Smart Cookies Guide

Navigating the Dashboard

1. Work with your troop to establish your cookie goal. You can update it anytime by clicking in the box, typing in a number, and pressing Update
2. See your progress towards your goal throughout the sale under Troop Achievement
3. Check how many packages have been sold divided by the number of girls selling (Per Girl Average).
4. Compare to your troop’s PGA from the end of last year’s sale.
5. Total ordered = total of initial orders, orders picked upd from a cupboard or transfered in from another troop and direct ship packages.
6. Total Sold will include all cookies assigned to girls either by transfers to girls or through the Smart Booth Divider.
   • Your total sold may end up being more than your total ordered if you had direct ship or virtual cookie share donations.
7. Total On-Hand in package amount and dollar amount.
   • Displays inventory remaining with troop—not assigned to girls.
8. Important due dates and sale milestones
9. Announcements from Girl Scouts River Valleys and your service unit will appear as Messages.
10. View your participation and compare to last year’s numbers.
11. Financial Summary shows information such as your total sales, proceeds, and balance due.
12. Additional Sales Information
    • Sold by Channel: The way in which cookies were sold by girl
    • Sold by Cookies: The sales of each cookie variety
    • Girl Financial Responsibility: transfers to a girl, and balance due

Important Note:  The dashboard is a great place to get a quick snapshot of your sale, but sometimes it experiences lags in keeping up!  If you don’t think your dashboard is accurately reflecting your sales numbers,

1. Click refresh at the top of the page
2. Check your reports, which will always give you the most accurate and up to date information.

Mimic a User

When using the ‘Mimic a User’ feature in Smart Cookies, you can view a person’s account from their perspective. Service unit users are able to mimic troop and girls in their service unit, and troop users can mimic girl’s in their troop.

1. 1. Log into Smart Cookies
   2. Click on the person outline on the top left of your screen, and click Mimic a User.

View screenshot

1. 1. Click on the appropriate user.
   2. Click on Mimic a User.

View screenshot

1. 1. Review the account as needed.
   2. Once finished, click on the person outline again, and click End Mimicking Session.

View screenshot

How to Place and Initial Cookie Order

Video tutorial

Placing an initial order ensures that your Girl Scouts have the cookies they need to get started on Cookie Go Day. Connect with your troop to see what their goals are for this cookie season. For additional help on calculating your troops initial order, check out the Cookie Calculator

Remember to place your initial order by the designated due date.

1. 1. Log into Smart Cookies, go to the Orders tab, and select Troop Initial Order.

View screenshot

1. 1. Enter your quantities in CASES by variety.

View screenshot

1. 1. Click Save.
   2. Select your delivery station and time.

View screenshot

1. Click Save.

Read more about how to earn the Initial Order Reward.

Planned Orders

Video tutorial

Select Cookie Cupboards use planned orders to manage inventory needed by troops. Planned Orders allow troops to schedule pick up for cookies, so they can have the cookies they want, when they want them.

If you are visiting a cupboard that has planned orders, follow these steps. Visit the Cookie Cupboards reference page to find which cupboards use planned orders.

To enter a planned order in Smart Cookies:

1. 1. Log into Smart Cookies, go to the Orders tab, and select Planned Order.

View screenshot

1. 1. Enter the cupboard location and click Continue (Troops that use a Regional/Regional Express cupboard will see their assigned cupboard on this list).

View screenshot

1. 1. Select the date and time, and click Save.

View screenshot

Note: Regional/Regional Express cupboards will have default time of 7:30 am. This is not the actual pick up time, and you should refer to your cupboard hours of operations on the Smart Cookies Dashboard. Connect with your cupboard manager with questions.

Note: Avoid using special character such as &, !, %, etc. in the order notes. This may prevent you from submitting the order.

1. Click Save.

How to Edit Your Order After It Has Been Placed

If you need to edit your planned order after you have returned to the dashboard:

1. 1. Go to the Manage Orders tab.

View screenshot

1. 1. Filter for Planned Orders.
   2. Click Apply Search Parameters.

View screenshot

1. 1. To edit, scroll over to the far right-hand side of the screen, and click Edit Order.

View screenshot

1. Repeat steps as shown above and save after making the necessary changes.

Cookie Transfers

Troop-to-Girl Transfer (T2G)

Transferring cookies from the troop to the girl is called a “troop-to-girl” transfer. This is the way girls get credit for their sales and must be done for girls and troops to earn rewards. This transfer is commonly referred to as “allocating packages to girls.”

