Girl Scout Cookie Program

Troop Cookie Manager Guide

Troop Cookie Manager

You’ll show them the way.

They’ll have the condence to succeed.

Girl Scout

Cookie Program

2024

2 Girl Scouts of Greater Chicago and Northwest Indiana

Table of Contents

Cookie Season Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Cookie Program At-a-Glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

How the Cookie Crumbles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Inspire Cookie Entrepreneurs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Market Their Business Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Gift of Caring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Proceeds and Rewards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Troop Rewards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Goal Getter Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Digital Cookie Facts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

eBudde



Basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Cookie Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Booth Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Booth Guidelines for Troop Cookie Managers . . . . . . . . . . . . . . . . . . . . . . . . . 20

Cookie Cupboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Girl Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Inventory Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Financial Responsibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Automated Clearing House (ACH) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

How to Handle the Money . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Troop to Troop Transfers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Wrapping Up the Cookie Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Troop Cookie Manager Guide

Cookie Season Terminology

Girl Scouts has a unique language, and the

cookie program is no exception. Here is a

summary of the more common terms we use

on a daily basis that can be confusing until

you know what we mean.

ACH DEBIT—an eBanking transfer from

one bank account to another. ACH stands

for Automated Clearing House which is the

federal system of sending funds electronically.

Girl Scouts GCNWI gives instructions to our

bank to ACH Debit the troop accounts and

deposit funds into the council’s bank account.

Allocations—a process that takes packages

that have been signed out to a troop and gives

credit for their sale to individual Girl Scouts.

The total of cookie packages and Gift of

Caring sales determines each Girl Scout’s nal

sales quantity and her reward level.

Booth Site—the process where Girl Scouts

sell cookies to customers in a face-to-face

transaction at an approved council booth

site. Troops will host booths based upon

the motivation levels of their Girl Scouts

and in direct relationship to their goals. The

average troop hosts four booths, but many

large troops will have dozens of booths every

weekend and even each day of the cookie

program.

Booth Chair—a service unit volunteer who

manages the relationship of host businesses

and who also grant written permission for

troops to booth on their private property.

Booth Scheduler—a function that allows

troops to sign up for available booth sites and

times.

Cookie Entrepreneur Ofcer (CEO)—a

Girl Scout in business for herself, learning

transferable life skills, while building self-

condence and having fun with her other

troop members.

Cookie Cupboard—locations throughout the

council where cookies are warehoused and

troops are able to pick up product during

designated days and hours.

Cupboard Manager—a volunteer or Girl

Scouts GCNWI staff person who manages the

local cookie warehouse.

Delivery Site—a special location within each

service unit where initial orders are sorted and

distributed to troops.

Digital Cookie—an online sales platform

that can be used by Girl Scouts of all ages. Girl

Scouts send emails to family and friends to

invite them to visit their personalized site and

purchase cookies with a credit card for girl-

delivered. Customers also can donate cookies

to Gift of Caring.

eBudde™—internet-based product sales

software used by troops to track sales,

inventory, booth sites, booth scheduling,

rewards, and payments. Every facet of the

cookie program is managed within eBudde™.

Gift of Caring – council-wide troop service

program where other partnering non-prots

receive cookie donations toward their mission.

Girl-Delivered – orders placed and paid for by

customers online through Digital Cookie for

delivery in person by the Girl Scout.

4 Girl Scouts of Greater Chicago and Northwest Indiana

Girl-Delivered after Initial Order – girl-

delivered orders that come after the Initial

Order (IO) and are lled with extra cookies

from the troop and credited to the Girl Scouts

by the troop cookie manager (TCM)

Girl Order Card – customized form that is

used to record customer orders. It contains

information about the cookies for the

customer and details of the reward plan for

Girl Scouts.

Phase One – Initial Order Period – the rst

phase of the cookie program which typically

runs from December 15 through the end of

January.

Little Brownie Bakers (LBB) – the council

cookie bakery partner located in Louisville,

KY. Only two bakeries produce all Girl Scout

Cookies in the USA. The other baker is

ABC Bakers.

Opt out – Junior level and above troops

can elect to waive the rewards they would

otherwise earn, and instead receive an

additional $.10 per package sold in proceeds.

Opt out troops still receive patches and

charms only.

Parent/Guardian Permission and

Responsibility Agreement – form that

parents or guardians sign to grant permission

for their Girl Scout to participate in the cookie

program and accept nancial responsibility

for all cookies their Girl Scout takes

possession of based on signed receipts.

Phase Two - the second phase of the cookie

program which typically runs from the end of

January through the end of May and includes

booth sites, loop sites, the Goal Getter

program and rewards.

Product Program Team (PPT) – Girl Scouts

GCNWI staff members who have primary

responsibility for working with volunteers in

the council to deliver the cookie program.

Reward – a comprehensive term that includes

all items received by a Girl Scout, a troop,

or a service unit such as recognitions, troop

proceeds, and program credit.

Service Unit (SU) – a geographic area set

by Girl Scouts GCNWI to create manageable

groups of troops. Boundaries can be set by

town lines, school districts, roadways, or

other demarcation.

Service Unit Cookie Manager (SUCM) – a

volunteer who coordinates the cookie program

for the service unit. Chosen by the service

unit manager, and appointed by Girl Scouts

GCNWI, this position trains and supports the

troop cookie manager.

Troop Cookie Manager (TCM) – a volunteer

who coordinates the cookie program at the

troop level. Chosen by the troop leader, and

appointed by Girl Scouts GCNWI, this position

trains and supports Girl Scouts and parents

through the cookie program.

Troop Proceeds –monies earned by a troop

on their total cookie sales, including opt out

proceeds.

Troop-to-Troop Transfer – the exibility

to move cookies (and their nancial

responsibility) from one troop with an excess

supply of cookies to another troop with a

demand for those cookies. This can be very

helpful at the end of the program when a

troop would otherwise be left with excess

inventory and few prospects to sell them to.

Troop Cookie Manager Guide

Cookie Program At-a-Glance

NOVEMBER

• Hold a troop meeting and explain the cookie

program to Girl Scouts and their families.

During the meeting, encourage Girl Scouts to

set challenging yet attainable goals for the

cookie season.

• November 30: Troop Cookie Manager

Training (virtual), 6:30  CST.

DECEMBER

• Loop Site Guidelines available on the cookie

resource page (December).

• December 1 : ACH Form due *If you

completed an ACH form for the 2023 Fall

Product Program or the 2023 Cookie Program,

you do not have to submit a new form.

• December 4: Digital Cookie Webinar for

parents and leaders, at 6:30  CST. Both

trainings will be sent out via email by our

GCNWI council.

A recorded version will be available in December. Troop

leaders are encouraged to attend their service unit cookie

training session in November/ December.

• December 9: Troop leader receives welcome

email from Girl Scout Cookies and gains

access to eBudde™ to view girl information.

• December 9: Be aware that girl households

will receive an email from the Girl Scout

Cookie Program/Girl Scouts USA with the

subject, “Register for the Digital Cookie

Platform.”

• December 15: The Girl Scout Cookie

Program begins.

JANUARY

• December 15–January 15: Initial order

taking period.

• January 2-4: Loop Site Commitment form

online submission period.

• January 3: eBudde Overview for Troops

Training, 6:30  CST.

• January 6: Attend the Cookie Rally! (Details

at girlscoutsgcnwi.org/cookie-rally).

• January 7: Council Booth Site Sales sign up

begins at 7:00  CST (troops can register

for up to two time slots only).

• January 9: TCM can add Girl Scouts into

eBudde™.

• January 14: Council Booth Site Sales sign up

(round two) begins at 7:00  CST (troops can

• January 15: New! Families can enter their Girl

Scout’s in-person order (order card orders) into

the Digital Cookie site through January 15 at

11:59 .

