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ShoWorks 2012 Users Manual - Nebraska 4-H

1. Sharing results via email To share the results by email copy and paste the email link into the body of your email When users click on the link they will see the results Sharing results via a formatted link on your own website To make a clickable link from your own website to the results copy and paste the formatted link as HTML into your own webpage You may need to contact the person responsible for your website to do this The link should be provided to them in the following format lt a href the link goes here gt the text that you want to appear as the link here lt a gt Where the values in brackets are given above Embedding results into your own website Embedding is different than a simple formatted link as it instead displays the entire results on the page without the user needing to click a link To embed the results directly into your own website copy and paste the embed code into your own HTML You may need to contact the person responsible for your website to do this Sharing results via Facebook Requires your own Facebook account Click the Share on Facebook button and type in a description of the results You may be required to first login with your Facebook credentials Sharing results via Twitter Requires your own Twitter account Click the Tweet on Twitter button and type in a description of the results You may be required to first login with your Twitter credentials Tweet t
2. 4 H Online division Limit the Number of Entries per Class for any Exhibitor to Sponsor Name Pier One Imports Sponsor Website http www pier1 com Sponsor Banner File Name pierl gif make banner size 468 x 60 pixels FF Split into Sprez Division K 4 i ofan gt my K No Filter Search ShoWorks 2012 User Manual 59 12 optional Place a check in the boxes depending on your preference Hide this division online a check in this box will prevent users from entering in this division online e Exclusive to club school leaders if you only want club or school leaders to be allowed to create entries for a particular division Note clubs and schools must be pre entered by you You might want to use their tax or state unique ID as their password so they can login e Requires validation for entries if this box is checked an entry cannot be made in this division without a prior existing entry sometimes called a Nomination The online visitor must be logged in as the exhibitor that has one or more existing entries in this division and the Validation Number will be displayed of those existing entries e Use multiple class drop down list if this box is checked and classes are required online the visitor will be able to select more than one class in the class drop down list Your Online Entry Website 9 9 Exhibitor Entries Start Login Logoff My Account Exhibitor Registration g Create Entries Additional
3. 5 Operate ShoWorks and note that changes from other computers are visible Important Opening a file across a network when it is in use may take a while and may take up to 4 minutes if other users are using the same data file and have menus open ShoWorks should not be networked on systems using less than 100Mbps speeds This also includes wireless networks Wireless Wi Fi 802 11n is acceptable but not recommended for larger fairs Important If there are other ShoWorks users on the network they all should close all menus to show only the MAIN MENU BEFORE you attempt to open ShoWorks Not doing so will dramatically increase the load time of ShoWorks It is important to remember this if you are using ShoWorks on a network Method B Not using a network and not using more than one computer at a time simply moving from one computer to another 1 Install ShoWorks on each computer and ensure each is running the current version 2 On the first computer create a new data file File gt New Data File or choose an existing data file File gt Open Data File 3 Use ShoWorks as needed such as adding or modifying data such as Divisions Classes Premiums Clubs etc ShoWorks 2012 User Manual 9 4 When you are ready to work on another computer copy this data file to the other computer by doing the following Note the location of the data file located in the title bar of ShoWorks the very top of the window 2 Using Windows Exp
4. 8 Click OK 9 Quicken will then import each check as a transaction and prompt you to add a category or class if it does not find them in the current Quicken File Click Yes when prompted When Quicken adds the information of a category of class you will have the opportunity to type any extra detail about a given category or class 10 When finished you will now have all of your checks and their detail in the appropriate account in Quicken Exporting to QuickBooks 1 Make sure that all of your ShoWorks data is accurate and ready to be exported to QuickBooks 2 In ShoWorks Select Tools gt Export gt Export to QuickBooks Export to QuickBooks ShoWorks Item Divisions Exhibitors Exhibitor Fees Exhibitor Payments Buyers Bills Buyer Payments Checks Export to QuickBooks QuickBooks Account Type Item Vendor Income Other Current Asset Customer Invoice Accounts Receivable Expense Income Expense Bank Select items that you want to export to QuickBooks then click Export QuickBooks Account Name Division Name Exhibitor Name Exhibitor Fees Exhibitor Fees Receivable Buyer Name Bill Number Sales Receivable Premiums Sale Miscellaneous Checking itis strongly recommended that before you import this data into your real QuickBooks file you first backup your QuickBooks data in case you Cl need change these setting and run this export process again Gladstone Ka
5. Choose a template for ths sheet _ 4 Back Templates allow your sheet to take on a particular layout For example a judging sheet allows you to update places or ribbons whereas a check in sheet allows updating of Check in Weight Templates Non Livestock Judging Sheet Livestock O Judging Sheet livestock O Check in Sheet weigh in Display WEN instead of Entry Number V Display Exhibitor Name Y Display Club Display Title instead of Description This tool requires an Internet connection and a current Service Plan Data will remain available for upto one year after posting syncronizing 5 Give this sheet a name Naming sheets allows you to distinguish them among many sheets If you use a sheet name that CD already exists it will overwrite the exiting sheet Create a password so that only those who know the password will be able to view and update the sheet Name for Sheet example Photography My Photography Judging Sheet Password for Sheet somepassword This tool requires an Internet connection and a current Service Plan Data will remain available for up to one year after posting syncronizing ShoWorks 2012 User Manual 6 You may now either Sync with the cloud or create more sheets Note An Internet connection is required only when syncing Syncronize this computer fond Back You can sync now or do this later when you have more sheets created or updated F
