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Adding Consignments to a Sale

Consignments can be added by manually entering in each horse's information, or by importing them directly into the program from an Excel sheet. Navigate to the My Sales screen by clicking the My Sales button in the top menu. Confirm that the sale you wish to add consignments to is the sale appearing in the "Choose Sale" box on the My Sales page.  

Note: After you have entered a consignment and Saved, your consignment's catalog page is automatically generated. On the My Sales page there is a column to the far right of the list that says In Que, Processing or Complete. When complete, you can edit the catalog page in the Edit Catalog Page screen.

Note: Please enter information in upper/lowercase while adding or editing catalog information, adding or importing consignments and typing family trees on non-Quarter Horses. This will allow names like “McDonald” to present correctly.

IMPORTANT NOTE: If you plan to import your final Hip Numbers and Sessions via spreadsheet after you have added or imported the horses, you must include a Sale Company ID. If you are manually adding horses, this field is located on the Add New Consignment page under the Breed Code field. If you are importing horses, this field is the first column, named Sale Company ID, on the provided template spreadsheet.

 

Adding a New Consignment Manually

(Scroll further to find instructions on importing consignments via spreadsheet)

To manually add a new consignment, click the Add New Consignment button located at the bottom of the My Sales page. (If your browser doesn't show the Add New Consignment button, scroll down to the bottom of the page).

You can also add a new consignment from an already existing horse's Edit Horse Page by clicking on the Create New Entry button at the top right of the editing screen. This will allow you to manually input horses without the need to return to the My Sales page after each horse has been completed. 

 

Tab 1 - Horse Info

This is where all the basic sale horse information is entered, including the family tree and registration information.

 

Manually adding an AQHA Horse - Manually adding an AQHA horse is simple and straight forward. Just enter the registration number and the horse name, then click the Find (AQHA Only) button. When Find (AQHA Only) is used, the system will automatically import date of birth, color, sex and family tree from the AQHA database. If the program does not find a name and number combination, that name and number combination does not exist in the AQHA database. Then click on the Save Consignment Info button at the top or bottom of the page.

Some information below will apply to adding an AQHA horse. See the Explanation of Fields section below for detailed listings of what each field is for.

IMPORTANT NOTE ABOUT AQHA GELDINGS: For AQHA horses only and if you used the Find (AQHA Only) button, if a horse has not been reported to the AQHA as being gelded, he will import into the system as a stallion. Always stop and check the sex of every AQHA gelding and if a bona fide gelding is marked "Stallion" in the system, manually change it to Gelding. For breeds other than AQHA, the sex information will be hand entered. The above notice only applies to AQHA horses.

 

Manually adding a non-AQHA Horse - Unlike AQHA horses, all information on the horse must be hand entered. Enter the non-AQHA horse's registration number (if registered) and horse name, then choose the horse's breed from the drop-down menu. Complete the information about the horse on this page, click Save Consignment Info, then click on the Enter\Edit Family Tree button. Do not enter the family tree until you have completed the information on this page and saved. Entering the family tree is a required step for a complete page. Please see the sections below, Enter Family Tree and Family Tree Editing, for detailed information.

NOTE: Do not put anything in a horse name field except the horse’s name. See below for instructions on Double Registered horses.

IMPORTANT NOTE: Spelling must exactly match the registration papers.

IMPORTANT NOTE: The family tree must be completed by hand on non-AQHA sale horses before the program will produce a dam's sire paragraph.

IMPORTANT NOTE: Any information that you enter for the consignment will be lost unless you save the consignment. Just click the Save Consignment Info button on the top or bottom of the page.

 

Special Cases

Name Pending - On all Name Pending (i.e., papers sent in to the association for registration), be sure to include the dam name in the name field, Example: Pending/TRR Rockin. Name Pending will be on the page heading, but the program cannot have 2 horses with the same name (eg. Pending) on record. The dam's name is just for distinction for Catalog Builder. Make sure the Registration Number field is left blank.

If you have more than 1 Pending by the same dam, add an additional character after the word "Pending," Example: Pending A/TRR Rockin. Again, this is just for distinction in the program, the catalog page will read Name Pending or Papers in Association.

At the bottom of the page you will need to enter the Sire & Dam names and registration numbers. Once these are filled in, click each Verify button to verify that these name and number combinations exist in the AQHA database. After all of your information has been completed click Save Consignment Info.