1. 1. Log into Smart Cookies, go to the Orders tab, and select Transfer Order.

View screenshot

1. 1. In the Type of Transfer dropdown, select Troop to Girl.

View screenshot

1. 1. The troop will auto populate in the From: line. In the To: line, select the girl receiving the cookies by clicking the down arrow on the far right side.

View screenshot

1. 1. Select the girl name and click Apply.

View screenshot

1. 1. Use the Cases/Packages column to enter the cookie amounts to transfer.

Note: For booth sales, it is best to use the Smart Booth Divider to record booth sales, rather than entering them as Booth Packages on the Transfer Order page.

View screenshot

1. Click Save.
2. A confirmation box with a green check should appear saying the transfer order was successfully saved.
3. You can then print a receipt for your or the girl’s records.
4. See the Reviewing Transfers section to learn how to view this transfer on the Manage Order screen.

Girl-to-Troop Transfer (G2T)

These transfers are used when girls return packaged to the troop. This process is almost the same as troop-to-girl transfers (above).

1. Log into Smart Cookies, go to the Orders tab, and select Transfer Order.
2. In the Type of Transfer dropdown, select Girl to Troop.
3. Select the girl returning the cookies to the troop by clicking the down arrow by Girl in the From: bar.
4. Select the girl name and click Apply.
5. Use the Case/Packages column to enter the transfer.
6. Click Save.

Girl-to-Girl Transfer (G2G)

Before doing a girl-to-girl transfer, it is important to note that these transfers do not automatically appear on the Manage Orders page. See the Reviewing Transfers guide. To transfer cookies from one girl to another, there are two options:

1. 1. Complete a girl-to-girl transfer, following these steps.
      1. Log into Smart Cookies, go to the Orders tab, and select Transfer Order
      2. In the Type of Transfer dropdown, select Girl to Girl.
      3. Select the girl name and click Apply.
      4. Use the Case/Packages column to enter the transfer.
      5. Click Save.
   2. If you want to see all of the transfer by default on the Manage Orders page, pass the cookies through the troop inventory, rather than a girl-to-girl direct transfer.

Example: If Sally gives Jane 1 package of Shortbreads, you would have two transfers:

1. 1. 1. Sally-to-troop, 1 package Shortbreads
      2. Troop-to-Jane, 1 package Shortbreads

Entering them as two transfers will allow you to see the movement of these packaged from a troop perspective.

Troop-to-Troop Transfer (T2T)

These transfers are used when cookies are transferred between two troops.

Note: It is recommended for the receiving troop to complete this transfer as they are the ones assuming financial responsibility for the cookies. Be sure to communicate with the other troop about who will be completing the transfer.

Pro Tip: If you have a Smart Phone, complete the transfer on the Smart Cookies app while both troops are present to ensure accuracy.

1. 1. Log into Smart Cookies, go to the Orders tab, and select Transfer Order.
   2. In the Type of Transfer dropdown, select Troop to Troop.
   3. Select the service unit and troop number of the troop you are receiving cookies from.
   4. Your service unit and troop number will automatically populate in the To: bar.
   5. Use the Cases/Packages column to enter the transfer.

Click Save.

Reviewing Troop Orders

Video tutorial

Any movement of inventory is done through transfers in Smart Cookies.

While transfers are logged in many different ways, they can all be viewed using the following steps:

1. 1. Log into Smart Cookies, go to the Orders tab, and select Manage Orders.

View screenshot

1. 1. View all your troop sale activity by selecting Apply Search Parameters.

View screenshot

1. 1. If you would like, add a filter for a specific type of transfer. Select any of the options including Initial Order, Planned, Restock, Transfer, Damage, Cookie Share, and Direct Ship. Then select Apply Search Parameters.

Note: If you filter by Cookie Share, you will only see donations for Operation Cookie Care Package (Virtual Cookie Share), not Cookies for the Community (Tracked Cookie Share).

View screenshot

1. 1. You will see all the transfers into and out of your troop’s account, categorized by Cookie variety.

Note: The default units of measurement are packages, but you can also view your transfers by Cases or Cases/Packages. It is recommended that you view by Packages or Cases/Packages only, as the Cases view will round up all your inventory to the nearest case, which is not the most accurate way to view.

View screenshot

1. 1. Organize the transfers by the headings in blue by clicking Date, Order #, Type, To, From, CSHARE or a cookie variety.

