Cookie Bites - Money Management

Cookie Bites

Money Management

Index

Your Troop Bank Account

Customer Cash Handling

Collecting Payments from Your Troop

Recordkeeping in eBudde

ACH Transactions

Action Items

Troop Bank Account

The Cookie Program requires a troop bank account

Bank info must be updated in eBudde by February 2

This can be done under the Settings tab

Phone App

Web

Customer Payments

Use this side of the card to provide more information about a topic. Focus on one concept. Make learning and communication more efficient.

Use this side of the card to provide more information about a topic. Focus on one concept. Make learning and communication more efficient.

Use this side of the card to provide more information about a topic. Focus on one concept. Make learning and communication more efficient.

Use this side of the card to provide more information about a topic. Focus on one concept. Make learning and communication more efficient.

Use this side of the card to provide more information about a topic. Focus on one concept. Make learning and communication more efficient.

Use this side of the card to provide more information about a topic. Focus on one concept. Make learning and communication more efficient.

Use this side of the card to provide more information about a topic. Focus on one concept. Make learning and communication more efficient.

PayPal and Venmo payments should only be processed using the Digital Cookie app, and no other personal cash transfer apps are permitted for use.

Checks should be made payable to "GSEM Troop [your troop number]" and include customer phone # & driver's license #.

For pre-orders, we recommend collecting customer payments upon cookie delivery.

Use and keep receipts for all product given out and money received from troop members.

Use the Digital Cookie app to take credit card, PayPal, or Venmo payments.

Be diligent about tracking cookie inventory in eBudde.

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Cookie Booth Cash Handling

• Keep cash out of sight of customers

• Supervise Girl Scouts, especially during cash transactions

• Do NOT store cash in car

• After a booth, deposit cash into the troop account as soon as you are able

• Use cashless payment options, like credit card

Collecting Payment From Your Troop

• Collect cookie payments before giving out more cookies

• Log cash payments and cookies given out to Girl Scouts regularly in eBudde

• Always use receipts & maintain those records through September

Collecting Troop Payments Cont.

• Collect & deposit money into your troop bank account frequently

• Communicate your troop’s payment deadlines to troop families clearly & often

• Deposit funds into troop account early enough to cover ACH withdrawals

Receipts

Order Sheet Cookies Only

Digital Cookie GIrl-Delivered Only

Receipts

Digital Cookie Girl-Delivered & Order Sheet

Cash & Check Payment from Girl Scout / Caregiver

Recording Payments in eBudde

Payments made via Digital Cookie will automatically show in eBudde

All other payments (Cash, Check) must be entered in eBudde by the Cookie Manager

Phone App

Web

Paying for Troop Cookies

Initial ACH Transaction

Final ACH Transaction

* ACH = Automated Clearing House

Learn more about the Troop Late Payment Report

Important Dates

Deadline to update troop bank account in eBudde

Feb. 2

Pre-Order ACH emails go out

Mar. 6

Cookie Program ends

Mar. 15

Troop late Payment Reports Due

Mar. 18

Final Rewards Selections Due

Mar. 30

Final ACH emails go out

Apr. 1

Final ACH transactions

Apr. 8

Resources & Support

Troop Playbook

eBudde Help Center

Neighborhood Cookie Manager

Cookie Volunteer Webpage

GSEM Help Center

Action Items

Verify bank info in eBudde

1.

Set & communicate a firm, clear deadline for families to turn in cookie money to your troop

2.

3.

Regularly record payments & cookie transactions in eBudde

4.

Deposit cash & checks in troop bank account in a timely manner

DON'T FORGET!

Set up your Digital Cookie troop site so you can process credit cards at cookie booths

Order Sheet & Digital Cookie Girl-Delivered

• If a Girl Scout is picking up cookies for a combination of Order card & Digital Cookie orders, be sure to note the amount already paid in Digital Cookie (under Amount Paid)

• Under Amount Due, note total and breakdown by order type

A troop bank account is required for participation in the Cookie Program, as payments for your troop's cookies are deposited and withdrawn from this account. Your bank information will be tansferred from the previous season if you participated in the most recent product program. If you do not have a troop bank account yet, please reach out to your Community Engagement Manager as soon as possible to get the appropriate paperwork to open an account. Please keep in mind that this process can take up to two weeks, so you'll want to plan accordingly. Bank information needs to be updated in eBudde by February 2nd, and can be done under the Settings tab. Click on the phone or laptop icons for how to find this tab on the mobile and desktop versions of eBudde.

