Let’s get right to it—how do I get my cookies? Managing the troop’s cookies means placing an initial order, transferring cookies to girls, and visiting Cookie Cupboards to pick up more cookies when necessary. With the Smart Cookies online platform managing cookie inventory is a breeze!
How Troops and Girls Get Cookies 
Initial Orders
- Troops will pick up initial order cookies at Initial Pick Ups. These pickup locations are reserved by the Service Unit Cookie Chair and are where all the Service Unit cookies will be delivered at the same time! Your Service Unit Cookie Chair will let you know the date, time, and location of your Initial Pick Up.
Cookie Cupboards
- Cookie Cupboards open in mid-February. Cupboards are a resource for troops to restock on inventory when their initial cookie orders run out. Before heading out to a cupboard, make sure to place a Planned Order in Smart Cookies ahead of time. Check out the 2024 Cookie Cupboard Locations.
From Other Troops
- Transferring cookies between troops is another way to manage troop inventory. Troops with an excess of one or multiple varieties can transfer to troops who need more.
The Inside Scoop on Initial Orders
The Initial Order Period happens January 5–19. This is the time when girls can go around with order cards—collecting orders from customers, but not collecting money. Initial Orders are due from girls to the Troop Cookie Chair through Digital Cookie on January 16 and troop Initial Orders are due to Service Unit Cookie Chairs on January 19.
Troops place Initial Orders to receive cookies as soon as the Direct Sale Period starts. Here are some benefits to placing Initial Orders:
- Initial Order Cookies are shipped directly to your service unit! All you have to do is communicate with your Service Unit Cookie Chair to schedule a time for pick up.
- If troops include cookies for Cookie Booths on their initial order, it decreases trips needed to a Cookie Cupboard—saving gas and time!
- Placing Initial Orders also helps prevent shortages. The cookies you order in your Initial Order are guaranteed by our baker for you to receive.
Part of your troop's Initial Order will be the cookies girls have sold with their order cards during the month of January. Troops can also order additional cookies for booth sales on the initial order—using the booth cookies line. Do not enter extra booth cookies in Smart Cookies as a girl order. Smart Cookies will automatically round each variety up to the nearest full case after initial orders and extras are entered. The troop is responsible for selling these extra packages.
What to Expect from Your Initial Pick Up
Once initial orders are in, it’s time to plan for the arrival of cookies. If you haven’t yet seen a cookie delivery, it’s quite a sight! Many semi-trucks deliver over 60,000 cases of cookies to our Cookie Cupboards and Initial Pick Up sites, and there’s a great deal of excitement and Girl Scout sisterhood. Your Service Unit Cookie Chair will give you instructions on the process, date, and time for attending Initial Pick Up and picking up your troops initial order cookies. Be sure to print your Initial Order confirmation to bring to the pick up to confirm totals. While there, the Service Unit Cookie Chair will receive and confirm the product first. Then, work together to verify totals by cookie variety for your troop—count each case by variety with the Service Unit Cookie Chair or designated volunteer before signing for the product and leaving the location.
Next, as a Troop Cookie Chair you:
- Arrange the distribution of your troop's cookies to girls and families—set a day and time for families to pick up their inventory and communicate the process.
- Verify total by cookie variety—counting with families during distribution.
- Issue receipts to families for total number of cookies picked up, by variety of cookie.
What to Order for Direct Sales
You’re heading into the Direct Sale Period. Great! Now, how do you know which cookies to offer to customers? When ordering cookies, there are a few things to consider! Are you preparing for an upcoming Cookie Booth?
- Is your booth at a larger store like Walmart or Lowe's? Cookie Booths at bigger stores have a potentially better chance of bringing in more foot traffic for sales.
- What does the weather look like for that day? Better weather means a higher possibility for more foot traffic for sales.
- Is it the beginning of the Cookie Program? Earlier in the season there is more demand—customers have been waiting all year for Cookies! The end of March also offers customers a last chance for Girl Scout Cookies.
What's the right mix? On average, this is what Cookie Sales look like in Missouri Heartland.
- Thin Mints | 27%
- Caramel deLites | 18%
- Peanut Butter Patties | 17%
- Peanut Butter Sandwhich | 9%
- Lemonades | 9%
- Adventurefuls | 7%
- Trefoils | 5%
- Toast-Yays! | 4%
- Gluten-Free Caramel Chocolate Chip* | 2%
*Gluten-Free Caramel Chocolate Chip are in limited supply. This year there is no limit on troop initial orders, while supplies last. GSMH has the authority to edit Gluten Free cases based on supply. If supply remains after initial order, Gluten Free are first-come, first-served at Cookie Cupboards.
Note: Troops are responsible for deciding the quantity of cookies that they order.
Getting to Know Cookie Cupboards
After you have received your initial cookie order, your troop may need more cookies to fill additional girl orders or for Cookie Booth sales. There are many cupboards throughout GSMH—exact locations will be available this winter. Cookie Cupboards are where you can pick up additional cookies and replace damaged product with the same variety. Cookie Cupboards are located throughout GSMH and are hosted by both staff and volunteers. All Cookie Cupboards are open to all troops and operate similarly, but hours will vary. All cupboards accept orders through our Planned Order process. Some Cookie Cupboards may close before the end of the Direct Sales Period based on the flow of product coming out of the cupboard. If a cupboard closes before the end of the Direct Sales Period, this will be communicated with the volunteers via email. Stay tuned for 2024 Cookie Cupboard details coming soon!
Tips for a Smooth Cookie Cupboard Experience
- Remove obstacles from your vehicle to ensure it is ready to be loaded.
- Verify the cookie count and sign the receipt before you leave the building.
