Cookies Program FAQs for Volunteers/Parents

FAQs  -  Download the full list of FAQs

Pre-sale (Initial Order, Delivery, Girls in Snap)

1. I have a girl(s) that plans on selling cookies, but they’re not showing up in Snap. What should I do?
2. Do cookies have to be paid for when we pick them up from the cupboard?
3. When is the initial order for cookies due?
4. When is delivery?
5. Can I change my delivery location?
6. Do we have to place an initial order?
7. Is my troop required to order 90% of last year’s total sales in our initial order?
8. Can my troop take orders and then place a Planned Order?  When is the money due for cookies if we use this order-taking method?
9. Are Initial Orders placed by full cases or boxes?
10. Can we return cookies we do not sell?

Cupboards / Booth Sales

1. When is Cookie Cupboard Manager training?
2. Can we exchange cookies at the cupboards?
3. When do booth sales start?
4. How many booth sales can we do?
5. How many girls have to be at a booth sale?
6. Can a troop just participate in booth sales?
7. Can we return cookies we used for a cookie booth?
8. How do we allocate booth sales to the girls?
9. How does Cookie Share work?
10. Who is the Cookie Share recipient for the Council?
11. Are we required to do a Planned Order if we need extra cookies or want to do a booth sale, or can we just go to the cupboard and get cookies?
12. When do I have to place a Planned Order to get extra cookies and/or booth sale cookies?
13. If Cookies have been “checked out” for a booth sale, will this money come out of our ACH?
14. My troop signed-up for a booth sale via the lottery in Snap. When will we know if we got a booth at a Council-secured location?
15. Where are the Council-secured booths?
16. Why are there no Council-secured booths in my area?

Auto Withdrawl

1. When are the dates of the ACH (Auto-Withdrawal)?
2. What happens if we don’t have enough money in our account for the ACH date?
3. If Cookies have been “checked out” for a booth sale, will this money come out of our ACH?
4. If a girl has a shortage, can she still sell at a booth sale?
5. I’m a TCM and received a bad check from a customer, what do I do?

Communication Flow Chart

1. I’m a parent and have a question, who should I contact?
2. I’m a Troop Cookie Manager and have questions, who should I contact?
3. I’m a Cookie Program Chair and have questions, who should I contact?
4. I’m a Juliette guardian and have questions, who should I contact?

Cookie Exchange

1. Is my troop/service unit required to host a Cookie Exchange Night?
2. Can our service unit have more than one Cookie Exchange Night?
3. For the Cookie Exchange Night, does the Cookie Program Chair have to plan it?
4. How do I get the information of my Cookie Program Chair or Troop Cookie Manager?
5. Can I exchange cookies with a troop not in my service unit?  How do I find out about other troops to exchange with?

Juliettes

1. How do Juliettes order cookies?
2. Do Juliettes have to place an initial order?
3. Can Juliettes do booth sales?
4. How do Juliettes turn in their money?
5. Are Juliettes required to have their money turned into the Council by the ACH deadlines?

Recognitions

1. If a girl has a Girl Shortage, do I give her the recognitions?
2. When will the Kindle Fire HD be sent out?
3. When will Cookie Dough be sent out?
4. If Cadettes/Seniors/Ambassadors opt-out of recognitions, do they still get Cookie Dough?  Patches?
5. What do the girls earn per box (levels are different for Juliettes – see Juliette Guide for details)?

Miscellaneous

1. What is the price of cookies?
2. What are the dates of the 2013 sale?
3. Which cookies are Vegan (not made with any animal products)?
4. Are any of the cookies gluten-free?
    

Pre-Sale

1.  I have a girl(s) that plans on selling cookies, but they’re not showing up in Snap. What should I do? 
There is a good chance the girl(s) is not registered as a member, so they will need to talk with their Girl Services Manager to get this issue resolved.  Once this is resolved, the Product Program Coordinator will manually enter the girl(s) into Snap.  This may take 24-48 hours to show up.

