Fall 2018 THE Enrollment – OPEN

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 2018 and the season is Fall

  3. Choose Update 2018 – Fall THE Cow Inventory button

– This will load your preliminary inventory into the spreadsheet with a row for each female
Screenshot from 2018-04-27 10-03-08

  1. At the top right hand corner, select Options, Auto Fill
    Screenshot from 2018-04-27 10-06-39

  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

  1. 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, select Hold Until Payment Received. A screen will then show an invoice with the current amount due that you can print and store in your records. Note: enrollments will not be completed until payment is received, however, by submitting pending payment you are securing the current enrollment rate.

  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 2018 F 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 June 15 $15.00 FREE $7.50

After June 15 $16.00 $1.00 $8.50

*If you miss the June 15, 2018 deadline and were enrolled for Fall 2017:

  • 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 August 1, 2018 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 August 1, 2018, 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.

If you need assistance please call (406) 587-4531 and enter in the number 5 to be connected to THE department or email THE@simmgene.com

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Spring 2018 – Late Enrollment

If ASA did not receive a completed inventory submission for Spring 2018 THE by the deadline of December 15, 2017, and you participated in Spring 2017 THE, your herd was late enrolled on January 9, 2018. 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, 2018, to adjust your inventory for credit.  An inventory update can be submitted online, or by email, fax or mail.

If you submit an adjusted inventory prior to February 15, 2018, 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 2018 – Spring THE Cow Inventory
Screenshot from 2018-01-09 13-46-56

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 2018.  To review the different enrollment options, click here. If the female is being removed from inventory, update the T to an NN stands for not enrolling, removed from the herd. If you wish to pay half the fees that are due now and be invoiced later on in 2018 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, which 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, which takes you back to your spreadsheet so you can fix the errors.  If you need assistance cleaning up errors please contact our office at 406.587.4531 and press the number 5 to be connected to THE department. *It is possible the edit job button appears because your account is not in compliance with 2016 calf data reporting or previous years. If that happens, click here to view examples on how to clean up compliance.

If you prefer to complete your adjustment via paper submission THE packets will be mailed out on January 10, 2018.  Fill out the paper enrollment and postmark to ASA by February 15, 2018.

Email the@simmgene.com or contact our office at 406.587.4531 for assistance.

 

 

Fall 2017 THE is OPEN – Deadline is June 15, 2017

It’s that time of year again, Total Herd Enrollment(THE) season is upon us and that means it’s time to enroll your Fall calving females. As of April 15, Fall 2017 THE enrollment is now OPEN.  Any females that will be calving July 1 to December 31, you will have until June 15, 2017, to enroll on inventory and take advantage of the lowest enrollment fees possible.  If you submit an enrollment today, you are able to adjust your inventory online up until June 15, as many times as you wish without penalty.  There’s really no reason not to go ahead, fill out an inventory today and get it submitted before the deadline. At ASA, our THE motto is, don’t delay, enroll today! To download step-by-step enrollment instructions click here. For a refresher on the four enrollment Options offered, click here. If you have specific enrollment questions or need assistance cleaning up errors in your job, please email the@simmgene.com or call our office at 406.587.4531 and hit number 4 to be connected to a THE specialist.

keep-calm-and-do-inventory

Making a List, Checking it Twice – Spring 2017 THE is Now OPEN!

We’re not sure about the weather in your neck of the woods, but the snow is already flying up here in Montana and that can only mean one thing…Total Herd Enrollment(THE) season has arrived and it’s time to enroll your Spring calving females. As of Saturday, October 15, Spring 2017 THE enrollment is now OPEN. Any females that will be calving January 1 to June 30, 2017 will need to be enrolled by December 15, 2016, to take advantage of the lowest enrollment fees possible.  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 via online 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. 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 in your job, please email the@simmgene.com or call our office at 406.587.4531 and enter in the number 4 to be connected to THE department.

cowswithtrees

Total Herd Enrollment – 4 Options Available

Did you know that there are now four Options offered to members participating in Total Herd Enrollment?  Each Option is unique and how you enroll/pay for your dams determines how data will be delivered and reported on the yearly calf crop.  It is highly recommended to evaluate your individual herd goals to better select the Option that will best suit your operation’s needs. Whether you are a seedstock or commercial producer, one of the Options below is bound to be a fit for you!