View screenshot

1. 1. If you would prefer to view your transfers in excel, you may download them by pressing Export to Excel in the bottom-right corner of the Manage Orders page. Keep in mind that this will need to be re-downlaoded to see any future changes made.

View screenshot

1. 1. Girl to Girl transfers will not appear on this page, because they do not change the troop inventory. To view transfers between girls in your troop, refine the search on the Manage Orders page, and select one or more girls. Click Apply Search Parameters.

View screenshot

1. 1. Filter for G2G and click OK.

View screenshot

River Valleys Inventory Donations (Virtual Cookie Share)

Girl Scouts River Valleys Inventory Donations (Virtual Cookie Share) allows Girl Scout troops to donate cookie to local heroes. Girls collect money from supporters for a council-directed donation program. In this program, girls get credit for sales, increase their financial responsibility, but do not see any changes to their physical inventory. These donations are facilitated by Girl Scouts River Valleys.

Funds collected for council donations are tracked in Smart Cookies on the Virtual Cookie Share page.

To log these donations:

1. 1. Log into Smart Cookies, go to the Orders tab and select Virtual Cookie Share.

View screenshot

1. 1. Enter the package quantities by girl and click Save.

View screenshot

This credits Violet with 5 packages sold as a CSHARE donation. She will become financially responsible for these packages and receive credit for the sale, but her and her troop’s inventory will not be affected.

See the Reviewing Troop Orders section to learn how to see these orders on the Manage Orders page.

Troop Inventory Donations (Tracked Cookie Share)

Troop Inventory Donations (Tracked Cookie Share) allow Girl Scout troops to donate cookies to a local organization. Girls collect money from supporters and distribute the cookies from their on-hand inventory.

The Tracked Cookie Share page in Smart Cookies is were troops account for the donations they will be making with their own inventory. This page is a running tally and can be updated at any time with the current totals for donations.

To log these donations:

1. 1. Log into Smart Cookies, go to the Orders tab and select Tracked Cookie Share.

View screenshot

1. 1. Click Manage Recipients above the list of girl names.
   2. Enter the name of the organization in the text box. To add multiple at one time, click the “+” button at the end of the text box.

View screenshot

1. 1. Click Done

Note: If you do not yet know where the cookies will be donated, you can proceed with tracking the packages without a recipient listed.

1. 1. Select the Donation recipient by clicking the arrow in the dropdown box. One girl can only donate packages to one recipient in Smart Cookies.
   2. Enter the number of packages to be donated by the girl in the Other column.

View screenshot

Note: Entering packages on this page does not impact a girl’s inventory or financial responsibility but does positively impact her donation rewards.

1. Click Save.
2. If a girl has adequate inventory to cover her tracked cookie share donations, no additional transfers need to be created. The girl would give the physical boxes of cookies back to the troop volunteer to be donated. If the girl does not have any cookies in her inventory for donation, the troop should create a troop to girl transfer to transfer the number of packages credited for track cookie share. This will insure the girl has proper incentive credit. This will assign financial responsibility to the girl and the troop should collect for these cookies. The troop would retain the physical boxes for donation.

Cookie Booth Lottery

Video tutorial

As part of the booth sign-up process, your troop can enter the booth lottery. For more information on cookie booths, including specifics on the lottery and First Come, First Served process, visit Cookie Central under Cookie Booths.

To sign up:

1. 1. Go to the Booths tab and select Schedule Booths.

View screenshot

1. 1. See the dates at the top for the lottery deadline, and when First-Come, First-Served booths will start.

View screenshot

1. 1. Once on the Schedule Booths page, there are several ways to find a booth:
      • Search by Date, Time, Zipcode, and/or Type by clicking on the down arrow to the right of the text.
      • Type in the location name by using the Search feature.
      • Search by using the map. You can zoom in and out on the map and select the booth you would like by clicking on the location’s icon.
      • Lottery booths will appear in purple.

View screenshot

1. 1. When you find a location you would like, select it on the list on the left side of the screen.
   2. Select an available date and time. You can select multiple booth appointments before pressing Save.

View screenshot

1. Make sure you have selected no more than the maximum number allowed. If you select more than the max, you will not be able to proceed.
2. You will be emailed with your booth location the date the lottery runs.

*Note: Don’t select booths you would not want to or be able to attend. You can select less than the maximum.

First-Come, First-Served Booth Reservations

Video tutorial

A council-secured booth is a cookie booth that Girl Scouts River Valleys has secured for troops to sign up for in Smart Cookies. They will be initially available through the Cookie Booth Lottery. Following the lottery, they will become available on a first-come, first-served basis. Visit Cookie Booth Sales for more information on cookie booths.

