Troop Handbook (PDF) - Girl Scouts Spirit of Nebraska

2014 FALL PRODUCT MANAGER
PROGRAM MATERIALS
The Fall Product Program offers two product lines with five ways
to participate. Troops can participate by selling just one, all, or any
combination of the options offered. It is a great way to earn funds for the
troop and recognitions for the girls, while teaching valuable leadership skills.
IMPORTANT DATES and TASKS
BY SEPTEMBER 12:
SALES OPTIONS:
Nuts/Candy
1. Girls take nut/candy orders
using traditional order card,
including NEW! Project Share
orders.
2. NEW!!! nuts/candy online
orders! Girls complete QSP/
Nut Online Program and send
12+ emails to offer customers
options to order nuts/candy
ONLINE!
___Confirm all girls are registered with the council BEFORE selling.
___Attend a troop meeting to train girls AND parents; review program
and materials.
___Distribute girl packets (nut/candy order card, Address Booklet,
online activity and NEW! “to remember this” fliers and Pay Now
magazine materials) and Family Guide.
√√ Parents sign top portion of 2014 Fall Product Program
Participation Permission and Product/Payment Receipt
(required for every girl who participates in the 2014 Fall Product Magazines/Keepsakes
1. Girls complete QSP/Nut Online
Program).
Program and send 12+ emails
√√ Obtain signatures from ALL girls AND parents on Recognition
to invite customers to order/
Opt Out Contract, if applicable.
SEPTEMBER 12 – OCTOBER 9:
___Sale dates for nut/candy, NEW! Project Share, magazine and
NEW! “to remember this” keepsake orders.
___NEW! Project Share Program: Girls offer customers the
opportunity to donate nuts/candy or magazines to our active
military.
√√ Customers write the number of nut/candy items or magazine
vouchers they wish to donate in the “Thank You” columns on
the nut/candy order card.
√√ Girls earn Share patch for selling 6 items. Sales count towards
girl’s nut/candy recognitions.
√√ Troop earns 12% (13% for opt-out troops) of the selling price for
each sale in troop profit.
√√ The COUNCIL handles all order fulfillment and distribution.
___Girls collect PAYMENT for Pay Now and NEW! Project Share
orders as received (CASH or check payable TO PARENT only.
TROOPS DO NOT ACCEPT CHECKS FROM CUSTOMERS).
√√ Money for traditional order card nut/candy items is collected
when items are delivered.
√√ Customers provide QSP/GAO credit card information for online
nut/candy, magazine and NEW! “to remember this” orders.
renew magazines and NEW!
“to remember this” keepsakes
ONLINE!
2. Girls ask customers to order/
renew magazines and NEW!
“to remember this” keepsakes
using a Pay Now order form.
3. Girls complete an Address
Booklet.
Troops earn 12% (13% for
opt out troops) of selling
price for every magazine,
nut/candy and NEW! “to
remember this” item sold.
Troops earn $3.00 for
each COMPLETE Address
Booklet (one per girl).
NEW IN 2014!!
ONLINE nut/candy ordering, including online exclusive
products and gift items!!
NEW! English Butter Toffee and Almond Cran-Orange on
order card!!
NEW! Project Share - customers order nuts/
candy & magazines to donate to the military!!
NEW! “to remember this” keepsakes, including
photo books, posters, calendars and more!!
For assistance contact
your Product Sales
Coordinator (PSC)
IMPORTANT DATES and TASKS (con’t.)
OCTOBER 9 BY 11:59pm (CST):
___DEADLINE - ONLINE magazine, NEW! “to remember this”, and nut/candy orders must be
submitted.
OCTOBER 10:
___DEADLINE - Nut/candy order cards (including PAYMENT for NEW! Project Share orders), Address
Booklets, Pay Now order forms (WHITE & YELLOW copies,with PAYMENT) and Girl’s Online Sales
Reports due.
√√ Check Pay Now form(s) are COMPLETE and include full payment; bundle with troop number
showing (customer keeps PINK copy, troop keeps YELLOW copy, WHITE copy only is submitted to
PSC).
√√ Count Pay Now & NEW! Project Share payments with parent; sign a Supplemental Payment
Receipt for all money received.
√√ Check Address Booklets are COMPLETE with EIGHT names AND addresses; bundle with troop
number showing.
___Enter all orders into Nut-E data entry system (see back for instructions).
OCTOBER 13:
___DEADLINE - Email or call your PSC to confirm order entry in Nut-E is complete. Deliver bundled
Address Booklets, Pay Now order forms (WHITE copy only) and Recognition Opt Out Contract, if
applicable, to PSC.
