2019 Fall Product Program

Troop Fall Product Coordinator Manual

Questions?

Service Unit Fall Product Manager

Girl Scouts of Central Texas12012 Park Thirty-Five CircleAustin, TX 787531-800-733-0011

Additional Resourceswww.gsctx.org

Cookies-->Fall Products-->ResourcesForms-->Click “Options”-->Check “Cookies and Product Sales” in drop-down menu-->Click “Search”

QSP Customer Service(magazine subscription questions and inquiries)www.gaotrak.com877-289-6247

UNIFY Login Information

Login Name:

Password:

Welcome to the Fall Product Program!

To get your troop started, complete the following steps:

□ Participate in training with your SU Fall Product Manager □ Receive from your SU Fall Product Manager:

* Receipt Books* Girl Sales Packet* Parent Permission Forms* Money Envelopes

□ Turn in ACH Authorization via Formstack for new/updated bank accounts by October 11 (Friday)

□ Complete Troop Fall Product Coordinator Agreement online via Formstack by September 13th (Friday)

□ Ensure all girls register for 2019-2020 Membership Year □ Ensure all girls accept Internet Safety Pledge (found online) □ Discuss participation options with girls in your troop. Troops

may choose any or all of the following options:* Nuts and Candy

◦ In-Person ◦ Online

* Magazines, Candles, Cards, and Tumblers ◦ Online

□ Distribute girl materials, collect signed Parent/Guardian Permission forms, and discuss the following at your troop meeting (See sample training agenda on Page 12)

* Important Dates* Process to turn in orders/money* Troop Proceeds and girl rewards* Online Girl Delivered & online sales

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Sale Timeline

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Before the SaleSeptember◊ Attend training with SU Fall Product Manager◊ Set up training with parents and girls (after you attend training)◊ Update troop information in UNIFY: Log in at https://girlscouts.qspgao.com/centraltexasFriday, September 13◊ NEW! Troop Fall Product Coordinator Agreements due via Formstack (online only) to SU Fall Product ManagerFriday, October 11◊ ACH Authorizaton due to GSCTX - New troops and troops with updated bank account numbers ONLY

* Submit online via Formstack (See [here])* No paper option

During the SaleOctober 1 - Fall Sale begins◊ Girls may begin taking orders◊ Girls may set up their online store and begin sending emails to family/friends (Visit https://girlscouts.qspgao.com/centraltexas)Monday, October 14◊ Final date for girls to take paper Nut & Candy ordersOctober 14-15◊ Parents enter their own Girl Scout’s paper Nut & Candy orders

Thursday, October 17 by 11:59 PM◊ Troop deadline to verify all orders have been entered and input missing ordersOctober 15 - November 18◊ Online sales continue for the Nut and Candy store and Magazine store◊ Customers must place their online orders by November 18th for the troop to receive proceeds and girls to receive rewards for those orders◊ Orders placed after November 18, 2019 at 11:59 PM will not count towards girl rewards or troop proceeds

After the SaleNovember 6-11◊ Product arrives to SU Fall Product ManagerNovember 6-14◊ SU Fall Product Manager distributes product to troops◊ Troops distribute product to girls - MAKE SURE ITEMS ARE COUNTED AND RECEIPTED!!!Friday, November 15 by 11:59 PM◊ Deadline for Troop Fall Product Coordinators to transfer all product from the Troop Cupboard to girls

November 11 - December 4◊ Troop collects money from girls/parents - MAKE SURE RECEIPTS ARE WRITTEN!!!

Tuesday, November 19 by 11:59 PM◊ Parent deadline to submit girl rewards in UNIFY

Monday, November 25◊ Deadline to submit Collection/Discrepancy forms (email products@gsctx.org)◊ Deadline to submit Credit Card Reimbursement forms to GSCTX (Complete our Credit Card Reconciliation Form via Formstack)Wednesday, December 4◊ All money should be in troop account with checks clearedFriday, December 6◊ ACH draft for Fall SaleMid-to-Late December◊ SU distributes Rewards to troops◊ Troops distribute Rewards to girls (IMMEDIATELY notify your SUFPM of any missing items)

Table of Contents

New Updates and Reminders for 2019 Fall Sale

New Updates Pg. 3-4Ways to Participate Pg. 4Online Girl Delivered Pg. 5UNIFY: Troop Set-Up Pg. 6UNIFY: Enter Orders Pg. 7UNIFY: Troop Cupboard Pg. 7Product Delivery and Distribution Pg. 8UNIFY: Enter Rewards Pg. 8-9MyCreation™ Custom Patch Pg. 9Troop Closeout Pg. 10Banking Pg. 10Entering Deposits/Girl Payment Pg. 11Step-by-Step Manuals Pg. 12Important Reminders Pg. 12Parent Meeting Agenda Pg. 12QSP Online Site Information Pg. 13

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Theme: “Create Your Path, Leap Ahead”Mascot: Fawn

All nut, magazine, tumbler, candle, and card assortment purchases will be visible in UNIFY after purchase. Girls MUST be registered in Volunteer

Systems for the 2019-2020 membership year by September 10th for her name to be in UNIFY by

October 1.

