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

Late Enrolled for Spring 2016 – What Happens Now?

If ASA did not receive an updated inventory submission for Spring 2016 THE by the deadline of December 15, 2015, and you participated in Spring 2015 THE, your herd was late enrolled on January 4, 2016. 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, 2016, 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, 2016, 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 2016 – Spring THE Cow Inventory.

Screenshot from 2016-01-06 10:57:36This 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 NN 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 2016 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 2014 calf data reporting, if that happens, click here to view examples on how to clean up compliance.

Email or contact our office at 406.587.4531 for assistance.



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 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 or call our office at 406.587.4531.
THE - Enroll Today

Spring 2016 THE – Helpful Tips for Enrollment

There are a few days left until the deadline for Spring 2016 THE. The deadline is December 15, 2015.  If you’ve been working on your enrollment, or are getting ready to, make sure to read below for an overview of commonly asked questions and answers.

It is important to remember that you are able to submit an enrollment job that displays warnings, but it won’t submit with errors. If your job has errors they will need to be fixed before it can be submitted.

FAQs for Enrollment

Q : How do I check if there are errors on my enrollment?

A : Click on the Errors tab on your spreadsheet, located in-between THE and Warnings. If you have any errors they will be listed in the gray area next to the animal.  Screenshot from 2015-12-03 13:53:50

Q : What does the error mean, Invalid Enrollment Type: – Must be A, B, C, or N : Enrollment Type Required?

Screenshot from 2015-12-03 13:57:51

A : If you have this error come up, you need to fill in either an A, B, C, or N in to the A/B/C/N column under THE tab.  To review the different Options, click here.

Screenshot from 2015-12-03 14:02:47

Q : The error says Herd enrolled as A; cant enroll this animal as B.  What does this mean?

Screenshot from 2015-12-03 14:30:39


A : 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. Check each of your dams enrollment type to make sure they are all either A, B or C.  If they are, try hitting submit data so your job runs through error checks and will clear out anything that is now okay.

Q : The error says my animal is loaded in another job. How do I fix this?Screenshot from 2015-12-03 14:40:08

A : First, check the job number the error lists.  Is it an incomplete job on your account?  If the answer is yes, you will want to delete the old job that is interfering with your current job.  You can delete a job under the Incomplete Jobs tab, by selecting Delete(should be located next to resume). Once you’ve deleted the old job, resume the current job, hit submit data and once it runs through error checks the error will clear.  If the answer is no, is this a female you recently purchased?  If it is, it’s possible the seller has her loaded on their THE job.  Delete the row from your job by selecting the red triangle at the end of the row and select delete. Submit your inventory through completion without her on it.  Email and provide the ASA registration number of the female and ask us to add her to your Spring 2016 THE.  We will take care of that for you.  If this is a female you recently sold, please contact ASA and we will need to work with you on removing it from the buyer’s THE job before you can submit your job.

Q : The error says Animal has been disposed, cannot enroll. What does this mean?

Screenshot from 2015-12-03 14:17:48

A : It means the female’s record was assigned a Calf Removal code.  You need to save/exit from THE enrollment and go to Data Entry, select Online. The last tab on the left says Manual Job. Click on it. Give your job a title, i.e., Update 4015B Status.  Select Start New Job.  It will start you a blank calf data spreadsheet. Load the female in the AnmRegNbr column by her ASA registration number.  Go to the CalfRemoval column(located to the left of SireNbr).  Remove the two-digit code listed there by clicking in to the cell, backspacing it out and hitting your enter key. The cell should now be blank.  Hit Submit DataProceed to Billing. Final Submit.  Now, go back to your 2016 Spring THE, resume and when you hit submit data and the job runs through error checks this error will clear.

Screenshot from 2015-12-03 14:26:06

Q : There are some females missing from my list, how do I add them?

A : Scroll to the last female listed on your sheet.  If there are blank rows below that female, simply click in one and add the dam by her *ASA number to your spreadsheet.  If there are not any blank rows, click in the last dam listed and hit your enter key a few times. This will create blank rows.
*If the dam is a commercial female and has never been entered in to the ASA database, you will add her by filling in a tattoo/tag number in to AnmTatt, date of birth in BirthDt and her breed composition in BrdCds.  Once you have these three columns filled in, along with a primary code and enrollment type, the row should not have an error.

Q : If I have a dam of another breed that needs to be registered as a Foundation and added to enrollment, how do I get it done by the deadline?

A : Leave the female off of your inventory submission for now.  Submit a copy of her other breed pedigree to, request her to be registered as a Foundation and then added to your 2016 Spring THE after she has been completed.  You will not be invoiced a late fee.

Q : If I have sold some females but they have not been transferred yet, can I still remove them from the 2016 inventory?

A : Yes, if you have sold females and they will not be calving out at your place in 2016, please remove them with the appropriate code.  This will not affect your ability to transfer the certificates on the females to the new owners.

Q : If I’m planning on selling some females in a few weeks should I go ahead and remove them from inventory?

A : Yes, you can go ahead and remove the females with the appropriate removal codes, HOWEVER, if they end up as a no sale or you retain ownership, make sure to contact ASA to have them added back to your inventory prior to January 31. If you go past January 31, a re-enroll fee will apply to add them back to your herd.

If more questions come up while you’re working on the inventory, feel free to email or call our office at 406.587.4531 for assistance.

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 or call our office at 406.587.4531.

THE - Enroll Today