• The troop leader can enter in-person orders

into eBudde™ if the parent or guardian has not

entered the order into the Digital Cookie site

through January 15 at 11:59 .

• January 16-17: Open mic nights, 6:00  –

8:00  CST. Have questions about entering

troop cookie orders? Need assistance with

— January 16 continue

The Girl Scout Cookie Program consists of two phases. Phase one (initial order period)

encompasses the paper card and digital cookie orders, which are delivered to your troop

or service unit delivery site. Phase two of the cookie program includes booth sites and the

Goal Getter program, which allows Girl Scouts to continue selling cookies to reach their

goals! Girl Scouts can continue taking girl-delivered orders through Digital Cookie and their

paper order card but must contact their troop leader to fulll the order.

webinars by scanning

this QR code.

6 Girl Scouts of Greater Chicago and Northwest Indiana

eBudde? First time troop cookie manager?

Have a general question about the cookie

program? Members of the product program

team will be available to answer questions in

this open forum.

• January 16: Digital Cookie girl-delivered

sales for the initial order period ends at

11:59  CST.

• January 17: Submit troop initial cookie order

and initial reward order due in eBudde™ (11:59

 CST).

• January 21: Council Booth Site Sales sign up

(round three) begins at 7:00  CST (troops

can register for unlimited time slots).

• January 22: eBudde™ transaction tab opens

at 7:00  CST; troops may place cookie

cupboard orders.

• January 25–Feb. 4: Cookie delivery. (Check

with your SUCM for your pick up time and

location.)

• January 28: Troop Sales (My Sales) site sign

up begins.

• January 29: Cookie cupboards, including

gathering place cupboards, open for additional

cookie pick up.

• January 29: Goal Getter program begins.

FEBRUARY

• February 2: Cookie Booth Sales weekends

begin.

• February 14: ACH Adjustment Form due.

• February 16-18: National Girl Scout Cookie

Weekend.

• February 15: ACH Sweep One (50% of initial

order due).

MARCH

• March 11: All online sales will be stopped at

11:59  CST. No more online sales.

• March 12: Cookie program, including

Goal Getter, ends; gathering place cookie

cupboards close.

• March 13: ACH adjustment and individual

collection (IC) forms due; last day to enter

troop cookie transfers.

• March 14: Submit troop/girl nal reward

orders in eBudde™; last day to opt out of

rewards.

• March 15: ACH Sweep Two (100 percent of

remaining balance due).

• March 20: Loop Site day one.

• March 27: Loop Site day two.

APRIL

• April 3: Loop Site day three.

MAY/JUNE

Your SUCM will notify you when rewards are

ready for pick up. Please count the rewards

you receive and distribute to Girl Scouts in a

timely manner. Report any damaged or missing

rewards to your SUCM.

Cookie Program At-a-Glance— continue d

Watch eBudde training

videos by scanning this

QR code.

Troop Cookie Manager Guide

Experiences supported by the Girl Scout Cookie Program enable Girl Scouts to build the

courage, condence and character they need to make the world a better place. Each package

costs $6. More than 75% of the purchase price stays local to ensure that each Girl Scout, her

troop and our volunteers have overall rewarding experiences.

Who Benets from Each Cookie Purchase?

Girls ages 5 – 17

• Access to a nationally consistent leadership development curriculum.

• Local resources, programs and events developed by professional staff.

• Financial assistance to remove economic hardships for girls who want to join and engage in activities.

• Support for the pursuit of Gold, Silver, and Bronze Awards.

• Opportunities to learn The 5 Skills of the Girl Scout Cookie Program.

• Maintenance and upkeep of residential camps, day camps, and properties.

• Property managers to ensure maintenance, safety, and access.

• Operating funds for troop activities.

Adult members, volunteers, and families

• Orientation and training to prepare volunteers for their roles.

• Background checks and other protocols to encourage a safe environment.

• Marketing resources for volunteers to promote membership.

• Supplies and programming resources.

• Customer service professionals available to answer questions by phone, e-mail, and in person.

• Membership and event registration processing.

• Data management.

• Technology support for website, online training, and communication channels.

What Other Ingredients Are in the Price?

Cookie program and baker costs

• Cost of cookies (including market cost for ingredients) from the baker.

• Transportation and storage of cookies.

• Staff and temporary staff resources to support program implementation.

51%

23%

26%

How the Cookie Crumbles

8 Girl Scouts of Greater Chicago and Northwest Indiana

The 5 Skills Girl Scouts Build

The Girl Scout Cookie Program helps Girl Scouts develop real-world skills in ve essential areas:

Goal Setting

Girl Scouts learn how to set goals and

create a plan to reach them.

How you can help: Encourage

them to set incremental,

achievable goals. Work

with them to break down

their goals into small,

frequent wins, like

weekly challenges.

Decision Making

Girl Scouts learn

to make decisions

on their own and

as a team.

How you can help: Talk

about how they plan

to spend the troop’s

cookie earnings.

Money Management

Girl Scouts learn to create a budget

and handle money

How you can help: Build on their interest

in learning to manage all facets of the cookie

business, like creating a budget to fund a troop

experience or guring out the percentage of

customers who chose the donation option.

People Skills

Girl Scouts nd their voices

and build condence through

customer interactions.

How you can help: Ask them about

new marketing ideas they want to

try. They can discuss how to tailor

their cookie pitch to achieve

their goals.

Business Ethics

Girl Scouts learn to

act ethically, both in

business and life.

How you can help: Talk to

them about the importance

of delivering on their promise to

customers. They can also consider

offering a cookie donation option.

Learn

more!

Good for Girl Scouts, Good for the Planet!

Packages of Samoas

now have reduced plastic

packaging, and cases

of Thin Mints

use 26%

recycled content (and 18%

less packaging material).

Did you know?

100% of our

rewards packaging

is recyclable or

reusable!

Inspire Cookie Entrepreneurs

Troop Cookie Manager Guide

Inspire Cookie Entrepreneurs

Cookie Business Badges

Entrepreneurs can earn these ofcial

Girl Scouts recognitions by completing

requirements that help them develop new

business skills.

Learn more at shop.girlscoutsgcnwi.org!

Getting Families Involved

Families can support their Girl Scouts as

they learn The 5 Skills and think like

entrepreneurs. With the encouragement of

their family, there’s no stopping a Girl Scout!

Inspire families to get involved by

reviewing these resources:

• Cookie Program Family Meeting Guides

• Cookie Entrepreneur Family Pins

Digital Marketing Tips for

Cookie Entrepreneurs and Families

Safety tip: Girls of all ages should partner

with their parents or guardians to develop a

plan to safely market their business online.

Although your parent/guardian should do the

posting for you if you’re under age 13, all girls

should have a hands-on role in marketing their

cookie business.

Safety tip: Make sure your

marketing materials don’t

reveal your personal contact

information (like your address,

school, or last name) or your

cookie booth location.

1. As you set goals for your cookie business, think about how digital marketing can help

you meet them. Imagine customers in your community who may not know a Girl Scout. Expand

your reach by sharing your secure Digital Cookie or Smart Cookie link to reach them. Be sure to:

The Girl Scout Cookie Program® offers girls unique

opportunities to engage in online marketing and sales as they

learn about ecommerce and how to think like entrepreneurs.

Follow these four steps as you run your cookie business, and

take your marketing efforts to the next level by going online

using your Digital Cookie® or Smart Cookie website and social

media platforms.

• Be honest. Yes, the Girl Scout Law also applies to your sales technique! From your Digital Cookie or Smart Cookie

site to your digital marketing campaigns, be honest, straightforward, and approachable as you write about your

cookie business.

• Create a sense of urgency. After all, Girl Scout Cookie season only comes around once a year! Countdowns to the

last dates to order are a great motivator for driving sales. Use language that will

encourage potential customers to buy from you right now.

