Finance/Inventory Issue Form

Finance/Inventory Issue Form

This form is to be used by the troop or community/area product leaders when there is a financial issue that has occurred during the Fall Product Program (Snacks & Magazines sale) and/or Cookie Program.

Reporting Deadlines

Finance/Inventory Issue	Snacks & Magazines Program Deadlines	Cookie Program Deadlines
Bank Fees Reimbursement Request (Due to high deposit activity)	2024	May 31, 2025
Excess (Unsold) Troop Cookie Inventory	N/A	Apr 6, 2025
Family Outstanding Balance to Troop	Dec 12, 2024	Apr 6, 2025
Troop Fall Product/Cookie Manager or Troop Leader Outstanding Balance to Troop	Dec 12, 2024	Apr 6, 2025
Juliette Girl Scout Outstanding Balance to Girl Scouts River Valleys	2024	Apr 6, 2025
Returned Check (Non-sufficient funds/account closed) Reimbursement Request	2024	May 31, 2025
Stolen Product/Money or Fire Damaged Product	Dec 12, 2024	Apr 6, 2025
Counterfeit Money Received	Dec 12, 2024	Apr 6, 2025

Frequently Asked Questions (FAQs)
What is the Finance/Inventory Issue Form?
The Finance/Inventory Issue Form is an online web form which must be completed in any of the following situations:
- Bank Fees Reimbursement Request (Due to high deposit activity)
- Excess (Unsold) Troop Cookie Inventory
- Family Outstanding Balance to Troop
- Troop Fall Product/Cookie Manager or Troop Leader Outstanding Balance to Troop
- Juliette Girl Scout Outstanding Balance to Girl Scouts River Valleys
- Returned Check (Non-sufficient funds/account closed) Reimbursement Request
- Stolen Product/Money or Fire Damaged Product
- Counterfeit Money Received
Who do I contact if I have an issue with Girl Scout delivery or direct ship orders?
Any questions on Smart Cookies Girl Scout delivery or direct ship orders should be sent directly to ABC Help Desk at ABCSmartCookieTech@hearthsidefoods.com.

What does the troop do if it has unsold cookie inventory at the end of the Cooke Program?
If your troop has excess or unsold cookie inventory and the troop is planning to sell to friends and family, you must seek an extension to sell inventory. The troop is still financially responsible for these cookies and by filing a Finance/Inventory Issue Form you are only extending the amount of time you have to settle with Girl Scouts River Valleys.

The second and final ACH withdrawal will be adjusted to not withdraw these funds from the troop account. The ACH date and amount of the excess inventory will be emailed after Finance/Inventory Issue Form is processed.
- Please Note: If this Finance/Inventory Issue Form is submitted after the second (final) ACH withdrawal, the balance owed for the excess inventory will be refunded back to the troop’s bank account via ACH credit when the Finance/Inventory Issue Form has been processed.
What if we have a family that has an outstanding balance?
Communicating with the parent/guardian right away is by far the most effective method of collecting payment. Please attempt to resolve the issues within your troop during the sale and be sure to document the situation and all attempted contacts.

If money remains uncollected at the end of the sale, you must complete a Finance/Inventory Issue Form no later than December 12, 2024, for Snacks & Magazines and by April 6, 2025 for the Cookie Program. The ACH withdrawal amount will be adjusted to leave this balance in the troop’s bank account and will short the amount owed to Girl Scouts River Valleys. Girl Scouts River Valleys will then contact the parent/guardian to try and collect the amount owed. If the parent/guardian fails to communicate with Girl Scouts River Valleys, or if the parent/guardian does not abide by a Girl Scouts River Valleys’ Debt Policy, they will be referred to a collection agency.

In order for Girl Scouts River Valleys to accept and process the Finance/Inventory Issue Form for a family outstanding balance, the following documentation is required to be submitted with the form:
1. Signed Family Responsibility Form,
2. Signed receipts for all product or money exchanges, and
3. Communication exchanges
Troops are NOT to use troop proceeds to cover any outstanding balances. The troop proceeds belong to the girls and by using these funds to cover an outstanding balance, the girls lose out on their hard work.