BEGINNING NOVEMBER 5:
___Pick up troop nut/candy order from the Delivery Station as scheduled.
√√ Carefully count items, review the financial information and sign the T2 Troop Order report.
___Distribute nut/candy items to girls.
√√ Pre-sort orders and schedule parents for pick up.
√√ Have an adult count order and sign the Nut/Candy Receipt portion of 2014 Fall Product Program
Participation Permission and Product/Payment Receipts, and PROVIDE VALID IDENTIFICATION.
Give signer PINK copy.
√√ Remind families that all money is due by NOVEMBER 24, 2014.
NOVEMBER 5 – NOVEMBER 23:
___Girls deliver nut/candy items and collect money (CASH or checks payable TO PARENTonly. TROOPS
DO NOT ACCEPT CHECKS FROM CUSTOMERS).
NOVEMBER 24:
___DEADLINE - ALL nut/candy money is due (CASH or check FROM PARENT payable to TROOP, if
allowed).
√√ Count money with parent and sign Payment Receipt portion of 2014 Fall Product Program
Participation Permission and Product/Payment Receipt or Supplemental
Payment Receipt for ALL money received. Give parent WHITE copy when paid
in full.
√√ Deposit ALL money into TROOP ACCOUNT.
NOVEMBER 25:
___DEADLINE - Fall Product Collection Report, along with proper
documentation, due to Product Program Manager to be
able to adjust the ACH withdrawn from troop account.
DECEMBER 2:
___DEADLINE - ACH for Total Amount Due Council
from T2 Troop and Supplement Orders withdrawn
from troop account.
BEGINNING DECEMBER 10:
___Pick up troop recognitions as scheduled.
HERE’S HOW THE SALES OPTIONS WORK!!!
1. Girls ask . to purchase nut/candy items via a traditional order card, including NEW! Project
Share orders for donations to the military.
√√ Complete nut/candy order cards are due to the FPM by OCTOBER 10, 2014.
√√ Girls submit PAYMENT for NEW! Project Share orders with order card. All NEW! Project
Share payments are deposited into TROOP ACCOUNT. The council portion of payment will
be ACH withdrawn on DECEMBER 2, 2014.
√√ Payment for all other nut/candy orders is collected at time of delivery and due by NOVEMBER
24, 2014.
2.Girls invite customers to order (or renew) magazine subscriptions, nuts/candy and NEW “to
remember this” keepsake items ONLINE!
√√ Girls go to the COUNCIL website (www.girlscoutsnebraska.org), click on QSP/Nut Online
Program icon, register, complete QSP/Nut online activities, and provide at least 12 email
addresses.
»» Within 72 hours, these individuals receive an e-mail from QSP/GAO detailing how they can
order their favorite magazines, NEW! “to remember this” or nut/candy products ONLINE.
»» Three reminder emails are sent 5-days apart. Customers may opt-out of receiving reminder
emails.
√√ By OCTOBER 10, 2014, girls must log in and print Girl’s Online Sales Report to submit to the
FPM. Report details emails sent and all online orders received.
3.Girls ask customers to order/renew magazines and NEW! “to remember this” photo keepsakes
using a Pay Now order form.
√√ Customers review catalog of magazines and NEW! “to remember this” items and complete
a Pay Now form.
√√ Customers keep the PINK copy of the form. The WHITE AND YELLOW copies are submitted
to FPM by OCTOBER 10, 2014 WITH PAYMENT (CASH or check from PARENT, if allowed,
payable to TROOP).
√√ Troop retains YELLOW copy for their records and WHITE copy goes to PSC.
√√ ALL Pay Now money received is deposited into TROOP ACCOUNT. Council portion of
payment will be ACH withdrawn DECEMBER 2, 2014.
4.Girls complete an Address Booklet (one per girl) with the name and COMPLETE address for
EIGHT (8) individuals (new total for 2014).
√√ Address Booklets submitted to FPM by OCTOBER 10, 2014.
√√ After the first of the year, these individuals will receive a
packet from QSP/GAO detailing how they can order/renew
their favorite magazines or order NEW! “to remember this”
keepsake items through the mail.
√√ Because of when the completed
Address Booklets are submitted to QSP/
GAO, items ordered from the mailing
CANNOT be credited to a specific troop or
girl. Girls receive their recognition patch,
and troops receive the $3.00 profit when
Address Booklets are SUBMITTED. Any
items ordered from the mailing do directly
support the COUNCIL.