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Answer Center

• Contact if you or your Girl Scouts are unable to access eBudde or Digital Cookie
• Backup contact if your Neighborhood Cookie Manager cannot help

• Link below goes to their contact page on the GSEM website

Answer Center

You must keep track of payments made by Girl Scouts in eBudde, if they are not already paid through Digital Cookie. For any physical payment, there should be a matching paper receipt for what you enter in eBudde. Click the phone and desk top computer to learn the process of recording a payment on both the mobile and web app version of eBudde.

The Cookie Program can sometimes feel overwhelming to new troops, as there is a lot to learn. Your Product Programs team and our Cookie Baker have provided a number of tools and resources to help ease the learning process. Explore the resources on this page to learn more about them and where to find them.

• If a Girl Scout only has Digital Cookie Girl-Delivered cookies to pick up, she will not owe money

• This inventory was paid for at time of purchase and record of the payments should already be in eBudde

• Count out cookies with the Girl Scout's caregiver, sign and keep your copy of the receipt

Much of your troop's cookie business will likely include cash exchange. Flip through the cards on the screen for some best practices regarding customer payments. While cash handling standards can be set by your troop, we recommend Girl Scouts collect payment upon cookie delivery. They can also use the Digital Cookie app to take card payments or take checks made out to your troop. In the case of checks, make sure the customer also includes their phone number and Drivers License number. Personal payment transfer apps are not permitted, unless the payment is processed through Digital Cookie. This option is currently only available for Venmo & PayPal. When collecting cash payment from your troop or distributing cookies to them for delivery, make sure to always use receipts and later enter those transactions into eBudde. You will review this process later in this module, and there are tip sheets and how-to videos available on our webpage for your reference throughout the cookie program.

Cookies booths can sometimes present a risk when troops are collecting cash and checks, so it’s important to implement practices to keep your troop’s money safe. Keep cash out of sight! Bring a cash box or other secure storage container. Avoid keeping the box within reach of the pubic. Adult volunteers should supervise young girls carefully when handling cash and making change. NEVER store cash in any unattended vehicle at any point, and deposit cash into the troop account as soon as possible. Use cashless payment options, including credit cards, as it decreases the risk of money handling; instructions for using the app for booth payments are found on our cookie volunteers webpage and in the gsLearn Digital Cookie training module. Please also view the Cookie Booth training module.

Final ACH Withdrawal

• Takes place April 8

• Refer to the eBudde Sales Report and look for an email on April 1

• Make sure the troop’s account can cover the ACH withdrawal

• If due to Digital Cookie Sales, the troop has overpaid Council, troop proceeds will be deposited via ACH

• Compilation of resources for cookie volunteers in one convenient place
• Tip Sheets
• Important forms
• Links to outside resources

Cookie Volunteer Webpage

• Monthly task lists
• Detailed explanations of many aspects of the program
• Step-by-step instructions of most common ebudde functions
• Available in print & online

Neighborhood Cookie Manager

• Volunteer in your area who has years of experience in the role you're in now
• Best contact for questions and advice

• If you don't know who your NCM is, the Answer Center can tell you

Order Sheet Cookies Only

• Girl Scouts with order sheet orders only will owe money (noted in Amount Due)

• If they bring partial payment at time of pickup, you can note this in Amount Paid and adjust the Still Due amount accordingly

Welcome to Cookie Bites: Money Management. In this module, you will learn about best practices for managing your troop's finances during the Girl Scout Cookie Program. In addition to the important skills Girl Scouts build when they participate in the Cookie Program, your troop can also earn funds to support their experiences & badge earning activities. Understanding your role as it relates to managing the cookie finances will help you stay organized, communicate well with families & reduce financial risk for your troop. We will review council guidance on customer cash handling, collecting payments from your troop, & recordkeeping in eBudde. You will learn about the troop cookie payment and proceed earning processes & receive actionable steps to keep on top of your troop's finances during the program. For a reminder on training module navigation, please revisit the Getting Started module or select the information icon in the bottom left corner of this page.