2.  Do cookies have to be paid for when we pick them up from the cupboard? 
No.  Cookies are paid for via scheduled ACH withdrawals. Here’s the schedule breakdown:
• February 15, 2013: First Cookie Program Sweep (50% of initial order)
• March 1, 2013: Second Cookie Sweep (75% of current balance)
• March 29, 2013: Third and Final Cookie Sweep (100% of remaining balance owed to Council)

3.  When is the initial order for cookies due? 
Your initial order is due by 11:59 pm on January 14.

4.  When is delivery? 
Delivery week is January 26 through February 1.  Specific day and time details are determined by the delivery agents.  The delivery agents will provide this information the week of January 21.

5.  Can I change my delivery location? 
All changes and needs should be discussed with your Product Program Coordinator.

6.  Do we have to place an initial order? 
You do not have to place an initial order. However, the next chance to get cookies is February 14.

7.  Is my troop required to order 90% of last year’s total sales in our initial order? 
No, but there are benefits of doing so:

• Your number of visits to a Cookie Cupboard will most likely decrease.
• Girls can more easily up-sell to customers when they have cookies on the spot. This will increase girls’ sales and troop proceeds.
• By ordering 90%, TCMs will meet one of their requirements to be entered to win a Kindle Fire HD.

8.  Can my troop take orders and then place a Planned Order?  When is the money due for cookies if we use this order-taking method? 
Yes, girls can use their order card to take orders and then deliver cookies to their customers. The money is due to the Council when the cookies are delivered.

9.  Are Initial Orders placed by full cases or boxes? 
Initial orders are by placed by full cases.

10.  Can we return cookies we do not sell?  
Due to Health and Safety regulations, Girl Scouts of Greater Iowa cannot accept back any cases/packages of cookies that have been removed from the office or Council cupboards, with the exception of booth sales.  This return exception is possible due to the limited transferring and storage of the product (see below for more details regarding booth returns).
If your troop receives damaged packages we will exchange those boxes for the same variety only.

Both your resource CD and the Council’s website feature inventory management tools to help your troop manage your inventory to zero.

Cupboards/Booth Sales

1.  When is Cookie Cupboard Manager training? 
Cookie Cupboard Manager Training will be a live webinar held on January 22 from 6-7:30 pm. Please contact the Product Program Coordinator for the registration link.  A recorded webinar will also be on our website on January 23.

2.  Can we exchange cookies at the cupboards? 
No. Troops may exchange with other troops, but cupboards won’t have extra cookies for exchanges.

3.  When do booth sales start? 
Booth sales are February 15 – March 17.

4.  How many booth sales can we do? 
It’s up to the troop to decide how many troop-secured booths they conduct.  Troops can have up to three Council-secured booths.

5.  How many girls have to be at a booth sale?
At least two registered Girl Scouts must be at a booth at all times.

6.  Can a troop just participate in booth sales? 
Absolutely!

7.  Can we return cookies we used for a cookie booth? 
Yes. Product issued for a cookie booth sale and not sold must be returned to the cupboard within 48 hours of the booth sale. Please note, the amount you’re returning will need to be communicated to the Cookie Cupboard Manager by 6 pm on the Sunday following your booth sale. Product kept longer will become the troop’s financial responsibility.  Cupboards will only accept product which was checked out for the booth sale and only if the product is in good condition for resale.

8.  How do we allocate booth sales to the girls? 
This process is entirely up to the troop.  Some troops divide the amount of cookies sold equally amongst the girls that helped at the booth sale.  Some troops divide the amount of cookies sold amongst each girl in the troop.  It’s up the troop how the cookies are divided; just make sure it’s fair.

9.  How does Cookie Share work? 
If a troop has extra boxes of cookies and they have collected money for Cookie Share, the troop can choose a charity to be their cookie recipient.  If a troop does not have extra boxes of cookies, but they have collected funds for Cookie Share, the troop will turn in their Cookie Share money to the Council and the Council will deliver cookies to the Council-designated Cookie Share recipient.