To reserve a first-come, first-served booth in Smart Cookies, follow the steps below.

1. 1. Log into Smart Cookies, go to the Booth tab, and select Schedule Booths.

View screenshot

1. 1. Once on the Scheduled Booths page, there are several ways to find a booth:
      • Search by Date, Time, Zipcode, and/or Type by clicking on the down arrow to the right of the text.
      • Type in the location name by using the Search feature.
      • Search by using the map. You can zoom in and out on the map and select the booth you would like by clicking on the location’s icon.
      • First-come, first-served (FCFS) Booths will appear in green.

View screenshot

1. 1. Once you have selected a cookie booth, a calendar will appear.

View screenshot

1. Select the desired date and time.
2. Select Save. Your troop will immediately be assigned to this location and you will receive an email confirmation from the Smart Cookies system.
3. You will see the booth appear under My Reservations under the Booth tab.

Reserve a Troop Secured Booth

Video tutorial

Troop secured booths are located at stores that troops have contacted and requested to sell. These booths need to be requested in Smart Cookies at least three days in advance so that we can make sure there aren’t any timing conflicts with another troop and the location follows the Cookie Booth Policy. You will receive and email once your booth request has been approved or denied. We thank you for your patience as we process many awesome booth locations at the begining of the sale. Once it is approved your booth’s location will be visible to the public through the Cookie Finder app.

View screenshot

1. 1. Log into Smart Cookies, go to the Booth tab, and select Troop Secured Booths

View screenshot

1. 1. Fill out the form (location contact information is optional).

View screenshot

1. 1. Click Save.
   2. Click Request Appointment Time.
   3. Fill out the time and date imformation.
   4. Click Save.

View screenshot

1. 1. If you want to request multiple time spots, click Request Appointment Time again and fill out the pop-up screen once more.
   2. Once alltimes have been entered for that location, click Request Troop Secured Booth.
   3. A green checkmark confirmation box will appear saving your submission.
   4. To see submissions and their status, go to My Reservations under Booth on your dashboard.

View screenshot

1. 1. If you would like to enter additional times for this booth location after your initial request, select Booth Details on the My Reservations page, and Request Appointment Time on the Appointment Times tab.

Note: Please allow three days for your troop secured booth request to be reviewed.

Review and Edit My Booth(s)

Video tutorial

After you have reserved a booth, you can review and edit using the following steps:

1. 1. Log into Smart Cookies, go to the Booth tab, and select My Reservations.

View screenshot

1. 1. Use the Search feature to find the desired booth request (filters are located to the right of each heading or scroll through the list).
   2. Scroll to the right using the scroll bar under the list of booths.

Note: This scroll bar will only appear when your mouse is hovering inside the list of booths.

1. 1. Click the three vertical dots on the far right. Here you will be able to see Booth Details, enter sales in the Smart Booth Divider, or Remove a Reservaion for council and troop secured booths.

View screenshot

Note: If you find that your troop will not be able to attend the booth, please cancel as soon as possible. This opens it up for other troops and prevents the public from seeing it on the Cookie Finder app.

1. 1. To add more times to your troop secured booth, click Booth Details, and click the Appointment Times.

View screenshot

1. 1. Also on this page, the Type column will tell you what type of booth you have scheduled, and the Status column will tell you the status of your lottery and troop secured booths.

View screenshot

Set Up a Virtual Booth

The Smart Cookies Virtual Booth feature allows customers to order and pay for delicious Girl Scout cookies via credit card in advance of a pickup event. Team with the girls in your troop to set the date/time of the event, promote it, and ensure the cookie orders are packed and picked up. After the event, you’ll take care of verifying the orders and giving girls credit for the sales. Follow the steps below to get started:

Set Up the Troop Secured Virtual Booth Event

The event you set up in these steps is for your curbside pick-up. Use the date, time, and location of when/where customers will pick up their cookies after they’ve ordered online

1. Login to Smart Cookies and navigate to the Booth menu
2. Click on Troop Secured Booth
3. Enter the Location information for where the pickup will be.
4. Be sure to check the “Is this a Virtual Pick up Booth?” boxView screenshot
5. Click next at the bottom of the screen to enter the date/time of your event
6. Click on Add Appointment timeView screenshot
7. Select the date and enter the start and end time of the pick-up event
8. Click Save to close the appointment times window
9. Click Save to complete the reservation
10. Unlike traditional Troop Secured Booth requests, Troop Secured Virtual Booth events do not require Council approval
11. You can create multiple pick-up dates. When customers click on your Troop Virtual Booth Link, they will be able to see all active pick-up dates and select the one that works best for them.

