Smart Cookies Guide

 

Coming soon

 

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

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

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3. Click on the appropriate user.
4. Click on Mimic a User.

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

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

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2. Enter your quantities in PACKAGES by variety.

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Note: The initial order is picked up in full cases. If you enter a partial case, it will be rounded into a full case.

3. Click Save.
4. Select your delivery station and time.

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5. Click Save.

How to Receive the Initial Order Reward

To earn the initial order reward, the troop must:

• Place the initial order on time.
• Order the recommended amount by using the Cookie Calculator or 85% of the troops total per-girl-average from last year, multiplied by the number of girls selling this year.
• Enter the number of girls selling (See the Getting Started section above) into Smart Cookies by the initial order deadline. If your troop doesn’t enter the number of girls selling, the default will be the number of girls registered for the troop.

Select Cookie Cupboards have planned orders to better supply inventory for girls. Planned Orders allow troops to schedule pick up for cookies, so you can have the cookies they want when they want them.

To enter a planned order in Smart Cookies:

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

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

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

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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.

4. Enter your order. If you are making an exchange, write it in the Order Notes.

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

5. 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. Go to the Manage Orders tab.

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

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

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

 

Troop-to-Girl Transfer (T2G)

Transferring cookies from the troop 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. Log into Smart Cookies, go to the Orders tab, and select Transfer Order.

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

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3. 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.

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4. Select the girl name and click Apply.

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5. 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.

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6. Click Save.
7. A confirmation box with a green check should appear saying the transfer order was successfully saved.
8. You can then print a receipt for your or the girl’s records.
9. See the Revieving 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. 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. 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. 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. Enter your service unit and troop number in the To: bar and click Apply.
4. Use the Cases/Packages column to enter the transfer.

Click Save.

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

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2. View all your troop’s transfers by selecting Apply Search Parameters.

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3. If you would like, add a filter for a specific type of transfer. Select any of the options includind 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).

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4. 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.

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

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6. 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 ant future changes made.

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7. 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.

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8. Filter for G2G and click OK.

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Operation Cookie Care Package allows Girl Scout troops to donate cookies to local heros. 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 inventory.

Funds collected for Operation Cookie Care Package are tracked in Smart Cookies on the Virtual Cookie Share page.

To log these donations:

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

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

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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 Transfers section to learn how to see these orders on the Manage Orders page.

 

Cookies for the Community program allows Girl Scout troops to doante cookies to a local organization. Girls collect money from supporters and distribute the cookies from their on-hand inventory.

The Tracked Cookie Share page is were troops account for their Cookies for the Community. This page is a running tally and can be updated at any time with the current totals for Cookies for the Community doantions.

To log these donations:

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

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2. Click Manage Recipients above the list of girl names.
3. 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.

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4. 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.

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

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

You will notice that the variety of cookie donated does not matter for this tally sheet, but will be reflected in your Troop to Girl transfers.

7. Click Save.
8. Once the varieties of packages being donated are known, complete a troop-to-girl transfer for the packages so girls get credit for these sales. If a girl donated cookies that were already transferred to her, it is not necessary to do another troop-to-girl transfer.

 

As part of the booth sign-up process, your troop can enter the booth lottery. During the lottery, you will enter up to ten booths that your troop is interested in participating in*, and you will receive one of these slots. For more information on cookie booths visit the Cookie Booth Sales article.

To sign up:

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

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

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3. 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.

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

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6. Select up to ten timeslots. If you have selected more that ten, you will not be able to proceed.
7. 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 that ten. The system will randomly pick a selection and it is not based on rank/order you entered booths.

 

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

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2. 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.

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

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4. Select the desired date and time.
5. Press Save.
6. You will see the booth appear under My Reservations under the Booth tab.

 

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.

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

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

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3. Click Save.
4. Click Request Appointment Time.
5. Fill out the time and date imformation.
6. Click Save.

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

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11. 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.

 

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

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

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2. Use the Search feature to find the desired booth request (filters are located to the right of each heading or scroll through the list).
3. 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.

4. 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.

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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.

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

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6. 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.

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

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2. Use the Search feature to find the desired booth request or scroll through the list shown.
3. 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.

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

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5. Enter the quantities sold in packages by variety.
6. Click the Save and Distribute Sales button.

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7. Select the girls who sold at the booth.

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8. Click Continue.
9. 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.

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10. Click Save.
11. 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.

 

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 Program Credits. Girls may receive rewards for packages sold and donations sold.

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

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

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3. Click Select Recognition Order and choose Main.

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4. 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.

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5. Have the girl select either the item in Group 1 or $5 Cookie Credit in Group 2. 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.

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6. 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.

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7. After the girl has completeed all her selections, press Recognition Order at the top of the page to go back to the main Recognition Order page.

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Repeat this process until all your girls have selected their rewards. There are no final submission requirement. If each girl has saved their selections, you are good to go.

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 Troop PGA Rewards will all be managed outside of Smart Cookies.

Troops will not need to order PGA rewards through Smart Cookies. A troop that qualifies for the 220 and 320 PGA levels will automatically receive one item per girl selling, plus 2 extra per troop, or 1 for Juliettes. A link will be emailed to all troops with a PGA of 420+ at the end of the season to order their hoodies.

 

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. Under the Reports tab, select Current.

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

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

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5. 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.

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6. 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.

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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.

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Girl Balance Summary

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

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• 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.

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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.

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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.

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• 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.

 

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

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

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3. Enter the customer’s order by variety.

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4. 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.
5. Enter the credit card information and click Pay Now.

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6. When payment is processed, a confirmation screen will appear.
7. 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.

 

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. On the Finances tab, click Financial Transactions

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2. Select the Girl Transactions tab.

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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.

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

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

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

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