10.  Who is the Cookie Share recipient for the Council? 
Convoy of Hope (www.convoyofhope.org)
 
11.  Are we required to do a Planned Order if we need extra cookies or want to do a booth sale, or can we just go to the cupboard and get cookies? 
A Planned Order is required for getting additional cookies from a Cookie Cupboard.  The Cookie Cupboards will only have inventory that is ordered through Planned Orders; they will not carry extra cookies. No “walk-up” orders will be processed.

12.  When do I have to place a Planned Order to get extra cookies and/or booth sale cookies? 
The Planned Order needs to be placed the Sunday before you need the cookies by 11:59 pm. 

13.  If Cookies have been “checked out” for a booth sale, will this money come out of our ACH? 
No.  The Product Program Coordinator and the finance team will work together to ensure that booth sale cookies are not taken out of the troop’s checking accounts on ACH days.

14.  My troop signed-up for a booth sale via the lottery in Snap. When will we know if we got a booth at a Council-secured location? 
Snap will generate those that “won” and will notify them via email on February 1.

15.  Where are the Council-secured booths? 
Jordan Creek Mall, Des Moines  Merle Hay Mall, Des Moines
Valley West Mall, Des Moines  Southern Hills Mall, Sioux City

16.  Why are there no Council-secured booths in my area?  
In spite of our best efforts, it isn’t always possible for the Council to secure a booth. Please talk to the Product Program Coordinator about any specific locations you have in mind; it may be a possibility next year.

Auto-Withdrawl

1.  When are the dates of the ACH (Auto-Withdrawal)? 
DATE OF WITHDRAWAL  AMOUNT WITHDRAWN     FUNDS IN ACCOUNT BY
February 15    50% of initial order (less troop profit)   February 14, noon
March 1    75% of current balance (less troop profit)   February 28, noon
March 29    100% of remaining balance (less troop profit)  March 28, noon

2.  What happens if we don’t have enough money in our account for the ACH date? 

ACH Adjustment Form: This is used if there is an emergency reason as to why the required amount would not be in the troop’ s bank account in time for the sweep. While the sweep will still take place, an adjusted dollar amount may be granted. This form needs to be completed and sent to Sara Schroeder (sschroeder@gsiowa.org) five business days before the sweep.

Girl Sh ortage Form: Keep individual records of all outstanding girl balances and attempts to collect from parents. Your completed Girl Shortage Forms should be collected and turned in to Sara Schroeder by March 22.

If the troop bank balance is insufficient to cover the agreed upon ACH value, your troop access to Snap will be frozen and your troop will not be able to receive additional cookie inventory until the matter is resolved.

3.  If Cookies have been “checked out” for a booth sale, will this money come out of our ACH? 
NO.  The Product Program Coordinator and the finance team will work together to ensure that booth sale cookies are not taken out of the troop’s checking accounts on ACH days.

4.  If a girl has a shortage, can she still sell at a booth sale? 
Yes.

5.  I’m a TCM and received a bad check from a customer, what do I do? 
Checks returned against your troop account are the responsibility of the Council. If you get a returned check, follow the instructions on the Returned Check Reimbursement Form. The troop will be reimbursed for the amount of the check and any fees charged by your bank. Checks more than 90 days old will not be reimbursed.

Communication Flow Chart

1.  I’m a parent and have a question, who should I contact? 
The following people are your first, second, and third points of contact (listed in order):

1. Troop Cookie Manager
2. Cookie Program Chair
3. Girl Services Manager

2.  I’m a Troop Cookie Manager and have questions, who should I contact? 
The following people are your first, second, and third points of contact (listed in order):

1. Co okie Program Chair
2. Girl Services Manager
3. Regio nal Director

3.  I’m a Cookie Program Chair and have questions, who should I contact? 
The following people are your first, second, and third points of contact (listed in order):

1. Girl Services Manager
2. Regional Director
3. Product Program Coordinator

4.  I’m a Juliette guardian and have questions, who should I contact?  
The following people are your first, second, and third points of contact (listed in order):

1. Cookie Program Chair
2. Girl Services Manager
3. Regional Director or the Product Program Coordinator

Cookie Exchange

1.  Is my troop/service unit required to host a Cookie Exchange Night? 
No – an exchange night is a suggested plan to help aid troops in managing their inventory to zero. We are encouraging it as a fun way for the girls to interact and share their best practices as well.

