies you are requesting, by variety. All troops will be able to submit a cookie request; there can be only one order placed per troop.
- Cookie request orders will open today, Friday, at 3:00 pm for all council cupboard locations.
- This order should include the inventory you need to fill outstanding cookie orders for customers and your upcoming booths.
- Your request will include the date, time, and location you’d like to pick up cookies during cupboard hours starting March 19.
- You can place your cookie request order now in Smart Cookies. The order is due on Tuesday, March 15 at 8:00 am (CST). One request order per troop. No late orders can be accepted.
- Cookie requests are subject to available inventory and are not guaranteed. If your order needs to be adjusted, you will be contacted by email.
- See below for the schedule for the council cupboard schedule:
|Date||Hours of Operation|
|March 19||8:00 am – 12:30 pm|
|March 20||8:00 am – 12:30 pm|
|March 21||12:00 pm – 6:00 pm|
How to Place a Cookie Request Order in Smart Cookies
Entering your cookie request order is as easy as 1-2-3-4:
- Log into Smart Cookies, go to the Orders tab, and select Planned Order. (Note: If you do not see the option, try logging out and back in. If you are logged in when the function turns “on” it may not show for you.)
- Select the cupboard location from the list and click on Continue.
- Select the date and time and click Save.
- Enter your cookie order in cases (or packages if needed). Then click Save.
You can edit your cookie request order until 8:00 am on March 15. Need more help? There’s plenty of resources for you! Check out the Smart Cookies Guide for Volunteers or our Cookie Request Order Video. Plus, your Service Unit cookie manager or Girl Scouts River Valleys are available to assist you. For after-hours support reach out to the ABC Smart Cookies Help Desk, which is staffed 24/7 during cookie season.
Obtaining Inventory from Regional Cupboards
Troops that use a Regional Cupboard will also place a cookie request order using the planned order function in Smart Cookies. The Regional Cupboard cookie request order is also due in Smart Cookies on Tuesday, March 15 at 8am.
Obtaining Inventory for the Rest of the Season
At this time, we plan to have council cupboards open March 25-27. The remaining inventory will be available on a first-come, first-served basis. That means, no cookie request orders or appointments. We will alert you in a future communication regarding the last day cupboards will operate. Regional cupboards can also continue with transfers with their remaining inventory.
New Council-Secured Cookie Booths
Girl Scouts River Valleys continues to work with our booth partners to schedule booths for the week of March 28-April 3. Available locations/timeslots will be added to Smart Cookies on Monday, March 14 between 12:00 pm-5:00 pm CST. Booths will then be available on a first-come, first-served basis starting at 5:00 pm that evening. Troops will be able to select up to 2 new booths. If any booths remain, they will be available on March 16.
Troops may continue to arrange and submit troop-secured booth locations in Smart Cookies. See instructions.
Lemonade Stands, or driveway or neighborhood booths, are also allowed and encouraged. See Cookie Booth Sales recommendations.
Cookie Patch Program Opportunity
Girl Scouts can participate in the new Supply Chain Expert Patch Program by downloading the Supply Chain Activity Plan (PDF), completing the activities listed, and submitting the Koala-fied Supply Chain Expert Patch Request Form. The activity plan contains two parts—a guided reflection on adjusting to change as well as three hands-on activities to learn more about the supply chain. The program can be completed as a troop or on one’s own. Learn more or you can watch a recording of the Koala-fied Supply Chain Expert: A Reading with Megan Preston Mey event.
ACH Withdrawal on March 18
An important financial milestone of cookie season is coming soon! The first ACH (aka Automated Clearing House) withdrawal will be made from the troop bank account on March 18. The first ACH is calculated by multiplying $1 by the total packages received by the troop as of March 11, minus any credit card payments made through Smart Cookies.
You can review the total packages received by the troop in Smart Cookies on your Troop Balance Summary Report.
- Go to Reports and select Current
- Choose the Troop Balance Summary.
Examples with Credit Card Payment
- Example #1: If the troop’s Total Packages received in Smart Cookies is 846 packages as of March 11 and the troop has $200 in Smart Cookies Direct-Ship, booth, and/or girl cookie delivery credit card orders, then Girl Scouts River Valleys will withdraw $646 from the troop bank account.
- Example #2: If the troop’s Total Packages received in Smart Cookies is 867 as of March 11 and the troop has $935 in Smart Cookies Direct-ship, booth, and/or girl cookie delivery credit card orders, then Girl Scouts River Valleys will not withdraw any funds from the troop account because the troop has $67 more in deposits than the ACH amount.
To ensure that your troop is ready for this ACH withdrawal, deposit all received cash and checks into your troop bank account by March 15. Review the ACH FAQ which can be found on Cookie Central to help answer your questions. ACH withdrawal amounts will be reflected in Smart Cookies 1-2 days after the money is withdrawn from the troop’s bank account.
Note: If your troop is only participating in online sales and is due a refund for troop proceeds earned, Girl Scouts River Valleys will process that refund to the troop bank account via an ACH deposit at the end of April.
Ahead of the ACH deadline, it’s the perfect time to ensure your cookie transfers and financial transactions are up to date. Check out The Cookie Press: Edition 12 for more information.
Understanding the Troop Balance Summary Report
Review the information below to help you understand the Troop Balance Summary Report which has important information about your cookie activity.