Multiple pick-up dates will look like this in Smart Cookies under My Reservations:

View screenshot

Multiple pick-up dates will look like this when a customer is placing an online order:

View screenshot

Set up Start and End Dates for Accepting Orders

The dates you set up in these steps determine how long your Troop Virtual Booth link will be active for customer orders. If you have multiple pickup appointments, make sure these dates extend long enough for people to place orders for all events.  If you would like, you can shut off orders several hours or days before your pickup to allow for time to pick and pack orders.  Make sure your order dates coordinate with the pick-up booth event(s). Avoid having a customer clicking on a troop link that has no future events scheduled.

1. Navigate to the My Troop menu
2. Select Troop information
3. Scroll to the bottom of the page to the Troop Virtual Booth section

View screenshot

4. Enter the date you want to start accepting orders for your Virtual Troop booth event
5. Enter the date you want to stop receiving orders for your Virtual Troop booth event
6. If you want to include accepting requests for delivery with your Virtual Troop booth link, check Yes

A word of caution:  If you allow customers to ask for delivery, things could get a little bit complicated!  You would have to track where all the orders need to be delivered to, in addition to the customer orders for those attending your pickup.  To keep things simple, we recommend not allowing the delivery option, but you can decide as a troop what works best for you.

Share Your Troop Virtual Booth Link

1. Below where you just entered your dates, there is a link.
2. Click “Copy Link” next to the URL
3. Paste your link in the desired medium (text, email, social media post, etc.)

Review Orders Received

1. Once your Troop Virtual Booth Link is shared and your start date for accepting orders is active, you will be able to see order requests
2. To view orders received, navigate to the Booth Menu and select View Booth Credit Card Payments
3. You will see order that are pending approval highlighted in redView screenshot
4. Click on the menu ellipsis on the end of the order row to review the order
5. Click to approve fulfilling the order or cancel if you cannot fulfill your order
6. Customers have the option of donating their order if it cannot be fulfilled. If you cancel the order you will see the conversion to donation if that option was selected by the customer

If you do not approve the orders within 5 days, they will automatically be cancelled. 

Approve or Cancel each Order

View screenshot

1. Note the pickup location and date at the top of the order (in red)
2. Note the customer information
3. Review the order requested
4. Click Cancel Sale or Approve Sale
5. You’ll need to compile all the orders for each pickup location to ensure that you have inventory or can arrange to get additional cookies to fulfill your orders
6. Approved orders send an email to the customer advising them their sale will be ready for pick up at the designated place and time and that their credit card has been charged
7. Cancelled orders send an email to the customer advising them that their order cannot be fulfilled, their credit card has not been charged and provides a link to order via direct ship

Complete Your Order Pick-Up

1. To get a printable list of all the orders, click Reports in Smart Cookies and run the “Booth Sale Credit Card Transaction Report.”View screenshot
2. The report provides the detail on each order that needs to be filled
3. Use this report to work with your Troop girls to pack each order ahead of time
4. Label and tag each order to make them easily identifiable and ready for pick-up
5. Load your pre-packed and labeled orders into your car
6. Set up at your pickup location 10 minutes before pickups start. Be sure to have signage visible for customer to locate you.
7. Orders will have been paid for when approved for pickup, no cash is needed for this event
8. Set your orders up so that you can find them easily as customers pull up in their vehicles or walk up
9. The email order confirmation the customer receives advises them to bring ID or a copy of their order confirmation to identify themselves
10. Check the ID and have the order available for the customer to pickup, or place the order in the customer’s car if you are having curbside pick-up.
11. Keep track of who came to pick up their cookies, and who didn’t.

Mark Orders as Delivered

1. Return to the Booth Menu and View Booth Credit Card Payments
2. Locate the order, click the ellipsis under the Action heading and click on Set as DeliveredView screenshot
3. The customer will receive an email confirming the order has been delivered
4. The order status will change to delivered on the View Booth Credit Card Payments page

Credit Girls for Virtual Booth Sales

1. Navigate to the My Reservations booth menu option
2. Booth events that have not been credited to girls will be Pending DistributionView screenshot
3. Click the ellipsis next to the booth event, and click on the Booth Divider
4. Use the Virtual Booth Divider to distribute credit for the virtual booth event to the girls in your troop

Smart Booth Divider

Video tutorial (Part 1)

Video tutorial (Part 2)

The Smart Booth Divider is an easy way to distribute credit for booth packages sold to multiple girls quickly and evenly. The girls are not financially responsible for packages sold through the Smart Booth Divider, but they will be provided the credit to go toward their rewards. Using the Smart Booth Divider also provides Girl Scouts River Valleys with important data about booth activity that can be used for future booth sales.