2.  Can our service unit have more than one Cookie Exchange Night? 
Yes! 

3.  For the Cookie Exchange Night, does the Cookie Program Chair have to plan it? 
No.  A parent/guardian or Troop Cookie Manager can schedule/plan it.

4.  How do I get the information of my Cookie Program Chair or Troop Cookie Manager? 
Simply call your local Leadership Center or contact your Girl Services Manager.

5.  Can I exchange cookies with a troop not in my service unit?  How do I find out about other troops to exchange with? 
Yes!  Make note that the Cookie Program Chair will have to complete this transfer in Snap.  Contact your Girl Services Manager to find out about other troops/service units in your area.

Juliettes

1.  How do Juliettes order cookies? 
The Cookie Program Chair will enter the Juliettes’ initial order and Planned Orders.

2.  Do Juliettes have to place an initial order? 
No. The parent/guardian should set goals with her Juliette and order accordingly.

3.  Can Juliettes do booth sales? 
Yes.  A single Juliette cannot hold a booth sale by herself - there must be at least two registered Girl Scouts at the booth sale.  A Juliette may conveniently partner with a troop in her area if she chooses.

4.  How do Juliettes turn in their money? 
Juliettes can turn in their money to the closest Council office.  If a Girl Services Manager is going to be in the area, they can also collect the money.  If a Juliette gives their money to the Cookie Program Chair, they can request a pre-paid UPS label from the Council.

5.  Are Juliettes required to have their money turned into the Council by the ACH deadlines? 
Yes.

Recgonitions

1. If a girl has a Girl Shortage, do I give her the recognitions? 
No. The Troop Cookie Manager or Cookie Program Chair will keep the recognitions until the matter is resolved.

2.  When will the Kindle Fire HD be sent out? 
The winner will be picked in mid-April and notified immediately.

3.  When will Cookie Dough be sent out? 
By the end of April, Cookie Dough will be sent out to individual girls. It will expire on September 15, 2013.

4.  If Cadettes/Seniors/Ambassadors opt-out of recognitions, do they still get Cookie Dough?  Patches? 
If they did not receive the new iPad, they will receive Cookie Dough and the patches. If they chose to receive the new iPad, they will not receive Cookie Dough, but will receive the patches.

5.  What do the girls earn per box (levels are different for Juliettes – see Juliette Guide for details)? 

• Girl Scout Daisy – Ambassador, want recognitions and sell 1-167 boxes: $0.40/box
• Girl Scout Daisy – Ambassador, want recognitions and sell 168+ boxes: $0.45/box
• Girl Scout Cadette – Ambassador, opt-out of recognitions and sell 1-167 boxes: $0.45/box
• Girl Scout Cadette – Ambassador, opt-out of recognitions and sell 168+ boxes: $0.50/box

Miscellaneous

1.  What is the price of cookies? 
• $3.50/box
• $42/case (12 boxes)

2.  What are the dates of the 2013 sale? 
Cookie Selling: February 1 – March 17
Booth Sales: February 15 – March 17
NOTE:  Troops and individuals may have cookies before February 1; however, no one may sell before that date (on my honor).

3.  Which cookies are Vegan (not made with any animal products)? 
• Thanks-A-Lot
• Lemonade
• Thin Mint
• Peanut Butter Patties

4.  Are any of the cookies gluten-free? 
While ABC is working on creating foods specific to people’s special needs, there are currently no gluten-free cookies.