In a perfect world, this is what the GSNCA Product Programs
team suggests you should do during these times:
Early - Mid-August 2022:
1.
Make sure the items below
have been completed to be confirmed as the Troop Fall Product Manager for your
troop:
·
Current 2022 Girl Scouts
Membership
·
Current eligible Background
Check
·
Current Troop ACH Form on
file with GSNCA
· Complete a Position Description: CLICK HERE
Expected
Completion Date - August 1
2. Plan a meeting to be held before September 10 to pass the materials out to the troop. Expected Completion Date - August 20
3.
After August 21, your
Service Unit Fall Product Manager will contact you to pick-up the girls'
materials. Pick-up the girls' materials.
·
Troop Envelope - 1 per
troop
·
Troop Fall Product Manager
Manual - 1 per troop
·
Product Receipt sheets - 4
receipts per sheet, 4 sheets per troop
·
Order card - 1 per girl
·
Money Envelope - 1 per girl
·
Girl Flyer - 1 per girl
·
Parent Permission Forms - 1
per girl
o also available online: CLICK HERE
o you must give a valid email address to parents for them to
complete the online form
o either the paper form OR the online form MUST be completed before
the girl can participate in the Fall Product Program
Expected
Completion Date - August 31
Late-August - September
2022:
1.
Decide if the girls will
accept funds while ordering or if they should wait until they deliver.
*NEW
troops should request payment at the time the order is taken to reduce risk of
non-payment.
2.
Decide if the troop will
accept checks.
*If the troop does not accept checks but a parent wants to: the parent can accept checks made out
to themselves, deposit into their own account, then turn in cash to the TFPM.
3.
Decide how frequently, and
the specific dates, for parents to turn in money for orders.
*ACH
withdrawal from Troop bank account of the final balance due will be processed
December 1, 2022.
4.
Confirmed Troop Fall Product
Managers will receive an email on September 2, 2022, to setup or login to their
volunteer account on M2.
·
Login to M2
·
Watch training video
o
You cannot continue to the
program site without watching the entire video
o
Access this video anytime by
clicking “Training Video” (under Campaign Setup)
·
Send Parent/Guardian Email
Blast
o
Add email addresses of
parents if needed
o
You can send this multiple
times as a reminder or as new parents join.
o
If you do not send this
email blast, girls/parents will not receive the registration email on the first
day of the program – they will receive it automatically approximately 2 days after
the program begins.
o
This is a new requirement
for TFPMs to earn their own personalized patch
·
Check for missing girls:
o
Click on “Manage Troops &
Girls Scouts” (below Manage System Users)
o
Click on “Girl Scouts” in
pink
o
Check the girls listed in
M2 compared to the roster in MyGS
§
Missing a girl? Contact
Membership Support at 1-800-734-4541
5.
Host a troop meeting about
Fall Product:
·
Tell parents and girls:
- when to accept funds
- while taking the order or at delivery
- when the program starts and ends
- September 16 – October 17
- when they will enter in-person orders in M2
- before 11:59 pm October 17
- when they will select rewards in M2
- before 11:59 pm October 20
- when they can expect their product
- SUFPM receives the product November 5-9; expect TFPM to receive the product November 10 - 14; expect parents to receive the product November 15-19
- when they will turn in money
- the deadline(s) is up to you but no later than November 25
· ALL TROOPS can opt-out of rewards in lieu of additional
proceeds (additional 5%).
o
This must be a girl-led
decision – not adult.
o
To opt-out, contact
·
Explain delivery types:
o
“Girl-delivered” means the
girl will personally deliver the order to the customer
§
Orders for girl-delivery
can be in-person orders on the paper order card or received through the online
storefront in M2.
§
Product will be shipped to
the SUFPM, distributed to the TFPM, distributed to the family, then delivered
by the Girl Scout.
§
If parents receive an order
for girl delivery that cannot be delivered, please reach out to M2 Customer
Service before October 17 to cancel the order – 1-800-372-8520
o
Direct shipped means the
order will ship directly to the customer from the warehouse - the girl will not
physically manage these orders
§
Orders for direct shipping
can only be completed online.
§
Magazines can ONLY be
purchased online.
·
Explain in-person orders
and online orders
o
In-person orders:
§
These orders are written on
the paper order card.
§
These must be entered into
M2 before 11:59 pm October 17 for the product to be ordered.
o
Online orders:
§
These orders are paid for
online when placed.
§
Can be shipped directly to
the customer.
§
Can be girl-delivered.
§ DO NOT enter online orders in the paper order card portion on M2. This will create a DUPLICATE amount of product ordered.
Product CANNOT be returned to GSNCA. The parent will be responsible for the cost of the product ordered.
·
Distribute:
o
Order card - 1 per girl
o
Money Envelope - 1 per girl
o Girl Flyer - 1 per girl
§
you must give a valid email
address to parents for them to complete the online form
§
either the paper form OR
the online form MUST be completed to participate in the Fall Product Program
Expected
Completion Date - September 10
September 2022:
1.
Encourage girls to attend one
of the Girl Virtual Fall Product Rallies:
§
Option 1: September 15, 2022,
9 am - CLICK HERE
2.
Encourage parents that are having
issues with logging in, or using M2, to attend one of the Parent Assistance
Virtual Meetings:
§
Option 1: September 19,
2021, 6 pm - CLICK HERE
3.