Unnamed - On all Unnamed (i.e., papers NOT sent in to the association for registration), be sure to include the dam name in the name field, Example: Unnamed/TRR Rockin. Unnamed will be on the page heading, but the program cannot have 2 horses with the same name (eg. Unnamed) on record. The dam's name is just for distinction for Catalog Builder. Make sure the Registration Number field is left blank.

If you have more than 1 Unnamed by the same dam, add an additional character after the word "Unnamed," Example: Unnamed A/TRR Rockin. Again, this is just for distinction in the program, the catalog page will read Unnamed.

At the bottom of the page you will need to enter the Sire & Dam names and registration numbers. Once these are filled in, click each Verify button to verify that these name and number combinations exist in the AQHA database. After all of your information has been completed click Save Consignment Info.

Double Registered AQHA/APHA Horses - RGP will not be held responsible for whether or not a horse is known to be double-registered. If double-registration has been discovered, it’s noted in the RGP Database. All double-registered paints recorded in the RGP Database default to the AQHA name.

If known, use the AQHA name and registration number when you enter a double registered sale horse and leave the breed code on the default AQHA setting.

IMPORTANT NOTE: Spelling must exactly match the registration papers.

IMPORTANT NOTE: Do not put anything in a horse name field except the horse’s name. If a horse is double-registered AQHA/APHA, make it a Quarter Horse and note the double registration in the Notes box on the Consignor/Notes page. Do not add any suffix to the horse’s name, such as (TB) or (APHA). Again, enter only the name.

Embryos selling separately - Selling an embryo is easy, just follow these steps.

  • Leave Reg Number blank.

  • Horse Name - Use either "Embryo/Dam's Name" or "Foal in Utero/Dam's Name" in the Horse Name field. Example: Embryo/TRR Rockin.

  • Let the breed default to AQHA if either of the parents are AQHA Registered.

  • Checkmark the AQHA foal not Reigstered yet box.

  • Leave the Year, Sex & Color blank.

  • Fill in Sire, Dam & Dam's Sire information.

  • Enter a conceived date in the Catalog Notes section.

  • Save.

 

Explanation of Fields on the Horse Info page

  • Reg Number - Enter the entry's registration number in numerical format, Example: 3863115. If unregistered, leave blank. Catalog Builder DOES accept "X" numbers on AQHA appendix registered sale horses.

  • Horse Name - Enter the entry's registered name, if registered. Example: Wimpys Little Step. If unregistered, enter barn name. Do not enter in all caps.

  • Find (AQHA Only) - After an AQHA entry's name and registration number have been entered, click this button to have the verified information on this horse be imported from the AQHA database.

  • Enter\Edit Family Tree - On AQHA entries that you used Find (AQHA Only) on, you can edit the capitalization of the family tree members that were imported. On all other entries, you must hand enter the full Family Tree information. If family tree members are not known, enter "Unknown" in those fields.

  • Add Always Capped - This allows you to permanently capitalize initials in a horse's name, and this change will also apply to any new additions. To add abbreviations to this list, 1. Click the Add Always Capped button, 2. Scroll to the bottom of the screen, 3. Click on the last, empty line and type the characters you want to be always capped in ALL CAPS, 4. Press your enter key, 5. Click Save Screen, and 6. Click Save Consignment Info on Edit Horse Screen. Each capped phrase should be on its own line.

    Example:

    CC

    CD

    JJ

    TNT

    TRR

  • Breed - If entry is not AQHA registered, choose appropriate entry breed from drop down list. 

  • Sale Company ID Number - Enter your horse-specific ID if you are using them. If you are Importing Hip Numbers or Sessions from a spreadsheet, each sale horse must have a Sale Company ID assigned to it.

  • Hip Number - Hip numbers do not need to be entered at this time unless you have already set your sale order and do not wish to import them later or have the program generate hip numbers automatically. See the Hip Numbers instructions page for more information.

  • Session - You only need to set this option if your sale has sessions, and you have entered those sessions in the Basic Sale Information. Sessions can also be created and set, or imported from a spreadsheet, at a later time as long as each entry is assigned a Sale Company ID. Note: If your sale has sessions, for the automated hip numbering program to work properly, each horse must be assigned a session.

  • AQHA foal not Registered yet - Check this box if sale horse has 2 AQHA registered parents, but is simply not yet registered himself. See Name Pending and Unnamed instructions above.

  • Withdraw From Sale - This button allows the user to "Withdraw" or permanently delete a horse from the sale. You will be prompted to make one of two choices: make a "Withdrawn" page for a horse that has already been Hip Numbered, or completely and permanently remove the catalog page and horse information if the horse does not have a Hip Number.