6. This tool allows you to set the Destination for many sale items at once For example if you would like all Market Steers in the sale to go to East Texas Meat Processors then you can easily do this for all records in a few clicks Select Tools gt Sale Tools gt Record Destinations and follow the onscreen wizard Step 1 Select a destination buyer or destination ID buyer ID Destination Destination ID Step 2 Select one or more entries for this destination Sort list by Entry Number B then by Entry Number Division Exhibitor Name Destination Market Goats Abby Muscatell Market Goats Kimberly Renner Market Goats Ashley Stucker Market Goats Jacob Bryant Market Goats Erin Wendel Market Goats Daniel Spinnato Market Goats Steven Kohler Use Ctrl and or Shift Keys to select more than one item in the list This tool allows you to assign a destination to multiple entries at one time You can also assign destinations individually to the Close entries in both the entries menu and sale menu ShoWorks 2012 User Manual 42 BUYERS Buyers are the entities which buy entries in the sale or are a destination 1 LEA FE Fa m RES i BEE B L Y gt 3 r Print Buyer Actrv ity Ka Find by Buyer Buyer ID Information Misc Payments Add ons Billing Buyer Contact Philip Sikes Buyer Notes Buyer Address 4340 Resmar Rd Show Contact Buyer City Burrton s_ Buyer Group Buyer Zip Code Buye
7. l ane 4 Use Ctrl and or Shift Keys to select more than one item in the list This process cannot be undone It is recommended that you make a backup of your data prior to running this tool ShoWorks 2012 User Manual 50 BREAK CLASSES TOOL Break Classes is a useful tool which allows you to quickly break entries into classes according to weight height or birth date You can instead set classes manually by typing the class name in the class field found in the Entries menu screen however this tool should be faster After using Break Classes you may find it useful to further modify the class value of certain entries by changing them directly in the Entries menu screen To use the Break Classes tool select Tools gt Break Classes Common Mistake Break Classes will only modify entries that have a check in the field Confirmed to Show located in the Entries menu screen If no entries are displayed ensure that you have entries that are marked confirmed to show It may be helpful to understand that behind the scenes Break Classes is only performing what you would do manually that is looking up each entry that meets these criteria and changing the value in the Class field to the value that you specified Because it searches for only existing entries you must repeat the Break Classes process if you add any entries after you have used Break Classes Steps for breaking entries into classes Select a division
8. EN School Contact School Address School Address 2 JE dE mi JE 3 2 D E School City School State School Zip Code Visit Date School Phone 555 712 1644 Length of Stay _ School Fax of Staff Attending School e mail 24th_street_art someemail com of Vehicles School Password im Split into Spreadsheet Only School Name is required for each record School District may be used to further categorize the schools The Visit Date Length of Stay of Staff and Vehicles are further data fields used when scheduling visits from schools ShoWorks 2012 User Manual 30 EXHIBITORS Exhibitors are related to entries An exhibitor usually owns one or more entries r Print Exhibitor Activity ATA Coutter Michaels Exhibitor ID First Mame Last Mame Zip Code 05647 School Mesa Verde Middle Phone 555 237 3545 Grade Po e mail Customize Layout im Split into Spreadsheet Only Exhibitor First Name and Last Name and Exhibitor ID are required for each record The combination of First Name and Last Name must be unique If you have more than one exhibitor with the same name try placing a middle initial or name after the First Name It is discouraged to use periods and apostrophes in names if using online entries Exhibitor ID Used in identifying the exhibitor You may enter your own number or allow ShoWorks to automatically generate this number Contact This field not s
9. IMPORTING RECORDS ShoWorks can import records from prior ShoWorks data files and earlier versions of ShoWorks This prevents having to retype the same records from year to year such as clubs divisions exhibitors etc You may only import records from a valid ShoWorks data file If the data file contains records that already exists in your current data file these records will not be imported but will update existing records if they have been modified later than the records that are duplicated Steps 1 Select Tools gt Import gt Import or Merge Records Place a check in the items you would like to import and click the Import button 2 In the given window find the data file which contains the data you wish to import Z impor o Merge Reco E Select items that you want to import or merge into the current file then click Import Added Updated Skipped Progress Y Menu Layouts replace existing V Setup Information replace existing V Exhibitor Fees Y Points and Premiums Straight V Update existing exhibitors having the same name if they have changed V Buyers 0 100 po _ E E _ D MN _ MS _ E Y Entries V Update existing entries having the same entry number if they have changed Importing records allows you to pull in records that do not already exist in this file or an item has an Update option that is checked a record de I that already exists in the cu
10. XL L M S List 9 Items List 3 Items UDExhibitor List2 TE UDEntry List10 UDBuyer CheckBox1 Corporate List 2 Items List 10 Items UDBuyer Date1 UDExhibitor List3 UDEntry CheckBox1 Raised Local UDBuyer Currency1 List 3 Items UDEntry CheckBox2 7 UDExhibitor List4 UDEntry CheckBox3 List 4 Items UDEntry Datel UDExhibitor List5 UDEntry Currencyl rr lv The Online Entries tab is used for the ShoWorks Web explained further in this document Misc The Misc tab displays the Sale Invoice Memo that appears on all Sale Invoice reports This can be modified and formatted by highlighting click and drag a bock of text with your mouse a selection of text and then choosing formatting options when the format bar appears Sale Invoice Memo THIS 5 A SAMPLE CHANGE THIS TEXT IN THE SETUP MENU THEN CLICKING THE MISC TAB Calibri M e u E E Please circle the appropriate o BOE y A W 1 will take home what I have purchased YH lwant mv purchase nrnarecced at ShoWorks 2012 User Manual 23 DIVISIONS Divisions or sometimes called Sections or Species are the types of entries in your fair Divisions often fall under a specified Department amp Main Menu y Equestrian Goats Home amp Hobby le ntry Fee i 204 Basketry Gourds Beading Static Livestock Horse Media Any Lakes Ceramic Misc Online Fields Online Options
11. You should use a short descriptive name such as Home Arts Results Name of file example My Results Market Steers This tool requires an Internet connection and a current Service Plan Data will remain available for up to one year after posting syncronizing ShoWorks 2012 User Manual 13 4 The wizard will publish the results to a secure server You now have several options to display these to the public Finished Back YOU have successfully put your results to the Internet Now you need to simply choose one or more ways to make the public aware of these results Click here to view the results right now or Copy and paste the following link for emailing or sharing with others http showorks s3 amazonaws com index html file 398531_Market_Steers or Copy and paste the code to display a formatted link on your webpage lt a href http showorks s3 amazonaws com index html file 398531_Market_Steers gt Market Steers lt a gt or Copy and paste the code to embed the results into your own webpage lt iframe src http showorks s3 amazonaws com index html file 398531_Market_Steers name data frameborder 0 height 600 width 100 gt lt iframe gt or Share these results on your Social Media account f Share on Facebook Tweet on twitter This tool requires an Internet connection and a current Service Plan Data will remain available for upto one year after posting syncronizing