• Make an impression. Use clear, eye-catching photos in your marketing

materials. This may include pictures of the different cookies you’re selling,

yourself in your Girl Scout uniform, or something tied to your goal. If you plan to

use your cookie earnings to go camping, tell your customers about it to show

that the cookie program powers amazing girl-led adventures!

• Highlight special features or products. Share the top-selling cookies in your

lineup or any special varieties. Do you have a new avor available for purchase?

How about a gluten-free option? Do your customers know that Thin Mints are made with vegan ingredients?

• Use a clear and prominent call to action. Share your goal and exactly what

your customer can do to help you achieve it.

Check off the boxes as you complete each activity with your family—

you can earn a different pin each year! Adults, look for the throughout

for special ways you can help!

FIVE STEPS TO EARN YOUR

Junior Pins

1. Strategize your sales. Talk with your family to gure out a

realistic goal of how many cookies you think you can sell, then set a

second goal focused on your sales method—like how many packages

you’ll sell digitally or how many customers you can upsell.

My t roop goa l is __________ p acka ges so we c an _________________________

________________________________________________________________________.

My personal goal is _________ packages, and my strategic goal is __________.

2. Learn from the past. If you’ve sold Girl Scout Cookies

before, think about what worked and what could have gone better. If this

is your rst time, ask a Girl Scout who knows the ropes to tell you about

her experience. Make an “action plan” that includes everything you’ll

need to run your cookie business.

The path to success.

Goal setting isn’t only about

numbers—it can also be about

sales strategy. Help her think

through all the different ways

she could make a sale, then

create a goal for one of them.

Step back. Girls feel the greatest

sense of pride when they have

ownership over their sales and get to

ex their decision-making skills. So feel free to

give feedback, but make sure you let her come

up with the plan herself.

Cookie Goal Tracker

_______________ pac kag es

YEAR 1

YEAR 2

Cookie Family Connection Guide

Cookie Program Guide for Parents, Caregivers, and Families

Welcome, families!

The cookie program gives your Girl Scout the ability to power unique opportunities and adventures

for herself and her troop while learning to think like an entrepreneur. And you’re key to her success.

With the support, assistance, and encouragement of her family, there’s no stopping a Girl Scout!

Why should my Girl Scout participate in the Girl Scout Cookie Program?

■

Have an entrepreneurial

mindset

79%

91%

52%

71%

35%

somewhat

interested

43%

somewhat

interested

Interested in being

an entrepreneur

56%

very

interested

28%

very

interested

Girl Scouts

Non-Girl Scouts

Girl Scouts have an entrepreneurial edge when it comes to mindset and interest!

Junior Cookie Program

Family Meeting Guide

For Troop Cookie Managers and Troop Leaders

Your go-to guide for engaging girls and families

in their Girl Scout Cookie Program® experience

10 Girl Scouts of Greater Chicago and Northwest Indiana

Market Their Business Online

Your #1 Strategy

Find Ready-Made Graphics,

Announcements and Other

Digital Resources:

Safety Resources

Girl Scouts and their caregivers must read, agree to and abide by the guidelines linked below

before engaging in online marketing and sales efforts through the cookie program. You can

also ask your council about the Volunteer Essentials and Safety Activity Checkpoints. These

include basic facts, forms, tips and more!

•

Girl Scout Internet Safety Pledge

• Digital Cookie® Pledge

Find inspiration on social! Follow and share

posts to kick-start a digital campaign.

Girl Scouts

Download

posts

Little Brownie Bakers

Plan your

content with

the Digital

Marketing

Basics

Girl Scouts can expand their customer base

by promoting their cookie business online.

Here are a few ways they can take their

digital marketing to the next level.

• Digital Cookie

: Personalize their site by

uploading weekly videos. Offer cookies

through direct shipping or in-person

delivery.

• Social Media: Create a digital marketing

campaign to stand out and spread the

word to far-away family and friends.

For tips and best practices, visit Digital

Marketing Basics on LittleBrownie.com.

• Text or Call: Reach out to customers

who may not be online and follow up for

reorders.

Troop Cookie Manager Guide

Gift of Caring

Instead of purchasing a package of cookies to take home, customers may make donations that

gives cookies to individuals in the Armed Forces as well as their families, and to community

organizations. The council is responsible for the distribution of Gift of Caring (GOC) cookies.

Girl Scouts take orders and collect payment for donated cookies during the initial order phase and

beyond. The council will deliver all donated cookies to the USO, Soldiers Angels, essential workers,

and community organizations.

This year GOC will be taken three ways: on the order card in the rst column, in a the Goal Getter

transaction, and online donations through Digital Cookie™.

Donations made through the Digital Cookie™ program will count towards whatever portion

of the program it is placed. Troop cookie managers (TCMs) must NOT allocate any online GOC

transactions. Many troop order mistakes happen here, so be careful!

Donations to Local Organizations – Troop Projects

Troops can collect packages of cookies during their booth sales and deliver them directly to a local

organization of their choice, such as a food pantry, shelter, military organization, nursing home,

etc. Troops participating in their own cookie donation service project are responsible for payment

of the packages and delivery to their organization of choice. Packages collected for troop projects

should not be delivered to the gathering places and are not part of Gift of Caring.

At the end of the program, the troop cookie manager will count the number of packages

remaining, match with donation money and allocate those varieties directly to the Girl Scouts in

the troop. The money is then deposited into the troop’s bank account.

Final Gift of Caring

All GOC donations, whether they happened during the initial order period or during booth sites,

need to be reported and allocated at the girl level. These donations count toward the Girl Scouts’

rewards AND overall sales level. All donations received by the troop should be converted into GOC.

At the end of the program, any donation money remaining after troop projects and last minute

orders should be converted into Gift of Caring packages. These new GOC packages are allocated

directly to individual girls in eBudde™ and the money is deposited into the troop’s bank account.

Gift of Caring Business Support

This is a great way for a business/organization to support more than just our Girl Scouts. If a Girl

Scout reaches out to a business that is willing to participate, she receives a patch and the business

receives recognition from our council, as well as visibility on our website. In addition, this adds

to the Girl Scouts’ rewards and to the troop’s bottom line. All Gift of Caring Business Support

donations must be submitted to the council for the business to receive recognition. Council will

handle the transaction to credit the Girl Scout. For more information, visit girlscoutsgcnwi.org/

gift-of-caring.

12 Girl Scouts of Greater Chicago and Northwest Indiana

Proceeds and Rewards

Troop Proceeds and Opportunities for Girl Scouts

All troops will earn a minimum of $1.05 per package sold.

• Daisy and Brownie troops must take rewards with the $1.05 proceeds per package sold.

• Juniors, Cadettes, Seniors and Ambassadors may choose to opt out of rewards. They

will then receive $1.15 in proceeds and no rewards except patches and charms.

• Opting out of rewards must happen prior to March 14, 2024. Once nal rewards are

submitted, the proceed plan cannot be changed.

• NEW FOR 2024: Troops who sold $1,000 or more in the 2023 Fall Product Program will

receive an additional $0.05 per package sold.

Service Unit Incentive

• Service units that reach 100% of their 2024 cookie goal will receive $0.12 per case for

every case sold.

• Service units that reach 105% of their 2024 cookie goal will earn $0.25 per case.

• Service units that reached 100% of their 2023 Fall Product Program goal and 105% of

2024 Cookie Goal will receive $0.35 per case of cookies sold.

All troops will be automatically opted into rewards. If your Junior, Cadette, Senior, or

Ambassador troop decides to opt-out of rewards to receive cookie proceeds, you must change

the setting in eBudde™.

Troops who choose additional proceeds do not receive any category of rewards, only patches

and charms.

Girls can earn a variety of rewards for their achievements in the Girl Scout Cookie Program. Be

sure to check out the cookie order card to learn more about what girls can earn.

