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TROOP COOKIE ADVISOR COOKIE TRAINING 2012-2013

You volunteeredSO WHAT DO YOU DO

NOW???

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Cookie Sale Materials Bag

• 2013 Cookie Book– This is your “go to” for all cookie information– Answers to most questions are in this book!

• Order cards– To record orders – girls need this to deliver orders later– Use for Initial Order cookies (formerly Town Delivery)– Use from December 7 until January 11ish

• All Initial Orders must be entered into SNAP by 10:00pm January 18. If you miss it, you will not get cookies on February 4.

• DO NOT WAIT UNTIL LAST MINUTE. Databases historically have crashed on the afternoon of the deadline!!!!!

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Cookie Sale Materials Bag cont.

• Money Envelope– Many girls use this to collect their money. Put their

name on the envelope and empty it often!– Please do not accept personal checks unless you

know the person. – Cookies are $4.00/box• Take some change!

– Collect money at the time of order….

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Cookie Sale Materials Bag cont.

• Volunteer Toolkit– Includes a poster, goal chart etc.– Go over safety guidelines!

• Receipt Book– Use at Initial Order distribution– Use if transferring boxes to another troop

• Order worksheet– Use to tally Initial Order for all girls– Use to track distribution/sales of extra boxes

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Important Dates

• Nov. 23 Troop Cookie Advisors/Leaders granted access to SNAP(www.abcsnap.com)

• Dec. 1 Deadline to enter Troop contact info into SNAP

• Dec. 2 Reserve cookies for booth sales Dec 7, 8, 9 (Reserve in SNAP on the Sunday prior to pick up date)

• Dec. 7 All cookie sales begin • Dec. 15 Submit requests for January COBS (Council

Sponsored Booth Sale, not Hopkinton!)• Dec. 22 – Jan 1 Cookie Cupboards are CLOSED

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Important Dates Cont.

• Jan. 2 Council uploads girl info into SNAP• Jan. 18 10:00pm Deadline for Initial Orders• Feb. 4 Initial Order Arrives• Feb. 8 Recognitions Opt-Out form due• March 12 Deadline for Initial Order Payment

(must authorize debit in SNAP)• March 12 Sale ends, Cookie Cupboards close

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SNAP – Account access

• Logging on for the first time– Go to www.abcsnap.com– User Name is the Email address provided to

hopgscookies@gmail.com– Temporary password will be emailed to you– You will be asked to reset your password when you

log on– Make sure you have your troop’s banking info!

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SNAP – Adding Contacts

• Adding Contacts– Only contacts in SNAP may pick up cookies– You may add more than one contact– Go to MY TROOP, EDIT TROOP INFORMATION– Make sure you SAVE often

• you can get timed out – set at 25 minutes– DO NOT HIT THE BACK BUTTON! It will take you

back to the log in page

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Selling Cookies – Initial Order

• Cookies are $4.00/box– Troops make $0.60/box– Collect money at the time of order! You may collect it at the

time of delivery but sometimes this mean multiple trips– Deposit money into your troop account, don’t hold onto it

• Initial Order payments are due March 12, the debit needs to be authorized in SNAP

• Planned Orders (Cupboard cookies) also may be paid for via SNAP. Or deposit a check into GSEM account at Citizens Bank before returning unsold cases. Due 10 days after picking up cookies

• Do not use Troop funds to cover a delinquent family!

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Selling Cookies – Initial Order

• Adhere to Safety Guidelines!– Use common sense and stay SAFE

• Younger girls should always have an adult with them• Girls can go out in groups• DO NOT ENTER SOMEONE’S HOME

– THERE ARE REGISTERED SEX OFFENDERS LIVING IN TOWN

• If conducting a booth sale, respect businesses by adhering to their requests

• Always Wear Girl Scout Uniform – you are a representative of Girl Scouts –be respectful and act accordingly

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Selling Cookies – Booth Sales

• Sign up online at www.hopkintongirlscouts.org under the Cookies section– First come first served!

• First booth sales are December 8th

• See location descriptions on above website for site specific info (where to set up, what is needed)

• Coach girls on how to act, what to say BEFORE sale• Get a Cash box! $100 in small bills is not too much.

Do not accept checks.

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Selling Cookies – Booth Sale• Order cookies as “Planned Order” in SNAP

– A Standard Order is 240 boxes, chances are you will not sell this!– Make cookie reservation in SNAP (Planned Order) the Sunday BEFORE

your scheduled sale• Select the cupboard you will pick up from• Cupboard hours/locations are on page 32 of the Cookie Book• Select the date you plan to pick up your order• Enter the NAME and PHONE NUMBER of the person picking up the

order in the Order Reference field– Only the contact listed in SNAP will be allowed to pick up

cookies– All unopened cases may be returned within 10 days to the cupboard

originally ordered from

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Selling Cookies – Booth Sale

• Payment for cookies from a cupboard is due within 10 days after picking up order.– Payment can be via SNAP as automatic debit– Payment can be a deposit to GSEM account at any

Citizens Bank, cash or troop check ONLY• You must get a dated receipt from the teller that you

bring when returning unsold cases to the cupboard– ONLY UNOPENED CASES MAY BE RETURNED!