On a weekly basis, GSCTX will continue to upload girls who register after September 9th.

◊ Troop Fall Product Manager only responsible for updating/reviewing orders

* Contact information* Bank Deposits* Entering girl orders (if parents can’t)* Transferring Troop Cupboard product to girls

◊ Troop Fall Product Manager NOT responsible for

* Adding girls to UNIFY* Manually entering online orders* Manually entering emails* Manually entering online Girl Delivered (Nut Promise) orders (these are automatically synced to each girl’s Girl Dashboard upon purchase)* Submitting girl rewards (Parents are responsible for making reward choices by November 19th)

Ways to Participate

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Product Sale Type Money Collection Delivery to Customers Troop Proceeds

Nuts & CandyIn-Person

Girls collect money from customers when items are

delivered and turned in to troopDelivered by girls to customers 35% of Sale or 37% for

C/S/A opt-out troops

Online Customer pays online Automated from vendor 35% of Sale or 37% for C/S/A opt-out troops

Magazines, Tumblers,

Cards,and Candles

Online Customer pays online Automated from vendor $2.00 per product sold

UPDATE MyCreation™ Custom Patch

◊ Girls can earn/create their own custom patch via MyCreation™* Must sell $225+ in ONLINE sales* Mailed directly to girls

◊ Troop leaders can create their own custom patch via MyCreation™!* Leaders whose troops average $450 in ONLINE sales* Patch mailed to leader

◊ Instructions1. Go to MyCreation™ (In UNIFY)2. Create your character and choose from unique eyes, mouths, accessories, etc.3. Edit as often as girl wants4. Leaders can build their own personalized avatar as part of the troop AND see all girl troop member patch creations!5. Girls who sell $225+ in ONLINE sales receive an email (to email address registered in UNIFY) after the sale6. Girlwilleditand/orconfirmherdesign7. Parent will provide shipping address and submit girl design8. Patch mailed in roughly 4-6 weeks

NEW Troop Fall Product Coordinator Agreement

◊ Now available online only via Formstack◊ TFPC required to enter SUFPM email into agreement◊ Copy of TFPC Agreement emailed as PDF attachment to

SUFPM email entered◊ No paper TFPC Agreements

NEW 2019 Nut & Candy Items

◊ Thin Mint™ Almonds: Almonds enrobed in a layer of minty dark chocolate.

◊ Barbecue Snack Mix: Habanero barbecue peanuts mixed with honey sesame sticks, peanuts, and roasted cashews and almonds.

NEW 2019 Magazine Store Items(Treated as magazine orders. Girl earns rewards and troop earns

$2.00/item in proceeds)

◊ Girl Scout commemorative candle◊ Snowman candle◊ Share Kindness candles◊ Greeting Card Assortment Set

Online Girl Delivered: What is it?

REMINDER:Online Girl Delivered orders automatically sync to Girl Dashboard.

Troop Fall Product Coordinator or Parent/Guardian DO NOT need to enter Online Girl Delivered orders. Entering these orders will DOUBLE girl’s product.

Parent/guardian will be financially responsible for all excess product.

◊ NEW! Online Girl Delivered is now “opt-out” rather than “opt-in”. Customers will automatically receive a girl’s Online Girl Delivered store link in the email received from the Girl Scout. Girl Scouts/parents should ensure that they toggle off the Online Girl Delivered option for any out-of-town friends and family.

◊ Parent(s)/guardian(s)willstillreceiveapop-upboxtoconfirmtheywanttosendanOnlineGirlDeliveredlink.

◊ Orders from Online Girl Delivered will automatically transfer to her Girl Dashboard. Customers pay online BEFORE delivery of product. (This offer should be sent to local customers ONLY so that there is no shipping cost.)* NO late orders accepted* All orders must be in the system by 11:59 PM on October 14, 2019

◊ Online Girl Delivered orders count toward a girl’s online order total and to her MyCreation™ Patch

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UNIFY: Troop Set-Up

Log in, select “Troop Dashboard”, and enter or update your troop’s information: https://girlscouts.qspgao.com/centraltexas

Update or enter ALL contact information (Hamburger Icon > My Info)

Verify that the correct grade level is selected under “Rosters”, then SAVE

Under the Manage Orders tab, select either “With Rewards” or “Without Rewards”

* Daisy/Brownie/Junior troops MUST select “With Rewards”* ONLY Cadette/Senior/Ambassador troops may select “Without Rewards”.