- No returns or exchanges. However, damaged packages of cookies can be exchanged for the same variety.
- Gluten Free Caramel Chocolate Chip cookies are not guaranteed to be in stock at any cupboard location.
Ordering from a Cookie Cupboard
To order cookies from a Cookie Cupboard, troops will place a Planned Order in Smart Cookies! A Planned Order allows a troop to schedule a cookie pick-up on a designated day from any Cookie Cupboard. It also allows time for the Cookie Cupboard to guarantee the proper cookie inventory to fill the order.
How Planned Orders Work?
Cookie Cupboard locations are uploaded into Smart Cookies—and acts as our inventory management system (just like it does for troop inventory). Planned Orders are submitted through Smart Cookies for pickup at any of these locations. Planned Orders can be placed daily and must be submitted by 1 p.m. each day for pickup the following day. For example, orders placed by 1 p.m. on Monday are eligible for pick up Tuesday, as long as there are pickup times available. An order placed at 3 p.m. on Monday would be eligible for pickup beginning Wednesday, as long as there are pickup times available.
Learn How to Schedule Your Planned Order
Planned Order FAQs
What are the benefits to Planned Orders?
Cookies+ Team has the ability to see each cupboard's inventory at any given moment. This helps us know when, where, and how many cookies are needed at cupboards—decreasing the likelihood of cookie shortages. Our goal is to always have cookies available when and where our girls are selling.
Who can pick up the Planned Order for my troop?
As with all cookies, the Troop Cookie Chair is the only person allowed to pick up the cookies unless prior permission for someone else is provided. To do that, provide that information in the 'Order Notes' while placing a Planned Order.
What if I don’t see a lot of time slots?
Time slots are available first-come, first-serve. Cupboard time slots are in 30-minute increments. As the maximum number of pickups allowed during a slot is reached, that time will fall off the list of available options.
What if I want to edit my order? How?
Under the Orders tab, you can select “Manage Orders” to review your order—you have until 1 p.m. the day before your scheduled pick up to make edits to your order. Once picked up, Planned Orders will immediately appear on your Troop Balance Summary and will be calculated for the next electronic withdrawal.
Do I need to calculate Planned Orders differently for the electronic withdrawal?
No. Once picked up, all Planned Orders will immediately appear on your Troop Balance Summary and will be calculated for the next electronic withdrawal.
What if I'm running late or no longer able to pick up my planned order?
Notify the cupboard as soon as possible. Depending on the cupboard schedule, they should be able to work with you on a new time. If the cupboard is unable to work in the changes, they will cancel the planned order and you will need to schedule a new pick up in Smart Cookies.
Can I add cookies to my order when I arrive to pick up my order?
Yes—as long as cookies are available and not being held to fulfill other planned orders that day.
What if I run out of cookies and I need more fast?
If you run out of cookies at a booth and need more but it's past the deadline to submit a planned order, you can contact the cupboard during their cupboard hours to request a urgent pick up. If the cupboard has the cookies you need, they will schedule an available time for you to pick up. Note: These urgent pick ups are only used forwhen troops run out of cookies at a cookie booth, not due to lack of planning ahead.
Allocating Cookies
Allocating cookies is when a Troop Leader transfers the correct cookies to a girl through their Smart Cookies dashboard. Allocating cookies is important because it gives girls credit for the correct number of packages they have sold as well as keeping the troops inventory and finances updated. For easy to follow along instructions, check out this Allocating Cookies Tip Sheet. If you're need to allocate Cookie Share cookies, check out this tip sheet.
Tips and Tricks to Manage Your Troop Inventory
It’s important to have a plan of how many cookies your troop will need to achieve your goals. Read below for some tips to help you manage your inventory from the beginning of the season to the end.
Project your Initial Order.
Review each girls initial order demand and work as a troop to decide how many booths your girls would like to secure and work with your troop on setting a goal for each girl to earn an Initial Order reward.
- The Goal Getter Patch is earned when girls place an initial order for 125+ Packages.
- Girls with an initial order of 250+ Packages will also earn an exclusive axolotl small plush!
Weekly Troop Cookie Tracking.
Use your troop Facebook Group / text chain / other mode of communication to give updates to families on Troop Sales Goals, inventory, and planned pick up orders. At troop meetings, take some time to update a visual board that gives an exciting update and check in with your girls on their goal progress.
- Other topics to consider: How many cookies does each girl have on hand? How many packages are the girls away from reaching their goals? Are they still wanting to actively participate in booths or door-to-door sales?
Booth Participation.
Things to consider when scheduling booths.
- Be consistent where you’re setting up your booths and try to avoid canceling them.
- Forecast the number of cookies you will need for each booth.
- Reevaluate your inventory after each booth. If your girls are starting to slow down, you might not want to order cookies in bulk from the cupboard.
- Extended Sales. Evaluate girl and troop inventory and establish a plan to liquidate any unsold cookies. This could look like scheduling more booths, working with businesses on bulk sales, or making a donation to your favorite non-profit organization.
A few quick Reminders:
- Transferring sold cookies to girls in Smart Cookies when the transfers happen not only helps with managing troop inventory, it also helps you properly track financial responsibility of the cookies and makes closing out your season smoother.
- Always issue receipts any time cookies or money are exchanged! Keep these receipts until October 1, 2024.
- Cookies must be kept in good condition and stored in areas free of extreme temperature changes, pests, smoke or other damaging effects.
Leftover Inventory
Troops have until the end of the Extended Sales Period—April 21—to sell any remaining cookie inventory. If troops are unable to sell their remaining inventory by April 21, they can contact local organizations such as first responders, churches, and more to donate these cookies. Troops can also choose to use the remaining cookies for snacks during troop meetings and/or troop activities throughout the summer!
