Cookie Cupboard Champions are important members of the Cookie Program team. Volunteers like you are the champions, role models and cookie coaches who help girls discover their amazing potential and take steps towards achieving their goals.
Cupboards are a major component of the direct sale period. They are where all troops should be accepted to place additional inventory orders throughout the duration of the cookie program after the initial order is placed.
The Cupboard Champion must enter their Cookie Order in eBudde by January 6, 2024, or contact GSCB to enter it on their behalf.
What do Cupboard Champions do?
Complete your Cupboard Champion Agreement
Provide equal cupboard access to all girls and troops within the Council – not just within SU lines, including Juliettes.
Report physical inventory to GSCB, weekly, on Sunday evenings by 10PM.
Protect the cookies and technology from damage (mice, water, weather, insects, etc).
Provide support and assistance to your SU Cookie Team.
Coordinate with your SU Cookie Champion to arrange locations and delivery for GOC donations at the end of the program. Upon closing your cupboard, GSCB staff will help arrange this transaction.
Try to utilize the contactless pickup option using the eBudde app with your troops.
Coordinate with the SU Cookie Team to communicate that any volunteers that wish to place and/or pickup cupboard orders, should download and utilize the eBudde app and create their own account.
Coordinate with the SU Cookie Team to communicate with troop volunteers who have trusted troop caregiver volunteers that pickup at a cupboard to be added to the troop as a “Troop Cookie Pickup Only” user in eBudde so they may create an account to confirm their pickups for the troop on their own mobile device.
2024 Reminders
- All necessary technology is available to you in the eBudde app.
- Inventory is due to GSCB weekly, each Sunday by 10 pm.
- GSCB requests closing your cupboard on Mondays for inventory. GSCB council cupboards are closed Mondays for inventory and placing reorders.
- Troop users do not enter their password/touch your cupboard tablet to accept orders. With the updates to eBudde’s order processing system, volunteers use the eBudde app on their personal tech/phone.
- Troops should only be guaranteed cookies if their troop pending orders are placed by Sunday at 10pm for pickup on the following Tuesday – Saturday.
Cupboard Champion Program Timeline
- Attend training session online via gsLearn
- Complete your Cupboard Champion Agreement
- Complete Cupboard Initial Cookie Order by January 6, 2024 in the “Cookies” tab
- Feb. 3- 9th – Delivery Week
- Feb. 3 – 9th – Cupboards may open, following their delivery.
- March 13th – Last day for cupboards to be open (Extended cupboard dates due to any last-minute Digital Cookie girl-delivery orders placed that troops may need fulfilled.) *Cupboard may be asked to close at any point during the program by GSCB.
- March 14th – Begin closure of cupboards to the NRC or PRC (Must be scheduled with GSCB staff.).
- Begin arrangement for donations to local charities for Gift of Caring. Delivery should occur before summer begins. Cookies expire each year on September 1.
Cupboard Delivery
You must be present or have a volunteer available to accept, count and sign for your delivery.
When the truck arrives, count the cookies. Sign for the cookies and ask the delivery agent to replace any damaged cookies.
Know exactly how many cookies you ordered, by variety. Print your Cupboard Order from the Delivery tab in eBudde. See below.
Only sign for cookies you have received during the delivery. You can change the amount received on the delivery ticket with the delivery agent.
Cupboard Pickups
Set your cupboards availability in the cupboard settings on eBudde prior to opening.
In order to pickup cookies from your cupboard, troops must place pending orders in eBudde. Orders can be placed by the case and/or by the package.
Cupboards can only guarantee cookies if the pending order is placed by 10pm on Sunday for the following Tuesday -Saturday pickup.
View pending orders at eBudde.com or using the eBudde mobile app.
Facilitate cupboard pickups right from your mobile device using the eBudde Troop App. See how below:
eBudde for Cupboard Champions
Here are a few tasks we recommend you complete in eBudde to support seamless cupboard management before your delivery occurs, once you have access for the current membership year.
- Set up your cupboard’s availability in the cupboard settings prior to opening.
- GSCB requires all cupboards to be closed on Mondays for inventory purposes and placing reorders.
- DO NOT change your Settings delivery address information section without first consulting GSCB.
- If you set up pickup time slots, keep in mind that you may not be able to change them later if there are pending troop orders entered in your cupboard.
- You may set the slots to as few as 4 minutes apart, or more – whatever you prefer.
- Using the cupboard settings, you can set a required amount of time between when an order is placed and when it can be picked up.
On the eBudde dashboard, after completing the registration and login process, Cupboard Champions will see order totals, pending orders and goal information (depending on the SUCC entering the SU goals).
The Contacts tab is not editable by the Cupboard Managing Clerk (i.e., the Cupboard Champion).
