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Adding Consignments

IMPORTANT NOTES:

·         Consignment details can be edited at any time by returning to that horse’s worksheet

o   Horses cannot be swapped or substituted. Every horse entered into the RGP Catalog Builder system will immediately incur the per-horse charge whether it sells or does not sell in the auction.

·         Confirm that you are in the correct catalog, if you have more than one in your portal.  

·         Consignments can be added manually (one at a time) or large numbers can be added by importing them from an Excel spreadsheet.

·         Catalog pages automatically begin generating when you add new horses OR if you need a page on demand, go to the Horse’s Worksheet, click on Edit Catalog Page, and then Build Catalog Page.

o   The last column on your horse list shows the status of the page:

§  In Que

§  Processing

§  Complete.

o   Do not try to edit the catalog page until the status is Complete.

§  See Editing A Catalog Page for more information.

·         Enter all information in upper & lowercase, not all capital letters. (Example: McDonald)

·         Be absolutely sure to choose the correct breed on parents of non-quarter horses and unregistered horses. If you leave the breed AQHA when it’s a paint, the wrong sire or dam will come into the catalog.

·         Be sure to click SAVE each time you make changes on any web page in the program.

Adding A New Horse Manually
(Scroll down for instructions on bulk importing horses via Excel spreadsheet)

·         Click the Add New Consignment button at the bottom of the My Sales/Horse List page.

o   While on one sale horse’s worksheet, you can click the Create New Entry button at the top of the horse’s worksheet after saving the existing horse.

·        Horse Info Tab

o   AQHA Horses

§  Enter the registration number and horse name, then click the Find (AQHA Only) button.

§  If the name and registration match the AQHA Database, the date of birth, color, sex, and family tree will automatically be imported.

§  AQHA GELDINGS: If a horse has not been reported to the AQHA as being gelded, he will be designated a stallion. Check the sex of every AQHA gelding and manually change the wrong sex to Gelding.  Applies only to AQHA horses.

§  Click Save Consignment Info at the bottom or top of the page

o   Non-AQHA Horses

§  All information on non-AQHA horses must be hand-entered

§  Enter the registration number (if registered), horse name, and choose the breed from the drop-down menu

§  Type ONLY horse’s name in the Horse Name field.

o   See “Special Cases” below about double-registered and horses not yet registered.

§  Enter the year foaled in a 4-digit format (Example: 2018)

§  Complete the information on the Horse Info page, choosing the correct breed for the sire, dam and dam’s sire

§  Click Save Consignment Info.

§  Click on the Enter\Edit Family Tree button

o   Hand-type the missing family tree information, choosing the correct breed on each name.

§  Note: JC on APHA papers = TB or thoroughbred.

§  If the horse’s breed is not listed (example: Shetland pony), select "Other" as the breed type.

o   Special Cases

§  Horses with Registration Applied for

§  The horse’s name should be typed as Pending/Dam’s name (example: Pending/Sixteen Sparkles). The program will not allow duplicate names.

o   If the sale has more than one Pending with the same dam, use “Pending A” or “Pending B” (Example: Pending A/Sixteen Sparkles)

o   “Name Pending” (without the dam’s name) will appear on the catalog page

§   IMPORTANT STEP: If the horse is a Quarter Horse:

o   Click the AQHA foal not Registered Yet box

§  Type in the Foaling Date with a 4-digit year (example: 2018)

§  Enter the Sire & Dam and their registration numbers

o   Choose a breed for each parent

o   If parents are AQHA registered, click Verify to build the family tree

§  Click Save Consignment Info

§  Horses selling on registration application & transfer (sale horse can be registered, but application has not been sent to association)

§  The horse’s name should be typed as Unnamed/Dam’s name (example: Pending/Sixteen Sparkles). The program will not allow duplicate names.