Rewards are cumulative. There are no substitutes for any of the rewards offered. If a Girl Scout

cannot attend a reward experience with a specic date, she can transfer the reward to another

Girl Scout.

Cookie Dough cannot be substituted, or used to purchase cookies or fall product. Cookie Dough

may be used towards membership dues, program fees, camp registration, shop merchandise

(including cookie badges, patches, pins and other awards) and Girl Scout travel opportunities.

Cookie Proceeds

Girl Rewards

Troop Cookie Manager Guide

Troops with a per-girl average (PGA selling as indicated on the sales report in

eBudde™) of at least 175+ packages at the end of the program, all Girl Scouts

selling will receive a “Bandana”. Troops with a per-girl average of 200+ packages

at the end of the program, all Girl Scouts selling will receive a “T-shirt.” Size

required. In addition, troops with a per-girl average of 200+ packages at the

end of the program, the troop cookie manager will receive a “T-shirt” (two per

troop). Sizes must be entered on the REWARD tab under Final Rewards Order.

The PGA is automatically calculated in eBudde™ according to the number of

packages sold by the troop, divided by the number of Girl Scouts selling. eBudde™

only counts the number of Girl Scouts who have recorded sales as participating

and eligible to earn the troop reward.

Troop rewards will be shipped to the service unit cookie manager (SUCM)/

SU reward coordinator in May/June, 2024. Troops should plan to pick up their

reward order during this time. Any rewards not picked up 30 days after the due

date designated by the SUCM or SU reward coordinator will become property of

the council and must be returned to one of the council gathering places by the

SUCM or SU reward coordinator. We cannot guarantee that the troop rewards will

be available at the council after those 30 days. Rewards at the 1000+ package level

and higher will be delivered directly to the Girl Scout.

• In the REPORTS tab of eBudde™, print out a list of the girls’ initial order

period and nal reward items.

• Inventory all items received prior to separating and distributing to the Girl

Scouts in your troop. Track any overages, shortages or damages.

• There are no tickets to pick up for the 500+ package level Signature Party

Cruise on Lake Michigan. Girl Scouts who reach the 500+ package level

will be contacted via email as the 2024 cruise dates get closer.

Troop Rewards

Troop Final Rewards

Troop Reward Delivery

14 Girl Scouts of Greater Chicago and Northwest Indiana

Quick, easy, and convenient! The Goal Getter Program enables girls to fulll orders to the

package. Just follow the ve easy steps below to take advantage of this convenient option:

1. Visit shop.girlscoutsgcnwi.com and select the LOG IN button in the top right corner

of the screen. You will be redirected to a “MY ACCOUNT” page.

a. If you have already shopped on the site, you just need to log in. (You can also register/

create a new account.)

b. If you haven’t or are unsure if you have an account, you can enter your email address

and select “Lost Your Password” and an email will be sent to you to reset your

password.

c. Make sure you check your junk or clutter boxes in your email.

d. If you don’t get the email, contact customer care at

customercare@girlscoutsgcnwi.org

2. After successfully logging in, select GOAL GETTER COOKIES from the main

navigation.

3. Complete the Goal Getter information page where you will enter the troop number,

Girl Scout’s rst and last name, parent/caregiver rst, and last name, and phone

number.

4. Enter the quantity for each cookie variety you wish to order and proceed to checkout.

If you chose Gift of Caring Cookies, you will not receive those cookies but rather

they will be delivered by our council to military, essential workers and community

organizations. Council will handle the allocation of cookies to the Girl Scout.

5. Select the pickup location, date and time, and proceed to payment. To keep everyone

safe, we encourage one form of payment: debit card, credit card and/or cash.

6. Come back as often as you like!

The Goal Getter process and cupboard locations are subject to change.

Digital Cookie girl-delivered orders should not be fullled through the Goal Getter Program.

Customers have already paid for these cookies and troops have received a payment credit.

Goal Getter Program

Troop Cookie Manager Guide

Digital Cookie Facts

Digital Cookie is both a website and resource

developed by GSUSA in conjunction with Little

Brownie Bakers, which allows Girl Scouts to take

online cookie orders. Customers can order and pay

for cookies online and have the option for the cookies

to be directly shipped to them (shipping charges

apply), have the Girl Scout deliver the cookies, or

donate cookies with no additional handling fees.

Over 80% of Girl Scouts cookie sales are through

Digital Cookie. For those unfamiliar, we will host a

Digital Cookie webinar for parents and leaders which

takes place December 4 at 6:30 . CST. Registration

links will be sent via email to applicable participants.

Important Facts

The minimum Digital Cookie order requirement

for shipped cookie orders is four packages. Digital

Cookie orders count towards Girl Scout rewards and

troop proceeds. Special Digital Cookie rewards can

be earned. (Rewards are cumulative).

Participation in Digital Cookie is a Girl Scout/family

decision.

How do Girl Scouts/Parents Get Started?

On December 9, 2023, registered

Girl Scout

household(s) will receive an email from the Girl Scout

Cookie Program/Girl Scouts USA with the subject

“Register for the Digital Cookie Platform.”

Follow the prompts to create a password.

Watch the “Safe Selling for Smart Cookie” video with

your Girl Scout, and read and accept the Girl Scout

Pledge. Upon completion, you will receive an email to

set up the Girl Scout’s Digital Cookie Store.

NEW!

Parent Initial Order in Digital Cookie. One of the

big enhancements for DC24 is the ability to allow parents/

caregivers to add their Girl Scout’s order card quantities into

Digital Cookie. These orders will then ow over to eBudde

once the parent/caregiver submits the order. Refer parents to

the Digital Cookie Parent Instructions resource available on our

GCNWI website at girlscoutsgcnwi.org/cookie-resources.

How do Troop Leaders Get

Started?

Watch your inbox for an email from the

Girl Scout Cookie Program/GSUSA with

the subject, “Register for the Digital Cookie

Platform.” How to get started:

• On December 9, troop cookie managers

and leaders will receive that email.

• If you are ALSO the PARENT of a Girl

Scout, you will gain access to your

daughter’s site via an email that you will

receive as a PARENT on that very same

day (December 9). Be sure you and your

daughter check out her site together!

• Once you register on the Digital Cookie

platform the rst time, even if you have

multiple roles (parent, troop cookie

manager, leader), at your next login you

will see a screen where you can select the

role you want to visit from a drop-down

box. How easy is that!!!

• If you select a troop role, you will be

taken to the Troop Dashboard.

• No need to log out when switching roles,

simply use the menu at the top of the

screen.

• The Troop Dashboard is your cookie

campaign headquarters. This is where

you will nd the

Girl Scout

s’ online sales

at a glance, send email blasts to parents,

and view reports. These reports will

be helpful for online purchases/girl-

delivered sales. You can also pull reports

from eBudde.

A recorded webinar and additional tip sheets

will be available on the GCNWI website at

girlscoutsgcnwi.org/cookie-resources.

16 Girl Scouts of Greater Chicago and Northwest Indiana

Digital Cookie Facts — continued

Gift of Caring:

You will notice that GOC packages may be automatically assigned to a Girl

Scout and troop without a variety attached. You do not need to supply any inventory or log

any eBudde entries for Gift of Caring; the council is happy to handle these donations!

Direct Shipped:

You will also notice that direct shipped inventory will automatically be

assigned to Girl Scouts and troops. You do not need to do any entry to account for those

packages.

Girl-Delivered:

In the initial order phase, cookies and payments will automatically be

assigned to your Girl Scouts. In the second phase of the cookie program, there will be no

additional cookie inventory automatically assigned to your Girl Scouts; you will need to

allocate the cookies sold and you will need to ll those orders from troop inventory, troop

to troop transfer, or get them from a cupboard. (Money, however, will be automatically

allocated.) You can lter a report in Digital Cookie to help you see what cookies you

will need.