1. 1. Log into Smart Cookies, go to the Booth tab, and select My Reservations.

View screenshot

1. 1. Use the Search feature to find the desired booth request or scroll through the list shown.
   2. Scroll to the right using the scroll bar under the list of booths

Note: This scroll bar only appears when your mouse is hovering inside the list of booth reservations.

1. 1. Click on the three vertical dots on the far right to view booth details and select Smart Booth Divider.

View screenshot

1. 1. Enter the quantities sold in packages by variety.
   2. Click the Save and Distribute Sales button.

View screenshot

1. 1. Select the girls who sold at the booth.

View screenshot

1. 1. Click Continue.
   2. The packages will automatically divide evenly between all girls selected.

Note: If there are any varieties that were not able to be distributed evenly, they will be highlighted red. Distribute the remaining packages to girls, so each variety has zero packages left to distribute.

View screenshot

1. 1. Click Save.
   2. You will see a green check confirmation message appear. Smart Cookies will automatically transfer the appropriate quantity of each variety to the girls and can be viewed on the Manage Orders page.

Note: If you don’t immediately see the confirmation message, allow the webpage some time to load before clicking Save again—clicking save multiple times can create duplicate transfers to girls.

Ordering Girl Rewards

Video tutorial

As the cookie sale comes to an end, it is time for girls to choose their rewards. Each girl’s rewards eligibility is automatically loaded into Smart Cookies, but troop leaders have to create the recognition order and make the selections for girls. If a selection is not made by the deadline, the girls will be defaulted to Cookie Credits. Girls will receive rewards for packages sold and donations sold.

1. 1. Log into Smart Cookies, and select Recognition Order under the Rewards tab.

View screenshot

1. 1. Click Recognition Order in the middle of the screen.

View screenshot

1. 1. Click Select Recognition Order and choose Main.

View screenshot

1. 1. You will now see the main Recognition Order page. Any girl with this symbol by her name requires a decision on which reward she would like. Press the blue arrow to proceed.

View screenshot

1. 1. Select the girls rewards choice for each level between the item and the Cookie Credit. Repeat this for each reward level, until there are no more exclamation mark symbols. Then press Save.

Note: Some rewards, such at t-shirts, require you to input the size before proceeding.

View screenshot

1. 1. If the girl has qualified for a Donation Reward, select the Extras tab at the top of her order page. This will show you her rewards related to donations (both tracked and virtual). No additional steps are necessary for the donation rewards.

View screenshot

1. 1. After you have completed all selections for the girl, press Recognition Order at the top of the main Recongnition Order pagePro tip: to view all choices that need to be made for a girl, click on the Expand All text to expand all the drop-down arrows.

View screenshot

Repeat this process until all girl reward selections are complete. No need to submit or commit an order.

Watch out for communication on the deadline to submit your rewards order. If the deadline is missed, the girl orders will default to cookie credits.

Combo Patch, Patch Programs and online rewards will all be managed outside of Smart Cookies.

Ordering Troop Rewards

Troops who reach a certain Per Girl Average (PGA) of packages sold will earn special rewards, which can be ordered in Smart Cookies. If your troop did not reach a PGA of 235, then no actions are needed.

If your troop did reach a PGA of over 235, follow these steps to order PGA rewards:

1. 1. Log into Smart Cookies, and select Recognition Order under the Rewards tab.

View screenshot

1. 1. In the drop-down menu under Select Recognition Order, select Troop.

View screenshot

1. 1. You will now see the Troop Recognition Order page. If you have not selected your Troop PGA Rewards yet, your troop will have a symbol on the right side of the screen. Click the blue arrow next to it to start ordering your troop rewards. If there is not a symbol on this screen, then your troop did not reach a PGA of at least 235. You don’t need to continue ordering troop rewards.

View screenshot

1. 1. On this page, you will see your Total Troop Sales, your Number of Girls Selling, and your Average Number of Packages Per Girl Selling. For each level of the Troop PGA Rewards that you’ve reached, you will see a row with a symbol. The troop in the example below has reached the 235, 335, and 435 levels. If you do not see a symbol next to one or more of the rows, then no action is needed. The symbol will only show up next to the PGA levels your troop achieved.

