Smart Cookies Guide

How to Setup a Troop

Printable Download: Troop Set Up and Managing Girls Profiles

• • You will receive an email invitation from noreply@abcsmartcookies.com
  • Follow the link inside to complete your Volunteer Profile
  • After this is complete, you will receive a registration confirmation email

Please Note: Smart Cookies user information is deleted each year, so you’ll be asked to register every year. This is to avoid duplicate accounts when girls move troops, or if troops move to different service units.

How to Enter Troop Banking Information

1. 1. Log into Smart Cookies, go to the My Troop tab, and select Troop Information
   2. Enter your Bank Account Number
   3. Enter your Bank Routing Number

1. Click Update Information to save

How to Manage Girls Profiles

1. 1. Log into Smart Cookies, go to the My Troop tab, and select Troop Roster.
   2. Confirm all girls in your troop are listed.

Please Note: All registered girls are uploaded directly into Smart Cookies by Girl Scouts River Valleys. If you notice a girl is not in Smart Cookies, please email girlscouts@girlscoutsrv.org.

1. 1. Click on the pencil icon for each girl to confirm her user information and t-shirt size.

How to Place an Initial Order

The troop initial order is due in Smart Cookies by January 14, 2019 at 7:00 p.m. Placing an initial order ensures that your Girl Scouts have inventory to sell right away 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, visit www.CookieCalculator.org.

Printable Download: How to Place an Initial Order

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

1. 1. Enter your quantities in PACKAGES by variety

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

1. 1. Click Save
   2. Select the Delivery Station and time that works for you (you may only have one available, if you are a Mini Drop location).

1. Click Save

How to Receive the Initial Order Patch and Tech Tattoo

By placing an initial order, the girls selling are eligible to earn a special Initial Order Patch. In order to earn the patch, the troop must have:

• • Placed the initial order on time.
  • Ordered at least the amount recommended by the Cookie Calculator. This is 85% of the troops total per girl average from last year, multiplied by the number of girls selling this year.
  • Entered the number of girls selling into Smart Cookies by January 14th. If your troop doesn’t enter the number of girls selling, the default will be the number of girls registered for the troop

How to Enter Number of Girls Selling

1. 1. Log into Smart Cookies, go to the My Troop tab, and select Troop Information

1. 1. Enter in the Expected Number of Girls Selling

1. Click Update Information to save

How to Place a Planned Order

Printable Download: How to Place a Planned Order

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

1. 1. Select cupboard location and click Continue (troops that use a Regional/Regional Express Cupboard will see their assigned cupboard in this list).

1. 1. Select date and click Continue

1. 1. Select timeframe and click Save (troops that use a Regional/Regional Express will see a default time of 7:30am to pick up their order, this is not the time to pick up the planned order. Please see your cupboard hours of operation on the Smart Cookies dashboard or connect with your cupboard manager).

1. 1. Enter order:

If you are making an exchange write it in the Order Notes. Print off a receipt for you to reference when you pick up your order.

Please Note: Avoid using special characters such as &, !, %, $, etc, in the Order Notes section. This may prevent you from submitting the order. Also, if you tab through without typing “0” you will receive an error warning.

1. Return to the dashboard.

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. Log into Smart Cookies, go to the Manage Orders tab, not the Planned Orders tab.

1. 1. Filter for planned orders by clicking PLANNED under the Manage Orders section. You will know the planned orders filter is selected if there is a check mark next to the word PLANNED. Then click Apply Search Parameters.

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

Please Note: You are able to edit your order until Monday morning at 5:59 a.m. when the orders are due.

How to Reserve a Council-Secured Cookie Booth

These are cookie booth locations that are coordinated by Girl Scouts River Valleys staff and available time slots for troops are posted in Smart Cookies. After the Cookie Booth Lottery, these locations are on a first come, first serve basis. For more information, please visit the Cookie Booth webpage.

Printable Download: Cookie Booth Reservations Guide

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

1. 1. Once on the Schedule Booths page, there are several ways to find a booth.