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You’re done!6

UNIFY: Enter Orders

UNIFY: Troop Cupboard

October 15-18 (Nut and Candy Orders): You will only need to enter girl orders if troop parents cannot do so.

By October 17:

◊ Troops can use the Troop Cupboard in UNIFY to order any extra product for the troop stock

◊ Note: Any extra orders placed WILL BE the troop’s responsibility to pay for/transfer to girls and collect money

◊ Enter extra items in the Troop Cupboard* Navigate to the hamburger menu, then Manage Orders* Click “Cupboard Order”* Enter quantity* Click SAVE

By November 15:

◊ Transfer products from Troop Cupboard to the individual girls who sold/delivered product in order for girls to earn appropriate rewards. (The girl will not earn rewards for these products if they are left in Troop Cupboard.)

1. Collect nut and candy order brochures from girls2. Click the pencil icon next to each girl’s name3. Enter all order quantities4. Once you have entered the girls’ nut order(s), click SAVE5. Therewardorderwillcalculateanddefaulttothefirstchoice,clickSAVE6. Continue to add remaining orders7. After ALL orders have been entered (including parent/guardian-entered

orders, due October 17 by 11:59 PM), click the pink “Submit Troop Order” button

8. All orders must be in the system by October 17, 2019 at 11:59 PM or you will be locked out of the system

No product can be returned.

If product cannot be delivered and no girl in your troop would

like extra items to sell, notify your Service Unit Fall Product Manager

immediately to see if it can be transferred to

another troop.

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Product Delivery and DistributionWeek of November 6-11:

◊ Product will be delivered to Service Units. Your Service Unit Fall Product Manager will inform you of the location and time to pick up your troop’s order

◊ Date:_____________ Time_______ AM/PM◊ Count your order◊ Make sure you sign a receipt for the products and ask for your copy. Keep your copy for your records.◊ When distributing products to parent(s)/guardian(s) of girls

* Sort based off girl order card OR pull the “Nut & Candy Delivery Ticket” by Girl (found under “Delivery” tab) OR pull the G2 Report (found in “Reports” tab)* Provide a receipt with number of items* Have parent(s)/guardian(s) sign the receipt as well as you* DO NOT release products without counting product and having the parent(s)/guardian(s) sign a receipt* Make sure each receives a copy of the signed receipt

Remind parents that product should be

stored in a cool, dry location. Texas is HOT; parent(s)/guardian(s) are responsible for

any product that melts after product receipt is

signed.

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Girl RewardsDecember: Rewards◊ Girl rewards shipped to Service Units◊ Service Unit Fall Product Manager will inform you of your rewards pickup location/time◊ Count and verify each item you receive prior to distributing to girls! Alert your Service Unit Fall Product Manager right

away if there are any discrepancies

How do girls earn the MyCreation™ Patch?

◊ Girl Scout must sell $225 in the online magazine and/or online nut store◊ Online Girl Delivered orders count as online sales

REMINDER:

Online Girl Delivered orders count towards your $225 in online sales!9

2019 Fall Product Program Girl RewardsRewards are cumulative. GS Dough is non-cumulative.

Nut & Candy Sales Reward10 Nut Items “2019-2020” Patch20 Nut Items “Create Your Path” Patch35 Nut Items Small Fawn Plush50 Nut Items Fawn Crossbody Bag75 Nut Items Goal Achiever Patch & Fawn Blanket OR Goal Achiever Patch & $15

GS Dough5 Troop 2 Troop Items Share Patch

Magazines & More Sales Reward3 subscriptions “Leap Ahead” Patch5 subscriptions Liquid Glitter Journal7 subscriptions Fuzzy Fawn Pouch with Fawn Squishy Keychain10 subscriptions Mag Super Seller Patch & Star Marquee Light15 Emails Online Patch

Combined* Reward100 Combined Units Large Fawn Plush & “100 Club” Patch OR Empowered Bracelet, Leap

Ahead Necklace & “100 Club” Patch OR $35 GS Dough & “100 Club” Patch

$225 in Online Sales (INCLUDES Girl Delivered!) MyCreation™ Custom Patch

*To reach a Combined Units level, a girl must sell at least one “Nut & Candy” Item AND at least one “Mags & More” Item, with units sold greater than or equal to the Combined Units level she wishes to reach. Girls who do not sell at least one “Nut & Candy” Item AND at least one “Mags & More” Item do not qualify for any Combined Units levels.

Banking

Troop Closeout

Turn in to your Service Unit Fall Product Manager:◊ Parent Permission Forms (by September 13, if

requested by SUFPM)

Complete Troop Fall Survey found in Fall Resources on the GSCTX website.