View screenshot

1. 1. Click the blue drop-down arrows to open each row. For headbands (235 PGA) and socks (335 PGA), type the number of girls selling in your troop in the red box. You will receive one item per girl selling.View headband screenshotView socks screenshot
   2. For the hoodies (435 PGA), enter the number of girls selling, plus up to 2 extra hoodies for the adult volunteers in your troop. For example, if you have 4 girls selling, you may order up to 6 hoodies total. For Juliettes, you can order 1 hoodie for the girl selling and 1 hoodie for the adult mentor, for a total of 2 hoodies.

View hoodie screenshot

1. 1. After entering the total number of hoodies for your troop, click the Extras tab at the top of the Troop Rewards screen.

View screenshot

1. 1. On this screen, select how many hoodies you need of each size, from Youth Small to Adult 4XL. You must check the box next to any sizes you are ordering (see example below). The number of hoodies on this screen should add up to the total amount of hoodies you entered on the previous screen.

View screenshot

1. Click Save at the bottom of this page. When you are finished with entering the Items (headbands, socks, and hoodies) and Extras (hoodie sizes, if applicable), your Troop Recognition Order page will not have any red symbols. No further actions are needed.

Navigating the Reports Tab

Video tutorial

Reports can be a helpful way to look at the data for your troop. For a summary of helpful reports that your troop can use, review the Report Highlights section of the Smart Cookies Guide.

1. 1. Under the Reports tab, select Current.

View screenshot

1. 1. On the right, you will see a list of reports. Narrow the list down by selecting a Report Category, if you wish.

View screenshot

1. 1. When you find the report you are looking for, select it.
   2. You can either Preview what the report will look like or select Go to Report to receive a complete downloadable and printable version.

View screenshot

1. 1. each report will have certain settings for you to select. You may want to add additional information if you are looking for a specific piece of information. Most commonly, you will want to select the Unit of Measure (packages for the most accurate numbers) and the View Type.

View screenshot

1. 1. Press View Report. Your report will open in a new page. When you are done, you may press Go to Report Listings to go back to the list of reports or Reset to clear out any settings you entered.

View screenshot

Report Highlights

Reports might be intimidating to a new user, but once you know what you are looking for, they can give you a wealth of information about the cookie sale. Below is a list of some of the most commonly used reports and what they can tell you.

Girl Cookie Totals Summary

• • Total cookies that have been transferred to a girl, including patches sold through Operation Cookie Care Package
  • This is the number of packages that will be used to measure rewards eligibility.

View screenshot

Girl Balance Summary

• • Used to see how much money each girl owes the troop for her cookies sold.

View screenshot

• The top section is the girl’s information.
• In the middle, you can see the transfers in and out of the girl’s inventory. This girl had 43 cookies given to her (22 non-booth, 21 booth), and she gave 14 back to the troop.
• You can also see any finance transactions that have already been made. It looks like she paid the troop $120.00 already.
• The bottom section shows her totals. The most important is the bottom line that says Total Money Owed. That shows the amount that she still owes the troop.

Troop On-Hand Inventory

• • Breakdown of cookies that the troop has but has not yet distributed to girls.
  • This report is great to use to see if everythign has been tracked correctly in Smart Cookies. If the number of packages for each variety matches what you physically have on-hand, that is a good indicator that everythign is accurate in Smart Cookies.

View screenshot

Troop Cookie Share

• • Total packages donated from both donation programs
  • Cookie Share Pkgs column shows total donations.
  • To the right, you can see the sales minus what was sold through donation.
  • These totals will be used to calculate the donations rewards.

View screenshot

Troop Balance Summary

• • Troop information is on the top half of the summary, including Per Girl Average, number of girls selling, and troop proceed plan. The Avg. Packages Sold Per Girl Selling is used for increased proceeds and troop PGA rewards.

View screenshot

• Orange squares toward the bottom show the total packages and cases sold. These numbers are used to calculate the sales amounts.
• In this example, the troop sold 941 packages of cookies. At $5.00 per package, the total sales was $4,705.00.
• The sales amounts are broken into Troop and Council Proceeds. The council dollars is equal to what the troop owes. The Balance is listed at the very bottom.
• ACH and credit card transactions will appear under finances and be applied to the balance due.
• This is a great report to check as the ACH deadline approached, to ensure your troop bank account matches this report.

