Late Enrolled for Spring 2015 – What Happens Now?

If ASA did not receive an updated inventory submission for Spring 2015 THE by the deadline of December 15, 2014, and you participated in Spring 2014 THE, your herd was late enrolled on January 12, 2015. Your account was invoiced $16.00/dam for each dam listed on your preliminary inventory. The good news is you have 30 days to adjust your inventory for credit, continue reading for instructions on what needs to be done.

IMPORTANT: You have until February 15, 2015, to adjust your inventory for credit.  An inventory update can be submitted online, email, fax or mail.

If you submit an adjusted inventory prior to February 15, 2015, here’s what you can expect to happen.

Option A: Enrolled dams will be invoiced $16.00/dam. Removed females will be credited the full $16.00 fee that was charged initially.

Option B: Enrolled dams will be invoiced $1.00/dam. Removed females will be credited the full $16.00 fee that was charged initially.

Option C: Enrolled dams will be invoiced $8.50/dam. Removed females will be credited the full $16.00 fee that was charged initially.

To get started, log-in to Herdbook Services and submit an adjusted enrollment today by following these steps.

Go to Data Entry, select Online.
There are 4 tabs on the left, you should be on Inventory.
Below the calf reporting graph there is a blue button that says Update 2015 – Spring THE Cow Inventory.
How to Adjust 2015 Spring THE
This will start an online job that lists each female enrolled from your preliminary inventory.  You will need to update each female on the list with a primary code. If the dam needs to remain on enrollment, assign her a code between 0-6.  If the dam needs to be removed, assign her a code between 60-82.  For a list of enrollment/removal codes, click on the blue column header for Primary Code and a help box will come up. You may need to scroll down to view all the codes. Since your dams were late enrolled, each of them loads with a T in the A/B/C/N column.  If the female is remaining on enrollment, you will update the T to either an A, B, or C, depending on which option you’re enrolling in for 2015.  To review the different enrollment options, click here. If the female is being removed from inventory, update the T to an N N stands for not enrolling, removed from herd. If you wish to pay half the fees that are due now and be invoiced later on in 2015 for the other half, make sure to place an H in the BillCode column on at least one female you are enrolling.  Once you have updated each female on the list, go to the top right hand corner of your screen and select Submit Data.  It will run through error checks and one of the following two things will happen.
A button that says Proceed to Billing will appear, click on it, takes you to the invoicing screen where you will be issued the credit of $16.00/dam and then charged according to how many dams/which option they’re being enrolled in.  Either select Add Payment(enter in debit/credit card for payment) or Hold Until Payment Received(mailing a check).  If you add payment, make sure to select Final Submit so the job finishes through completion.
A button that says *Edit Job appears, this means there are errors in your job that need to be corrected before it can be submitted.  Click on Edit Job. Takes you back to your spreadsheet so you can fix the errors.  If you need assistance in cleaning up errors please contact our office at 406.587.4531 and one of us would be more than happy to help you.  *It is possible the edit job button appears because your account is not in compliance from 2013 calf data reporting, if that happens, click here to view the blog post on how to clean up compliance.

Frequently Asked Questions

Question : What happens if I fail to submit an adjusted THE inventory by February 15, 2015?

Answer : If we do not receive an updated inventory from you it is assumed that the females enrolled on late enrollment are accurate and will remain enrolled as Option A at $16.00/dam for Spring 2015.

Question : My inventory job was started in December and I thought it was completed but it’s still at an incomplete status, what can I do?

Answer : Submit your incomplete job through completion, follow steps above outlined after you hit submit data.  Unfortunately, since your inventory was still at an incomplete status, it was not submitted by the deadline of December 15, 2014, and the $1.00/dam late fee will apply.

Question : My account was invoiced re-enroll fee(s) when it was late enrolled and I think they’re incorrect, how do I get them fixed?

Answer : Email with your invoice number from late enrollment and we will take a look at whether the re-enroll fee is valid.  The re-enroll fee will be valid if the dam was previously removed from inventory.  The re-enroll can be adjusted if the reason the re-enroll fee was charged is because the dam skipped a year, i.e., enrolled in 2013 and did not get on the 2014 inventory. We go back and add the dam to 2014 inventory, invoice the enrollment fees and credit the re-enroll fee.

Question : All dams have been sold, what needs to be done?

Answer : Submit an updated inventory, assign each female a removal code. If you submit by February 15, 2015, you will receive the full $16.00/dam fee credited to your account.

If you have questions on any of the above please email or call 406.587.4531.