Here are three ways to get cookies to fulll Digital Cookie girl-delivered orders in

the second phase of the cookie program:

1. Use remaining inventory from the initial order period.

2. Exchange cookies/use troop-to-troop transfer with another troop in our council.

3. Fulll the order through a transaction in eBudde from one of our gathering place

cookie cupboards.

• Girl Scout Digital Cookie girl-delivered orders will be approved by parents. Please

communicate with your Girl Scouts’ parents to coordinate this.

• Set a date each week to receive cookie orders and a corresponding date to collect

packages from a cookie cupboard.

• Enter the order in cases and/or packages as a transaction in eBudde.

• Allocate cookies to the Girl Scouts after picking them up. Don’t forget the customer

already paid for these cookies and Digital Cookie girl-delivered orders are not the

same as Goal Getter orders.

Note: Failure to deliver cookies for a girl-delivered online order will result in a Council DOC

Cupboard transaction. The nancial responsibility of these cookies will be moved to the troop.

Troop Cookie Manager Guide

eBudde

™

basics

Visual learner?

There’s a video for that on the Little Brownie

Bakers

YouTube channel! Check out this

playlist for step-by-step eBudde training videos.

A must-have for Girl Scout Cookie

™

volunteers

The eBudde cookie management system offers calendar reminders, reports, training and much

more — on either your desktop or mobile device. It’s also where sales are recorded so Girl Scouts

get full credit for their hard-earned rewards.

• Download the eBudde app

• Once you've been added to

the system, you will receive

an email with a link and login

information from do_not_reply@

littlebrowniebakers.com

• Set up your troop — review your

roster, enter your troop's package

goal and individual goals, and edit

your troop's reward settings

• Explore the dashboard on both

the desktop and app versions,

where you’ll nd messages, links

to tools and resources you’ll need

throughout the season

• Visit the eBudde Help Center for

any questions related to tech and training

Quick tips to get you started:

Watch

videos!

18 Girl Scouts of Greater Chicago and Northwest Indiana

Cookie Delivery

Cookie delivery will take place January 25–February 4. Your SUCM or SU delivery coordinator

will communicate the details to you. Troops pick up at the designated delivery site. In preparation

for the delivery, you will need to take a total count of your initial order to determine how many

vehicles are needed to pick up the troop order. Have your vehicles empty and ready to be loaded.

Service Unit Delivery Station Sites

• TCMs must verify the troop’s order at the delivery site. Bring a print out of the troop order to

verify case counts.

• A receipt must be signed by the TCM and the SUCM stating that the troop order was received

in its entirety.

• If the order was not received completely, the missing cases must be noted on the receipt by

the SUCM.

• The SUCM is responsible for locating the missing cases.

• Once the receipt is signed, no corrections will be made.

Drive-Through Delivery Sites

• A minimum of two volunteers per vehicle is required.

• One volunteer stays in the vehicle to drive.

• One volunteer veries the case count BEFORE it is loaded into the vehicle.

• A receipt must be signed by the TCM and the SUCM stating that the troop order was received

in its entirety.

• If the order was not received completely, the missing cases must be noted on the receipt by

the SUCM.

• Once the receipt is signed, no corrections will be made.

Product Distribution to Girl Scouts

• Sort each Girl Scout’s order before you schedule a pick up time.

• Prepare a receipt for each Girl Scout.

• Girl Scouts and their families must verify the order and sign a receipt stating that the order

was lled completely and accurately.

• Give the family the yellow copy of the receipt.

• Once the receipt has been signed and the product is in the family’s possession, the parents

agree that the order has been lled correctly and in its entirety; no corrections will be made.

• A receipt should be lled out and signed by the TCM and the parent. The Girl Scout and

her family are responsible for product distribution and payment collection from their

customers and payment in full for all product received from the TCM in full for all product

received from the TCM.

Troop Cookie Manager Guide

How many cases can my car carry?

Use this guide to approximate how many cases of cookies will t in your vehicle. The

amount is calculated with the assumption that the car will be empty except for the driver

and uses all space except the driver’s seat. Safety note: avoid carrying cookie cases and

children in the passenger area of a vehicle at the same time.

Car Type Number of Cases

Compact Car 23

Hatchback Car 30

Mid-Size Sedan 35

Sport Utility Vehicle 60

Full-Sized Station Wagon 75

Full-Sized Van (with seats) 75

Pick-up Truck (full bed) 100

Full-Sized/Cargo Van 200

How it Works

Cookie booth sites are

Girl Scout

-operated

opportunities for customers to purchase cookies

from troops. All Girl Scout levels may participate

in booth sites and will gain valuable experiences

during the process.

Cookie booth site sales provide Girl Scouts

opportunities to develop The 5 Skills, such as

people skills, when they directly interact with

customers, and money management when they

collect payments and make change. Booth site

sales also help girls reach their goals, so we

encourage them to consider participation in cookie

booth sites as part of their cookie program.

Girl Scouts, parents, and other volunteers are

reminded that participation in a booth site is a

privilege provided to them by merchants and

business owners. Everyone who participates

is representing Girl Scouts of Greater Chicago

and Northwest Indiana, and everyone must

always display proper manners and exceptional

behavior and follow all merchant rules and council

guidelines. We should always respect authority,

respect ourselves and others, and leave the booth

Booth Sales

site better than we found it.

At cookie booths, Girl Scouts

should be able to

• Discuss troop goals,

• Count accurate change,

• Be comfortable speaking with customers,

• And know their product.

As an adult, you should

• Choose booth locations that are safe,

secure and appropriate for girls’ ages,

• Provide adequate and attentive adult

supervision,

• And supervise money handling. It’s

always helpful to have a calculator and

cash box handy!

Check out our

website for cookie

booth site tips!

20 Girl Scouts of Greater Chicago and Northwest Indiana

Booth Guidelines for Troop Cookie Managers

 The SUCM/booth coordinator secures booth

site solicitation permits (where necessary).

Request a copy of the permit from your

SUCM/booth coordinator.

 High-rise buildings in downtown Chicago

are reserved exclusively for Loop Sites Days

and will be secured by council.

 If you have a personal connection to a

high-rise building in downtown Chicago,

you may be able to secure that building for

your troop’s use. Please coordinate that

opportunity with Susan Rakis at srakis@

girlscoutsgcnwi.org before January 1, 2024.

 Walmart and Jewel-Osco locations will be

secured by the council. Do not approach

these stores. As approvals are received, they

will be added to eBudde™. You can assist

your service unit by volunteering to help

secure council booth locations!

 All malls in and around Greater Chicago

and Northwest Indiana will be secured by

council. Please do not approach them. As

approvals are received, they will be added

to eBudde™.

 Many businesses notify their customers

that Girl Scout Cookies are coming! Once

you sign up for a cookie booth, that booth

site is uploaded into the Cookie Finder™ app

for customers looking for cookies.

 Cookie booths must always be attended

by two adults and no more than four Girl

Scouts at any given time. (a business may

require a maximum of two or three Girl

Scouts. Please adhere to their requests).

 You must remain at your booth site sale for

the duration of your scheduled time. Please

ensure that you have an adequate number

of cookies. If you leave early, customers who

found you on the Cookie Finder app might

show up to an empty booth, and that’s not

good customer service.

 Only plan to stay at your location for the

time you are scheduled. There may be other

troops that are scheduled at that location

before or after you.

 If there is a conict or error in scheduling

troops, the troop with their conrmation in

eBudde™ has priority. It is important to note

that conicts among volunteers and parents

is unacceptable in front of Girl Scouts, the

public, and store management. If necessary,

please call 855-456-8347, ext. 6722, for

assistance.

 If you must cancel, be sure to remove your

troop from the booth slot in eBudde™.

This will open that slot for other interested

troops.

 Girl Scouts should wear Girl Scout apparel

or display their Girl Scout pin on their coat.