Booth Credit Card Payments

Smart Cookies allows you to accept payments at a booth using the Booth Credit Card Payment function. Log into your troop or girl account at the start of your booth to be ready to take credit card payments. Credit card payments will be credited to the troop and will reduce the final balance due to council. This will not credit any girls with cookie sales. To credit girls with sales, please view the Smart Booth Divider Smart Cookies Guide.

1. 1. In either the troop or girl account, log into Smart Cookies and select Take Booth Credit Card Payment under the Booth tab.

View troop perspective screenshot

View girl perspective screenshot

1. 1. All of your troop’s reserved booths in Smart Cookies for the current day will appear. Select the applicable booth and click Apply.

View screenshot

1. 1. Enter the customer’s order by variety.

View screenshot

1. 1. Ask your customer if they would like to receive a receipt. If so, enter the customer email and then click Next. If not, click Next.
   2. Enter the credit card information and click Pay Now.

View screenshot

1. When payment is processed, a confirmation screen will appear.
2. You can view these transactions on the Financial Transactions page. Both credit card payments will appear with a transaction number starting wil BT. The bank will be listed as Booth Payment Credit Card. These transactions will not be able to be edited.

Tracking Girl Finances

Video tutorial

As girls collect cookie money, they will deposit it back to the troop. We recommend that those deposits are added in Smart Cookies to keep track of the girls’ balance owed. Financial transactions added for girls will be applied to the Girl Balance Summary Report. The Girl Balance Summary Report shows you how many cookies each girl has sold at booths and individually, and you can see how much money she owes the troop.

To track girl deposits:

1. 1. On the Finances tab, click Financial Transactions

View screenshot

1. 1. Select the Girl Transactions tab.

View screenshot

Note: The Troop Transactions tab will display your ACH transactions, and girl credit card. Cash/check deposits you make into the troop account are not visible in Smart Cookies.

1. 1. Click Add Girl Transaction in the bottom left corner.

View screenshot

1. 1. Enter in the required information; Girl, Type, Payment Method, Transaction Date, and Amount.

View screenshot

1. 1. For each deposit a girl makes, you should see a line item listed. You can edit or delete any transaction in the right-hand column.

View screenshot

Tracking Troop Finances

When the troop deposits money into the bank, they will not add a corresponding financial transaction in Smart Cookies. Troops should keep track of how much money they have deposited outside of Smart Cookies. This guide will show how to find your total packages and dollars sold, proceed rate, and balance owed. To do this we will look at the report Troop Balance Summary. Download this PDF report in packages.

Total Packages Sold

Look for these four boxes on the report.

View screenshot

On the left is total packages sold, and the right is the total in cases.  Add up the total packages sold + Total Gluten Free packages to get your total packages sold.

This troop sold 1,356 packages.

Total Dollars Sold

Below the four boxes with the package counts is the Sales Amounts.  You can see the total Sales $$ in bold. This equals the total packages sold X $5.

View screenshot

This troop had $6,780.00 in sales.

Proceed Rate

Refer to the proceed information in the Troop Cookie Manager Guidebook to see the reasons for the various proceed rates. If you aren’t sure which one you qualified for:

Divide Troop $$ by total packages sold. That will give you the proceeds per package that your troop earned.

This troop earned $0.95/packages ($1,288.20 ÷ 1356 pkgs)

Balance Owed

The balance is listed on the very last line of the report.

View screenshot

The balance is calculated by taking the Council $$ from the sales amounts and subtracting anything listed under Finances.

The Finances section tracks any money that River Valleys has already collected from the troop. Any time a girl or troop takes orders via credit card in Smart Cookies, the money is automatically put into the River Valleys bank account.  The report will auto-adjust to give you your troop proceeds back for these sales.  Also included in the finances section is any money already collected by River Valleys through the first ACH (see Cookie Central for more information on the ACH process).  In summary, the balance owed is the Council Proceeds, minus any money you’ve already paid us.

You should check your bank receipts to ensure you have deposited an amount that matches the troop balance.

Juliette Balances

Juliettes deposit all cookie money into the River Valleys Wells Fargo account using special encoded deposit slips that they receive.  The deposit amount must equal the Total Sales $$ ($665 in this example). The Balance amount at the end should equal a negative of the Troop $$ (-$106.40 in this example).  Which means that River Valleys owes Juliette Program Credits to the Juliette Troop.  Please note that Juliette’s earn proceeds at a range according to packages sold.  The ranges will be sent in an email to all Juliette Mentors.

View screenshot