Only Council can make additions or changes to the roles for both SUs and Troops, however, you can edit your own contact information on this page if it is incorrect.
Cupboard Managing Clerks (or Cupboard Champions) have access to update settings, but not add users in their Settings tab. GSCB requests that you DO NOT change any of the Location or contact information that is entered in the top settings section, as it may negatively affect your SU Delivery.
If your settings information is incorrect, please contact GSCB immediately to correct the information.
This is the tab where you can update your inventory availability if needed throughout the season. If you sell out of an item and cannot re-order, or you are unsure of when you will receive additional inventory, you can check the box next to that variety and then click the “Update” button for troops placing pending orders with the cupboard, to see that the inventory for that variety is currently unavailable to order from the cupboard.
Cupboard Availability on the Settings Tab
To add an available date, click the Add Availability link in the “Hours of Operation” section.
That will open a box for you to enter the information. You can add as many available options as necessary for your cupboard.
You will need to enter the opening and closing times. Select one or more days of the week. Enter the beginning date and ending date.
Be sure to click the purple “Update” button at the bottom of the page when you have finished updating your cupboard’s hours of operation availability!
REMINDER: All cupboards will then be closed on Monday for delivery, transportation, and restocking purposes. Please do not schedule availability on Mondays.
Cupboard Scheduling on the Settings Tab
Entering the information in the above fields as part of the available hours of operation will create a schedule that troops and/or service units need to adhere to when placing pending orders.
You may elect to use pickup slots, or not – but note that if you set up pickup slots at the beginning of the season, you may not be able to adjust them later.
Use Pickup Slots: This provides the system with the ability to create time slots for cupboard pickup.
Slot Length in Minutes: This tells the system how often you want the troops/service units to show up. Every 10 minutes, 15 minutes, or as few as 4-minute slots. The system will tell you if you need to change your time slots.
Slot Overflow in Cases: Once you have set up the time interval, you need to tell the system how many cases can be picked up in that time interval. This will help to give extra time if necessary for troops/service units with large orders.
Make sure to click the “Update” button when you have completed your availability and pickup slots.
Updating Unavailable Inventory Varieties
If you sell out of a cookie variety or are running low and for some reason you cannot re-order, or you are unsure when you will receive additional inventory, you can use the “Edit Settings” button and then check the box next to the variety you need to make unavailable for ordering. Make sure you click the “update” button. This will make the variety unavailable to troops for ordering during the pending order process.
Cupboard Replenishment & Reorders
As Cupboard Champion, you will want to keep in touch with your SU Cookie Team to make sure your troops (and any others within your SU) will have access to ample cookie inventory throughout the program. In addition to reporting your physical inventory to GSCB, you may need to order cookies through the Product Program team.
To reorder, do NOT place any orders in eBudde, send a request email to ProductPrograms@cbgsc.org with your order in full-cases, by variety with your inventory, or by Monday morning at 8 am when needed.
GSCB’s delivery agents require a minimum order of 200 cases for redelivery from the warehouse after the initial order (which could potentially be split between two or more cupboards during the same day).
When possible, Cupboard Champions may be able to pickup cookie inventory from council cupboards.
- This is contingent upon Newark and Salisbury Cupboard inventory and availability. These orders MUST be scheduled with GSCB staff prior to placing the order in eBudde.
To facilitate any reorders, please email ProductPrograms@cbgsc.org – do NOT place orders in eBudde unless otherwise instructed.
Cupboard Damages Process
If a troop receives damaged boxes from their initial order delivery or any cupboard pickups – they can return those boxes to a cupboard for an exchange of the same variety of cookie – the physical damaged boxes must be returned to the cupboard for an exchange.
Damaged cookies include open boxes, boxes with open sleeves, crushed boxes, etc.
- If a volunteer says a box is damaged, you can just do the exchange. If upon further review the box does not appear to be damaged – you can decide if it can be put back into your inventory.
Damaged boxes are entered in eBudde as a cupboard-to-cupboard transaction. The image below shows the correct prompts completed. Since you are entering the transaction in your cupboard’s transaction, eBudde already knows where it is coming from, you need to enter the damage to be “removed” from your inventory and “send” it to the Council Damages (101) cupboard.
To Enter a Damages Transaction:
- Select the purple “Add a Transaction” button on the Transactions tab.
- Change the 2nd Party to “Cupboard” and select “Council Damages (101) as the cupboard from the drop-down.
- Enter the varieties of damaged cookies by case/package.
- Click “Okay.”
- Click the purple “Save” button on the main Transactions tab screen.
Once a damaged box has been accounted for in eBudde, it may be disposed of.
Take the cookie sleeves out of the paper boxes to dispose of them in the trash and then recycle the packaging.
Cookies in plastic packaging may be thrown away as a whole package.
You can choose to add damaged cookie transactions as they come in, or weekly.
