GSCOC Product Sale Program

1
GSCOC Product Sale Program

• 2007 Cookie Sale Program
• Web Site Training

2
Web Site Goals

• Reduce the amount of paperwork.
• Simplify the process.
• Improve accuracy.
• Make the volunteers job easier.
• And improve record keeping.

3
Site Access

• Requires an User ID and password.
• Location http//www.gscoc.org
• Click on Cookie Program

4
Account Sign In

• You must sign in each time you use the site
• Enter ID number.
• Enter password.
• Click on sign in.
• Site logs off after fifteen minutes if no
  activity is detected.

5
Tab Bar

• Home Returns you to the home page.
• Troop Allows you to enter orders and submit
  troop reports.
• Incentives Pictures of the incentives that can
  be earned.
• Web Support Frequently asked questions and
  e-mail link to support should you have any
  problems.

6
Troop Page

• Screen Layout
• Troop service unit appear at top.
• Choices select tasks to perform (left).
• How to Proceed check off steps as they are
  completed (center).
• Announcements latest site updates posted
  (right).

7
Entering Contact Information

• Enter E-mail Address and Change Password
• Select task under choices.
• Enter contact information.
• Enter email address.
• Enter new password.
• The information is used to complete the
  identifying header on the troop reports. Enter
  your email address to receive cutoff reminders
  and troop order confirmation.

8
Troop Goal

• Enter Troop Goal
• Select task from list of choices.
• Enter the goal amount agreed upon by the girls
  at training.
• Click on Done when finished.
• Goal amount must be entered prior to Preorders to
  qualify for Goal Achiever.

9
Troop Membership

• View Troop Roster
• Select task from list of choices.
• Verify that all girls listed are currently
  registered.
• Click on the pencil next to the name to add
  notes.
• If a girl is no longer with the troop remove her
  from the list by clicking on Delete next to her
  name.
• Add Scout to Troop
• Select task from list of choices.
• Enter girls full first and last name.
• Verify that the scout is currently registered
  before adding name to roster.

10
Entering Cookie Orders

• Edit Scout Preorders
• Click on Enter Scout Preorders under choices.
• Scroll down to find the girls name then click on
  Add to Order.
• Enter the number of boxes sold for each variety.
  
• When finished choose Done or Cancel.
• Click on Details to see all orders for a
  particular girl.
• Entries are linked to Scout Accounting.

11
Councils Gift of Caring for Second Harvest Food
Bank and Helping Our Troops (H.O.T.)

• Gift of Caring Orders
• Councils Gift of Caring orders can only be taken
  during preorders and as girl additional sales.
  They can not be taken at booth sales.
• Gift of Caring orders for the Councils Gift of
  Caring Program are to be entered just like the
  rest of the cookies using either the Enter Scout
  Preorders or the Enter Scout Additional Orders
  choices. These orders are treated like a cookie
  variety on the website.
• The website will round the Gift of Caring cookies
  to the case (12 boxes per case). Troops will be
  financially responsible for these cases of
  cookies.
• Troops will not be receiving these cookies.
  These cookies will remain in the warehouse and be
  delivered to Second Harvest Food Bank and Helping
  Our Troops at the end of the sale.
• Those troops who do not participate in the
  Councils Gift of Caring Program should not use
  the Gift of Caring column on the Enter Scout
  Preorders or the Enter Scout Additional Orders
  choices. If the troop has designated a different
  charity other then councils, then they should
  enter their Gift of Caring cookies by variety
  (Thin Mints, Samoas, etc.). Troops will not only
  be financially responsible for these cookies but
  they will also be responsible for picking up and
  delivering these Gift of Caring cookies
  themselves.

12
Correcting an Order

• Negative numbers can be used to correct an order
  entry
• Select Enter Scout Preorders from the list of
  choices.
• Click on Add to Order next to the girls name.
• Enter positive and/or negative numbers to make
  corrections to the varieties.
• Click Done when finished or Cancel to back
  out from changes.

13
Order Extras and Place Preorder

• Placing Order
• Select Enter Extra Order for Booth Sales and
  Place Preorder from list of choices.
• Enter the number of CASES by variety that you
  wish to order as extras. Click Place Preorder.
• You must click the Place Preorder button even
  if you are not ordering any extra product for
  booth sales.
• To print the report, go to View and Print
  Reports and select Troop Preorder Form T-2.

14
Scout Incentives

• Enter Scout Preorder Incentives
• Select Enter Scout Preorder incentives under
  list of choices.
• If an incentive needs to be selected, choose
  will appear in the appropriate column next to the
  girls name.
• Click on the pencil icon to edit the record.
• Scroll down the incentives, make the selection
  then click Done.
• Click Place Award Order at the bottom of the
  list of girls to submit report.
• All incentive selections must be made to submit
  report.