 Cookie booths must be a safe distance from

high-trafc areas such as parking lots and

streets.

 Girl Scouts must always remain close

to their booths; no running around or

approaching people inside the business.

 Take away all garbage and empty cookie

cases when you leave your site. Remember,

Girl Scouts always leave a place cleaner than

they found it!

 Do not place empty cookie cases in the

establishment’s garbage receptacle. Take

them with you.

 Be considerate when the next troop arrives.

Allow 5-15 minutes prior to the end of your

slot to pack up and leave at the appointed

time. Do not wait until the very end of your

time slot to pack up and clean your area.

 Let the business manager know when you

are leaving and thank them for allowing

your troop to set up a booth at their site.

 Consider donating a box of cookies as

a courtesy; a thank you note is always

appropriate.

 Most cookie booth time slots will show

specic information in the notes section

of eBudde™ regarding the location of the

booth within the store, if it is indoors or

outdoors, etc. DO NOT contact booth site

businesses with questions about time slots,

Troop Cookie Manager Guide

direct those questions to the product

program team.

Booth Sign Up

Troops may sign up for booths on the Booth

Site tab in eBudde using the following

schedule:

 January 7 at 7:00 , troops may select

up to two slots.

 January 14 at 7:00 , troops may select

and additional two slots for a total of four.

 January 21 at 7:00 , troops may select

as many time slots as they choose.

For detailed instructions on

selecting booths

My Sales/Troop Booth Sites

A “My Sale” or “Troop Booth” Site is a

business or location that is requested by a

troop for their use. It is typically a one day

site where one of the troop members has

a personal connection (such as family or a

close personal friend). Locations that are

part of chains or franchises, where more

than one day is given for all of the troops in

the area do not qualify for a My Sale. Do not

contact large chain grocery or retail stores.

All My Sales should be approved by the

service unit cookie manager (SUCM). Many

service units ask troops to contact the SUCM

before approaching any business for a My

Sale to make sure the location is appropriate

and not a duplicate of a location secured by a

service unit or another troop already.

The troop will receive an email reminder

about the date, time and location during the

week before the booth is scheduled.

My Sale” or “Troop Booth” may not be

secured or entered into eBudde™ until

January 29.

Donations at Booths

All donations received by the troop

during the cookie program period are to

be converted into GOC. Every “keep the

change” or direct contribution should

be converted into GOC. Troops should

not keep direct cash contributions

during the cookie program.

Troop Credit Card

Processor

Use the Digital Cookie App to collect

payment for credit card cookie orders!

Customers will love the ease of paying

for their cookie order with a credit card,

and troops will benet by offering their

customers a cashless option. Optimal

Character Recognition (OCR) allows for

contactless checkout/scan payment

using the phone’s existing technology

to scan a credit card. Plus, there is a QR

code for purchasing cookies from the

troop site.

Troops are welcome to use other credit

card processors, such as Clover, but

please note that this is the last year that

Girl Scouts GCNWI will cover Clover

credit card fees. Our partnership with

Clover will conclude August 31, 2024.

We recommend collecting credit card

payments with the Digital Cookie App

to avoid fees and to streamline the

process for next year.

Troops are welcome to use other credit

card processors. However, the council

cannot reimburse the troop for those

credit card fees.

22 Girl Scouts of Greater Chicago and Northwest Indiana

Cupboards will open Monday, January 29,

through March 11, 2024. Gathering place cookie

cupboards will be closed on February 19.

At a cookie cupboard, you can:

• Bring cookies that were damaged

upon delivery or not up to standard to

be exchanged: Gathering place cookie

cupboards are the only places you can

exchange damaged product. Please note

that exchanges are not for credit and are

only eligible if the cookies were damaged

prior to delivery.

• Pick up additional cases or packages of

cookies: Please note troops may pick up

individual packages including packages

for Goal Getter orders from gathering

place cupboards only.

Cookie Cupboards

Our council has several cupboards at our

various gathering places and other spots

around the area.

Be on the lookout in January 2024 for

our conrmed listing of cookie cupboard

locations and hours of operation.

• Verify, load, and count your own cookies.

• For your records and in the event that any

discrepancies are found, make sure to

keep a copy of the cupboard transaction.

Additional cookies will be charged to your

troop once the transaction is posted in

eBudde. Also, make sure to download and

log into the eBudde app if cupboards are

using electronic transactions.

Initial orders cannot be lled at cupboards.

What to Know About Cookie Cupboards

Pending Order Submissions for Additional Cookies

If additional cookies are needed, orders can

be placed with their cupboards of choice.

This system helps our council stay updated on

inventory so we can make sure all cupboards

are fully stocked.

The TRANSACTIONS tab, where you can

place pending cupboard orders, will be

available at 7:00  CST on January 22, 2024.

Troops will place pending cupboard orders

through eBudde™ with a 24-hour advance

notice, and cupboard managers will use

eBudde™ to process pending orders into

completed orders at the time of troop pick up.

Orders will remain pending in eBudde™ until

they are picked up.

Goal Getter orders should never be entered into

eBudde™.

Only TCMs and leaders established in eBudde™

will be allowed to place and pickup orders from

the cupboards.

Troops and their authorized users will be

locked out of eBudde™ and unable to place a

cupboard order if:

1. No ACH information is submitted.

2. The February 15 ACH sweep is not

successful.

eBudde™ access will be reinstated after the ACH

information is submitted and/or a payment equal

to the February 15 ACH sweep is successful.

Troop Cookie Manager Guide

 Click on the TRANSACTIONS tab in

eBudde™ to get started.

 Click the +Add button

 Date: No entry needed—the transaction

date is automatically created.

 Receipt #: Automatically assigned.

 Type: Select type of transaction.

• Normal—Transaction with no specic

designation.

• Booth—Transaction is for a booth sale.

 Select “Cupboard”.

• In the drop-down menu, select the

cupboard location for pick up.

 Pick up: Select the date/ time that cookies

will be picked up.

 Cookie Order

• Product Movement: Select “Add Product”.

• Cases: Enter the number of cases you

need for each variety.

• Packages: Enter the number of packages

you need for each variety

• Save: Save transaction.

Your transaction will appear as “pending”

in eBudde™. This status noties the cookie

cupboard staff to prepare your order. You

will also receive an email indicating you have

a pending transaction. If you do not receive

an email, you may not have saved your order.

Once you have picked up your order the

“pending” status will be removed.

How to Place a Cookie Cupboard Order

Cookie Cupboard Pick Ups

• Print out your troop’s pending order and

bring it to the cupboard. If other volunteers

are assisting you with the pick up, make

sure they have a copy of the pending order

from eBudde™ and know the troop number.

• Troops may designate a volunteer in

eBudde™ to pick up cookies from the

cupboard. Troop leaders and TCMs should

NEVER designate themselves as a “Troop

Cookie Pickup-Only User” in eBudde™

because that will confuse their status in

eBudde™.

• Give your complete troop number (i.e.,

ve digits) to the cupboard staff. Your

pending order will be reviewed with you

and you may have an opportunity to adjust

quantities.

• Do not assist the cupboard staff with lling

the order. Too many hands may result

inaccurate cookie count.

• Count, count, count! Verify and sign for

your order before you load your vehicle

and leave the cupboard! You are nancially

responsible for what you sign for, not for

what you take. Orders will not be adjusted

once you leave the cupboard!

• Troops are only nancially responsible for

cookies once the pending order has been

picked up and is marked completed in

eBudde™.

Tip: Patience and understanding is necessary

as many cupboards are run and/or staffed

by volunteers, and they deserve respect and

cooperation.

There are no returns or exchanges on

any cookies.

Damaged cases/packages will

be replaced through the gathering place

cupboards for the same variety only. All

cookies ordered by the troop will be the

troop’s responsibility.