If the amount owed has not been paid by the beginning of the next program season, that Girl Scout will have limited participation for the Snacks & Magazines and/or the Cookie Program.

Girl Scouts River Valleys does not follow up with troops, communities and or areas on the status of Finance/Inventory Issue Forms. Troops, communities and areas can contact Girl Scouts River Valleys if they are interested in status of Finance/Inventory Issue Form.

If a Finance/Inventory Issue Form is submitted after the final ACH withdrawal, the amount owed by the family will be returned to the troop’s bank account via ACH credit.

What if there is a returned (Non-Sufficient Funds/closed account) check deposited into the troop account?
Do not attempt to collect repayment from the check writer.

The signer on the troop’s bank account that receives the bank statements is who will receive the legal notice and bank statement in the mail for returned checks. It is required that Girl Scouts River Valleys receives the legal copy of the check (front and back). When you receive the legal copy of return check notification from the bank, complete and submit a Finance/Inventory Issue Form and include a copy of both the bank statement and the legal copy of the returned check (front and back).

The check amount and bank fee (if applicable) will be refunded back to the troop’s bank account via an ACH credit.

You may be charged a fee by the bank if you choose to print a copy of the returned check directly from the troop’s online bank account. This copy will not be accepted by Girl Scouts River Valleys and we will not reimburse for any of these bank fees. If troop does not receive Legal Copy in the mail, it can be requested from the bank by asking for a copy of the Returned Notice.

Above is a sample of the Legal Copy that is required to complete the process for this form.

What bank fees could our troop incur?
Some troop bank accounts have a limit on the number of free transactions that can post to the account per month before a fee is charged. Contact your bank if you have questions on their transaction limits.

What do I do if bank fees are incurred?
If the troop bank account incurs bank fees due high deposit activity during the Snacks & Magazine and/or Cookie Programs, you must complete a Finance/Inventory Issue Form and include a copy of the bank statement. The bank fee will be refunded to the troop’s bank account via a ACH credit.

What if Girl Scouts River Valleys pulls an incorrect amount from my troop’s account?
Your attention to M2OS and Smart Cookies is important. Any wrong entries in girls selling, transfers, or transactions will affect your balance. Since we will pull funds from your account based on these variables, it is possible that an incorrect amount could be withdrawn. If you discover that the incorrect amount was withdrawn from the troop’s bank account, please complete a Finance/Inventory Issue Form and your troop will be credited or debited accordingly.

How do we handle stolen money or product or product damaged in a fire?
If a family and/or troop has money or product stolen from car or household or product damaged due to a fire, you must complete a Finance/Inventory Issue Form. The family/troop will be responsible for any money owed to the troop or Girl Scouts River Valleys unless the following required steps have been completed:

A police and/or fire report has been filed. You will need to provide a copy.
An insurance claim has been filed. You will need to provide a copy. Depending on the incident, a claim should have been filed with either Homeowner’s or Auto insurance. If insurance does not cover the claim, you will need to get a letter from your insurance carrier stating that your claim is or is not covered. This letter, if applicable, will need to be included in your Finance/Inventory Issue Form.

What do we do if the troop receives counterfeit money from a customer?
Most of the time you will not know you have received counterfeit money until you go to the bank to make the deposit. The bank should give you a letter that they adjusted your deposit due to the counterfeit money. If they do not, request a letter from the bank stating that the bank received and kept the counterfeit money. This letter is required when submitting the Finance/Inventory Issue Form. Once Girl Scouts River Valleys has received all required paperwork, a confirmation email will be sent and a deposit will be entered into M2OS or Smart Cookies.

Who do I contact if I have any questions?
Becky Rettler, Troop Finance Specialist 651-251-1211 becky.rettler@girlscoutsrv.org.

Part 1: Your Information
Name*

First NameLast Name
Email*
example@example.com
Best Daytime Phone Number*
Please enter a valid phone number.
Troop Number*
Your Volunteer Role*
Part 2: Define Your Finance/Inventory Issue

You will need to submit separate Finance/Inventory Issue form for each financial issue. Completing this section of the form will populate additional questions.
Which program are you submitting a Finance/Inventory Issue Form for?*

Snacks & MagazinesCookies
What year did the finance or inventory issue occur?*
Which financial or inventory issue have you experienced?*
Part 3: Instructions
Bank Fees Reimbursement Request (Due to high deposit activity)

Some troop bank accounts have a limit on the number of free transactions that can post to the account per month before a fee is charged. Contact your bank if you have questions about their transaction limits.