1. 1. • Search by Date, Time, Zipcode, and/or Type by clicking on the down arrow to the right of the text
      • Enter 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.
   2. Once you have selected a cookie booth, a calendar will appear
   3. Select the desired date

1. 1. Select the desired time
      • Only the open days and times are able to be selected.
   2. Click Save. If your troop has reached the maximum number of booths, a red “X“ will appear at the bottom of the page which indicates that your booth was not saved.
   3. You will receive a confirmation email from noreply@abcsmartcookies.com when the booth is accepted.
   4. To review your requested booths, go to the Booth tab and then My Reservations

How to Review and Edit Your Booth Reservations

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

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

Please Note: This scroll bar will only appear 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 make edits

How to Submit Your Troop-Secured Booth

Troop-Secured Booths are set up by the troop with a business or at an event. Enter these into Smart Cookies three days before the booth for council approval so the location can be visible to the public through the Cookie Finder app.

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

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

1. 1. Click Save
   2. Click Request Appointment Time

1. 1. Fill out the time and date information

1. 1. Click Save
   2. If you want to request multiple time spots, click Request Appointment Time again and refill out the pop-up screen.

Please Note: If you would like to enter additional times for this location after the original request, please follow the instructions for Editing a Booth.

1. 1. Once all times have been entered for that location, click Request Troop Secured Booth.
   2. A green arrow confirmation box will appear
   3. To see submissions, click Go to Troop Reservations

How to Review or Edit a Troop-Secured Cookie Booth Submission

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

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

Please Note: This scroll bar will only appear 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 or delete the reservation
   2. To edit booth or add additional times, click Booth Details

1. 1. At the top of the screen select, Appointment Times
   2. Make the changes needed
   3. Click Request Troop Secured Booth to save any changes and request any additional times

Please 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.

Smart Booth Divider

The Smart Booth Divider allows you to evenly allocate packages sold to the girls selling cookies at a booth.

Printable Download: Smart Booth Divider Guide

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

1. 1. 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.

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

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

1. 1. 1. 1. Enter the quantities sold in packages by variety that were sold during the booth sale.
         2. Click the Save and Distribute Sales button.

1. 1. 1. 1. Select the girls who sold at the booth.
         2. Click Continue.

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

Please Note: If there are any varieties that were not able to be distributed evenly, they will be highlighted Red. You can discuss with your troop how to divide up the extra packages. You will also be able to edit the allocation after the automation happens.

1. 1. 1. 1. Click Save
         2. You will see a confirmation message with a green arrow.

Please Note: Allow the webpage some time to load before clicking Save again – clicking save too soon can lead to duplicate transfers.

Operation Cookie Care Package (Virtual Cookie Share in Smart Cookies)

A program where girls collect the money from customers and Girl Scouts River Valleys sends cookies to military troops. This comes out of Girl Scouts River Valleys’ inventory.

To learn more about Girl Scouts River Valleys’ Cookie Donation Programs visit our Cookie Donations page.

Printable Download: Operation Cookie Care Package Guide

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

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

Please Note: This demonstration shows Violet credited with 5 packages sold. Violet is financially responsible for the $25, but these packages will be donated using council inventory to military troops (Violet will not have these packages in her personal inventory).

Cookies for the Community (Tracked Cookie Share in Smart Cookies)

A program that allows Girl Scout troops to connect with a local organization and donate cookies to this community partner. Girls collect the money and distribute the cookies. This comes out of the troops’ on-hand inventory.

To learn more about Girl Scouts River Valleys’ Cookie Donation Programs visit our Cookie Donations page.

Printable Download: Cookies for the Community Guide

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

1. 1. 1. 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.

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

Please Note: This step does not credit the girl for the sale or make her financially responsible. This only creates a tally towards her donation rewards. However, you will need to do a Troop-to-Girl transfer for her to earn credit.

1. 1. 1. 1. 1. Click Save.
            2. Once the varieties of packages being donated are known, complete a Troop-to-Girl Transfer for the packages.

