ABC SMART COOKIESTECHNOLOGY GUIDE
Table of ContentsGetting Started - Registering a Volunteer Page 2
Troop Roster and Troop Information Page 3
Placing Your Initial Order and Scheduling Pick up Date and Time Page 4
Requesting a Booth Sale Location (Troop Requested Booth Location) Page 5
Scheduling a First Come, First Serve (FCFS) Booth Page 7
Placing Your Planned Order Page 8
Troop to Girl Transfer (T2G) Allocating Cookies Page 9
Using the Smart Booth Divider Page 11
Managing Orders Page 14
Reports Page 15
Recognition Order Page 16
Smart Cookies – Mobile App Page 17
Smart Cookies video training modules are on the ABC Bakers YouTube Channel accessible directly from YouTube or through Smart Cookies Resources Tab
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Getting Started - Registering a Volunteer- An email is with a link to register as a volunteer into the Smart Cookies system. If you do not receive an email within the Council provided timeframe, contact the Council Product Sales Staff for assistance.
Registration Email – Click on the link to start the registration process
Registration Form – Complete and Submit
You will receive a confirmation notice in Smart Cookies as well as an email with your log in and password confirmation
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Troop Roster
Click the My Troop tab for to access troop roster or troop information
Troop Roster – Click on pencil icon to review each of the Girls information. Make any
edits where needed and click Save.
Troop Information – Verify and edit Troop info where needed. Click Update Information once complete. If your troop contact
emails are incorrect, contact product sales staff
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Initial Order Click Orders> Initial Ord Orders tab, click on Troop Initial Order
Click on each girl and enter number of packages for each variety
To order additional cookies for booth sales, click on the booth line and order by variety.
Initial orders are rounded up to a full case. To view the extras, click on the extra line.
Option to add notes in the notes field. Click the “Save” box to save the order.
Once the order is saved, your assigned delivery station will be displayed. Click on the blue location bar, select a date and time. Click Save to confirm delivery. Click ready for review to notify your SU Product Program Manager that your order is complete Initial Order – Selecting a Delivery Day and Time for Initial Order Pick Up
Changes to the troop initial order or the delivery date and time can only be done prior to the troop deadline. If you need to make a change after the troop deadline has passed, contact [email protected] .
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Troop Requested Booth Location – Under the Booths tab, click on Troop Secured Booths
Troop Secured Booth - Fill in Booth location Information
Complete all required fields. Location contact information is optional Booth Permission box: If checked- this allows the Council to assign another Troop to this
location if your Troop cannot attend the booth. Booth Notes – please provide any additional Booth information for Council to review Click Save Click on the
Appointment Times tab
Select the date and time for booth sale; repeat for additional dates and times.
Booths > My Reservations
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Under My Reservations, the Troop Secured Booth Request will be listed with all other Booths the Troop has selected
Council will notify the volunteer by their e-mail if the booth is Approved or Denied If your Troop cannot attend any booth timeslot, please remember to cancel your reservation.
To cancel the booth: click the three dots at the end of the booth row and then click ‘Remove Reservation’.
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Scheduling a First Come, First Serve (FCFS) Booth - Booths tab, click on Schedule Booths The First Come First Serve information will display – dates and number of reservations
allowed. The map will displays all the FCFS Booth locations in Green. Click on the desired location from the list on the left or you can scroll up and down through the
list of booths. You can use the search filters above the listing of booth locations to search for a specific
location or narrow down your search Click on the location you wish to reserve
FCFS -Selecting a Date and Time for each Booth location
Click on desired month and date. Available dates are shown in blue.
Click on the desired time slot. *Note – please limit one time slot per Troop for fairness to other troops unless you have large amounts of inventory to sell then two time slots can be chosen*
Click Save and the following message will appear: “ You have successfully requested this FCFS Booth”
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Repeat the same steps for all desired locations. Once the limit of booth locations has been reached, the following message will appear at the
bottom of the screen: “The maximum number of FCFS requests has been reached for this Troop”
Go to “My Reservations” to view all selected requests by reservation type Remember to delete any reservations you will not use or that were chosen in error. Troops will
receive email confirmations for all selections and cancellations
Planned Orders - Planned orders are entered each Sunday evening by midnight in order for the stock to be in the desired cupboard later in the week.
Click Orders, Planned orders Choose the Cupboard you would like to pick up from by clicking on and highlighting it, then
click Continue Select the date and time you want to pick up cookies Enter the quantity for each variety in cases. Click Save
You may edit your cupboard, date and time selections by clicking edit under the appropriate categories.
Use the Order Notes box to enter important information for future reference. Click Save
Planned Order Screen – Confirming and Printing Receipt
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After the Planned Order is Saved, a confirmation message will appear and the planned order number is shown at the top of the screen
Orders can be deleted here or from the Manage Order Screen. The Planned order can be printed by clicking on Print Receipt. The receipt will provide the location, date and time selected, along with the order details. Receipts will indicate order is NOT APPROVED until the cookies are picked up. When the order is picked up, the Cupboard manager will approve and the order will show as a
Cupboard to Troop (C2T) transfer and will be shown in the Managed Orders screen under C2T transfers.
An email confirming the transfer will be sent to the troop’s contact.
