How Cookie Money Works
As a steward of your troop’s money, you have a wonderful opportunity to teach girls about budgeting and money management. This article for troop leaders, cookie managers and families outlines how cookie money works throughout the cookie program including a timeline and tips for handling money.
Handling Cookie Money
Tips for Troops
During the Sale 
After the Sale
Depositing Checks Into Your Troop Account
Cookie Money Timeline
#1 Troop Receives First (Initial) Cookie Order
- The Girl Scouts receive cookies from the troop.
- Receipts are exchanged for cookies.
- Troop
cookie manager digitally transfers cookies to the Girl Scouts in
Smart Cookies.
#2 Girls Sell Cookies
- Girls sell cookies and collect payment from customers by
credit card, check, or cash.
#3 Girl Scouts Give Money to Troop Cookie Manager
- Troop must receive 50% of money due for current inventory
before giving more cookies to the family.
- Receipts
exchanged for money are turned in.
#4 Troop Cookie Manager Deposits Money into Troop Bank Account
- Make deposits each week.
- Bank account information
must be listed in Smart Cookies.
#5 For Juliettes (Girl participating without a troop)
- Make deposits each week.
- Deposit money into Girl
Scouts River Valleys’ Wells Fargo account using encoded deposit
slips.
- Contact us to have specially encoded
deposit slips printed.
#6 Council’s First Withdrawal (ACH) from Troop’s Bank Account
- Calculated by multiplying $1.00 by total packages received by
the troop by the deadline listed in ACH FAQs, minus online direct
ship order deposits.
- Amount is withdrawn (ACH) out of the
troop’s bank account.
#7 (If Needed) Troop Completes Finance/Inventory Issue Form
- Troop cookie managers complete the Finance/Inventory Issues
Form excess inventory, returned checks, counterfeit cash, unpaid
inventory, etc.
#8 Council’s Second Withdrawal (ACH) from Troop’s Bank Account
- Total remaining balance due is withdrawn (ACH) out of the
troop’s bank account.
- Proceeds (money earned) remains in
the troop bank account.
Summary of Resources
- Finance/Inventory Issue Form – Use this form to report any financial issue that occurred during the Snacks & Magazines or Cookie Program. Submission deadlines and FAQs are included.
- Automated Clearing House (ACH) FAQs – These frequently asked questions will help you understand situations that require a withdrawal or credit to troop bank accounts.
- Counterfeit Money Tips – An article with information on how to identify and handle counterfeit money.
- Contactless Cookie Payment Options – An article with information on Girl Scouts River Valleys-approved digital payment options for troops to use when collecting monies owed from families.
- Payments Accepted Booth Flyer (PDF) – Troops can post these at their cookie booths or they can be shared with customers if they inquire.
- Opening a Troop Bank Account – Outlines how to open a troop checking account at Wells Fargo.
- Troop Finance Tracker (XLS) – Use this spreadsheet template to help with your record keeping.
- Girl Scout Finance Report – This online form must completed every June by troop leaders, service units and groups to ensure proper financial records are kept.
- Juliette Program Credit Deposit Form (PDF) – Use this form if a girl in your troop is transferring to Juliette status.
- Cookie Rewards – Girl Scouts can use this webpage to choose how to use Cookie Credits.
