Hip Numbering
Make sure all prior steps on the Job Checklist are complete before assigning hip numbers
· Hip Numbers can be added by hand, OR the program can automatically assign them
· From the My Sales page, click the Actions tab
o Click the Hip Numbering button
§ The Hip Numbering screen has three tabs, plus a Help tab
· Hip Number by Name
· Hip Number by Dam
· Import Hip Numbers
· IMPORTANT NOTES:
o If you are using sessions, each consignment MUST be assigned a session
o If you are re-using a hip number, give that number an “A” at the end (with no space before the A). Example: 100A
o Use the Wipe Out Hip Numbers in this Session and Start Over button on each session to completely remove all hip numbers
o Sale ID numbers can NOT match any of the Hip Numbers
§ All Sale ID numbers must be 4-digits
· Hip Number by Name or by Dam
o Choose to hip number by Name or by Dam, then open that tab
§ By Name: Uses the 6th character of the sale horse’s name. (If the name is shorter than 6 characters, it uses the last character)
§ By Dam: Uses the 6th character of the dam’s name. (If the name is shorter than 6 characters, it uses the last character)
· Choose to alphabetize by the First or Second dam’s name
o If not using sessions:
§ Leave the session drop-down as “Main Session”
§ Type a starting letter for alphabetization
§ Type a starting hip number
§ Click Assign Numbers
o If using sessions:
§ Pick one of the two options below:
· A: Continue hip numbering the next session in numeric sequence
o Example: Session One is Hips 1-52, Session Two is Hips 53-99
· B: Start hip numbering the next session with a new starting value
o Example: Session One is Hips 1-52, Session Two is Hips 100-146
§ Use the instructions below for your chosen option
§ OPTION A: To continue hip numbering the next session in numeric sequence:
1. Choose your first session
2. Choose the letter to alphabetize with
3. Check the check-box to number multiple sessions in sequential order
4. Choose your starting Hip Number
5. Optional: Check the check-box to overwrite any existing Hip Numbers
6. Click Assign Numbers
7. To Hip Number your next session, just select it from the drop-down menu and click Assign Numbers
o Repeat for all sessions in your sale
§ OPTION B: To start hip numbering the next session with a new starting value:
1. Choose your first session
2. Choose the letter to alphabetize with
3. Leave the check-box blank
4. Choose your starting Hip Number
5. Optional: Check the check-box to overwrite any existing Hip Numbers
6. Click Assign Numbers
7. To Hip Number your next session, select it from the drop-down menu and repeat steps 1-7
o Repeat for all sessions in your sale
§ IMPORTANT NOTE: Hip Numbers cannot be used more than once
· Import Hip Numbers
o First download the Excel spreadsheet template.
o Complete the template
§ The below fields MUST be completed
· Sale Horse Name
· Sale Company ID
· Hip Number
· Session
§ Save the spreadsheet
o Click the Choose File button and select your file
o Click the Upload and Process button
o IMPORTANT NOTES:
§ The Sale Company ID number on the spreadsheet MUST match an existing consignment EXACTLY.
· If you are not using Sale Company ID numbers, you CANNOT use the Import Hip Numbers feature
· Sale ID numbers can NOT match any of the Hip Numbers
o All Sale ID numbers must be 4-digits
§ To check for duplicate Hip Numbers in the spreadsheet, follow these steps while in Excel:
1. Highlight the Hip Number column
o Click the letter heading at the top of that column
2. Choose “Conditional Formatting” from the ribbon above your spreadsheet
3. Choose “Highlight Cell Rules”
4. Choose “Duplicate Values”
· Any duplicate values will be highlighted in red
· Correct these values BEFORE importing the spreadsheet
§ If the spreadsheet DOES have duplicate hip numbers, a pop-up will appear
· Horses assigned duplicate hip numbers will NOT receive a hip number
· You must manually add a hip number, OR wipe out all of your hip numbers and import a corrected spreadsheet
§ If the session assigned to the horse in the program and the session to the horse on the Hip Number spreadsheet are different, the session listed on the Hip Number import spreadsheet will replace the session already assigned to the entry.
· If the session is left blank on the Hip Number import spreadsheet, the session already assigned to the entry will be removed.
· MAKE SURE the sessions match before importing Hip Numbers