Girl Scouts River Valleys will reimburse troop bank accounts if the troop incurred bank fees due to high deposit activity during the months of November and December for troops selling Snacks & Magazines or during the months of February, March, or April for troops selling Cookies.

All reimbursements are processed via ACH.

In order to receive the reimbursement for bank fees due to high deposit activity, you will need to attach a copy of the bank statement showing bank fee.
Excess (Unsold) Troop Inventory (Cookie Program only)

If your troop has excess or unsold cookie inventory and the troop is planning to sell to friends and family, you must seek an extension to sell inventory. The troop is still financially responsible for these cookies and by filing a Finance/Inventory Issue Form you are only extending the amount of time you have to settle with Girl Scouts River Valleys.

The second and final ACH withdrawal will be adjusted to not withdraw these funds from the troop account. The ACH date and amount of the excess inventory will be emailed after Finance/Inventory Issue Form is processed.

Please Note: If this Finance/Inventory Issue Form is submitted after the second (final) ACH withdrawal, the balance owed for the excess inventory will be refunded back to the troop’s bank account via ACH credit when the Finance/Inventory Issue Form has been processed.
Family Unpaid Balance to Troop

Making immediate contact with the family is by far the most effective method of collecting payment. Please attempt to resolve the issues within your troop during the sale. Be sure to document the situation and all attempted contacts.

The second (final) ACH withdrawal will be adjusted to not withdraw these funds from the troop’s bank account. The family will then need to make payment to Girl Scouts River Valleys, not to the troop.

You must provide The following information is required in order for the the form to processed. The form will be delayed or not processed if all required information is not included:
1. The family's contact information.
2. The total amount due to your troop.
3. Copies of signed permission Family Responsibility Form.
4. Signed receipts for product and money exchanges from family.
5. Copies of communications with family regarding the balance owed.
Please Note: If this Finance/Inventory Issue Form is submitted after the second (final) ACH withdrawal, the balance owed by the family will be returned back to the troop’s bank account via ACH credit when the Finance/Inventory Issue From has been processed.
Troop Fall Product/Cookie Manager or Troop Leader Unpaid Balance to Troop

Making immediate contact with the Troop Fall Product/Cookie Manager or Troop Leader is by far the most effective method of collecting payment. Please attempt to resolve the issues within your troop during the sale. Be sure to document the situation and all attempted contacts.

The second (final) ACH withdrawal will be adjusted to not withdraw these funds from the troop’s bank account. The person responsible will then need to make payment to Girl Scouts River Valleys, not to the troop.

The following information is required in order for the form to be processed. The form will be delayed or not processed if all required information is not included.:
1. The Troop Fall Product/Cookie Manager's or Troop Leader's contact information.
2. The total amount due to your troop.
3. Copies of signed responsibility forms.
4. Signed receipts for product and money exchanges from the Troop Fall Product/Cookie Manager or Troop Leader.
5. Copies of communications with Troop Fall Product/Cookie Manager or Troop Leader regarding the balance owed.
Please Note: If this Finance/Inventory Issue Form is submitted after the second (final) ACH withdrawal, the balance owed by the family will be returned back to the troop’s bank account via ACH credit when the Finance/Inventory Issue From has been processed.
Juliette Girl Scout Unpaid Balance to Girl Scouts River Valleys

This section is to be completed if a Juliette has an unpaid balance that is owed to the council at the end of each product program sale.
Returned Check (Non-Sufficient Funds/Account Closed) Reimbursement Request

The signer on the troop’s bank account that receives the bank statements is the person who will receive the returned check and bank statement in the mail.

It is REQUIRED that we receive a copy of the front and back of the Legal Copy of the returned check and not a printed copy of the check from your online bank account. The reimbursement may be delayed if all required documents are not submitted with the Finance/Inventory Issues Form.

