TRACKING THE COOKIE MONEY Keeping the finances straight can be challenging; if you follow the steps outlined below your experience can be smooth one! Set expectations from your families as to when and where you’ll collect money: 1. Introduce a schedule during your Family Meeting. Families tend to hang on to money due. 2. Do not let families turn in one check at the end; they should be turning in money as it’s collected. 3. Fill out a receipt, completely and correctly, any time you collect money from a family and enter the amount into Smart Cookies (directions on adding girl payments are below). THIS IS MANDATORY! 4. The full date: MM/DD/YY – important since the receipts can be the same from year to year. 5. Legible signatures on the Received from and Received By lines. 6. Use separate receipts for each transaction – don’t put cookies taken and money received on the same receipt. 7. Troops keep the white copy; families keep the yellow copy. 8. Deposit money regularly. Your safety is important so please go to the bank at an appropriate time but do so as soon as possible. 9. If the TCM turns money over to the Troop Leader, a receipt should be filled out.
! If money is lost/stolen, the person who was holding the money is financially responsible for replacing it. More receipt books are available from your SU PPM or the GSKSMO office. Please email cookies@gsksmo.org ahead of time so we can be sure to accommodate you. TRACKING FAMILY MONEY IN SMART COOKIES Every time a girl turns in money, TCMs should enter the payment into Smart Cookies. This allows you to have a record of every payment and easily see what each Girl Scout’s balance is.
Entering Girl Money into Smart Cookies:
1. Log into Smart Cookies.
2. Hover over the Finances tab and choose Financial Transactions.
3. The program opens automatically to the troop transaction tab, click on Girl Transaction.
4. Scroll down and click Add Girl Transaction.
5. Choose the girl, type and payment method from the drop-down menus.
6. Enter the date (the day the cash/ checks were accepted) and the amount of the deposit. 7. The reference and notes fields are optional and as a rule the council will not see these fields. If something has been entered in these fields do not erase.
8. Click Save.
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