money matters

money matters

 

  • Payment for magazines must be collected at the time of the order.
  • Customers purchasing magazines through the Online Magazine Program will pay directly with a credit card or check online.  Troops do not need to handle any money for these transactions.
  • Payment for nut and candy orders should be collected at the time of delivery.
  • All checks should be made payable to Girl Scouts of Gulfcoast Florida.  Please include the troop number on the memo line.  Checks should have a pre-printed name and address, and TWO phone numbers.
  • Use the receipt book provided to keep track of families picking up their items or turning in money.  Keep the yellow copies for troop records.
  • Troops should turn in payment for magazine orders to the SU Coordinator with paperwork by October 20, 2013.
  • Payment for nuts and candies should be deposited into the council account using the deposit slips provided.  Deposit 100% of the money collected.  DO NOT withhold troop profit.  Final deposits must be made by December 9, 2013.
Deposit Slips:

Deposit tickets have been specially prepared for each troop. You will receive these at your fall product delivery or your SU Fall Product Sale Coordinator will distribute them.

Do not use another troop’s deposit ticket or one from the counter at the bank. You must use the special deposit ticket prepared for your troop. If you require additional deposit tickets, please contact the council headquarters.  More deposit slips will be mailed to you within 2 business days.

Making your deposit(s):
  • Deposit 100% of all nut and candy money collected by December 9, 2013.  Do not withhold troop proceeds.
  • All checks should be made payable to Girl Scouts of Western Ohio.
  • Double check your deposit for accuracy.  Errors may not be caught at the time of deposit and will be adjusted by the bank at a later date.
  • Take your deposit to Bank of America during business hours to make deposits.
  • Keep the bank receipt and deposit slip copies in your troop records.  If there are questions about the deposit later, you will need to produce these documents.
Delinquent Accounts:

Although it’s not common, there are occasions where Fall Sale funds go missing or are not submitted to the troop in a timely manner.  Use the guidelines below to reduce the odds of a delinquent account and handle the situation if it does arise.

  • Make sure parents understand that they are responsible for all their daughter’s sales through the Fall Product Sale.  Collect a Parent Permission form for each girl before she receives any Fall Product Sale materials.
  • Communicate often.  Make sure parents are aware of deadlines and money collection processes.
  • Write a receipt anytime you distribute products or collect payment from a parent.  Keep a copy of the receipt for troop records and give the parent a copy.
  • Count all payments carefully in front of the parent.

Any family that has not paid in full by December 6, 2013, is considered delinquent.  Follow the following steps to attempt to collect the past due funds.

  • After the final payment deadline has passed, contact the family at least once a week, making at least three attempts to collect the funds. 
  • Make at least one contact in writing.  Use the sample letter on the Past Due Parent/Guardian Form for the Fall Product Sale.
  • By January 1, 2014, submit the Past Due Parent/Guardian Form directly to the council office.  Include a log of your communications with the parent, any receipts or other documentation, and the girl’s Parent Permission form for the Fall Product sale.
  • Upon receipt of the Past Due Parent/Guardian Form, the council staff will begin attempts to collect the funds.  A collections fee will be added to the outstanding debt and the debt will be submitted to a collections agency for further collections action.  Please note: submitting the form does not guarantee the funds will be collected, only that every effort will be made to collect.

Click below to go to Ashton Farms
Online Ordering System

Ways to Participate:


Nuts & Candy

  • At the beginning of the Fall Product Sale, each girl will receive a nut and candy order card.  Girls can use the order card to collect nut and candy order promises from friends and family.  Payment is collected at the time of delivery.
  • Girls can also collect nut and candy order promises through the QSP/Nut Online Program.  Girls should make arrangements to make delivery and collect payment in person for online nut and candy promises.
  • The Troop to Troop program is back by popular demand for 2013! Through the Troop to Troop Program, customers can purchase a $5 nut/candy item to be donated to the men and women serving in the military. Girls who sell 3 or more Troop to Troop items will earn the 2013 Troop to Troop patch.

Magazine Orders

  • In each girl’s Fall Product Sale packet, she will receive a magazine catalog and order forms.  Girls can use the catalog and order forms to collect magazine orders from friends and family.  Payment is collected when the order is placed.
  • Families can also use the QSP/Nut Online Program to send emails to friends and families.  The email contains a link so friends and family around the country can shop online and order subscriptions to support their Girl Scout.
  • Address booklets are also included in each girl’s packet.  Girls simply complete the included post cards with the names and addresses of 10 friends and family members and turn it into their troops at the end of the sale.  A direct mailing is sent later to those customers.  (Addresses should be outside of the county the girl lives in.)