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.

Cookie Cupboards

• Hosted at each of GSNWGL’s Service Centers and other volunteer-run locations
• 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

Planned Orders

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.

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Money Management

• 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.

Troop Proceeds

Troops earn proceeds based on the per-girl selling average (PGSA) of the girls participating in the Girl Scout Cookie Program. It is important to remember these proceeds belong to the troop as a whole, and not to the individual members of the troop.

Uncollected Funds Policy

Family Debt
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.

NSF Debt
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 here.

Troop Debt
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.