Troops have the ability to do Troop-to-Girl (T2G), Girl-to-Troop (G2T), and Troop-to-Troop (T2T) transfers in Smart Cookies. All other transfers are done at the council level.

All transfers done in Smart Cookies should also have a paper receipt that goes along with it. This will help keep the troop in a financially secure and help you backtrack if there is ever problem with your inventory.

Printable Download: Smart Cookies Transfers Guide

Troop-to-Girl Transfer

These transfers are the way girls get credit for the sale and must be done for girls and troops to earn rewards. This is commonly referred to as “allocating packages to girls.”

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

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

1. 1. 1. 1. 1. Select the girl to transfer the cookies to by clicking the down arrow by Girl in the To: bar.

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

1. 1. 1. 1. 1. Use the column “Packages” to enter the transfer.

Please Note: For booth sales, it is better for record keeping to use the Smart Booth Divider to record booth sales – not booth packages on this page.

1. 1. 1. 1. 1. Click Save.
            2. A green arrow confirmation box should appear saying the transfer order was successfully saved.
            3. You can then print receipt for your or the girl’s records.

Girl-to-Troop Transfer

These transfers are used when girls return packages to the troop. If a girl transfers cookies to another girl in the troop, the cookies must do a Girl-to-Troop transfer and then a Troop-to-Girl transfer to the girl receiving the cookies. For screenshots on this section, refer to the Troop to Girl Transfer selection above.

1. 1. 1. 1. 1. Log into Smart Cookies, go to the Orders tab, and select Transfer Order.
            2. In the Type of Transfer dropdown menu, 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 column “Packages” to enter the transfer.
            6. Click Save.

Troop-to-Troop Transfer

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

Please Note: It is recommended the receiving troop completes this transfer as they are the ones assuming financial responsibility for the cookies.

1. 1. 1. 1. 1. Log into Smart Cookies, go to the Orders tab, and select Transfer Order.
            2. In the Type of Transfer dropdown menu, select Troop to Troop.
            3. Select the Service Unit and Troop Number of the troop you are receiving cookies from in the From: bar.
            4. Enter your Service Unit and Troop number in the To: bar and click Apply
            5. Use the column “Packages” to enter the transfer.
            6. Click Save.

How to Review Your Troop Transfers

Printable Download: Smart Cookies Review Troop Transfers Guide

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

1. 1. 1. 1. 1. View all your troop’s transfers by pressing Apply Search Parameters.

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

	Donation Program
	Operation Cookie Care Package	Cookies for the Community
Which cookie share tab in Smart Cookies?	Virtual	Tracked
How do I record in Smart Cookies?	New transaction must be entered each time	Running total must be entered each time
Do I need to allocate cookies to the girl, also?	No	Yes, via a Troop-to-Girl Transfer
Where does the physical inventory come from?	Council	Troop
Where does the donation go?	Military support organization	Nonprofit of Troop Choice
Where can I view transactions in Smart Cookies?	Manage Orders page, filter for Cookie Share	Tracked Cookie Share tab	Total donations combined show on Track Cookie Share report

Please 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)

1. 1. 1. 1. 1. You will see all the transfers into and out of your troop’s account, categorized by Cookie variety. Note that the default units of measurement are packages, but you can also view your transfers by Cases or Cases/Packages.

Please Note: 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.

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

Please Note: The above procedure will not include Girl-to-Girl transfers. This is because Girl-to-Girl transfers do not affect the troop inventory, so they are not displayed by default.

1. 1. 1. 1. 1. To view Girl-to-Girl transfers, select the girl(s) name in Refine Search.

Cookie Varieties

If You Need to Make Changes to the Inventory:

You can reverse inventory errors between Troops and Girls by creating a new transfer reversing the first one.

Example: If you accidentally transferred one case of Shortbread to Sally from Troop 12345, reverse it by performing a Girl-to-Troop transfer of one case of Shortbread back to Troop 12345 from Sally.

If you notice any Cupboard to Troop Errors, fill out the Cookie Cupboard Error Report Form to have them corrected.