  • Send Catalog Page to Sale Preview - This box allows the user to send a single page to the Internet Sale Preview before the entire sale is built. Check this box when this horse's catalog page is fully completed (horse info and catalog page editing is completely finished, page is ready for the public). This setting will include this horse's catalog page for viewing in the Internet Sale Preview. This can be done horse-by-horse or sale wide (on Edit Current Sale Information page).

  • Date of Birth - Enter the entry's birthdate information. If Find (AQHA Only) is used, this information will be generated.

  • Sex - Enter the entry's sex. If Find (AQHA Only) is used, this information will be generated.

  • Color - Enter the entry's color. If Find (AQHA Only) is used, this information will be generated.

  • Add a different color - This button allows the user to add a specific/custom color to the color menu. Example: Sorrel with Spots

  • Sire/Dam - Enter the sire/dam's registered name, choose breed from dropdown menu, and you have the option to verify registration number on AQHA sires/dams of non-AQHA entries. Do not enter breed suffixes in the Sire & Dam fields on non-AQHA horses. Catalog Builder will add those from the Breed designation dropdown choice.

  • Dam's Sire - Enter the dam's sire's registered name and choose breed from dropdown menu if non-AQHA.

Enter Family Tree Once you have saved all information on the Edit Horse Page, you can begin to enter the family tree of a non-AQHA entry. Enter the appropriate horse name and breed to each slot in the family tree. For the family tree to be displayed correctly on the catalog page, all horse names and breeds must be completed on the Enter Family Tree page. Don't leave blank spaces on the Enter Family Tree page. Please see the section below, Family Tree Editing, for detailed information.

Enter ONLY the horse name in the family tree slots, then choose the breed from the dropdown menu. Catalog Builder will add the appropriate breed suffix to the horse name, and will display all names correctly on your catalog page.

IMPORTANT NOTE: The family tree must be completed by hand on non-AQHA sale horses before the program will produce a dam's sire paragraph.

Breed Codes: The breed codes below are used in the Breed, Sire Breed, Dam Breed, and Dam Sire Breed (as well as Covering Sire, Foal-at-side Sire, EBM#1 Sire, EBM#2 Sire, and EBM# 3 boxes found on the Consignor\Notes tab). Changing to the correct breed is required to add non-AQHA entries. This ensures the proper information is displayed on the catalog page and indexes.

  • APHA

  • ApHC

  • AQHA

  • DNA

  • Grade

  • TB

  • Other

  • Unregistered

  • Item

The above mentioned Breed Codes apply to the Family Tree as well. Choose the appropriate breed from the drop-down menu. 

Sort By - At the top of the Horse Info page you can choose if you would like to sort your consignments by Hip Number, Horse Name, or Sale Company Xref. This makes moving between consignments quick and easy!

Note: On all Pending or Papers In Association entries, be sure to include the dam name in the name field, Example: Pending/TRR Rockin. Name Pending or Papers in Association will be on the page heading, but the program cannot have 2 horses with the same name (eg. Pending) on record. The dam's name is just for distinction for Catalog Builder.
If you have more than 1 Pending or Papers In Association by the same dam, add an additional character after the word "Pending" or "Association," Example: Pending A/TRR Rockin. Again, this is just for distinction in the program; the catalog page will read Name Pending or Papers in Association.

IMPORTANT NOTE: Do not put anything in a horse name field except the horse’s name. If a horse is double-registered AQHA/APHA, make it a Quarter Horse and note the double registration in the Notes box on the Consignor/Notes page. Do not add any suffix to the horse’s name, such as (TB) or (APHA). Again, enter only the name, and click on the correct breed in the Breed box.

IMPORTANT NOTE ABOUT AQHA GELDINGS: For AQHA horses only and if you used the Find (AQHA Only) button, if a horse has not been reported to the AQHA as being gelded, he will import into the system as a stallion. Always stop and check the sex of every AQHA gelding and if a bona fide gelding is marked "Stallion" in the system, manually change it to Gelding. For breeds other than AQHA, the sex information will be hand entered. The above notice only applies to AQHA horses.

 

Family Tree Editing

The Enter\Edit Family Tree button is located on every horse's Horse Info screen. There are different implications for this section of the program depending on the breed and lineage of the horse consigned.

AQHA

For AQHA registered horses, since the pedigree information is automatically populated by the Catalog Builder, the Enter\Edit Family Tree button is best used for correcting capitalization of horse names. If you need to correct the capitalization, simply cap the letters necessary and save your changes. Be sure to save on the Enter\Edit Family Tree screen and again on the Edit Horse screen once you return to that page.