12. A RC Le ne de dd ae 48 Divisionand Class Update Wizard ste A id E AAE EA A 50 Break Glasses TOO ice en E RS A nee a ee 51 opreadsheel Wizard ar A AA AAA AA 52 Bl o E O A RR 52 o 1 10 ea ana iae a cad nec racic nate cbc O eaaa Ne suns caucansveutueassts upasbeekwecanececbecs be aes a E A eE E OE S 53 REPOSO A A E nt tal hares nob aan eins 53 Proset ropo alies DD RE CT 53 Using Microsoft Access to edit reports and the ShoWorks COMPANION oooocccoccccccocononono nono nono conocia 53 CUSTOM Te 0 0 ASTRA ILILETO BE 010 CR 54 EX DOV EUG COO AE rat oia 57 Moving reports t another machine Packing UP 6 DONS LR Ra cae ans n SR os at S nt nt Mn dti donne ese 57 Using the Internet to accept online CNIrIeS 8 nn Aa Ee aai ant aaia aa e nn nee tone aider tin 58 Activate an account session of the ShoWorks Web sneha naaa aa a rada a aS A aAA AE raa aaa a AEri AoE aa i Aiai E Aaa ERER 58 Senno UP vourloca dalla IS Ee A E 58 Ubioadnavourdatd tohe Wes id toas lali e ENSE 60 Downloading and importing your data to from Me nn its doli tias 60 Making changes during Online ENTES e O 61 Administering your Online Entries from the Web ns lsnenennneh nananiaiertnmeniiinsanenmserdesndnnl a aa 61 Using Showorks witman iPad Tableti a eee aaa aa nee Eaa aaa aara aa ea a a Aaa AA AEE aAa een nn een a 62 WAIST ROGUES NCES ai AA ESA AAA AE a eae can eta Laas etc mane 62 Understanaina T MIROlOOM Ansia aae O A EE AA AA A AEAT 62 Characteristics of Sheets and th
13. Class Description Crocheting Biscotti Drawing Brownie frosted with nuts Brownie frosted without nuts Brownie un frosted with nuts Brownie unfrosted without nuts Bar fruit with nuts Bar Fruit without nuts Fine Woodworking Holiday Decorations Home Brew Contest Jams Quick Breads amp Pastrie Quilt Block Contest Quilting Comforters Bar lemon Yeast Breads Bar other than listed with nuts spec item Bar other than listed w o nuts spec item Chocolate Chip plain JF Split into Spreadsheet Division 447 ora1 gt nr ono ries sern _ gt Only a Division Name is required for each record In the above example a division called Cookies has been created Division Navigator Use this for quickly finding a division The numbers in parenthesis indicate the total number of entries in a given division Division The name of the division or species in which you will use throughout the fair Department Division Description You may enter an additional description to the division Many fairs use this for grouping together many similar divisions For example your fair might have a division called Cookies but it along with the Cakes division and many others are in a department called Home amp Hobby When you produce reports you could group all entries together and display them under a Home amp Hobby heading while others may be grouped in a Beef department
14. Ds that are currently writher a range of bills that are Oarenthy written Trem Gall Mure Shep 2 How would you like fo adj these bills a ya llas dollar amount By a 0d the total amount Shep lew mach weld you like bo adjust each bill by Adjustment Mame Reduce the bill by thi amount increase the b41 by this amount ShoWorks 2012 User Manual 45 Helpful Tools WRITING CHECKS Checks are the equivalent of bills but for exhibitors It is important to understand that these checks are static and reflect exhibitor activity ata point in time just as your own bank or credit card statement does If any activity occurs from the exhibitor after a check has been written a new check must be written to reflect this activity and balance If you are trying to correct an error and have not yet printed or given the check to the exhibitor you should delete the check and rewrite the check Checks are written automatically by using the tool Write Checks select Tools gt Write Checks It is highly recommended that you use this feature rather than typing in each check on your own ShoWorks keeps track of the exhibitors that have outstanding balances and only writes checks for exhibitors with activity occurring since their last check if any When checks are written they can then be printed in a batch or one at atime Click the print current button in the Checks menu screen to print any check Use the mark current and mark
15. Items Other Fairs E aO ENT O a TS A mt A A a a A Entries bold denotes required fields Department All Departments v Division AQHA Horse Show v 01 Trail M 02 Novice Amateur Trail 03 Amateur Trail Class IV 04 Novice Youth Trail 05 Youth Trail 13 amp Under 7 06 Youth Trail 14 18 M 07 Western Pleasure Mm UPLOADING YOUR DATA TO THE WEB AI In the want to area to the right of the main menu click Use Online Entries Click Upload fair data to the Web Follow the on screen instructions your user name and password will be given to you by Gladstone Upon successful completion you will be given a Web site address that you can publish to the public where on line entries can be made for your fair Write this address down DOWNLOADING AND IMPORTING YOUR DATA TO FROM WEB 1 Inthe I want to area to the right of the main menu click Use Online Entries 2 Click Download entries from the Web Download Data from Web What is your login User Name myfair Password isa requested from http www fairsoftware com sweb This feature requires an active account ofthe ShoWorks Web which can be You must have an account set up for you by GladStone in order to use the ShoWorks Web This service is provided with the annual Service Plan To request an account visit http www fairsoftware com sweb Enter the information sent to you after your accou
16. MULTIPLE JUDGES OR SUPERINTENDENTS Since a sheet may only exist in one place on one tablet or immediately after creating it on the client just prior to sync ing to the cloud care must be taken when using multiple tablets during the same fair When using multiple tablets plan ahead which sheets need to be issued sync d on which tablets Since tablets sync per serial number of ShoWorks and thus fair wide you should only create sheets for specific tablets at a time For example let s assume that you have three tablets one for the beef judge one for the home arts judge and one for the lamb check in You may have many more tablets and judges even within the same department but the same technique would apply In this scenario you would create all of the sheets for the beef judge at the same time on the client giving these sheets names such as Angus Steers Commercial Heifer Judging Sheet etc You would not create any other sheets for the home arts judge or lamb superintendent at this time Once the sheets have been created you would then sync both the client and the specific tablet that the beef judge would use After these sheets have been sync d onto the specific tablet you may THEN and only then create and sync additional sheets for additional tablets such as sheets for the home arts judge and sheets for the lamb superintendent doing this process syncing both the single tablet AND client before creating additional shee
