Talk Data to Me-It’s Time to Report 2016 Spring Calf Data

Have you utilized ASA’s online data entry recently? Reporting/registering cattle on the ASA website has never been easier than it is today. We encourage each member who has internet capability to explore this invaluable resource. If you are new to the website or just need a refresher, go ahead and give us a call and a staff member will gladly guide you through your first entry. Remember, every dam enrolled on your 2016 Spring inventory either needs to have a calf reported or a productivity code (reason why you are not reporting a calf to the dam) to ASA by November 1 to be included in the spring sire summary evaluation or by December 15, 2016 to keep your account in compliance with data reporting requirements.

How to start an Online Job to enter your Spring 2016 Calf Data

Go to Herdbook Services

Select LOGIN from the top right hand corner of your screen

Account # – ASA Member Number

Password – *Password assigned by ASA for your member account
*If you have not had a password assigned by ASA you will need to contact our office and ask to speak with someone in member services so they can assign one.

Go to Data Entry, select Online

Make sure Spring is highlighted

Select the button that says Update 2016 – Spring Calves


Remember, each dam listed on your online spreadsheet will need to have a calf reported or productivity code(reason why she did not calve in given year).  Yes, this includes dams that have been sold or are no longer part of your herd.

You will not be able to submit your calf data job through completion until it is free of errors.  Make sure when you have completed entering your data that you click on the Errors tab.  Each tab is a different layer to your online data entry spreadsheet.  The errors will be displayed for each row of data.  I recommend tackling your errors one at a time.  Fix one item, click off of the cell so it saves the data, go back to errors and correct the next one until they’re all gone.


Below are examples of common questions from members when they are reporting their calf data online.

Example (1) – Dam had twins

Since the dam is only pre-loaded in the spreadsheet once, you will need to enter one calf in the row with the dam pre-listed and after the last dam in your spreadsheet, click in that row and hit your enter key, which adds blank rows to the spreadsheet. Click in to the DamRegNbr column and enter the dam’s ASA registration number (placing her in your spreadsheet twice, once for each calf). Then enter your second calf in this row. You will end up with two rows for this dam, one for each calf. Make sure the MBC code is entered correctly to denote twins. Note: each calf must have a different tattoo, you cannot have two calves within your herd identified the same.

Example (2) – Simmental ET calf

When reporting online, the DamRegNbr column (first column of spreadsheet) is where you would enter the Recipient cow (birth dam) ASA number. If the recipient dam is enrolled on your THE inventory, fill in the ET calf information on her line.  If the recipient dam is not enrolled on your THE, leave those columns blank.  To enter the Donor Dam’s information, select the tab at top of the spreadsheet (above the blue column headers) and enter in the Donor Dam’s ASA Registration number in the DonorRegNbr column and hit your enter key. All of the Donor Dam’s information will automatically fill in. Then select your Animal tab to enter the rest of the calf information. You will need to indicate whether the calf was a Frozen Embryo(6) or Fresh Embryo(9) transfer in the MBC column of your spreadsheet. Last but not least, if the ET is a frozen embryo you will need to fill in the Breeder column with the ASA member number of the party who owned the dam at the time of the flush. To access the ownership information, do an Animal Search on the Donor Dam, look to the left hand side of the listed owners and find the appropriate six digit ownership number.  Use that number in the breeder column.  Note: The donor dam will not appear on the Animal tab of your spreadsheet, so once you click back on Animal you will not see her information, rest assured, it is still there.

ET Calf Reporting

Example (3) – Dam left the herd prior to calving(sold, died, disappeared, etc.)

You will need to record a productivity code for this female indicating why you’re not reporting a calf to her for 2016.  The productivity columns are located under the BrthDam tab.  Click on the Productivity column header for a help box that displays the 11 different codes you can choose from.  Next you will need to fill in the productivity year, which in this case is 2015.  By reporting a productivity code, you are informing the database that this dam did not have a calf in the year 2016.  There will not be any calf data information listed under the Animal tab for this female, just a productivity code and year under the BrthDam tab. Note: A productivity code should only be used if there is not any calf data to report for the given year and cannot be used in addition to calf data, it’s either a calf is being reported or a productivity code, not both.

Productivity Reporting

Example (4) – Dam was purchased after THE inventory was submitted and is not listed on my calf data reporting sheet. What do I do?

Manually add the dam to your online data entry job by her ASA registration number on a blank row.  If your job does not have any blank rows available, click in to the very bottom row and hit your enter key on the keyboard a few times. It will create blank rows.  Add the dam and then all the calf data.  When you submit the job through completion if the previous owner of the dam enrolled the dam in their THE, depending on the Option, you may not see an enrollment/registration fee.  If the previous owner did not enroll the dam in their THE, the database will add this female to your THE and invoice your account accordingly.

Example (5) – Calf was dead, no data noted down. How do I report?

See the explanation for example (3) above. If you have no calf data to report for a female you need to assign a productivity code for the year.

If you have any questions while entering calving data, please don’t hesitate to contact our office at 406.587.4531 or email


Next eSeminar on THE – Calf Data Reporting and Compliance

Tune in for my next eSeminar on THE calf data reporting called Compliance Made Simple on Tuesday, December 3, at 6pm MST.  We will go over how to report calf data/productivity codes on each female and navigate the online calf data entry spreadsheet. This will be a great chance to ask any questions you may have on online calf data entry.  Reserve your spot today by visiting and signing up.

Did you miss the first session on THE – it’s as easy as 1, 2, 3?  No worries, you can watch the recorded version at THE Easy as 123.

Webinar II