o   If the sale has more than one Pending with the same dam, use “Unnamed A” or “Unnamed B” (Example: Unnamed A/Sixteen Sparkles)

o   “Unnamed” (without the dam’s name) will appear on the catalog page

§  IMPORTANT STEP: If the horse is a Quarter Horse:

o   Click the AQHA foal not Registered Yet box

§  Type in the Foaling Date with a 4-digit year (example: 2018)

§  Enter the Sire & Dam and their registration numbers

o   Choose a breed for each parent

o   If parents are AQHA registered, click Verify to build the family tree

§  Click Save Consignment Info

§  Double Registered AQHA/APHA

§  RGP/AQHA will not be held responsible for knowing a horse is double-registered.

o   If double-registration has been discovered, it’s noted in the RGP Database. Double-registered paints recorded in the RGP Database default to the AQHA name, but APHA information recorded by RGP will be included.

§  If known, use the AQHA name and registration number and leave the breed code on the default AQHA setting

o   If AQHA name and registration number is entered, click the Find (AQHA Only) button

o   Do not add any suffix to the horse’s name, such as (APHA) or (P)

§  Note the double registration in the Notes box on the Consignor/Notes page

§  Embryos in recipient mares selling as an individual sale entry

§  The sale entry’s name should be typed as Foal in Utero/Dam’s name (example: Foal in Utero/Sixteen Sparkles). The program will not allow duplicate names.

o   If the sale has more than one Foal in Utero with the same dam, use “Foal in Utero A” or “Foal in Utero B” (Example: Foal in Utero A/Sixteen Sparkles)

o   “Foal in Utero” (without the dam’s name) will appear on the catalog page

§  If the embryo is a Quarter Horse, leave the registration number blank and click the AQHA foal not Registered yet box

§  Leave the registration number, foaling date, sex and color blank

§  Enter the Sire & Dam and their registration numbers

o   Choose a breed for each parent

o   If parents are AQHA registered, click Verify on each to build the family tree

§  Enter conceived, due or transferred date (whichever applies) in the Catalog Notes

§  Click Save Consignment Info

·        Consignor/Notes Tab

o   Consignor Information

§  Consignor & Agent has separate fields for first and last names.

§  If the consignor or agent is a ranch or company name, enter the full name of the company in the Last Name field, leaving the first name field blank. Example: “Shady Glenn Farm” should be entered in the Last Name field.

o   Alphabetic order keys on the last name field.

§  Select if you would like the Agent name to display before or after the Consignor name

§  Example of Agent Before: Jack Johnson, Agent for John Doe

§  Example of Agent After: John Doe (Jack Johnson, Agent)

§  Program default is set to Agent Before. When one horse is changed to Agent After, the default changes to Agent After until changed back to Agent Before.

o   Catalog Notes: Enter any additional notes provided by the seller along with engagements/nominations. These notes will print on the catalog page.

o   Company Notes: Use this box for any in-office notes that do not get printed in the catalog

§  Company Note Example: "Changed breeding date to 3/25/2019 on 7/15/2019 per consignor email."

o   Breeding Information

§  You only need to complete the fields that apply to the sale horse.

§   If mare has embryos selling with her, complete this section” apples ONLY if the embryos are selling with the mare in a package

§  Foal at side’s sex will appear on the page exactly as it is typed in the Foal Sex field.

§  Enter Open or Not Bred status in the Catalog Notes

§  The Catalog Builder automatically writes covering sire paragraphs for AQHA covering sires, foal-at-side sires, and embryo-at side sires.

§  Non-Quarter Horse paragraphs must be manually written for the Covering Sire Reference. See more information on the Editing and Printing an Index instructions page.

o   Impairments/Defects (Black-Type Pedigree Only): Click the correct check-box, or type the impairment into the “Other Defect” box. For pedigree types other than black type, Impairments should be typed into the Catalog Notes.

·        Produce Tab (Black Type Pedigree Only). Produce will appear on the catalog page:

o   List all AQHA foals that are not registered.

§  If a foal sells at side, DO NOT LIST IT HERE.