17. Minumum Weight 114 1 016 1 277 Confirmed to Show Average Weight 1 207 How do use this tool Total Entries Division 162 162 Breed Color 31 31 Class 6 6 Js lx Division Market Steers Breed Color American Sex lt any sex gt Break by Show Weight O Validation Weight Height Birth Date z Break from 1260 Ibs to 1400 Ibs in to Class dl Yo OK y Reset Si Print Close Show weight Major lines Minor lines Entries animals from lightest to heaviest ShoWorks 2012 User Manual SPREADSHEET WIZARD The Spreadsheet Wizard is a tool intended for advanced users who would like to utilize Microsoft Excel in conjunction with ShoWorks This allows ShoWorks to interact with electronic scales PDAs handhelds and more This tool is used to export entries to an Excel spreadsheet by which they can also be updated and later read back into ShoWorks with the updated data This also means that you can use other devices such as electronic scales and PDAs to generate spreadsheets to update your ShoWorks data To do so ensure that the generated spreadsheets are exactly formatted to those generated by ShoWorks To use the Spreadsheet Wizard select Tools gt Spreadsheet Wizard and follow the onscreen instructions Problems You must have Microsoft Excel installed in the default directory in order to use this tool If you cli
18. NOT an Add on Step 4 How much should the amount be Amount 0 00 This is one of three areas that you can add on from buyers to items that are in the sale You can also do this directly in both the sale menu and buyers menu Add ons may only be given to sale items Record Sale Adjustments This tool allows you to adjust many sale items at once For example if you would like all Market Steers to have a 2 00 beef check off fee applied to the exhibitor seller then you can easily do this for all records in a few clicks Select Tools gt Sale Tools gt Record Adjustments and follow the onscreen wizard What is this adjustment for and how much Back Either choose an adjustment from the list or create your own by typing in a name description of the adjustment Adjustment Name Swine Check off O Adjust by a flat dollar amount O Adjust by a of the True Buyers sale amount not including add ons O Adjust by a of the Add ons O Adjust by a of the Total Amount including add ons 3 Adjust by a of the Unit Price O Adjust by a dollar amount per lb of Sale Weight O Adjust by a dollar amount per lb of Floor Market Weight 0 500 An Adjustment is a dollar amount that you either give or take away from either a seller or a buyer This wizard will walk you through the steps to assigning many of these adjustments at once Next gt Cancel ShoWorks 2012 User Manual 41 Record Destinations
19. O ose does not provide technical assistance for any QuickBooks features 3 Choose the items that you want to export and click Export to export all of your fair data Note you may change the name of the Checking account to match that in your QuickBooks file 4 The following dialog box will give the file location of the exported file This file is by default called ShoWorks QuickBooks iif and is located by default in the C Program Files ShoWorks 2012 System directory or if in the directory where you have chosen to install ShoWorks 5 Open QuickBooks and verify that your QuickBooks data file is set up in the way you wish for transactions to be imported You should perform a practice trial by creating a new QuickBooks file and seeing how your ShoWorks data is imported with the different account set ups You can do this in QuickBooks by selecting File gt New Company and then following the on screen instructions you may skip the Interview and proceed by click Next in the following screens 6 When you are ready to import your fair data in QuickBooks select File gt Utilities gt Import gt Import IIF Files and find the file above and click OK 7 When finished you will now have all of your data in the appropriate account in QuickBooks Problems When importing in QuickBooks you may receive an error message giving you the appropriate line of the error in your data file that you are importing This may be due
20. all buttons to mark more than one check to then print the marked checks You may also use the Reports gt Checks report to print all checks at once Write Checks Begin by choosing what transactions to include for this batch of checks What if make a mistake Write checks for All Amounts Sale Only Premiums Only Only write checks for payees in which buyers of all of their items sold have paid in full Only write checks for amounts greater than 0 00 This process writes checks only After checks are written you can then print them from the Checks menu or choosing the Checks report from the Reports Next gt O Close menu Click the above link What if make a mistake for more information Tip When making corrections unless checks have already been given to the exhibitors you can delete all checks and quickly write them again after you make corrections at the source of your mistake if you believe that you have many corrections or want to consolidate several checks made to the same exhibitor To delete all checks click the arrow next to the Delete button to Delete all records ShoWorks uses standard Quicken QuickBooks laser ink jet checks with one check per page with the check at the top and two vouchers below Detail may be turned on or off by selecting Tools gt Options and then clicking the Reports tab ShoWorks 2012 User Manual 46 ADJUSTING CHECKS Checks that have already been written ca
21. articledetail aspx AID 113023 Report Wizard Step 1 After deciding what type of report you would like to create determine what entity you will need to gather information from ShoWorks uses inheritance in entities This means that some entities are related to each other If the relation is of child and parent nature selecting the parent entity will allow you to include any information of children of that entity For example because each an entry contains and exhibitor that exhibitor s information can be access through the Entries entity And because an exhibitor may belong to a school that school s information can be accessed through the Entries entity as well In other words because an Entry can tell us the Exhibitor and an exhibitor can tell us the School we could create a report that tells use the names and addresses of all schools who have exhibitors that show in the Steer division This may not seem practical but let s look at another example Let s say that you want to create mailing labels for only those exhibitors who show in the Steer division lf you selected the Exhibitors entity you would not be able to filter this report by division But if you use the Entries entity you could filter the report by the Steer division but only choose to display the exhibitor s name and address on the labels In order to keep things simple for now you will probably want to use the Entries entity most of the time unless you are producing re
22. ataata tatata tatata taataraa Tatalata tatata tatata talatala taa RRA RRA ARANA AER RR E E R a E R E R E R R E KERKERKRRKRAKRKRRE RARAS ARN ERA HR MR RKAMKRKAMKAKAMKARER ORAR E ERE RO V Hide repeated rows Report Wizard Step 4 In order for your report to not show all entries you will probably want to filter the report The more filters you use the less number of records will show up in the report If you get too constrictive you may find that your report contains no data that meets the criteria Depending on the type of field that you select to filter on the Report Wizard will present a criteria box that allows you to specify the types of values that will belong to your report Check the Quick Filter box if you know that you want to filter on a field but would like to be prompted every time you open the report on what values you wish to filter on that field For example if you would like to use the same report for steers and then later for swine check the Quick Filter box Then when you open the report you will be asked to enter a Division name This allows you to create only a few different reports which can be used for many different purposes ShoWorks 2012 User Manual 55 Note In list boxes such as the values that appear in the Division filter in the above example you should not select more than a few values or else the report cannot be created because the report wizard asks ShoWorks for informa
