Step 1: Determine Your Final Order
1a. Ensure all individual sales have been recorded.
Best practice is for Scouts to record their sales in the app as they happen, particularly since credit cards can only be accepted in the app. If there are outstanding cash sales to enter, you can have your Scouts enter individual sales, or a leader can enter any outstanding cash sales for both individuals and storefronts.
Note: All sales must be entered and correctly attributed to Scouts to receive the correct Trail's End Rewards®.
1b. Determine what products are still needed by Scouts
Review your Scout sales to ensure Scouts have appropriately marked them undelivered or delivered. It is important to correctly identify wagon sales as "delivered" (product already given to the customer) or "undelivered" (Scout still needs the product to deliver to the customer).
When an item is marked as undelivered, pull the Undelivered Items by Scout report (on the Reports tab) to see which items each Scout still needs.
If you have remaining inventory, transfer it to Scouts to fulfill their undelivered orders.
Tip: Look for Scouts with negative inventory on the dashboard. This means a Scout recorded something as delivered that was not transferred to them in the system. If you have the inventory, transfer it to them. If you do not have the inventory, change the order to undelivered so it will appear in the Undelivered Items by Scout report.
1c. Complete all unit-to-unit transfers
Go to Orders > View Transfers.
If anything is pending:
If you are the receiving party — approve or reject.
If you are the transferring party — communicate with the receiving party to approve or reject.
1d. Complete all returns to Council (if applicable)
Check with your Council on their rules for returns.
Go to Orders from the main navigation menu
Find the Return Order in the list
Enter the quantities to be returned
The Info button will give you details on the amount you are allowed to return.
Click Submit
1e. Submit your final order
Go to the Orders from the main navigation menu.
Click +Create Order. You will be greeted with a Product Shortages screen to help ensure you have ordered enough products.
Input your final order quantities.
Click Submit to send your order to Council for approval.
1f. Distribution of final order
Check with your Council on the pick-up location and date for your final order.
Distribute product to your Scouts for delivery.
Best practice:
Set a deadline of no later than 12/31 for your Scouts to make their deliveries
Remind them to mark items as delivered as they go. This helps them track progress and ensures all customers receive their popcorn.
As the unit leader, you will be able to see that all customers are taken care of.
Important note: Once the app switches to the next year, they will NOT be able to see their customer info to make deliveries. (The app is current year only).
Leaders can still see the customer details in reports, if needed.
Step 2: Accounting
Collect outstanding cash
Collect any outstanding cash from individual sales. Parents can pay cash due with their credit card in the Trail's End App at any point during the sale:
Tap the green button on the dashboard to convert Cash to Credit.
Enter card information. The amount due will show $0 once the transaction is complete.
Alternatively, cash can be turned in to the unit leader or treasurer to deposit in the unit bank account. Any outstanding storefront cash should be turned in to the unit leader or treasurer as well.
Review your Finances Page
In general the top boxes show your unit's profit and the next row shows where that profit is. (Cash, payout available, etc).
Note: A payout does not equal commission. Commission is received for traditional products as you sell items at full retail price after only having paid retail minus commission. Commission for online sales is credited toward your Council bill.
If you have a balance due to Council
Check with your Council on payment instructions.
If you have an overpayment to Council
This can happen when you have fully paid your Council balance and then something happens that reduces the balance (typically a return or transfer out to another unit). Trail's End will manually adjust this amount to make it available in your payout a few time per year. After the manual sweep at the beginning of December, check with your Council on how to receive this amount.
If you have a payout available
Ensure your unit bank account has been entered on the Finances page near Initiate Payout.
Select Initiate Payout. If your Council allows payout to them, you will have the option to send to Council or to your unit bank account.
Save your reports
It's a good idea to save all reports before closing out the season. As Scouts move in and out of a unit, some data in the system can change.
Save all reports on the Reports tab.
Save your final invoice.
Review other pages for available downloads you might like (for example, the Scouts page).
Step 3: Rewards
Finalize all sale amounts
Before submitting rewards, confirm the following as these things may impact the Rewards amount for your Scouts:
All sales have been entered.
No adjustments are needed (for example, changing the Scouts assigned to shifts, which would affect their storefront split, or converting sales from wagon to storefront or vice versa).
If any Scout has duplicate accounts, submit a ticket to Support to have them merged before submitting rewards.
Submit rewards
Go to your TE Rewards page.
Click Submit All in the top right.
Scouts claim rewards
Rewards will be released approximately 3 days after submission, unless flagged for review.
Rewards will be delivered electronically to the Scout's Trail's End account. The email address on the account will also receive an email to claim the rewards.
For the 2026 season, Scouts must claim their rewards by January 31, 2027. As leaders, please communicate this deadline. You will be able to see if the Scouts have claimed their rewards in the Claimed column.
🎉 Celebrate!
Congratulations on completing your sale! Thank you for everything you do to support your Scouts.