- Packages Sold Per Girl Selling: This is the troop’s per-girl-average (PGA)
- Proceed Plan: Will show either Main Plan, Early Bird Main Plan (for Early Bird Campaign Troops), Opt-Out Plan (for Senior/Ambassador Troops that selected to opt-out), or Early Bird Opt-Out Plan (for Senior/Ambassador Troops that selected opt-out and were Early Bird Campaign Troops)
- Received: This will show all cookies transferred in and out of the troop: Initial order cookies, Cookie Share, Smart Cookies Direct-Ship orders, Cookie Cupboard transactions, and troop to troop transfers
- Sales Amounts: Displays the current Troop Proceeds and Council Proceeds for the packages allocated to the troop.
- Finances: Displays all ACH, Finance/Inventory Issue Form, Smart Cookies Direct-ship, booth, and/or girl cookie delivery credit card deposits credited to the troop in Smart Cookies
- Balance: Displays the current balance due to Girl Scouts River Valleys or overpayment owed to the troop.
If you are trying to figure out how much should be deposited into your troop account. Take the Total Sales dollar amount and subtract out the credit card deposits for direct-ship, booth, and/or girl cookie delivery credit card deposits credited to the troop in Smart Cookies.
The funds from credit card payments made through Smart Cookies (direct-ship, booth, and/or girl delivery orders) are deposited into the Girl Scouts River Valleys bank account. These funds are not transferred to the troop bank account but are credited to the troop in Smart Cookies as a deposit and will be subtracted from the balance owed to the council.
Updates to Covid-19 In-Person Activity Guidance
Significant changes have been made to the COVID-19 in-person activity guidance. We are able to make these changes now, because vaccines are readily available, easy to access, and free for all age groups that participate in Girl Scouts.
In almost all cases, the guidance has shifted from requirements to recommendations. Please refer to the full guidance document on the COVID-19 News and Resources web page and continue to reference this page for the most up-to-date information.
While this new guidance takes effect immediately, we’re asking everyone to be patient and respectful with each other while all of us; volunteers, leaders, families, and staff become reoriented to the new guidance.
Girl Scouts River Valleys’ properties and equipment may not all be immediately available due to maintenance schedules and staffing levels. If you have questions regarding properties and equipment, contact Kyria at email@example.com.
Thank you for your continued efforts to keep Girl Scouts, our members, and our communities safe.
Cookie Booth of the Week Winners
Announcing our second 2022 Cookie Booth of the Week winners. Check out their koala-ty displays!
Week 2: Daisy/Brownie/Junior Booth of the Week
Week 2: Cadette/Senior/Ambassador Booth of the Week
There’s still time to enter using the Cookie Booth of the Week Form. We’ll draw a winner from the March 5-11 submissions on March 16.
Cookie Spirit Award Winners
Announcing our latest winners of our Cookie Spirit Award for this week:
- Katie Wermerskirchen – Belle Plaine Service Unit: “Katie is constantly going above and beyond for her troop and the entire Service Unit. Katie strives to set every Girl Scout in Belle Plaine up for a successful cookie season. Her passion often transfers to the other volunteers within the Service Unit. This season, Katie has been great about putting the shortages in perspective for the troops and for the parents. She is always encouraging the Girl Scouts to be creative with their sales and make their cookie businesses their own. She is also working hard to secure unique, local booth options for the girls of Belle Plaine.”
- Julie Tobako – Rum River Service Unit: “Julie is perennially enthusiastic about cookies, keeps up to date on all cookie-related information, shares all of her knowledge freely, encourages girls, leaders, and cookie parents while accepting whatever interest level a Girl Scout has or doesn’t have, helps remove barriers to selling, and is the biggest cheerleader cookie sellers could ever hope for. Julie has been the Service Unit cookie manager for at least a decade, and troop cookie person (I would say parent, but her youngest bridged to adult 5 years ago) for way more than a decade. Julie makes the cookie program run in our SU and has 26 girl scouts selling in her troop this year.”
Both Katie and Julie will receive a $25 Target gift card and a big high five from Girl Scouts River Valleys! Nominate a cookie volunteer for consideration today. Submissions carry over each week.
With millions of cookie packages whizzing through the bakery the season and traveling hundreds of miles to cookie cupboards, your troop may encounter a few packages that are not in sellable condition. If your troop is not able to exchange the damaged package for a non-damaged package of the same variety at a cookie cupboard, reach out to Girl Scouts River Valleys with the following information:
- Troop number
- Cookie variety
- Number of packages involved
- The product code number stamped on the top of the package
Peanut Butter Patties Packaging
New packaging, same great taste for Peanut Butter Patties! Due to supply chain issues in sourcing paperboard, Peanut Butter Patties shipped to River Valleys after March 4 will wrapped in film, like the Lemonades. Don’t worry, the net weight and cookies per package remain the same.
How to Support Troops & Keep Up the Cookie Spirit
Even though we are at the halfway mark, we know the ups and downs of this season’s cookie adventures are hard even for the most seasoned pros. With the latest updates on when cookie inventory is arriving, troops will be turning to you for that expert advice. Here are a few tips on how to support troops and keep up the cookie spirit in the Service Unit:
- Report out on the sales results to date and highlight some successes, whether it’s a shout-out to a new troop or successful transfers of cookie inventory to help a sister troop!
- Remind troops of the opportunity to earn proceeds through reaching participation goals, starting at 75% participation.
- Work with the rest of the Service Unit Team to brainstorm contest ideas for troops that continue to sell with fun prizes for Rookie of the Year, the troop that sells the most Toast-YAY’s, the troop with the most donations-you get the idea!
- Hold open house hours in Zoom for leaders and cookie managers to connect and answer their questions about the latest developments.
- Organize a drive-thru booth for the last weekend of the season so any troops with leftover inventory can work together to take advantage of that last chance for cookies sales (April WILL be here before you know it…).