23. enter records such as divisions classes premiums etc that match your fairbook 3 Click want to then Record or update exhibitors or entries to enter exhibits 4 Create custom reports Reports gt Report Wizard to list and print these items for check in sheets You can also print preset reports for entry tags and judging sheets under Reports gt Manage Reports 5 Click want to then Update data using quick tools to easily add or update entries in a list format or update any changes weights breaking classes renumbering entries entering placings and other results etc 6 Click want to then Manage my sale or auction if your fair has a livestock auction and use each item to set the sale order and record sale activity 7 Click want to then Pay or receive to create bills for buyers in the auction and create premium and auction checks to the exhibitors 8 Use Reports gt Manage Reports to print out preset reports such as a Financial Summary based on the results of the fair ShoWorks 2012 User Manual 15 DATA ENTRY MENU SCREENS Below is a simple menu screen with fields used for data entry and editing Me Hide Soreedshert Clut Club Address L dc Acres of Neighbors AH Charlotte Gade 615 E Rose Bucyrus Alpine Amigos de Nancee Johnse 7818 Camino Raposa Madison Alvord Agus 4H Lyla Blast 2410 Skylark Or Bloomfield Alvord Aggies FFA fishies Benne 4690 Tarantella Ln Grandfield Apple Valley Barn Critters Kar
24. may be any real number including numbers with a decimal but no letters are allowed If you do not assign an Entry Number ShoWorks will automatically assign the next highest available number If you are creating entries along with other ShoWorks users on a network you may experience problems with entry numbers being assigned that are already taken by another person who is also creating entries In this case you can have ShoWorks assign somewhat random entry numbers to prevent any duplicates Do this in the Tools gt Options menu Exhibitor Name Exhibitor ID The name of the person exhibiting this entry If you type an Exhibitor Name that is not recognized ShoWorks will prompt you asking if you want to add them Division The type of entry If you type a division that is not recognized ShoWorks will prompt you asking if you want to add it Class Class Description The class of the entry as set up in the Divisions menu Note that if the class is not recognized you will be prompted to add it Sub Class An additional field to further distinguish the entry within a division class You do not need to add sub classes before assigning a sub class to an entry Rather type in a sub class name and ShoWorks will add to the list when it finds a different value Title A new field added in 2012 to allow for a short description of the entry This field is also used if using media entries online with FairJudge for uploading photos videos etc Desc
25. ready to write checks processing the premiums may take a long time depending on computer speed and file size Problems The processing of Points amp Premiums is only triggered if you make changes to a record in this menu If for some reason you notice that an entry did not receive premiums when expected ensure that it indeed exactly matches a rule found in this menu If this is still the case and the premium is not correct click the Refresh button ShoWorks 2012 User Manual 28 CLUBS Clubs may be an FFA chapter 4 H club or another type of sponsorship of the entry Because an exhibitor may belong to more than one club Clubs are related only to Entries rather than Exhibitors O Find Club Alt Z Club Club Type Club Leader Charlotte Gaddy E E Ross Phone JD Fax aos oS acres of neighbors 4h someemail com Im Split into Spreadsheet Only Club Name is required for each record Club Type This may be used to categorize the clubs Common values are 4H FFA local etc Club Password Used by the ShoWorks Web so that only club leaders who know this password can create entries under this club and certain divisions ShoWorks 2012 User Manual 29 SCHOOLS Schools are related to exhibitors Keeping track of school names and addresses allows you to print reports like no pass no play for individual schools showing exhibitors attending a particular school x O Find School Alt Z Abbit Learning Center
26. record ensure that your cursor is placed in any field in that sub record Then click the Delete button on the ribbon bar ShoWorks 2012 User Manual 18 Common Mistake If other records are related to the record you are deleting ShoWorks will delete those records too For example if you delete an exhibitor all entries shown by that exhibitor will be deleted Furthermore if you delete a school all exhibitors belonging to that school will be deleted thus deleting all entries shown under those exhibitors This is by design as ShoWorks does not allow orphan records those not having a main record to refer to However ShoWorks will always warn you before related records are deleted Replacing values and misspelled items Sometimes you may want to delete a record because you misspelled the name or have another record that is similar and you want to use only one or the other For example you may have intended to create a division called Photography but did not recognize that you have set up many entries under a division called Photographic Simply go to the Divisions menu screen and find this division and change the name to Photography If you receive a message stating that the name Photography is already in use by another division you will need to first go to the deleting the Photographic division while entries are still associated with it will result in all of these entries being deleted as well An easy way to replace value
27. that contains entries that are confirmed to show see above Note that entries meeting these criteria are displayed in a graph by weight or other value if chosen Determine where you would like to begin and end for weights in a certain class In the From field type the lower bound weight and the upper bound weight in the To field Type or select a value in the Class field Click the OK button Repeat as for further classes needed N 01300 If you want to print a class sheet a list of those entries in any class you must use a report Because of the many different ways to print a class sheet you must create your own by using the Custom Reports feature and creating the report using the Report Wizard See Custom Reports discussed later in this document Tip To better view the graph and zoom in type in the ranges of the graph in the Chart Display box in the top right side of the menu If you are using dates type those dates in the date format for example 1 1 04 You can also specify how many grid lines should be drawn both major and minor If you are using dates these will be the number of days between lines If you are using weights these will be the number of pounds between lines Warning Since the Break Classes method cannot be undone you should back up your data file so that you can revert to it in case you make a mistake Break Classes Maximum Weight 1 579 1 374