Non-AQHA

For Non-AQHA consignments, the Enter\Edit Family Tree page has a much larger use. The family tree will need to be hand entered as the information will not be automatically populated. Enter the registered name and choose the correct breed from the drop down menu to complete the page. Each member of the family tree must be completed for proper formatting of the catalog page. If a family member is not known, enter Unknown into that slot on the tree.

Non-AQHA with an AQHA Sire or Dam

If a non-AQHA entry has an AQHA sire or dam, the Catalog Builder program can assist you in filling the family tree. Below is a step-by-step process of how to efficiently use the autofill option available.

Note: This option is only available on non-AQHA with an AQHA sire or dam. If the non-AQHA entry has an AQHA grandsire or granddam, the information on the family tree must be filled by hand.

1. Enter the horse information as usual on the Horse Info screen or by importing your consignments from a spreadsheet. Be sure to select the correct breed from the drop down menus of the sale horse, sire, dam and dam's sire.

2. Enter the AQHA parent's registration number on the sale horse's Horse Info screen in the appropriate field and click Verify.

3. Once the catalog page has been built, revisit the Horse Info screen and click the Enter\Edit Family Tree button.

4. The AQHA parent's family tree should be automatically populated if the correct name and number were entered.

5. Click Save on the Enter\Edit Family Tree page and Save Consignment Info on the Edit Horse page.

6. See Proofing Family Trees below for an efficient way of locating autofilled family trees that need to be saved. 

7.The family tree must be completed by hand on non-AQHA sale horses before the program will produce a dam's sire paragraph.

IMPORTANT NOTE: Spelling must exactly match the registration papers.

Proofing Family Trees

To see which consignments have unfinished family trees, you can visit the Proofing Report section located under Actions on the My Sales page. This will give you a list of horses that are lacking information needed to complete their pages. 

IMPORTANT NOTE: Any information that you enter for the consignment will be lost unless you save the consignment. Just click the Save Consignment Info button on the top or bottom of the page.

 

Tab 2 - Consignor/Notes

Use this tab to enter all the consignor information, notes and engagements, mare breeding status, foal selling at side (in a package with a mare), and embryo/recipient selling in a package with a mare.

Consignor Information - Enter in the consignor's and agent's names, along with their email, mailing address, website addresses, and contact numbers, if desired. 

Note: There are fields for both first and last names. In the event that the consignor or agent is a ranch or company name, enter the full name of the company in the last name fields, leaving the first name fields blank.

Note: You can select if you would like the Agent name to display before or after the Consignor name. Ex. - Agent Before: Jack Johnson, Agent for John Doe. Ex. - Agent After: John Doe (Jack Johnson, Agent).

Catalog Notes - Use the Catalog Notes box to enter in any additional notes provided by the seller along with any engagements. These notes will print on the catalog page.

Company Notes - Use the Company Notes box for any in-office notes that do not get printed in the catalog, Example: "Changed breeding date to 3/25/2016 on 7/15/2016 per consignor email."

Breeding Information - If the consignment is an active broodmare, there are fields to enter recent foal and/or breeding information.

If in foal, include covering sire’s name, breed and last breeding date or pasture breeding dates.

If she is selling with a foal at her side, enter in the foal's sire’s name, breed, foaling date and the foal’s sex. 

If a broodmare is selling with one or more Embryos in Recipient Mares in a package, enter the sire’s name, sire's breed and date of conception for each embryo selling in a package with the mare. This does NOT apply to recipient mares with an embryo in utero selling with a separate hip number.

Note: Foal at side sex will appear on the page exactly as it is typed in the Foal Sex field. 

Note: You can indicate if she sells open or was bred not to carry a foal in the Catalog Notes section.

Note: The Catalog Builder program automatically writes covering sire paragraphs for AQHA covering/FAS/ET sires. All non-QH covering/FAS/ET sire paragraphs will need to be manually written for the Covering Sire Reference. See more information on the Editing and Printing an Index instructions page.

Note: You only need to complete the fields that apply to your mare.

IMPORTANT NOTE: Any information that you enter for the consignment will be lost unless you save the consignment. Just click the Save Consignment Info button on the top or bottom of the page.

 

Tab 3 - Photos / Videos

Adding photos and videos to your consignments is quick and easy! Please see the Photo Management instructions for more information.

Note: The specifications for pictures are a minimum of 2,084 pixels wide and 150 DPI for printed pages, or a minimum of 1,000 pixels wide and 70 DPI for web use, and both in JPG or PNG format. Maximum file size is 10 megabytes.