How to Order Girl Rewards

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, and troop leaders should lead their girls in selecting which rewards they want. There are rewards for packages sold, donations, and troop per girl average. The steps below will guide you through all three scenarios.

Printable Download: How to Order Girl Rewards

1. 1. 1. 1. 1. To manage your troop’s recognition order, log in to smart cookies, and select Recognition Order under the Rewards Tab.

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

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

You will now see the main Recognition Order Page. This will show you rewards that relate to Packages Sold, by Individual Girl. Any girl with this symbol by her name requires a decision on which reward she would like: Press the blue arrow to proceed.

1. 1. 1. 1. 1. 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.

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

1. 1. 1. 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 rewards that related to Donations (both tracked and virtual), by Individual Girl. Any donation rewards that she has qualified for will appear here. No additional steps are necessary to accept the donation rewards.

1. 1. 1. 1. 1. After the girl has completed all her selections, press Recognition Order at the top of the page to go back to the main Recognition Order Page.

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

Troop Per Girl Average (PGA) Rewards

(for troops with a PGA of 220 or higher)

1. 1. 1. 1. 1. To manage your troop’s recognition order, log in to smart cookies, and select Recognition Order under the Rewards Tab.

1. 1. 1. 1. 1. Press Select Recognition Order and choose Troop.

1. 1. 1. 1. 1. Press the blue arrow on the far-right.

1. 1. 1. 1. 1. Under the items tab, any lines with an exclamation mark by them require attention. Smart Cookies will automatically calculate your troop’s PGA and enter in the qualifying rewards. Select the line, and enter the quantity needed.

Item	PGA Level	Quantity
Bandanas	220+ Troop PGA	1 per girl selling
Hats	320+ Troop PGA	1 per girl selling, plus 2 extra per troop or 1 extra per Juliette
Hoodies	420+ Troop PGA	1 per girl selling, plus 2 extra per troop or 1 extra per Juliette

1. 1. 1. 1. 1. If your troop has qualified for hoodies, you will need to enter the amount of each size that is needed under the Extras tab. To do this: Enter the Size from the dropdown menu, enter the quantity, and press the Check Mark by each size that you are ordering.

If you select more sizes than the allowed quantity, Girl Scouts River Valleys will follow up to adjust the order.

Example: For four girls selling and two adults, you would have a total of six hoodies ordered.

If your troop would like more than the allowed quantity for adults that assisted the troop during the sale, they will have the opportunity to order more for an additional cost. An Order form will be emailed out to qualifying troops to take advantage of additional hoodie sales.

1. 1. 1. 1. 1. When you have selected all quantities for Troop PGA Rewards and hoodie sizes, press Save at the bottom of the page.

You can go back and edit your Recognition Order until April 2, 2019 at 11:59 pm. After that point, the orders will default to cookie credits. PGA rewards at the 220 and 320 level will be adjusted for the number of girls selling plus two adults (or one for Juliettes). In the event that no hoodie sizes are selected, sizes will be defaulted to the girl shirt size listed in Smart Cookies and adult hoodie sizes will default to an adult large.

Please Note: Rewards for the Initial Order, the Combo Patch, Patch Programs and Contests will all be processed separately by Girl Scouts River Valleys, and do not require any action from troops to receive recognition.

How to Mimic a User

When using the ‘Mimic a User’ feature in Smart Cookies, you are able to view a person’s account from that their perspective. All changes that are made when using ‘Mimic a User’ will be saved as your account making the change.

Printable Download: How to Mimic a User

1. 1. 1. 1. 1. Log into Smart Cookies
            2. Click on the person outline on the top left of your screen, and click Mimic a User
            3. Click on the user who has requested access with their account

1. 1. 1. 1. 1. Click on Mimic a User

Please Note: You can download a list of all the users in your service unit by
clicking on theicon

1. 1. 1. 1. 1. Click Yes that you are sure
            2. Review the account as needed
            3. Once you are finished, click on the person outline again, and click End Mimicking Session