§  Complete foal at side information on the Consignor Notes tab.

o   List all non-AQHA foals

§  If the foal was conceived by embryo transfer, click the check-box at the far right.

o   Document embryo transfers currently in recip mares, frozen embryos, and retained oocytes on this page.

§  If an embryo sells in a package with a mare, DO NOT LIST IT HERE.

§  Complete embryo selling in a package with mare information on the Consignor Notes tab.

o   Older deceased or never-registered foals can be included under “Other Foal(s) Not Registered with AQHA”.

o   DO NOT list AQHA registered foals on this page!

·        Photos/Videos Tab

o   See Photo Management instructions for more information

Importing Consignments via Spreadsheet

·         Sale horses can be bulk-entered from a spreadsheet.

o   A unique Sale Company ID Number must be assigned to each sale horse and item if a spreadsheet import will be used.

§  This can be any number, but each sale entry needs its own unique number, and the number has to remain the same throughout the job.

o   Newly completed columns on the spreadsheet can add information to previously entered horses (example: newly assigned hip numbers).

§  This is possible only if a Sale Company ID has been assigned to each horse.

o   Existing columns already imported cannot be replaced by the spreadsheet. The program will not overwrite previously entered information.

·         To import consignments from a spreadsheet, click My Sales/Actions/Import Consignments and download the Template, renaming the file.

o   Download the Template User’s Guide and refer to that instruction as you work.

o   Enter the correct information the correct columns. What you enter is exactly what the program will put on the page.

§  If you spell a name wrong, the program is going to look for that spelling, sometimes resulting in the entirely wrong horse.

§  If you put information in the wrong column (example: registration number in the horse name column), the program won’t work.

§  Do not enter information in all caps. Enter it in the way you want the page to read. Example: McDonald.

·         After you have completed your spreadsheet template, confirmed the information and saved your file,

o   Click on Actions/Import Consignments

§  Click on Choose File to find your spreadsheet on your hard drive, and when you find it, click on that file and click Open

§  Your file name will now appear next to the Choose File button.

§  Click on Upload Consignments and Process

·         When processing is complete, any no-match AQHA horses will be displayed on a list of horses that were NOT successfully imported

o   Correct the no-match horses on the spreadsheet and re-upload the corrected spreadsheet.

·         IMPORTANT NOTES:

o   Changes to previously imported horses have to be made by hand on the Horse’s Worksheet screen. Only new horses will be imported from your spreadsheet

o   Refer to the Template Quick-Reference Guide for instructions on entering information properly.

Withdrawn Horses and Supplemental Entries

·         Horses cannot be swapped or substituted.

o   Use the Withdraw From Sale button to remove a horse.

§  View Withdrawn Page Example

o   Every horse entered into the RGP Catalog Builder system will immediately incur the per-horse charge.

§  Withdrawn horses still incur the charge.

·         Hip numbers cannot be re-used.

o   If you want to re-use a hip number, make it an “A-number,” example: Hip No. 123A

·         If you accept Supplemental Entries after the catalog has gone to the printer, add a Supplement Session to your sale.

o   From the My Sales screen click Edit Current Sale Information then click Add Session

§  Name your session “Supplements” and choose a pedigree type

§  Add your supplement horses manually or by import – make sure to assign “Supplements” as the session for each horse.

o   To print a single page:

§  From the My Sales screen, click on the number in the first column

§  Click Edit Catalog Page

§  Make sure the page fits above the blue line (if not click Make It Fit and Save Changes)

§  Click the View/Print button (right side of web page)

§  After page opens, hit Ctrl + P on your keyboard

§  In the print window, set destination to PDF

§  Save PDF to your computer and send to be printed

o   Supplements will automatically display on the Internet Sale Preview

o   To add supplements to your sale on the RGP Catalog App, you must re-submit your sale

§  THE RGP CATALOG APP WILL NOT ACCEPT HORSES WITH NO HIP NUMBERS.

 

REMINDER: Click Save on all web pages!