IMPORTANT NOTE: Any information that you enter for the consignment will be lost unless you save the consignment. Just click the Save Consignment Info button on the top or bottom of the page.

 

Importing New Consignments from a Spread Sheet

To import new consignments from a spread sheet, click the Import Consignments button located on the My Sales screen under Actions. You will be taken to the Import Consignments screen. The import function requires the use of an Excel spreadsheet, and a template is provided for your use. Simply copy and paste, or type, your information into the appropriate columns.

  • From the My Sales screen, click on Actions/Import Consignments, then download the import spreadsheet template.

  • Fill in your consignment information. Information MUST be entered in upper/lower case, NOT all caps.

  • After you have filled your import spreadsheet with data, confirmed the columns you are importing match the template's column names perfectly, and have saved your file, click on Choose File and find your spreadsheet on your hard drive.

  • Click Upload Consignments and Process

  • The program will then process your consignments to enter and load them into the databse. (It will NOT overwrite existing Consignments)

  • When upload is complete, any non-matching AQHA horses will be displayed on a list of horses that were NOT successfully imported. AQHA horses appearing on this list will need to have name spelling and/or reg. numbers verified and corrected on the spreadsheet, then these AQHA horses can be re-imported into your sale from the same, now corrected, spreadsheet.

 

Note: Changes to previously imported horses have to be made by hand on the Horse Info screen. Only new horses will be imported from your spread sheet.

Note: The order of the columns does not matter, but you must have the exact column names for a successful import. 

Note: On all non-AQHA entries, the information will be automatically imported. It is up to the user to make sure that the information is correct. It is suggested to proof your spreadsheet before importing and proof your non-AQHA entries once they are in the system.

Note: On all Pending or Papers In Association, be sure to include the dam name in the name field, Example: Pending/TRR Rockin
         If you have more than 1 Pending or Papers In Association by the same dam, add an additional character after the word "Pending" or "Association," Example: Pending A/TRR Rockin

Note: For Foaling Year, the year format entered will be the year format shown on the page. Please import the year in 4-digit format, Example: 2016

IMPORTANT NOTE: When importing from a spreadsheet, the information you enter will be the information displayed, Example: if you prefer Colt or Filly to be on the Catalog Page, do not enter Stallion or Mare on the spreadsheet to import. The information from the spreadsheet is exactly the information you will see on the page.

IMPORTANT NOTE ON BREED CODES: The breed codes below are used in the Breed, SireBreed, DamBreed, DamSireBreed, EBM#1 Sire, EBM#2 Sire, and EBM# 3 columns. This is required to import non-AQHA entries and highly suggested for AQHA entries. This ensures the proper information is displayed on the catalog page and indexes. Type the breed codes below exactly as listed so the program displays the right breed. 

  • APHA

  • ApHC

  • AQHA

  • DNA

  • Grade

  • TB

  • Other

  • Unregistered

  • Item

 

Supplements

Late entries & supplements can be easily handled with adding a Supplement session to your sale.

  • From the My Sales screen, click on Edit Current Sale Information, then click the add session button.

  • Name your new session "Supplements" and choose a pedigree type.

  • Manually add or import your new horse(s) into the Supplement session and save.

  • A single page can be printed and sent to your catalog printer, or hundreds of copies can be printed to hand out at your sale.

  • Follow these steps to print a single page:

         1. From the My Sales screen, click on the program ID number in the first column.

         2. Click Edit Catalog button at the top of the screen.

         3. Make sure your new page is fitting above the blue line. If not, make it fit, and hit save.

         4. Click View/Print

         5. When pedigree appears on new screen hit ctrl+p on your keyboard.

         6. In the print window, set destination to pdf to send to your catalog print company, or set to your local printer to print copies on paper.

         7. Your supplement(s) will automatically display on your Internet Sale Preview.

         8. To send supplements to your sale on the RGP App, you'll need to re-upload your sale.

Note: If you are re-using a hip number, give that number an "A" at the end (with no space before the A). Example: 100A

Important Note: The RGP Catalog App will NOT accept horses with no hip numbers.

 

Single\Multi Image Uploader (Add multiple photos at once)

A great way to quickly add photos to horses that were imported! See Photo Management instructions.

Note: To use the Single/Multi Image Uploader, photos must meet photo specifications and be named with either the horse Hip Number or Sale ID Number.

 

Note: All information in all tabs will be lost if you fail to click Save Consignment Info!