Spring 2019 THE is Now OPEN!

We’re not sure about the weather in your neck of the woods, but the snow is already flying here in Montana and that can only mean one thing…Total Herd Enrollment (THE) season has arrived! It’s time to enroll your spring calving females. As of Monday, October 15, Spring 2019 THE enrollment is OPEN.

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Any females of calving age that will calve between January 1, 2019 to June 30, 2019 will need to be enrolled by December 15, 2018 to take advantage of the lowest enrollment fees.  ALL members previously enrolled in Total Herd Enrollment MUST submit an inventory even if there are not any changes/updates to enrolled females. If you submit an enrollment today, you will be able to adjust your inventory online through Herdbook Services up until the deadline of December 15 as many times as you wish. There’s absolutely no reason not to go ahead, fill out an inventory today and submit it well before the deadline.

Our THE motto is: don’t delay, enroll today! To download step-by-step enrollment instructions click here. For a refresher on the four THE enrollment Options offered click here.

Need a quick refresher on how to get a job started? Look no further!

Quick Instructions

  1. Select Herdbook Online Services

  2. Log In by entering

  • 6-digit member number (zero filled example: 000317)

  • Password

  1. Under Data Entry select Online

  2. On the inventory tab make sure the year selected is 2019 and the season is Spring

  3. Choose Update 2019 – Spring THE Cow Inventory button

– This will load your preliminary inventory into the spreadsheet with a row for each female
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  1. At the top right hand corner, select Options, Auto Fill
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  2. Under Column 1 select THE-A/B/C/N and in the blank box to the right fill in the Option you are enrolling in, for example A

  3. Under Column 2 select THE-Bill Code and in the blank box to the right fill in either an H for half of the fees or an F to pay the full amount now
    Screenshot from 2018-04-27 10-11-23

  4. Select Auto Fill

  5. Now go down your inventory and for the dams being removed place a removal code in the primary code column and change the A/B/C/N column to an N

  6. For dams being enrolled, enter in an enrollment code in the primary code column or leave blank if no special code is needed. Keep in mind if the dam is a commercial female or registered with another breed association you can enroll them in any option, regardless of how the registered Simmental females are enrolled.
    Screenshot from 2018-04-27 10-23-00

  7. Add any additional females at the bottom of the job on a blank row by their ASA registration numbers. If a blank row is not available, click the cursor in to the last row and hit your enter key a few times to create blank rows

  8. Please see numbers 15-16 below for instructions on how to submit your job through completion

Detailed Instructions (use 1-5 listed above)

  1. Update Inventory

  • If the dam is remaining in your herd, enter appropriate Enrollment code in Primary Code column or leave blank if no special code is needed

  • If the dam has been removed from your herd, enter a Removal Code in the Primary Code column. To designate a second reason for removal (optional), you may enter a Removal Code in the Addtnl Code column as well.

  • A/B/C/N Enrollment Type If you are enrolling in Option Aplace an A in this column. For Option Bplace a B in the column. For Option C place a C in this column. For Option D place a D in this column. If the cow is being removed from the herd place an N in the column.

  • Remarks You may use this column if you wish to have additional remarks on a dam. This column is for member use only, ASA will not adjust enrollment based on this column.

  • Bill Code This column is to be used by members to indicate how you would like to be billed for your enrollment. A “H” in this column indicates you wish to pay half the enrollment fee at time of submission. The other half of the fees will be billed in the second half of the same year. An “F” indicates to pay the full THE fee at the time of submission. If nothing is entered or column is left blank, a “F” is assumed.

  • To add cows: (Scroll down to a blank row. If you do not have a blank row, click on your last dam and hit your enter key. This will create a blank row.)

      • Cows on file with ASA*, enter ASA number in AnmRegNbr column

      • Cows not on file with ASA*, enter tattoo in the AnmTatt column, enter birthdate in BirthDt and breed(s) in Brdcds column.

*Please note: If your dam has had a calf reported to her or has been enrolled in THE previously, she will have a number in ASA’s system. Please enter that number into the AnmRegNbr column so that a new dam record does not get created.

  1. If there are Errors and/or Warnings

  • Errors (indicated in red at beginning of row) or Warnings (indicated in purple at beginning of row)

  • Move cursor to the top of spreadsheet and select tab labeled Errors or Warnings

      • Screen will display each error or warning

      • Errors must be corrected before submitting data to ASA

      • Warnings may need to be corrected before submitting to ASA

      • Jobs may be submitted to ASA with warnings, but not errors

Once all cows have been given an enrollment or at least one removal code and
there are not any errors, select Submit Data

  •  A new page will display; if there are no errors, a Proceed to Billing link will
    be available
  • Select the Proceed to Billing link to display a billing summary. THE is billed
    at the time of submission, so you will have an invoice amount due if you are
    enrolling in Option A or C (after the first deadline all options (A, B or C) will
    have a balance due).
  • Choose one of the following to complete your job:
    • If you wish to complete payment with a credit card select Add
      Payment. Enter in your credit card information and select confirm.
      You will then need to select the button Final Submit (Only click
      once). A screen will then show an invoice that you can print and store
      in your records. It should also say Invoice Status : Complete.
    • If you would rather mail a check to ASA or make payment later, select
      Final Submit. A screen will then show an invoice with the current
      amount due that you can print and store in your records.
  1. To save job and return later, select Save and Exit. The job will remain in an incomplete status under your account. Please be aware that billing will work off the submission date, not the date the job was initiated.

***Please double check to make sure your inventory job is complete. If you go to Data Entry, select Online and on the left hand side choose Incomplete Jobs. If your

Inventory Dam 2019 S job is listed with a button that says Resume, it is at an incomplete status. Select Resume and submit your job through completion.

  1. Submit your inventory by June 15, 2018 to ensure the lowest possible THE

enrollment fees. All rates are listed below.

Option A (TR) Option B (SR) Option C

On/Before December 15    $15.00     FREE      $7.50

After December 15      $16.00      $1.00      $8.50

*If you miss the December 15, 2018 deadline and were enrolled for Spring 2018:

  • All of your dams on the preliminary inventory generated by ASA will be enrolled in Option A at $16.00 each.

  • Members will have until February 1, 2019 to make adjustments to their inventory (the same way as enrolling) including a choice to change from Option A to Option B or C. (THE fees will be adjusted if you change to Option B or C within the 30 days).

Note: If adjustments are not made by February 1,2019 your preliminary inventory will be accepted as is (including enrolled in Option A, regardless of previous year’s option). There is a $1.00 late-enrollment fee that will not be refunded.

**Remember, you cannot delete females from your job, if the female is listed she needs to be updated as enrolled or removed.

If you would prefer to submit an inventory either by email or paper submission contact our office, and we can make the necessary arrangements. If you have specific enrollment questions or need assistance cleaning up errors, please email the@simmgene.com or call our office at 406.587.4531 and ask to be connected to THE department.

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