Service Unit Resources

• One of the main responsibilities of SUPCs is securing delivery locations for the Initial Order. These locations can be garages, local businesses, churches, or even an open parking lot. Be sure to recruit volunteers to help you out on delivery day!  

  • If you’re in the Des Moines or Sioux City metro areas, don’t worry, we’ve got your location covered! Troops in these metro areas participate in a Mega Drop Pickup on February 1! Details will be sent to troops by the end of January. 

• Once a delivery location has been secured, SUPCs will need to enter it into Smart Cookies as a Delivery Station. Delivery Stations need to be updated by December 3 so TPMs have accurate information when they get access to Smart Cookies on December 4. 

  1. To enter the delivery location, log into Smart Cookies, go to the Delivery tab, and then select Manage Delivery Stations. 

  2. Click on the pencil to the far right to edit the Delivery Station with the delivery location for the service unit. 

  3. Verify the delivery station address, add/edit as needed. 

  4. Verify your manager contact information, add/edit as needed. 

  5. Verify the location contact information, (the person who will be there the day of the delivery, if different from the manager contact information), add/edit as needed. 

  6. Include any important instructions for the Delivery Agent in the instructions box. (The notes box is for internal use only—this box does not show up on the delivery ticket.) Information to include in the instructions box could be any date/time restrictions, or instructions the delivery drivers may need to know before arriving. These requests are not guaranteed but the Delivery Agents will do their best to accommodate them. 

  7. If you do not know your Delivery Agent and that field is blank, contact us at info@gsiowa.org so we may assist. 

  8. Do not enter anything in the Receiving Date field. 

  9. Click Save. 

GSGI works with three delivery agents to distribute cookies council-wide: Ace Worldwide, Claeys Brothers Moving & Storage, and O'Brien Moving & Storage.

At least one week before delivery, you’ll get a phone call from our Delivery Agent with the date and time for your Troop Initial Order delivery.

• Prep for delivery

  • Troop Initial Orders will be delivered between February 1-6. Cookies are typically delivered on a straight truck with a large rear opening or on a semi. Delivery stations with loading docks are ideal; however, other sites that have large doors or a suitable parking lot are also great options for unloading cookies. 

  • Communicate with troops and Juliettes in your service unit about the date, time, and location of their Troop Initial Order pickup. Please make sure you are available to be present for the delivery; it is important that YOU sign for the product and no one else. 

• Materials needed for delivery

  • Delivery Station Order Detail report (found in Smart Cookies under Summary Reports): Two copies of each will be used as receipts. You keep one, and they keep one. 

  • You can request dot sheets for printing from GSGI, just email us at info@gsiowa.org! These sheets will help when sorting inventory for each troop. 

  • Pens, highlighters, and clipboards, if available. These will make signing orders and noting damages quick and easy. 

  • Weather/Logistics. It’s important to consider how inclement weather might affect your truck’s arrival and unloading time. The driver will do their best to be on time and communicate with you if they are running behind. Also, bear in mind that nationwide driver and supply shortages could affect delivery times. Be sure your location will give you plenty of time to unload, sort cookies, and give troops time to pick them up. 

  • Get Lots of Help! Be sure to have plenty of volunteers to assist. Service unit orders can be rather large, so the more hands available, the quicker things will go. Be sure to communicate any local health and safety procedures with everyone present for the delivery and pickup. 

• Receiving the delivery

  • Have the Delivery Agent unload the product. Volunteers are not allowed on delivery trucks. While the driver(s) unload cookies, have volunteers sort cookies by variety. This will help when dividing up troop orders later. 

  • Be sure to arrive early at your location --- 20 minutes before the scheduled delivery time is ideal. 

  • Use the delivery ticket provided by the Delivery Agent to count product. Count each variety before signing the ticket. 

  • At the time of delivery, check each case for any obvious damage and report it to the Delivery Agent. If a case is damaged on the outside, open and check each package to confirm if it is still in sellable condition. Do not open every case if there is not obvious damage to the packaging. 

    • If you notice missing or damaged product after the Delivery Agent has left, report it to Girl Scouts of Greater Iowa (GSGI) by emailing info@gsiowa.org, or calling us at 800-342-8389 the next business day to ensure replacement or credit. 

  • Both the SUPC and Delivery Agent should sign the receipt, (Delivery Station Order Detail report), and each should keep a copy. 

  • Separate orders by troop and Juliette using the Delivery Station Order Detail report. Do not allow troops or Juliettes to take product until all items have been sorted. Dot sheets are a great tool to help this process go quickly! 

  • Both you and the adult responsible for pickup for troops and Juliettes should count the items TWICE before the receipt is signed. 

• Support Juliettes (Girl Scouts participating individually) as their local point of contact. 

• Many Juliette parents/guardians will opt to enter orders and rewards online themselves. However, if they need extra support, it is your role to facilitate order collection at the end of the program, enter information into Smart Cookies, and get product to them during Troop Initial Orders. We will notify you directly of Juliettes requesting assistance for program management. 

• You will find all Juliettes in your service unit in Smart Cookies with troop numbers that start with 99. 

Check out available Rally Resources in the Pre-Season section of The Bridge!