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Selling Cookies – Booth Sale

• COBS (Council Organized Booth Sales)– Each month GSEM holds a lottery for sales in popular

locations (Malls, T Stations etc.)• Locations may be added at any time during the sale period• Daisies and Brownies are not allowed to request MBTA sales

– Locations can be found in SNAP under Cookies, Schedule Lottery Location

– Requests for the following month are due on December 15 (January sale), January 1 (February sale), February 1 (March sale)• These fill quickly! If you get a location/date, you will be notified via

SNAP

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Placing Initial Order in SNAP

• Council will populate SNAP with registered girls in your troop on January 2, 2013– You will not be allowed to enter girls before 1/2/13

• Collect flyer order information from all girls in troop (can be via email)– Set a deadline to allow you enough time to enter all

info into SNAP (don’t wait until the 1/18/13 deadline!)

– Use Worksheet provided or make your own

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Placing Initial Order in SNAP

• Enter total number of boxes/cookie type needed for entire troop into SNAP• SNAP will require you to round up to a full case (12 boxes =

1 case)– The Hopkinton Service Unit is aware that some troops may

not be able to purchase/sell these extra boxes and is working on ways to alleviate this - you will be notified on how to order your cookies as the time gets closer!

• Save your order often• If you get timed out, you lose any unsaved changes!

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Placing Initial Order in SNAP

• Do NOT click on the “back” arrow in your browser. It will take you back to the log-in page!

• Do NOT commit your order until you have finished entering ALL orders and you are certain you are correct!– You will not be able to change your order after

clicking on “commit”– Only the SUCM may make changes within the first 24

hours before your order is fully committed to council

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Payment for Initial Orders

• Payment for all Initial Orders is due in full on March 12 2013– You pay council $3.40/box, NOT $4.00– If you entered all of your banking information into SNAP, you still need

to authorize payment BEFORE Council debits your account – it doesn’t happen automatically

– You may also pay by money order, certified check or troop check – this must be received by council by 3/12/13!

– Collect money from girls early enough for checks to clear BEFORE money is due to council (5 to 10 days)• You may accept cash, a personal or a bank check from a troop

member BUT let your parents know beforehand what they will need!

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Initial Order Delivery Day• Cookies arrive on February 4th

• Pick-up schedule will be sent at least one week prior to delivery day– Pick up times are between 8:00am and 12:00pm ONLY– Troops are scheduled in 10 to 15 minute intervals– Your order will be assembled for you– You must verify counts. Print out Initial Order from SNAP and

bring with you to pick up to verify that your order is correct

IT IS YOUR RESPONSIBILITY TO MAKE SURE YOUR ORDER IS CORRECT BEFORE YOU LEAVE WITH IT. WE WILL NOT BE RESPONSIBLE FOR ANY COOKIES AFTER THEY LEAVE THE BUILDING!

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Initial Order Distribution

• Once you pick up your troops cookies, you are responsible for them!– Distribute boxes as soon as possible– Use receipt book to transfer boxes

• If money was not collected at time of order, collect money from girls and deposit into troop account

• Council will debit troop accounts on March 12 2013– Leave enough time for checks to clear before the

debit occurs!

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Assignment of Boxes to Girls

• All cookie boxes sold need to be assigned to girls in SNAP by March 15

• This is a Transfer Order – You can transfer box assignments from the troop to a girl

(Booth sale boxes)– You can also transfer from girl to girl (re-assignment for

recognitions)– You can only transfer box number assignments within

your own troop• Contact hopgscookies@gmail.com if you need to

sell/transfer boxes to another troop!

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Recognitions

• Recognitions and required number of boxes can be found on the Order Card

• Girls must sell a minimum of 24 boxes to earn the first patch

• Eco-Totes are ONLY given to girls who have 87 or more boxes for their Initial Order

• Both Initial Order and Planned Order boxes count toward Recognitions AS LONG AS THEY ARE ASSIGNED/TRANSFERRED BY MARCH 15

• Recognitions will arrive mid April for distribution

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Recognitions – Opt Out

• Cadettes, Seniors, and Ambassadors may choose to Opt Out of recognitions– ALL girls in the troop MUST sign Opt Out form

http://www.girlscoutseasternmass.org/forms/cookie-opt-out-letter.pdf

– Form MUST be received by council NO LATER THAN February 8

– Girls will receive an extra $0.05/box sold– Girls will also receive participation patch but no

other incentives

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Things to Remember

• If you have a question, look at your Cookie Book• If you make a mistake, don’t worry, someone

else has done it too!– Every mistake can be easily fixed as long as you have

not waited until last minute

• If you still have a question, email hopgscookies@gmail.com

• Finally, don’t stress - It’s just cookies!