Turn into the Kodosky Service Center (Austin) by November 25, 2019:◊ Credit Card Reconciliation Form (Complete via

Formstack)◊ Discrepancy/Collection Form (Scan and email to

products@gsctx.org)

By Friday, October 11

Turn in ACH Authorization via Formstack (online only)(NEW troops and troops that did not participate in 2019 Cookie Sale ONLY)

November 18-December 4:

□ Deposit all money (including donations) into the troop bank account

* Make sure all checks have driver’s license number, phone number, and are not less than $16 or more than $100 in value* Any checks that do not follow these rules and bounce will NOT be reimbursed

□ Write a receipt for every parent/guardian turning in money and keep a SIGNED copy

By Monday, November 25:

□ Turn in any Collection Forms for parent(s)/guardian(s) who owe a balance for product checked out to them

□ Turn in any Discrepancy Report Forms for bounced checks and/or counterfeit money

□ Submit online Credit Card Reconciliation Form if troop incurred >$5 in Square fees

By Wednesday, December 4: ALL money should be in troop account and checks cleared

Friday, December 6: ACH withdrawal of the council portion for the Fall Product will occur

Example: Dollars Sold (Nut & Candy) $1,000.00 Troop Proceeds: $1,000 x 35% = $350 PLUS Total # of Mag. Subscriptions (Online) 10 X $2 = $20

Total Troop Proceeds are $350 + $20 = $370Amount due to GSCTX is $1,000 - $370 = $630

Any ACH withdrawals that bounce due to insufficient funds will be re-drafted the following week. These

re-drafts will continue up until all GSCTX funds have been collected. Find additional banking info in the

Troop Banking Manual.

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How do I calculate the amount due to GSCTX?

UNIFY: Entering Deposits & Girl PaymentIn order to reconcile troop accounts, troops should

enter all banking deposits into UNIFY.Girl Payments

1 Log in to: https://girlscouts.qspgao.com/centraltexas

2 Click the hamburger icon, then “Financials”, then Troop Transactions

3 Click “Add Transaction”

4 Enter in the Transaction Date

5 Select “Troop Bank Account”

6 Enter the amount of the deposit, today’s date, and any transaction notes needed.

7 Click SAVE

8 Your Troop Bank Summary should balance to $0 once all of your deposits are entered

1 Click the “Manage Orders” tab from your Troop Dashboard OR Click the hamburger icon, then “Manage Orders”

2 Click “Girl Payments”

3 Click the “+” next to the girl

4 Enter Amount Paid, Date Paid, and Memo (Optional)

5 Click SAVE

6 Payment will be added and you can add payment to another girl or edit payment

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Note: Troop Deposits and Girl Payments are for troop use when reconciling. GSCTX does not review deposits or payments entered into Unify by troops.

UNIFY: Step-by-Step Manuals

Reminders

Sample Parent/Guardian Training Agenda

For additional instructions on UNIFY, visit the Girl Scout Information Trefoil and select “Program Info & Activities”

Nuts and Candy (In-Person): October 1 - October 14, 2019:◊ Girls take orders from family and friends for nut and candy items◊ The troop will be responsible for all products ordered◊ Don’t forget the Troop 2 Troop Program! This is an opportunity for girls to receive $5 donations to help purchase nuts

for our military.◊ Money is collected when product has been delivered

1. Important deadline dates2. Troop contact information3. Reiterate

* Parent entry of paper Nut Order Card* Parent entry of Rewards

4. Nut & Candy items5. Rewards6. Goal Setting7. Money turning in procedures8. Receipts

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UNIFY: Quick Start Guide for Troop CoordinatorsTroop Fall Product Coordinator should login athttps://girlscouts.qspgao.com/centraltexas

* Returning Participant: If a coordinator is already registered (from prior season in UNIFY), click on “Returning Participant”, then log in. Returning coordinators may also choose to obtain acess to UNIFY via emailed link.

* First-Time Visitor: First-time coordinator account activations will be sent out via email. Please follow the directions in the email to gain access to UNIFY. Contact your SUFPM if you do not receive an email from UNIFY by September 28.

After you log in or set up an account, you can begin setting up your troop’s page.

Track Troop Sales

MyCreation™: Troop Fall Product Coordinator Patch

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◊ My Info: Troop user can update contact information and change their password

◊ Take Action Project: Troops can choose to add a Take Action Project they are currently working on

◊ Messaging: Troop can post message(s) visible to girls/parents whenever they log into Unity

◊ Girl Activity: Quick stats on troop online sales, girls who earned their online patch, and each girl’s key metrics for her sales

◊ Manage Orders: Enter girl orders and select rewards◊ MyCreation™:Coordinators can design their own

MyCreation™ patch.

◊ Clean-looking dashboard that shows troop’s key statistics

* Overall Sales* Nut Sales* Magazine/Photo Keepsakes

◊ Ability to see more traditional reports in Excel and PDF

◊ For Each troop that reaches $450 in online sales, its Troop Fall Product Coordinator will be eligible to customize their own (Free!)

personalized avatar

◊ Online Girl Delivered orders DO count as an online sale

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