Key Points about THE

  • Once you enroll your dams and select an Option, they remain in the Option you have chosen until the following year when you submit a new inventory and are able to select a different Option.
  • Participating in any of the four Options requires every dam to be enrolled on inventory and a calf/productivity code to be reported every year.
  • All Simmental registered dams have to be enrolled in the SAME Option, you may not pick and choose Options when it comes to the registered Simmental dams.  Dams of other breeds and commercial cows may be enrolled in any of the Options, regardless of how the registered Simmental dams are enrolled.
  • Concerning ET calves raised in cooperator herds. Since the recip dam is not listed on a THE inventory, when you register the ET calf you will leave the recip dam information blank, record the donor dam and sire of the calf and it will invoice your account per ET calf registered based on which Option your herd is enrolled in. For example, if your herd is enrolled in Option A, you will be invoiced $15.00/ET calf registered.
  • Donor dams need to be enrolled on inventory as long as they are alive and being managed within your herd.  If the donor dam is deceased or has been sold, she needs to be removed from inventory with the appropriate code.  You will still be able to register frozen embryos in the future if need be.

Option A

  • Every dam enrolled on inventory for $15.00/dam/year
  • Calves born in enrollment year and meeting all registration requirements are registered for FREE
  • Performance based EPDs returned on all calves, regardless if they are registered or reported
  • This Option fits herds where the majority of the calf crop is registered(>40%) and EPDs are utilized in selection decisions

Option B

  • Every dam enrolled on inventory for FREE
  • Age dependent calf registration fees
    • Under 10 months of age = $30.00
    • 10 to 15 months of age = $40.00
    • Over 15 months of age = $50.00
  • Performance based EPDs returned on registered calves only
  • This Option fits herds where less than 40% of the calf crop is registered and EPDs are NOT utilized in selection decisions

Option C

  • Every dam enrolled on inventory for $7.50/dam/year
  • Age dependent calf registration fees(same as Option B)
    • Under 10 months of age = $30.00
    • 10 to 15 months of age = $40.00
    • Over 15 months of age = $50.00
  • Performance based EPDs returned on all calves, regardless if they are registered or reported
  • This Option fits herds where EPDs are utilized in selection decisions but registration papers are not necessary on the calves. If you start registering more than 5% of the calf crop each year, take a look at Option A, it might suit your operation better.

Option D(CM)

  • Every dam is enrolled on inventory for a *$500 whole herd fee. *This yearly enrollment fee does not include any costs associated with entering your herd data in to the ASA database.
  • Age dependent calf registration fees(same as non-THE members)
    • Under 10 months of age = $42.00
    • 10 to 15 months of age = $52.00
    • Over 15 months of age = $62.00
  • Performance based EPDs returned on heifers, regardless if they are registered or reported.  There will also be average group EPDs reported on the steers. NO EPDs will be displayed on bull calves.
  • This Option fits herds where commercial producers are interested in receiving EPDs on their replacement heifers. Commercial producers must also be willing/able to collect and submit individual data along with identifying a sire for each calf, either through parental validation, single sire pasture exposures or AI records.

If you have questions or wish to discuss your specific herd goals please call ASA at 406.587.4531 or email the@simmgene.com.

ASA

Today is the Deadline to Enroll in Spring 2016 THE

The deadline to submit your Spring 2016 dam inventory at early enrollment rates is today, December 15. If you have not started your job yet online, get one started before 4:30pm MST so we can assist you if needed. Check out the online enrollment instructions  for a step-by-step guide and then jump on over to  Herdbook Services and get started on your enrollment right now.  If you’re working on your enrollment after business hours tonight and get stuck, make sure to send an email to the@simmgene.com and list the job number so we can honor your early rates and assist you with fixing up the errors tomorrow.

Keep in mind, you do not have to report your 2015 calves prior to submitting your Spring 2016 dam inventory, but you must be caught up with all calf data reporting through 2014.

For further assistance, email the@simmgene.com or call our office at 406.587.4531.

Let’s Get Ready to…ENROLLLLLLLLLLLL!!!

It’s that time of year again, Total Herd Enrollment(THE) season is upon us and that means it’s time to enroll your Spring calving females. As of today, October 15, Spring 2016 THE enrollment is now OPEN.  Any females that will be calving January 1 to June 30, you will have until December 15, 2015, to enroll on inventory and take advantage of the lowest enrollment fees possible.  If you submit an enrollment today, you are able to adjust your inventory online up until December 15 as many times as you wish.  There’s really no reason not to go ahead, fill out an inventory today and submit it 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 three enrollment Options offered, watch a short 15-minute webinar session titled THE, it’s as Easy as 1-2-3. If you have specific enrollment questions or need assistance cleaning up errors in your job, please email the@simmgene.com or call our office at 406.587.4531.

THE - Enroll Today