15
Entering Booth Sales

• Enter Scout Booth Sales Final Incentives
• Select task from list of choices.
• Click on the pencil icon next to the girls name.
• Enter the number of boxes sold at booth sales in
  the designated box.
• Number of boxes entered will overwrite any
  previous entry made for booth sales.
• Click on bar to the right of the box to add to
  the girls total sales.
• Scroll down the list of incentives to see if any
  further selections need to be made. Click Done
  when finished.
• All incentive selections must be made in order to
  submit the report.

16
Entering Scout Payments

• View Scout Accounting
• Click on task under list of choices.
• Scout payments can be entered by clicking on New
  Payment. Enter dollar amount then click Done.
• Payment and pickup history can be displayed or
  printed by clicking on Details.
• New balance is automatically computed and
  displays on screen.

17
Troop Reports

• View and Print Reports
• Choose task from list.
• Select report.
• Check for accuracy.
• See How to Proceed and Announcements for
  paperwork due.
• Deliver all reports and paperwork to the Service
  Unit Product Sale Program Manager on or before
  due date.

18
Service Unit Page

• Association and service unit number at the top
  of the screen.
• Choices - for tasks to perform are to the left.
• How to Proceed - steps to be completed are in
  the center.
• Announcements Web site updates are to the
  right.

19
Checking/Adding Registered Troops

• Make sure that the troop number you received from
  your Service Unit Registrar are in your troop
  list by checking the Select a Troop choice.
• If a troop is not listed then add it by using the
  Add a Troop choice.
• Check to see that the troop has added to your
  troop list on the Select a Troop choice.
• If troop did not add then you will have to
  contact the Product Sales Department and they
  will add the troop for you.
• Once troops have been added you can go to add the
  Troop Cookie Managers to the website.

20
Entering Registered Troop Cookie Managers

• Add registered Troop Cookie Managers by using the
  Add a Leader choice.
• Enter the first and last name, the troop number
  and issue ID passwords for each Troop Cookie
  Manager. Remember that the ID is always their
  troop number and the password can be anything.
• Check your Troop Cookie Manager list by using the
  Look up Leader ID password choice and make
  sure all names have been added.

21
Adult Volunteer Application, CSO and Background
Screening

• All Troop Cookie Managers must have a Adult
  Volunteer Application and a CSO form on file at
  the Council office before any Cookie Sales
  Materials is given to the troop.
• All Troop Cookie Managers must have submitted a
  Background Screening form to council before any
  Cookie Sales Materials can be given to the troop
  and they must have the background screening
  process completed before the delivery of cookies.
• The list of Troop Cookie Managers in the Look up
  Leader ID Password choice will have three
  columns titled VolApp (Adult Volunteer
  Application), CSO, and Screening (Background
  Screening). These columns will be updated by
  council as to who has what paperwork on file and
  where they are in the background screening
  process.
• Any missing paperwork will have to be collected
  by the Service Unit Cookie Manager at the time of
  their Cookie Training of their troops. No Cookie
  Sales Materials can be handed out to a troop
  until the Troop Cookie Manager has all paperwork
  submitted.

22
Troop List

• Select a Troop
• Choose the task from the list of choices.
• Scroll down the list and click on Select to
  pick the troop.
• Go to the tab bar at top and click on the Troop
  tab.
• Select the appropriate task from the list of
  choices to perform the functions available to the
  Troop Product Sale Program Managers.
• Add Troop
• Choose the task from the list of choices.
• Enter troop number, select service unit from drop
  down list, select troop level then click Done
  when finished.
• Verify registration with the Service Unit
  Registrar first before adding a troop.

23
Editing Troop Level

• Select a Troop
• Choose the task from the list of choices.
• Scroll through list of troops and verify that
  correct level is indicated.
• If level needs to be changed, click on the pencil
  icon next to the troop number.
• Type in the correct troop level (Brownie, Junior,
  Cadette, Senior).
• Click on Save Changes.
• Confirm troop levels with the Service Unit
  Registrar.

24
Managing Multiple Service Units

• Super SU
• On the tab bar select Super SU.
• Choose the appropriate service unit.
• Click on the Service Unit tab.
• Check top of screen to verify correct service
  unit has been selected then proceed as normal.
• The Super SU tab only appears if you have been
  designated as manager of more than one service
  unit.

25
Service Unit Reports

• Reports
• Choose task from list.
• Select report. Verify against troop reports.
• Submit report.
• See Steps and Announcements for paperwork
  due.
• Reports will print in duplicate.
• Deliver all Service Unit/Troop reports and
  paperwork to Council on or before due date.

26
Gift of Caring, Goal Achiever Booth Patches

• Approve Troop Patches
• Choose the task from the list of choices.
• Click the appropriate button for patches earned
  for each troop.
• Click Done once selections have been made.
• Patch Counts
• To run the report for all troops earning Gift of
  Caring, Goal Achiever and Booth Patches, go to
  Reports and select Service Unit Troop Patch
  Count.
• Print report.