28. the entry you want to sell Once you have created sale invoice items you may decide to print out blank sale invoices that correspond to the items about to sell for backup purposes Select Reports gt Preset Reports gt Sale Invoice ShoWorks 2012 User Manual 38 Understanding the Sale It is very important to understand how ShoWorks calculates add ons floor prices and buyer amounts Many fairs refer to a floor as resale buy back or turn however we will use the term floor as the other terms often have more than one meaning Example 1 illustrates the sale of an item that is bought by more than one buyer floored for a standard market value so that the buyers will receive credit towards their bill and with one buyer adding on additional money This item will also have two miscellaneous adjustment fees applied to both the seller and buyers NV Invo ce Em Seller 1000 46872 John Doe sea Lait Price Vs Sold Cac PTICE Flag A00 NB 1 000 lbs 1 000 00 Adjustments Westination and Floor Sale Pre Balance 200 00 Assistant Total from Buyer amp Buyer ID Amount Add on 1156 AJ s Place 600 00 1253 American Supply 752 QA oored What does this mean Floor Price Floor Weight Floor Market Value 0 78 x 1 000 0 780 00 Destination East Texas Meat Processors tr Destination Notes cut
29. the same name from registering entries under that name If you are pre entering exhibitors from your office you should make the password something that the exhibitor would know such as the last 4 digits of their social security number Exhibitor Created From Web ShoWorks 2012 User Manual 31 This field will always be checked if this exhibitor was created on the Web and you have downloaded this exhibitor from Online Entries You cannot change this value Exhibitor Pending Approval From Web This field will initially be checked so that you can remove the check as an indicator that you have already approved clerked this exhibitor CID Exhibitor Confirmation ID This is a unique value that is given to this exhibitor if they have created or modified their information from the Web It serves as a unique confirmation proof that the exhibitor may retain Entries tab Entries can be added or modified directly in the Exhibitors menu for each exhibitor You can drag the column headings to change the width of columns or right click and select Hide Show Columns to choose which columns to display File Records Home Tools Reports Help 00662 2 Fe Oks Tp Back Next Ad Duplicate Edit this Edit multiple Paste Filter record records 4 Delete hd Undo eee es Entry Number le Division Exhibitors HE Print Exhibitor Activity Class RE Class Description Exhibitor ID First Name J Name se Total Premiums Title Descri
30. these bills are static and reflect buyer activity at a point in time just as your own bank or credit card statement does If any activity occurs from the buyer after a bill has been written a new bill must be written to reflect this activity and balance If you are trying to correct an error and have not yet printed or given the bill to the buyer you should delete the bill and rewrite the bill Bills are written automatically by using the tool Write Bills select Tools gt Write Bills It is highly recommended that you use this feature rather than typing in each bill on your own ShoWorks keeps track of the buyers that have outstanding balances and only writes bills for buyers with activity occurring since their last bill if any You may add additional sub records to each bill for example add charges that are not related to the sale such as late fees or interest however this is not recommended as your financial statements will become off balance by this amount When bills are written they can then be printed in a batch or one at a time Click the print current button in the Bills menu screen to print any bill Use the mark current and mark all buttons to mark more than one bill to then print the marked bills You may also use the Reports gt Bills report to print all bills at once Select one or more buyers to write bills for Bill To Balance ist State Bank 1 167 00 ABC Automotive 5200 00 American National Bank 187 6
31. to navigate to a different Department Division or Class Tap the Go to button to navigate to a different Department Division or Class Home amp Hobby 06 Oll Painting 07 Paste Color 08 Water Color 09 Water miscible oll paint 01 Classical 02 Jazz ShoWorks 2012 User Manual 67 Sorting rows within a Sheet e To sort all rows at once by a given column tap on that column header e To move a specific row to a different location tap and hold the sort button on the row to drag the row to a different location within the class Note re arranging rows does not save their position but rather is intended to enhance a judges ability to order entries or animals in a way to later assign places or ribbons The Status of a Sheet A sheet may be in one of four different statuses and these are set using the icons at the top of the sheet screen of the specific sheet that is being viewed Fresh untouched Draft P Complete and Void e A Fresh sheet is one that has been downloaded onto the tablet and not been updated It will not leave the tablet until it has been marked Completed or Void e A Draft sheet is one that has been updated and saved but not ready to be sync d It will not leave the tablet and remains viewable and updatable e A Complete sheet is one that has been saved and ready to be sync d It cannot be viewed updated nor undone and thus it is important not to mark a sheet as Complete unt
32. to the Fair or Show This data appears on many reports in footers and titles as well as on checks and many invoices Fair Show Name Secondary Name Owector President Address City Calvert State Zip Code 77837 Phone 973 555 0000 Federal Tax ID 74 5475100 Make Checks Payable to Sample Fair inc Billing Period days 30 Website http www samplefair com Y 109 na o ShoWorks Only Fair Show Name is required Secondary Name is an optional field that is displayed on the main heading of the website for online entries If left blank the Fair Show Name is displayed The logo appears on many reports To change the logo you can Replace the File called logo bmp located in the System directory where ShoWorks is installed usually C Program Files ShoWorks 2012 System with a bitmap file of your choice See your Windows documentation on how to delete copy or replace files Exhibitor Fees This area allows you to specify fees in which Exhibitors may add their account balance The exhibitor will be allowed to add quantities of each fee in the Exhibitor menu The checkbox Hide Online allows you to hide a given fee or item from appearing when using online entries The checkbox Required Online allows you to require a given fee per exhibitor when using online entries For example if the fee 2 day Gate Pass is Required Online an exhibitor will be forced to have this item added to their cart If the exhibitor is ret
33. within ShoWorks you can do so by using the ShoWorks Companion for Microsoft Access This is a separate utility that is installed by a second icon located on your desktop and only available if you have a registered copy of Microsoft Access 2010 on the machine when you install ShoWorks This feature is available only for assistance to those who are familiar and comfortable with Microsoft Access and Gladstone does not provide any support of this feature Y Shooris Acen Companion Reports Queries EJ Your Custom Reports Zaketresh List EJ ShoWorks Preset Reports ie Drag custom reports here to create new group 8 W Entry Reports Open W Judging Sheets Edit wy ShoWtnaics ALTA Judging Sheet Edit wj Access Rename M Sample Custom Reports sample Mailing Labels Sampe Sale Sheet 3173 Judging Sheet 5000 Judging Sheet 5001 Judging Sheet Delete 8000 Judging Sheet Livestock Duplicate M Oe partment Divisions and Classes Maw w Shanes H M Exhibitor Reports ew wa Ces 3 M Club Reports ME sabe and Guyer Reports MEN M Financial Reports Expo 0 M Miscellaneous Reports E mail ed Backup All Hasta All Uh Hoop AN red Police EPA close ShoWorks 2012 User Manual Sowonc Acces Companion Reports du ries Data Areas Owerbes B10 Entror O20 Entr es including classes with n entry 039 Exhibitors 040 Gabibisar Feet 050 chibitor Payments DED Exbibitar bte dti OF Divi