Troop to Girl Transfer (T2G) Allocating Cookies – Moves Cookies from Troop Inventory to Girls Assigns financial responsibility to Girls Insures girls receive the correct recognitions Assists Council with maintaining appropriate inventory in cupboards to minimize leftover
Click Orders> transfer order, Select Troop to Girl from drop down menu Type of Transfer: Select the Troop to Girl (T2G) option from the drop down menu. Click on which Girl in the Troop will receive the transfer or you can search by the Girl’s name in
the Girl search field.
Troop to Girl (T2G) Transfer Order Screen – Selecting the Girl
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Transfer Order Screen – Allocating Packages of Cookies to the Girl
Enter the T2G Transfer in Package Quantity
Two types of transfers can be entered on this page: “Packages” and “Booth Packages” The “Packages” will transfer product and financial liability to the girl for the packages. They will
count towards all recognitions. Enter in the “Package” column the package quantities of each variety that will be transferred to
the selected Girl. Please see section below on how to transfer booth packages to girls.
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If you choose not to use the method below, you can transfer booth packages here by entering quantities in the booth column. Girl will receive recognition credit but will not be assigned financial responsibility.
If using the “Booth Packages” column, enter the booth sale packages sold of each variety to the selected Girl.
Enter any “Order Notes” for reference. This is highly recommended to avoid any potential issues with inventory.
Click Save You can print a transfer receipt for the parent if desired. Additional transfers can be made or you can exit to manage orders. Transfers can be managed (edited, deleted) on the Mange orders page
Using the Smart Booth Divider - the Smart Booth Divider provides an easy and efficient way to distribute credit for booth sale packages sold to multiple girls quickly and evenly. The Girls are not financially responsible for those booth sale packages sold but they receive credit towards their recognitions. Troop to Girl transfers are created and troop available inventory updated. This process will allow the Council to access related to booth sale activity for future planning.
The Smart Booth Divider has TWO Options to distribute the Booth cookies sold during the Cookies Season: Option 1-Distribute each booth sale evenly to selected Girls during the sale or Option 2 – Distribute Total of all Booth sales to all girls in the Troop at end of the sale
Option 1 – Record packages sold at each booth and allocate to girls participating at that booth only. Go to Booths> My Reservations
Find the booth and click on the 3 dots on the far right, A tab will extend, click on Smart Booth Divider
Enter the PACKAGE quantity of each variety sold during that booth sale.
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Click the “Save and Distribute Sales” button
The “Select Troop Girls” box will appear. Check the box of which girls attended that booth sale. Click Continue
The boxes are allocated to the girls selected. Any uneven amounts will be displayed in red and must be manually assigned to girls as desired.
Once all packages have been distributed click save A confirmation message will appear confirming that transfers have been created.
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Option 2 – If you wish to wait and distribute all cookies sold at booth sales to girls at the end of the sale, complete the following steps.
Select the Booth (as above) and open Smart Cookie Divider. Enter in the total packages sold at the booth. Click Save and Go Back At the end of the sale, click Distribute Total Booth Sales Select girls in the troop to receive booth credit Manually adjust totals and distribute uneven packages You will receive confirmation once all packages have been allocated.
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Managing Orders - Manage Orders displays all transactions related to the troop and provides access to view/edit/delete orders as needed during the sale.
Go to Orders>Manage Orders
Summary Boxes at top of page shows Total Cookies Ordered, Sold and On Hand reported in Cases. Planned Orders are also shown. For a quick view of cookies ordered, click on view transactions – all orders will display. You
can also view cookies sold and planned orders using this method. Click On Hand box to see details on current troop inventory by variety. Click Refine search to look for specific types of orders or for orders by girl. Once you have
selected filters, click apply search parameters. Data can be exported to excel if desired. If any orders need to be edited or viewed, click on the three dots to the right to open the menu.
Orders can be viewed, edited or deleted depending on the type of order and time of sale. For instance, a troop cannot delete and initial order after the deadline or edit a cupboard to troop transfer.
Reports: Reports are available for current years and past three seasons Click on Reports>Current for current year reports
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Click on Reports>Archived for past three years. You will have the option to choose the year.
Click on the report category. Booths for example will contain all reports related to booths. Finance Category will include reports on financial data including troop and girl balance summary reports.
Click on the desired report and click go to report. For frequently used reports, click on the Add to Favorites option and that report will be
saved under “My 10 Favorite Reports”. Check the red x to remove it if necessary. Click the “Preview It” option to have a quick look at the format of the report before viewing
the actual report
Report Criteria
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The Report Criteria will appear with the name of the Report at the top Fields in grey will not be able to be edited Fill in all information in the available dropdown fields Click “View Report” and the report will generate. Print or save report. For troop users, the suggested format for the report is in PDF, while SU users may wish to
utilize the Text-Excel format for more data sorting options.
Recognition Orders: Troops must create their troop recognition order after all cookies have been allocated to girls in order to insure girls receive the correct items.Go to Rewards>Recognition Orders
Select the Main Recognition order to create order Once the order has generated, review the order to complete the process If a Girl has a red triangle in her order, click the arrow to review her order. This means that a
selection must be made (size or item). NEW in 2019 – recognition orders will automatically update as transfers are completed. Be sure to review one last time at the end of the sale to insure all choices have been
completed
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Once all items have been selected, status will change to complete Click Submit to finish the order Girl orders can show as unread as long as there are no red triangles
Smart Cookies – Mobile App – New for 2019 – delete the old version and install the new Smart Cookies Mobile App. Available to all user levels Connects directly to Smart Cookies System All screens for all users optimized for use on phones
and tablets.
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