Cookie Inventory & Money Management
Cookie Inventory Management
Troop & Service Area Cookie Managers will use Smart Cookies to manage their cookie inventory. Here are three ways you can manage your inventory. Looking for training on how to use Smart Cookies? ABC Bakers has you covered on their YouTube channel.
- Hosted at each of GSNWGL’s Service Centers and other volunteer-run locations from March 1–April 2
- Used to fill Keep Goal-ing orders or to stock cookie booths and walkabouts
- Pick up cookies by the package or by the case
- No payment is collected at Cookie Cupboards
- No returns or exchanges are available at Cookie Cupboards
If additional cookies are needed, troops can place a planned order in Smart Cookies. Planned orders are placed by Sunday for pick-up during the week. Troops may set a date for pick-up in Smart Cookies but will have to contact the volunteer Cookie Cupboard Managers to arrange a time to meet. For Council cupboards, follow the pick-up time that is scheduled.
Entering a Planned Order
into Smart Cookies
- Under the orders icon, find Planned Order.
- Select the cupboard for your area and your pick-up date.
- Enter the number of cases/packages you want.
- Click Save.
Planned orders can be viewed in the Manage Order screen. Once the order has been picked up from the Cookie Cupboard, the Cupboard Manager will transfer the cookies from that cupboard to the troop. Troops need to remember to transfer packages from their troop to the girls.
You can get cookies from a cupboard without a Planned Order, but whenever possible a Planned Order should be submitted. If cupboard stock is limited, preference goes to troops with Planned Orders.
Swapping Cookies Between Troops
Have or need extra cookies? Besides cookie cupboards, cookies can also be obtained from other troops. Reach out to your Service Area Cookie Manager to get the word out to troops in your area.
Email your Service Area Cookie Manager with both the contributing and receiving troop numbers and the number of packages (by flavor) being transferred. Your SACM will then transfer the cookies in Smart Cookies. Financial responsibility for these cookies will transfer from the contributing troop to the receiving troop. No funds change hands between troops.
- Girls collect money when the cookies are delivered. Make checks out to “Girl Scouts.”
- Collect signed receipts for all cookies that are distributed to families.
- Schedule regular money collection dates with families (for example, Money Mondays).
- Encourage families to turn in money frequently.
- Count out money with families and keep a signed receipt for the transaction.
- Make frequent deposits into the troop bank account.
- Allow plenty of time before the scheduled ACH withdrawals to be sure that the funds are posted to the troop account.
Notify the Product Program Department in advance (consult calendar for dates) if money is not available for scheduled ACH withdrawals. Troops will be charged a $12 fee for any withdrawals that fail due to lack of funds.
Troops earn proceeds based on the per-girl selling average (PGSA) of the girls participating in the Girl Scout Cookie Program. The PGSA is determined by dividing the number of cookie packages sold by the troop by the number of girls in the troop who are participating in the Cookie Program. Additional cookies picked up throughout the sale will increase the PGSA of the troop. It is important to remember these proceeds belong to the troop as a whole, and not to the individual members of the troop.
- Troops who have a per-girl selling average of 1–149 packages receive $0.75 per package.
- Troops who have a per-girl selling average of 150–199 packages receive $0.90 per package.
- Troops who have a per-girl selling average of 200+ packages receive $0.97 per package.
*Troops who participated in the 2022 Fall Product Program will receive an additional $0.03 per package in troop profit. (Three girls from the troop need to have participated in the Fall Product Program. If a troop consists of only two girls and they both participated, their troop qualifies!)
*Cadettes, Seniors, and Ambassadors may receive an additional $0.15 in profit in place of rewards. The whole troop must agree on this. Regardless, all girls will receive all their earned patches. Cookie Dough and Membership is part of the rewards plan and will not be awarded to opt-out troops. The troop reward will be available for opt-out troops and the 2300+ level is available for opt-out girls.
Uncollected Funds Policy
Contact families with outstanding balances a minimum of three times.
If funds are still not collected after these attempts, complete the Uncollected Funds Form by May 15, and turn it in along with the original signed parent/guardian permission slip and the original signed receipt(s) for money and/or products. (Keep a copy for your records.) Without the appropriate documents attached, the debt becomes the responsibility of the Troop Cookie Manager.
If a customer or family check bounces due to insufficient funds, a closed account, or other reasons, attempt to make one contact with the individual whose check bounced. If you are unable to resolve the issue, submit an Uncollected Funds Form to GSNWGL’s Product Program Department with the originals: bank notice, returned NSF check, and any supporting documents (e.g., letters, emails, etc.) If a family of a girl writes a check that is NSF it will be handled like Family Debt—permission slip and receipts would be required.
Once an Uncollected Funds form has been turned in to the Council, troops should direct all family payments to the product department. The Uncollected Funds form can be found at http://www.vc.gsnwgl.org/cpfd.
When a troop is slow to pay, fails to pay, or does not have the necessary funds in the troop bank account, a minimum of three attempts will be made to contact the TCM. If no collection is possible or no payment arrangement has been made, the next steps will be determined by GSNWGL’s Product Program and Finance Departments, which may include police involvement and/or small claims.