ENTERING TROOP
ORDERS IN NUT-E
(www.ashdonfarmsnute.com)
Log in name: FPM email address from Intent Form
followed by 2014 ([email protected])
Password: candy (Nut-E is not case sensitive)
Select 2014-2015 Product Sale and click Sign In.
Click Troops in the top navigation.
√√ Check that troop contact information is correct.
√√ Select your troop LEVEL (Daisy, Brownie, Junior, etc.)
from drop down.
√√ IF your troop has chosen to opt out of recognitions,
select Without Recognitions under Proceeds Plan.
√√ Click Save.
√√ Complete Troops section BEFORE entering any girl
orders.
Click Girl Orders in the top navigation.
√√ Enter the number of REGISTERED girls.
√√ Click Add Girl Name. Type each girl’s first and last
name and click Add Girl. Enter all names BEFORE
entering girl orders.
√√ To enter each girl’s order, click the green plus icon in
front of the name.
»» Enter number and dollar amount of all Pay Now
subscriptions and NEW! “to remember this”
orders (per Pay Now order forms submitted).
»» Enter number and dollar amount of all online
magazine subscriptions and NEW! “to remember
this” orders (per Girl’s Online Sales Report).
»» Enter “1” if an Address Booklet was submitted
(NOT THE NUMBER OF PAGES COMPLETED).
»» Enter “1” if 12+ e-mail addresses were submitted
(NOT THE NUMBER OF EMAILS SENT).
»» Enter the TOTAL quantity and dollar amount of ALL
nut/candy items ordered online (per Girl’s Online
Sales Report).
»» Enter quantities for each nut/candy variety from
the traditional order cards.
»» Enter the quantity of NEW! Project Share items in
the “Thank You” columns on the order cards.
»» Click Save.
√√ The recognition order will automatically generate
based on each girl’s order. Review recognition order
for accuracy and click Save.
√√ If product & recognition orders are correct click Yes
in the “Is this order complete?” box. This will take
you back to the Girl Orders screen; follow the above
instructions until all girl orders have been added.
√√ When ALL orders are entered, click Submit Order.
Once you submit your order, you are unable to make
any changes.
For a record of your order, the G1 - Girl Orders under
Reports provides a Microsoft Excel/CSV file of the
troop’s order. You can print the spreadsheet or review it
on your computer.
By OCTOBER 13, 2014, contact PSC to confirm order
entry is complete.
MONEY MATTERS
Troop Profit:
12%/13%* for all nut/candy, magazine AND NEW! “to
remember this” items.
$3.00 for each COMPLETE Address Booklet (one per girl).
*RECOGNITION OPT OUT: Troops can opt out of
receiving recognition items to earn additional troop
profit. Troops earn 13% of the selling price for every
nut/candy, magazine and NEW! “to remember this”
item sold. Girls still receive all patches earned.
A Recognition Opt Out Contract signed by ALL the girls
AND their parents is required, and must be submitted
to your PSC by OCTOBER 13, 2014. Troops must also
select Without Recognitions under Proceeds Plan in
Nut-E.
Girls payments:
»» Money for Pay Now magazine and NEW! Project
Share orders is due at time of order.
»» Money for all other nut/candy orders is due at time
of delivery.
»» Girls are STRONGLY ENCOURAGED to accept ONLY
CASH. Any checks accepted are made payable TO
THE PARENT. Troops DO NOT accept checks from
individual customers.
»» Parents pay the troop with CASH or check FROM
THE PARENT (if allowed). Work with the troop leader/
treasurer to determine your troop’s payment policy.
»» Payment from Pay Now and NEW! Project Share
orders is due to the troop when orders are submitted
OCTOBER 10, 2014
»» Payment for nut/candy orders is due to the troop
NOVEMBER 24, 2014.
»» A payment receipt must be signed for all money
received from a parent.
Troop payment:
»» ALL money received is deposited in the TROOP
ACCOUNT.
»» Payment to the council is facilitated via an ACH
withdrawal from the TROOP ACCOUNT on
DECEMBER 2, 2014. Troops selling ONLINE
magazines and NEW! “to remember this” items
ONLY, will have troop profit ACH DEPOSITED into
TROOP ACCOUNT on DECEMBER 2, 2014.
Collections:
For problems collecting money from an individual, print
the Fall Product Collection Report from the council
website (www.girlscoutsnebraska.org), and follow the
process detailed on the form. Fall Product Collection
Reports and supporting documentation, must be
submitted to your Product Program Manager by
NOVEMBER 25, 2014 in order to be able to adjust the
ACH withdrawal on DECEMBER 2, 2014.

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