• FAQs and user manuals under the eBudde Help tab

• A full playlist of eBudde training videos on the Little Brownie Bakers YouTube channel

eBudde Training Videos

Any cookies collected by your troop, whether they be from a pre-order pickup location, cookie cupboard, or troop transfer, become the financial responsibility of the troop. Failure to provide payment for cookies could lead to a funds handling restriction being placed on yours or another adult's membership account. This hold can remain on an account for 2 years after payment of debt, and limits the capacity in which that person can be involved with product programs. Payment for cookies will be collected by Council at two different points during the Cookie Program via ACH withdrawal. Select each button on screen to learn more about the process for these transactions.

Council has several recommendations to help reduce financial risk when collecting payments from & distributing cookie inventory to Girl Scouts. When placing your troop’s pre-order, order wisely; you want to avoid over-ordering. This could lead to unsold inventory at the end of the cookie program, as any cookies that enter your troop’s possession may not be returned or exchanged, unless otherwise stated. We recommend only using physical receipts & eBudde to keep track of cookies given & payments. This way, it’s all in one place & Council has visibility to financial records should issues arise. To protect your troop’s financial assets, we suggest a policy of limiting additional cookies to a Girl Scout until they have paid your troop for cookies they’ve already received. We recommend only using physical receipts & eBudde to keep track of cookies given & payments. This way, it’s all in one place & Council has visibility to financial records should issues arise.

You have completed the Money Management module of the Cookie Bites training program. Let's recap: Set a deadline for families to turn in cookie money; making sure it’s in advance of ACH withdrawals. Verify your troop's bank account information in eBudde, no later than Feb 2. Regularly record girl payments and cookies given to troop members in eBudde, and regularly deposit cash and checks in your troop bank account. Set up your troop's Digital Cookie site so you can process card and other digital payments, and encourage your Girl Scouts to do the same. .

This timeline is an overview of the important financial dates associated with the Cookie Program. We recommend adding these dates to your personal calendar for reference throughout the season.

Encourage families to turn in cash & checks collected regularly so you can deposit these funds into the troop account often. Also encourage the use of digital payment option. If they have a published Digital Cookie account, Girl Scouts can use the app to take card, Venmo, & PayPal payments when delivering cookies. Choose a final troop payment deadline comfortably in advance of the Final ACH withdrawal date. Communicate this deadline often to Girl Scouts & their families. Be firm on the troop deadline and use the Troop Late Payment Report for any payments not received. Deposits made after the banking cutoff, the day prior to, or on the day of the ACH withdrawal will likely not be credited to your account in advance of the ACH withdrawal. The Troop will be responsible for any banking fees council incurs resulting from an overdrawn account.

We provide 2 receipt books to each troop and have more available should you need them. Always write a receipt when a family picks up cookies or turns in payment to the troops. The Girl Scout's caregiver should be present and count the inventory with you before signing the receipt as well. You'll keep one copy and the other will go with the girl's caregiver. We recommend maintaining receipts for at least 6 months. There are few different transaction scenarios, and we've prepared receipt examples for each. Select each receipt on this page and the next page to learn more about each scenario.

Troop Late Payment Report

• Takes the burden to collect off the Troop

• GSEM's Finance team will complete the money collection process

• Troop’s ACH withdrawal amount adjusted down to reflect unpaid caregiver balance

• Adults who never make payment will have a funds handling restriction placed on their account; this includes troop cookie managers and leaders when necessary

• Must be submitted by March 30 via the online form

Troop Late Payment Report

Initial ACH Withdrawal

• Takes place March 18

• Withdrawal will be for 30% of troop’s pre ordered cookies

• If all cookies were paid for through Digital Cookie, no withdrawal will take place

• Make sure troop account funds can cover the ACH withdrawal

Cash & Check Payment

• Note cash and check separately under Amount Paid

• If you have the total amount the Girl Scout owes on hand, note this in Amount Due and adjust Still Due accordingly

• Payment receipts must be entered in eBudde