34. 0000000000 52806 961 May 2009 11 22 2008 50 00 Total Payment M 4 J gt rei SK No Filter Search 4 ane a Total Fees 88 00 Print Activity Total Payments 3 00 Balance 85 00 Misc tab Information Entries mise Fees Payments Calf Scramble Performance Participation Scramble m Performance y Alternate ml Performance Date Caught E Responsibility Association Registration gt Mailed Thank You C Association 1 Report 1 FJ Association 2 Report 2 F Association 3 Calf Scramble Performance Responsibility This information is used by livestock shows to keep track of exhibitors and their calf scramble information or other events Association Registration Numbers These values are used for horse shows and are for the exhibitor only rather than their entries ShoWorks 2012 User Manual 33 OTHER SELLERS Other Sellers are records stored with Exhibitors which are not showing entries however may occur in the check writing process For example donations to charity organizations would require that that organization be listed as an Other Seller O Find Seller Alt 2 Seller Name Seller Contact Seller Address Seller Address 2 Seller City seller FE RE Sl 121 ae 4 555 837 3812 notreal com FF Split into Spreadsheet Only Other Seller is required for each record Contact Used as a secondary identifying field This is the name that will appear o
35. 3 Anderson Hickey 5500 00 Andrew Jordan 1 425 00 Apple Moving 7 389 00 AST Enterprises 5250 00 Austin Engineering 54 672 37 Barn Trash 390 95 Bastrop Skate Palace 525 00 Select All Select None Use Ctrl and or Shift Keys to select more than one item in the list This is one of two areas that you can create bills for buyers Ifyou are writing a bill for only one buyer at a time vou can do so directly Close inthe Buyers menu under the Billing tab Bill printing options may be changed by selecting Tools gt Options and clicking on the Reports tab Tip When making corrections unless bills have already been given to the buyers you can delete all bills and quickly write them again after you make corrections in the Sale if you believe that you have many corrections or want to consolidate several bills made to the same buyer To delete all bills click the arrow next to the Delete button to Delete all records Tip If you are writing a bill for just one buyer you can do so directly from the Buyers menu within the Billing tab This allows faster access to a single buyer billing ADJUSTING BILLS Bills that have already been written can be adjusted manually directly in the Bills menu or using the tool Adjust Bills under the Tools menu This tool is helpful if you wish to add charges to buyers based on their total payments to the fair such as credit card fees etc Shep 0 Wiha bills weruld you libe bo adjust AN
36. 6 THE I WANT TO PANEL New ShoWorks users will find this alternative navigation method useful because it is ordered as one would use ShoWorks for their fair Almost all ShoWorks operations can be done from this panel Hold the mouse over the black bar with question mark to show this panel O want to Begin Setting up my fair Start a new vear fair by creating a new data file Setup my Tair gt Set up contact information and logo gt Set up fees that charge exhibitors gt Set up travel reimbursements to exhibitors gt Set up my own user defined fields gt Set up my fair to take online entries Set up departments divisions and classes Set up premium payouts from my fair book gt Set up general admission tickets RV parking etc Record or update exhibitors and entries Update data using quick tools Use ShoWorks on the Internet Manage my data file View my data using reports Far s El Wie mw cala nr stua THE THEME CHANGER This tool allows the changing of the appearance of ShoWorks throughout the program and is specific only to the local computer Hold the mouse over the icon to select from a list of preset themes ShoWorks 2012 User Manual 7 THE DASHBOARD The lower area of the Main Menu displays live data statistics such as how many entries are in the data file and when the data file was last updated It also indicates if the data file is currently in use by you or othe
37. 999 to assign a premium configuration to all classes regardless of the number of entries in each class Straight Points and Premiums Sliding Scale Premiums Options Refresh Sliding Scale Premiums differs than Straight as it allows the premiums to fluctuate based on the number of entries in a given class Simply create a schedule name then assign it to one or more divisions Tip You can also use this as a short cut for straight premiums and make in Class from 1 to 999 Premium Schedule Schedule A Entries in Class Placings From To 1st 2nd 3rd 4th Sth 6th 7th 8th Sth 10th ith 12th 13th 14th 15th 16th 17th 18th gt i 5 20 00 15 00 10 00 4 6 10 25 00 20 00 15 00 10 00 5 00 11 15 50 00 35 00 25 00 20 00 15 00 10 00 5 00 4 16 999 575 00 550 00 35 00 25 00 520 00 15 00 10 00 5 00 pea gt ee ee ren a a Aptos Pa A a ShoWorks 2012 User Manual 27 Jackpot Premiums Jackpot Premiums are used when premium payouts are based on a dollar amount that you want to award after a given time such as after you have placed entries or taken entry fees The basic concept is that you use the Straight Points and Premiums menu and leave the premium column as zero but assign arbitrary point values on the conditions For example 1st place will be awarded 50 points 2nd place will be awarded 30 points and so on At some later time you will decide how much a point is worth fo
38. De sn een coin neces S diese Lois E E E E E E 30 EXDIDI OTS re e o nn Gin 3s ana hacen diodes annee nd nee co deen nt ne esp are tn ne ge et ten cose es Sens ni disques 31 C stomize Lay CUE Le LE E 31 Inotmatonitao and MISC Tas RE oo 31 A O O is niunguncaconutmnastiousiuaseehh iessdunhencadadytaastcaniadsmen iss dunsancacadvanactons Wuhechbansniunhuncadaauaactuauiuenmenss 32 Fees AD etcetera Ae as teeta AAA AA AA AA AA AAA AAA AAA AAA A a as 32 ns ett eee ny me ec re et ee er ee rer eer eee eee ere eee ee eee eee 34 O Sn ND ee nt ue ad asa NU E Ur unenueN 35 C SIOMIZ EAVOUPIS AUOT dd 35 General Livestock Horse Registration Results aiii dent tango at A A AA etes 35 COMMON Entry FAS te tn cs ca ce ee ne a ea OS 35 O A Gin den Ne 38 Managing a SAS ne a nn ne ee e ey ere ee 38 SOHING he Sale Orders ies rss RSS AR ne da ee TN te a Nr se 38 Crealing d sale based on The Sale Ordets a nn td A e 38 Understanding ines Ales nn Re Re ol SN lentes 39 al NN 41 Record sale Adj stMents s r A A A NA AE DARA AA AAA AA AA A SERRA 41 e A ne Rd measles Sate callie baal hoc nie 42 UNS ected enable a tee S sats Ae aoe tet ct aeate cae tinea 43 CUSTOMIZO AVOUT feature s ait et Re dd at duties fale Sent either 43 Wind DIS css a aetna RER Re A gee erence hee ee wage Re due eae 45 PROMS NIG Dl a daca Goes ashe E E A o 45 PHOTO TUL TOONS ii A E O A A En een 46 A A Ed dt Dee nn me ee ee NS on 46 A ed de dt ee ele ee ed de Pas ee 47 QUICK ENTIE Sohon a RS nl