Damaged Means:

• Crushed packages or cases

• Sealed but empty packages

• And/or packages returned by a customer

for any reason

24 Girl Scouts of Greater Chicago and Northwest Indiana

In order to ensure that every package of cookies is accounted for, allocations are an important

part of your responsibilities as a TCM. Even if a troop is opting out of rewards and higher

proceeds, cookie allocations ensure each girl earns the highest number bar patch (100+).

As the TCM, you should record all girl payments in the GIRL ORDERS tab of eBudde™ to

properly account for the amount due from each Girl Scout. eBudde™ tracks each Girl Scout’s

nancial responsibility and helps make your troop collections that much easier.

Girl Allocations

Understanding Girl Troop View

How to Allocate Cookies

• Girl Totals—This line displays all the cookies that have been allocated to the

Girl Scout

s. The

goal is to ensure that the overall

Girl Scout

total matches the troop order.

• Troop Order—This line includes all the packages of cookies your troop has received for initial

order, troop-to-troop transactions, cupboard pick ups, GOC, etc. This is the total number of

packages that your troop is responsible for and updates throughout the cookie season.

• Difference—This line indicates whether you still have cookies to allocate to

Girl Scout

s (a

negative number) or if you have over-allocated the troop order (a positive number). The

goal is that your difference is zero (0) by the end of the cookie program. As you allocate

packages of cookies to

Girl Scout

s, this total will be updated.

• In the GIRL ORDERS tab of eBudde™ (select Record Booth Sale).

• Select the booth site that you wish to allocate packages or GOC.

• Enter the number of packages of cookies sold, by variety.

• Click GO TO DISTRIBUTE

• All the Girl Scouts in the troop will be listed with checkmarks by their names. Uncheck any

Girl Scouts who were not at that booth.

• Click DISTRIBUTE and eBudde™ will allocate the cookies and money evenly amongst the

Girl Scouts selected.

• Click SUBMIT SALE.

• Start in the GIRL ORDERS tab of eBudde™.

• Here you can allocate packages sold beyond initial order, meaning cookie booth sales and

GOC donations.

• Enter a girl record by clicking on a

Girl Scout

’s name.

• Click +ORDERS.

• Add comments, packages sold in each category, and the payment.

• Click SAVE.

How to Allocate Booth Cookies

Troop Cookie Manager Guide

Balancing your inventory of cookies on hand

is critical. Regularly count the number of

packages/cases in the troop inventory and

compare that to the number of packages/

cases that eBudde™ says the troop should

have in inventory. eBudde™ lists the troop’s

inventory in the “Difference” row at the

bottom of the GIRL ORDERS tab.

Timely entry of the girl orders (based on

the signed receipts) in the GIRL ORDERS

tab, and entry of the booth sales (using the

Booth Sales Recorder app or the “Record

Sales “ option of the eBudde™ Booth Sites

tab), should make balancing much easier.

Balance the troop inventory on a regular

basis.

• This will help the troop to know how

many cookies are in inventory (to

determine if more cookies are needed or

Financial Responsibility

Inventory Management

the troop has too many and needs to start

troop-to-troop transfers).

• This will make wrapping up the sale so

much easier (no scrambling at the end of

the sale to nd a problem).

If there is a difference, double check the

following:

• Recount your actual on-hand inventory.

• Compare all girl orders and booth packages

sold have been entered according to the

signed receipts or booth tally sheets.

• You can also make corrections to an entry

by clicking on that line and entering your

edits.

• Conrm cupboard pick ups by reviewing

the TRANSACTIONS tab (Note: if there is

a pending cupboard order, that order will

be included in the TOTAL ORDER row on

the GIRL ORDERS tab).

Troop cookie managers are challenged to motivate Girl Scouts to sell as many packages as

possible AND to keep an eye on the ow of cash, checks, and credit card payments as well

as the cookie product, all at the same time. If TCMs place too many restrictions on how

troop funds ow into the treasury, they risk suppressing the eagerness of Girl Scouts to

sell their hearts out. If no guidance is given for nancial responsibility, the troop can risk

losing the entire cookie season to the careless person who didn’t know how to handle lots

of cash on the kitchen table.

Every TCM should set logical, attainable goals for depositing all funds into the proper

troop bank account as promptly as possible. When in doubt, please ask your troop leader,

SUCM or the product program team for additional guidance.

26 Girl Scouts of Greater Chicago and Northwest Indiana

Troops’ Financial Responsibility

• All cookies ordered as part of the initial

order period.

• All cookies picked up at cupboards under

the troop number.

• Any lost, stolen, or counterfeit money.

TCMs/Troop Leader Financial

Responsibility.

• All Girl Scouts’ payments received for cookies

and all monies collected at booth sales.

• Always complete a receipt whenever a Girl

Scout receives cookies, or a payment is

made to the troop. Both parties should sign

and keep a copy of the receipt.

• All Girl Scouts’ rewards earned by the

troop/group.

• Be sure to deposit collected monies into the

troop bank account and keep copies of the

bank receipts to turn in with your nancials

at the end of the program.

Automated Clearing House (ACH)

• TCMs must distribute all rewards to

Girl Scouts with no outstanding debt

upon receipt.

• When distributing cookies for a booth, keep

track of the cookie booth cookies on the

receipt, and cookies and money returned at

the end of the booth sale.

• Log receipts on the GIRL ORDERS tab daily.

• Any lost or stolen cookies.

• Reminder to get receipts for all transactions.

Count, count and count again please!

Each Family’s Financial

Responsibility

• All cookies received by each Girl Scout.

• All money received from customers.

• Get a signed receipt from the troop

treasurer/leader if you give them the money

to deposit into the troop account.

GSGCNWI uses ACH electronic funds transfers for the Girl Scout Cookie Program. The ACH

system uses the troop’s bank routing and account numbers to identify the accounts to be

credited or debited. This secure system through which funds are “swept,” or electronically

transferred helps make the collection of payments easy for volunteers like you and the council.

Sweep Amounts

ACH Sweep example:

The sweep is calculated by taking the total initial order, subtracting the amount of

proceeds on those cookies, and then subtracting any digital cookie payments made for

online orders. The sweep will then be half of that amount.

◊ Total troop sales — 100 packages X $6 = $600.00 (this amount includes

Digital Cookie orders processed

before initial order placement)

◊ Troop proceeds — $1.05 X 100 packages = –$105.00

◊ Any digital cookie payments dated before 1/17/24 = –$ 30.00

◊ Council proceeds-total amount owed for initial order = $465.00

◊ ACH sweep # 1 50% of amount due to Council above = $232.50

You can quickly and easily check your balance due in the SALES REPORT tab of eBudde™.

Troop Cookie Manager Guide

• Digital Online Cookie (DOC) payments will be labeled DOC SHIP or DOC DLVR—

These payments are deducted from the amount the troop owes council.

• Total Pkgs Received—The total accounts for the number of packages your troop is

responsible for and updates throughout the cookie season.

• Total DOC Pkgs Received—The total accounts for the number of packages your troop

received through Digital Online Cookie orders.

• Total DOC Charity Pkgs Received—The total accounts for the number of Gift of Caring

packages your troop received through Digital Online Cookie orders.

• Total DOC Delivered Pkgs Received—The total accounts for the number of packages your

troop received through Digital Online Cookie orders that were earmarked as girl-delivered.

• Total Troop Sales—This line reects the total packages received times $6 per package.

• Troop Proceeds: This line shows what proceeds the troop has earned to-date in the

current cookie season.

• Council Proceeds—This line is the remaining balance that the troop is responsible for

paying.

• Deposits Made—This section displays all successful payments made to the council,

whether it was through ACH sweeps, Goal Getter transactions, or payments made in-

person.

• Balance Due ACH—This is the amount that will be swept from your troop account through

ACH. Payments toward this amount owed can also be made at any gathering place.