Encourage girls to meet
their goals!
4.
Start prepping parents to
enter their order card by 11:59 pm October 17, 2022.
October 2022:
1.
Fall Product Program ends
October 17, 2022, at 11:59 pm
§
Online links will no longer
be active to receive orders.
§
Girls should not take any in-person
orders after this date.
2.
Remind Parents/guardians to
enter in-person orders that were taken on the order card into M2 by October 17,
2022, at 11:59 pm
§
Do not enter online
purchases.
§
There is not a “Submit”
button to press when finished.
3.
Troop Fall Product Managers
can enter or edit the order card orders between 12 am October 19, 2022, &
11:59 pm October 20, 2022
§
Check page 3 of your TFPM
Manual for instructions
§
There is a process to order
extra product for the troop to sell. Contact twildhaber@girlscoutsnca.org for
more information.
4.
Service Unit Fall Product
Managers can enter or edit the order card orders between 12 am October 19, 2022 & 11:59 pm October 20, 2022
§ After this deadline: NO
CHANGES ARE POSSIBLE
§
There is not a “Submit”
button to press.
5.
Families must choose the
reward for each level by 11:59 pm October 20, 2022.
§
If no choice is made, the
girl will receive the default item
§
Only parents can choose rewards for girls – not TFPMs, SUFPMs, or
GSNCA staff
6.
Meet with parents and
accept payments frequently to reduce the risk to your troop.
§
Use receipts to document
payments received - CLICK HERE
§
You must have proof you
received funds from parents.
7.
Deposit funds OFTEN to
reduce the risk to your troop.
§
You must keep deposit
receipts for at least two years.
§
These can be included in
the financial recap to your troop after the Fall Product Program ends.
November 2022:
1.
During the week of November 5-9, SUFPMs will receive all the girl-delivered products for the Service Unit
§
You will be contacted to
pick up your troop order
§
Ensure you count EVERY
SINGLE PRODUCT CORRECTLY
§
You are responsible for
whatever number of items you sign for…
§
Ensure you sign and keep a
copy of a receipt stating the amount of product you picked up
2.
Keep product cool, dry, and
away from chemicals, pests, pets, and other toxins.
3.
Pull Delivery Tickets for each
girl
§
Click “Delivery Tickets”
(under Product Management)
§
Enter the troop number
(under Product Delivery Tickets, Girl Scout Tickets)
§
Select one girl or “All
Girls” to print the entire troop at once
§
Select the toggle to "Include
Financials” if you the breakdown of how much funds the family owes after
receiving credit for their online orders
§
Click “Create Ticket”
§
Delivery Tickets will
download
§
Print two copies of each delivery
ticket (one for your records, the other for the parent to keep)
§
Use these to separate the
orders by girl
4.
Arrange pick-up dates &
times with parents to receive their orders.
5.
Once parents arrive to
pick-up their orders, count each item on the delivery ticket together to ensure
an accurate count.
§
You can use the delivery
tickets or receipt sheets to document what was given
§
Ensure you have a LEGIBLE signed
document/receipt stating the amount of each product you gave to each parent
§
You must hold on to these tickets/receipts
for at least two years
§
If there are issues with
payment later down the road, you must have proof of what you gave the parents
6.
Encourage parents and girls
to deliver orders as soon as possible
§
Happy customers = return
customers!
7.
Meet with parents and
accept payments frequently to reduce the risk to your troop.
§
Use receipts to document
payments received - CLICK HERE
§
You must have proof you
received funds from parents.
8.
Deposit funds OFTEN to
reduce the risk to your troop.
§
You must keep deposit
receipts for at least two years.
§
These can be included in
the financial recap to your troop after the Fall Product Program ends.
9.
Rewards will be delivered
to SUFPM November 5-9 (estimated)
§
Follow the same process as
receiving product when receiving rewards from the SUFPM
10.
Schedule a troop meeting or
parent pick-up of rewards
11.
Pull Delivery Tickets for each
girl
§
Click “Delivery Tickets”
(under Product Management)
§
Enter the troop number
(under Reward Delivery Tickets, Girl Scout Tickets)
§
Select one girl or “All
Girls” to print the entire troop at once
§
Click “Create Ticket”
§
Delivery Tickets will
download
§
Print two copies of each delivery
ticket (one for your records, the other for the parent to keep)
§
Use these to separate the rewards
by girl
12.
Once parents arrive to
pick-up their orders, count each reward on the delivery ticket together to ensure
an accurate count.
§
You will use the delivery
tickets to document what was given
§
Ensure you have a LEGIBLE signed
document stating the number of rewards you gave to each parent
§
You must hold on to these tickets
for at least two years
13.
Collect remaining balances due
from families
Required Deadline – November 25, 2022
14.
Turn in a Delinquent
Account Form for any parent who has not paid their balance in full
§ Include paper permission form or document the form was completed
online
§ Include receipts of product delivery
§ Include receipts of funds received
Required Deadline – November 29, 2022
15.
Submit a Product Program
ACH Extension Request if needed
§
Should you not have the
required amount to cover the ACH withdrawal scheduled November 29th, submit this
form to twildhaber@girlscoutsnca.org
Required Deadline –
November 30, 2022