All reimbursements are processed via ACH. Reimbursements will be delayed if bank account information has not been entered into nut-E or Smart Cookies.

You may be charged a fee by the bank if you choose to print a copy of the returned check directly from the troop’s online bank account. This copy will not be accepted by Girl Scouts River Valleys and we will not reimburse for any of these bank fees.

In order to receive the reimbursement for returned check/s and bank fees, you will need to:
1. Provide a copy of the Bank Statement showing bank fees (if you received one with the Legal Copy of the returned check).
2. Provide a copy of the Legal Copy of the returned check (front and back). Here is a sample of the legal copy of a returned check:
Stolen Product/Money or Fire Damaged Product

The family/troop will be responsible for any money owed to the troop or Girl Scouts River Valleys unless the following REQUIRED steps have been completed:
1. A police or fire report has been filed—you will need to provide a copy.
2. An insurance claim has been filed—you will need to provide a copy.
Depending on the incident, a claim should have been filed with either Homeowners or Auto insurance. If insurance does not cover the claim, you will need to get a letter from insurance carrier stating that your claim is or is not covered—this letter, if applicable, will need to be attached below.
Counterfeit Money Received

Request a letter from the bank stating that the bank received/kept the counterfeit money—you will need to provide a copy.

Once all of the required paperwork has been received at Girl Scouts River Valleys a confirmation email will be sent.
Part 4: Detailed Information
Girl Scout Name*

First NameLast Name
Parent/Guardian Name*

First NameLast Name
Parent/Guardian Daytime Phone Number*
Please enter a valid phone number.
Parent/Guardian Email*
example@example.com
Parent/Guardian Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Troop Leader Name*

First NameLast Name
Troop Leader Email*
Troop leaders will receive an email notification that you have submitted a Finance/Inventory Issue Form. The email troop leaders receive will NOT contain any of the information you submit through this form.
Troop Fall Product/Cookie Manager or Troop Leader Name*

First NameLast Name
Troop Fall Product/Cookie Manager or Troop Leader Email*
example@example.com
Troop Fall Product/Cookie Manager or Troop Leader Daytime Phone Number*
Please enter a valid phone number.
Troop Fall Product/Cookie Manager or Troop Leader Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Community/Area Product Leader Email*
By providing this information, an abbreviated copy of the Finance/Inventory Issue Form will be forwarded to the Community/Area— any attachments will NOT be forwarded. If you do not provide an email, you will be responsible for forwarding a copy of your confirmation email to them.
Please enter the number of excess (unsold) cookie packages for each cookie type below:
Thin Mints*
Caramel deLites*
Toast-Yay*
Lemonades*
Peanut Butter Patties*
Peanut Butter Sandwiches*
Adventurefuls*
Caramel Chocolate Chip (Gluten-Free)*
Trefoils*
TOTAL
This is total number of packages you have entered. If this number is incorrect, please adjust the number of cookie packages above.
Juliette Girl Scout Name*

First NameLast Name
Which adult is responsible for the debit?
Juliette Mentor's Name*

First NameLast Name
Juliette Mentor's Daytime Phone*
Please enter a valid phone number.
Juliette Mentor's Email*
example@example.com
Juliette Mentor's Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Total amount due to Girl Scouts River Valleys*
Enter the amount owed to the troop.*
Describe the financial issue in detail.*
Describe your plan for selling excess (unsold) inventory. Please include a timeline.*
Attach corresponding files.*

Accepted file types: jpg, png, pdf, jpeg. Maximum file size is 4 MB.
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Attach a copy of the bank statement showing bank fees.
Attach copies of signed permission forms, signed receipts for product and money exchanges from the responsible party, and any communications with the responsible party regarding the balance owed.
1. A front-side copy of the Legal Copy of the returned check.
2. A back-side copy of the Legal Copy of the returned check.
3. A copy of the Bank Statement showing bank fees (if you received one with the Legal Copy of the returned check).
Attach a copy of the police and insurance reports that were filed.
Should be Empty:

Finance/Inventory Issue Form

Part 1: Your Information

Part 2: Define Your Finance/Inventory Issue

Part 3: Instructions

Part 4: Detailed Information