COOKIES & MORE

 

Fall Product Sale Program for Community FPS Coordinators

Are You Ready to Invest in Today?

Fall Product Sale 2011-12 is here!  The theme this year is "Investing in Today= Success for Tomorrow".  If a troop participated in Spring Early Re-Registration, they only need to register any new girls, and they are ready to enjoy all the fun and troop proceeds.

You Are Investing in Today ….By learning all there is to know about the 2011-12 Fall Product Sales and your job as the Community Fall Product Sale Coordinator.  You have accomplished this by attending a FPS Coordinator training that is offered by GSGWM.  If you have not attended a training please contact Kathie Hebert, Director of Product Programs at khebert@girlscoutsgwm.org.

=Success for Tomorrow …By carrying out trainings for all you Troop FPS Coordinators before the start of the sale on Sept. 23rd.

Together to the top…By being a mentor to all of your troops FPS Coordinators throughout the sale, ensuring a successful and FUN Fall Product Sale for everyone.

Important Dates

Before Order Taking Begins on Sept. 23

  • Access the NUT-E computer system at www.ashdonfarmsnute.com using the LOGIN and PASSWORD you have received from Robin Boyd, our NUT-E guru.  The drop-down menu should say “2011 Fall Product Sale.” Following your NUT-E Instruction Sheet, update your Community and troop information.
  • Ensure each troop (leader, troop FPS Coordinator, and all girls selling) is registered for GS 2011-2012.
  • Accept delivery of FPS materials and sort the materials into troop packets.
  • Train ALL troop FPS Coordinators, to provide them with the tools for a successful sale. 
  • Distribute FPS supplies packets to all trained troop FPS Coordinators.
  • Help your troop FPS Coordinators set up trainings for their girls and parents.

After Order Taking Ends on Oct. 31

  • Assist troop FPS Coordinators with entering their girls’ Nut & Candy orders into the NUT-E computer system.
  • Look at each troop’s order in NUT-E to troubleshoot any problems or errors. 
    • Unwanted Nut & Candy product received by a troop because of an error in data entry is the property of the troop, and may not be returned. 
    • For each girl, look to be sure the troop has entered all Nut & Candy items sold, completed Address Booklets (should be one for each girl), participation in the online e-mail magazine program, and any magazine orders that resulted from the e-mails (girls submit a report from the site to you.) 
  • Follow your Community NUT-E Instructions to complete entry.
  • Using QSP Instructions, FEDEX all completed Address Booklets for your Community to QSP now.
  • Using QSP Instructions, FEDEX all Pay Later magazine subscriptions (white copies) to QSP now. The customer keeps the pink copy, and the troop or Community keeps the yellow copy.

Delivery Time

  • Before delivery day, print out each troop’s T-2 Form from NUT-E, to use as confirmation when you are releasing troop orders. 
  • Accept delivery of Nut & Candy items for troop FPS orders, and facilitate the transfer of these products to the troops.
    • Delivery day is Saturday, Nov. 19, 2011.
    • The delivery agent will contact each Community with the approximate time of delivery several days before. 
  • The troop FPS Coordinators each sign for their orders, either directly on the T-2 Form, or if you use the small receipt booklets, on the receipt. 
    • The person who signs for the product is financially responsible for that product.
    • Count product several times – what is signed for is FINAL.
  • Accept shipment of the FPS girl incentives, and distribute them to troops in a timely manner.  These incentives should be given to the girls immediately, when they will make the connection to the work they have done in the Fall Product Sale, and not held for end-of-year ceremonies.

End of Fall Product Sale Dec. 9 – Final Steps

  • Assist your troop FPS Coordinators in entering their deposits into the GSGWM Product Sale bank account for the amount owed to the Council, based on their NUT-E T-2 form “Amount Due Council” figure. 
  • Collect validated copies of all deposit slips from your troops. 
  • If a troop has outstanding money due to the Council on their T-2 form at sale’s end, it means someone hasn’t paid the troop.  Be sure the troop completes an Alert Form for that amount due, and submits it with their final paperwork to you. The troop DOES NOT pay the amount of the Alert Form to council – they leave that balance due on the T-2 form.  The final T-2 form will either show a zero balance due, or a balance due that is equal to the Alert Forms they submit with their final paperwork.
  • Ensure that all troops have entered their deposits in NUT-E, and printed out a final NUT-E T-2 form to use as an invoice for payment to the Council.  Each troop must submit to you, their final T-2 form, copies of all validated deposit slips, and any Alert Forms they may have.
  • By Dec. 16, 2011, collect final paperwork (NUT-E T-2 form, validated copies of deposit slips, and any Alert Forms the troop may have).  Mail (not Priority Mail) to Kathie Hebert, Girl Scouts of the Green and White Mountains, PO Box 10832, Bedford, NH  03110-0832.

For more information, or questions, contact:
Kathie Hebert, Director of Product Programs (603) 627-4158 x137 (888-474-9686 x137) or khebert@girlscoutsgwm.org.