Understanding the Sales Report

28 Girl Scouts of Greater Chicago and Northwest Indiana

How to Handle the Money

Girl Monies

• All participating Girl Scouts must be

registered with GSUSA and have a signed

Girl Scout Permission and Responsibility

Form turned in to the TCM prior to

participating in the cookie program.

• Girl Scouts may accept cash and/or checks

made payable to “Girl Scout Troop XXXXX-

GCNWI” as payment for cookies. Girls

should only accept preprinted checks with

the issuer’s address.

• Cookie funds should be collected from

Girl Scouts and safeguarded by parents

immediately. If the money and/or product

is stolen, a police report needs to be led

and the council needs to be notied

immediately.

 Additionally, the loss needs to be

reported to your private insurance

carrier. Ultimately, the individual who

lost the money/product is nancially

responsible to the council. Cookie funds

should be submitted for deposit to

the TCM immediately in their original

form (cash and/or customer checks),

promptly and frequently. Parents must

NEVER deposit cookie funds into their

personal bank accounts. A receipt must

be lled out and signed by the TCM and

the parent any time money and product

are exchanged.

Troop Monies

• New this year! Council will roll over

banking information from last year.

However, troop information changes

frequently and we must have the most

current bank information in the system

prior to the ACH sweep. No exceptions!

Please use the online ACH form found at

girlscoutsgcnwi.org/cookie-resources.

• Troops will be permitted to submit one

(1) request to adjust the ACH Sweep one

to accommodate late girl payments on the

rst ACH Sweep. A minimum sweep of 25

percent of the amount due is required for

a ACH adjustment to be accepted.

• Troops must pay the entire balance due

with the second ACH Sweep. In the event

of an outstanding balance, you MUST

submit an ACH Adjustment form and

Individual Collection (IC) form for

that Girl Scout.

• Troops that transfer cookies to another

troop must enter the transfer into

eBudde™ a minimum of one (1) week prior

to the last ACH Sweep.

• Troops that submit an ACH adjustment

for the second ACH Sweep will delay

the nal sweep for two weeks only. A

nal sweep for the total amount due is

scheduled for March 29.

• Troops that do not enter their troop-to-

troop transfers by the deadline will be

responsible for monetary transactions

between troops.

• Troops and all their authorized eBudde™

users will be locked out (or remain locked

out) of eBudde™ after rst ACH sweep if:

 They have not submitted their

banking information,

 They return NSF in the rst sweep,

 Or if their sweep returns because of

invalid account information.

 Troops and all their authorized

eBudde™ users will be reinstated in

eBudde™ if they make a payment

equal to the February 15 sweep or a

follow up sweep two weeks later is

successful.

Troop Cookie Manager Guide

• Troops should never pay for a Girl Scout’s delinquency; service units should never

pay for a troop delinquency.

• If a Girl Scout has placed an initial order but has not paid the troop for that order,

additional cookies should not be given to that Girl Scout until the initial order is

paid. If a troop gives additional cookies to that specic Girl Scout before the initial

order has been paid for, the council will not accept an IC form for that Girl Scout’s

open cookie balance.

• Troops may not submit another IC form for a Girl Scout’s open cookie balance if

that Girl Scout was reported as delinquent in previous year.

• IC forms for Girl Scout delinquencies and ACH adjustment forms must be

submitted by March 14, 2024.

• In the event that a volunteer has a bad debt, the council will attempt to make

contact three times. After three attempts have been made, the volunteer will be

sent to collections and released from their volunteer position. In the best interest of

our Girl Scouts, volunteers and the council at-large, Girl Scouts GCNWI reserves the

right to prosecute if the troop has an unpaid balance.

• Troops or parents that have a balance with the council will be sent to collections

after June 1, 2024. No payment plan will be offered.

Returned Checks

• Troops will be reimbursed for customer NSF check charges only; bank charges

to the troop due to lack of funds in the troop account when payment is due

will not be refunded. Troops must ll out and submit a Returned Check Fee

Reimbursement Request Form within seven days of receipt. The form can be found

at girlscoutsgcnwi.org/cookie-resources.

Collection and Delinquency Issues

30 Girl Scouts of Greater Chicago and Northwest Indiana

Troop to Troop Transfers

Troop-to-troop transfers are entered in eBudde™ by the troop who is “transferring away” the

cookies. When cookies are moved from one troop to another, no money changes hands between

troops; cookies are moved in eBudde exactly like cupboards. The inventory and nancial

responsibility moves to the receiving troop.

• An agreement must be made between the two troops prior to the cookie transfer.

• The council will not be responsible for any discrepancies between troops regarding troop transfers.

• All troop transfers must be entered into eBudde™ a minimum of one week PRIOR to the nal ACH

sweep. No exceptions. If they are not transferred in time, it will be up to the two troops doing the

transfer to work out the cookies/payment on their own.

Guidelines

Instructions

• Click on the TRANSACTIONS tab in eBudde™

to get started.

• Click +ADD.

• Date: No entry.

• Pick up: No entry.

• Type: Select “Normal”.

• Second Party: Select “Troop”.

• Troop Number: Enter the ve-digit troop

number of the troop receiving the cookies

being transferred.

• Product Movement: Select “Remove Product”.

• Cases/Packages: Enter the number of cases

and/or packages you are transferring for each

variety.

• Save.

This transaction will move cookies from the dispensing troop to the receiving troop’s sales report and

adjust their debt to council.

If an error is made in posting, simply click the transaction on the listing. Make corrections and resave the

correction.

Troop Cookie Manager Guide

Wrapping Up the Cookie Program

If you’ve kept up with everything, wrapping up the cookie program should be easy. Refer to this

list that outlines all the steps required to nish the season.

 Make sure that all cookies you received, either

through the cookie cupboard or troop-to-troop

transfers, are accurately posted to the troop.

 Allocate packages on the GIRL ORDERS tab

to make sure that every package is allocated to

a Girl Scout. Even if your troop is opting out of

rewards, this is essential to ensuring every Girl

Scout earns the right “Number Rocker” patch.

 Make sure all Girl-Delivered orders have

been lled from your troop extras or through

cupboard orders.

 Gift of Caring sales from individual orders and

booth sites need to be accounted for on the

GIRL ORDERS tab, because these sales impact

the GOC Rewards and girl overall sales. Record

and allocate all GOC sales to the girl level.

 Record all girl payments on the GIRL ORDERS

tab. Stay ahead of this and record every

payment as you receive it.

 The nal opportunity for Junior, Cadette,

Senior, and Ambassador troops to opt out

of rewards is March 14, at 7:00  CST. You

can opt out in the SETTINGS tab.

 Submit all rewards by March 14 (11:59  CST).

 Please note: Troops with an average of 200

packages-per-girl must communicate with

Girl Scouts’ families to gure out what t-shirt

size and selections should be ordered. This is

extremely important, as there are no extras

available because we only order sizes based on

eBudde™ selections. Also, up to two t-shirts

may be ordered for troop volunteers. Sizes are

required at this time. We sincerely thank you

for your help!

 Keep a print and downloaded copy of your

sales report, found on the SALES REPORT

tab. This is necessary when completing your

end of year troop nancial reports, as this and

deposit receipts will be requested.

 Congratulations to your Girl Scouts is in order!

Plan a celebration for all of the hard work

you and your Girl Scouts put into our cookie

program.

The GIRL SCOUTS

name, mark and all associated trademarks and logotypes, including GIRL SCOUT COOKIES

, GIRL SCOUT COOKIE SALE

, THIN MINTS

, TREFOILS

and the Trefoil Design, ar

owned by Girl Scouts of the USA. Used under authority of Girl Scouts

of the USA. SAMOAS, TAGALONGS, DO-SI-DOES and SAVABNNAH SMILES are registered trademarks of Kellog NA Co.