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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 QData 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.
· CLONES: If you need to research a clone, please contact the QData office. Email is support@robinglenn.com or call (405) 262-3244. An additional hand-research fee will apply.
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
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
§ § 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: Unnamed/Sixteen Sparkles). The program will not allow duplicate names.
Double Registered AQHA/APHA
§ QData/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 QData Database. Double-registered paints recorded in the QData Database default to the AQHA name, but APHA information recorded by QData 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
§ Click the Foal in Utero box. This will make Transfer & Conception date fields appear.
o Enter one or both dates using this format: XX/XX/XXXX
o The transfer date will be used under the name "Foal in Utero" at the top of the page by default and will appear as "Transfer Date: [DATE]." If the Transfer date is unknown and the Conception Date field is populated, the top of the page will say "Conceived [DATE]"
§ 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 month & day, sex and color blank
§ Enter the expected foaling year
§ 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
§ An estimated due date can be entered into Catalog Notes if that is the only date available. It will appear in the NOTES section of the page and not under the "Foal in Utero" name at the top of the page.
§ 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.
Important: If copying & pasting notes, you MUST paste as plain text
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 (of any kind) will be used.
§ This can be any four-digit number, but each sale entry needs its own unique number, and the number has to remain the same throughout the job.
§ A new horse cannot use an existing or previously used Sale Company ID.
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 Users 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.
§ IMPORTANT: Go to File/Options/Proofing/Auto-Correct Options and UNCLICK "Replace Text As You Type." (You do not want Excel correcting horse name spellings).
§ 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. The spreadsheet import will not REPLACE existing information.
o Ranching Heritage Challenge and AQHA Racing Challenge eligibility will automatically come onto the page from the AQHA database. If you enter either into Engagements, the program will put it on the page twice.
o Refer to the Template Users Guide for instructions on entering information properly.
Withdrawn Horses and Supplemental Entries
· Horses cannot be swapped or substituted. An existing horse cannot be changed to become another horse.
o Use the Withdraw From Sale button to remove a horse.
§ “Withdrawn Page” creates a Withdrawn Page for that Hip Number
· View Withdrawn Page Example
§ “Permanently Delete” permanently deletes the horse
o Every horse entered into the QData Catalog Builder system will immediately incur the per-horse charge.
§ Withdrawn horses still incur the charge.
o An existing horse cannot be changed to become another horse.
· 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 QData Catalog App, you must re-submit your sale
§ THE QData CATALOG APP WILL NOT ACCEPT HORSES WITH NO HIP NUMBERS.
REMINDER: Click Save on all web pages!