39. Division Type Selecting a Division Type allows you to later filter reports by Division Type such as finding out how many livestock entries your fair had compared to Static entries Static means non livestock also Known as Arts in prior versions of ShoWorks Choosing a value in this tab also affects which tab such as the Livestock tab is displayed by default in the Entries menu If you are using the FairJudge online media uploading and judging system for online photos videos PDFs music etc entries then set the Division Type to Media Division Number You may enter an account number in this field if you wish perhaps for the accounting department of your fair Entry Fee A dollar amount in which you will charge exhibitors to show under this division If you do not keep track of entry fees leave this field 0 This value can be overridden for different classes in a division in the class sub form Entry Deadline The date in which all entries must be entered for this division This value is also used by the ShoWorks Web to prevent exhibitors from entering in this division after the deadline Classes tab Use the Class and the Class Description to create classes for this division Premiums are not set in this menu screen but rather in the Points amp Premiums screen select Input gt Points amp Premiums Entry fees in a Division can be overwritten at the class level by specifying an value in the Entry Fee Override field f
40. Horse Poultry Swine Classes Sale Misc Online Fields Online Options Online entry form fields Class Sub Class Title Description Club Sponsor Flag Special Education Theme Portfolio Block from Sale Tag ID Scrapie Tag ID Validation Number Entry Validation Date Validation Weight Check in Weight Show Weight Height Birth Date Animal Lora gt mo no Fiter Sean O MF Split into Sprez 9 Set the appropriate check boxes and radio buttons to enable fields to be displayed accordingly for each division 10 Be sure to also type an entry deadline for each division this deadline is inclusive meaning that if you will not accept entries for this particular division after midnight on 6 15 2010 then you must type in a value of 6 15 2010 11 optional You may also type any special instructions that visitors need to see when they create entries for a particular division Use this sparingly because visitors may tend to ignore special messages if they are used too commonly DUST Equestrian Department Home amp Hobby 7 ntry Fee Goats Home amp Hobby Photography Static Livestock Horse O Media Any Entry Deadline PR S28 88 amp ys Swine Special Instructions All basket materials are subject to approval by the ir Edit Text Mode fai Requires validation for entries Use multiple class drop down list
41. I IVI OW OI KS User Guide for ShoWorks nous SnoWorks 2012 Fair Management Software 11 17 11 Copyright 2011 Gladstone Inc All rights reserved Table of Contents Getting Startet esse SR edt a ane nn rs rates cens es ane n te geen dau te ce wanes Sauer ne nn ane men ea eden Reste te tn ae 4 ROQUIFSMENIS IR RS ee Re en ne 4 mE KONTER equ MANS nn de te en nes te Ne re AG it teeter ur 4 SOT WA SAUS RSS E e E nae Se Leu ASS es DU At a EA E EEE 4 Networking FCGUINCMICINS tt e alee O a o 4 Stalin SHO Works td lie ia 4 Trial Version and changing Serial Numbers Tor Editions ias A dc idad 4 An Important Note TO BeCINHOrS ai ias 5 TE SROWOFKS WIN OWN nd dns RAEE ERES Rae mention edit ni ne 6 Te Til Da octal oi iaa 6 Merlo 6 ic o A A NE nent aun 6 The MaN MS data 6 Ie Ia 7 gt ah TO Pa A E A AAA AA A AAA 7 The Theme Change ES A AA A as cee ce en 7 TS DAS OO 10 PR E a E E ELLE 8 HAE SS Le UE EN core sate O os 8 Fle Management sinna a calls 9 voutdata Masser epen RO D a A E 9 Bakin UP yOu 0 e Pema eRe a ere SE N ee AS E ee A em A ee ee eee E 9 Using ShoWorks on more han one computer scsi ein ti nn nan us tea 9 Method A USING OVEN a NetWork ee en E SR A AA AAA Wy adver cues 9 Method B Not using a network and not using more than one computer at a time simply moving from one computer to another 9 Method C Not using a network and using more than one computer at a time ss ssiieeeeinserseeeeeeneeeeeeneeneseeseeeereneeeeeenn
42. KING UP YOUR DATA Your data file should be backed up frequently because not only is it possible for you to delete or modify records unintentionally but the file like all data intensive files could become corrupt and inaccessible Select File then Backup Data to back up your data Your data file will be copied to your hard drive in a folder where ShoWorks can easily access it through the Restore Data process If you are connected to the Internet you will have an additional option to send a second copy to Gladstone s secure server to protect your data off site This off site backup service is free of charge to active ShoWorks users Important Though backups made to the Internet are one of the safest and most reliable methods of protecting your data nothing is guaranteed Hardware failure hacking and exploitation are a few of the possibilities no matter where your data is located both online and local Gladstone takes reasonable measures to ensure that your data is protected however is not immune from destructive circumstances though rare that may occur as a result from Internet activity If you currently store sensitive information such as social security numbers or bank account numbers inside of your ShoWorks data file it is not recommended that you use this feature Gladstone is not liable for any loss or damage which may be incurred by you as a result of your data being stored in an online format USING SHOWORKS ON MORE THAN ONE CO
43. MPUTER ShoWorks may be used on many computers simultaneously by using a network by importing merging data among computers or by working with only one data file but moving it among computers The ShoWorks Lite Edition license allows for installation on 1 computer for the same fair and 4 computers for the Standard and Large Fair Editions Additional licenses can be purchased ShoWorks allows for unlimited installations for fairs using the Enterprise Edition Changes can be made on multiple computers at the same time with or without a network or synchronizing data The following 3 methods apply Method A Using over a network 1 Install ShoWorks on each computer and ensure each is running the current version 2 Create a new data file File gt New Data File or choose an existing data file File gt Open Data File and choose a shared location that is visible on the network to all other computers 3 Ensure that this file and location have the proper read write permissions check your Windows documentation on file folder permissions for more information on sharing 4 On each computer that has ShoWorks installed select File gt Open Data File and locate this shared file Note Make sure that all other computers that have ShoWorks open are at the main menu do not attempt to open for example the Entries menu or some other menu while others are attempting to open ShoWorks across the network as this will impede them from opening the same file
44. Records To move among different records click the Next and Back buttons You may also use the PAGE UP and PAGE DOWN keys or the shortcuts Alt N and Alt B This is useful when you want to keep your cursor in a certain field as you move among records such as when updating one particular field across many records Common Mistake Users assume that the record position number is tied to the actual record In the above example Acres of Neighbors 4H is currently at record position 1 however if the menu was sorted by Club Leader it would then be relocated to position 40 The order of records do not matter as one can sort these by their preference either within the menu screen by right clicking on any field or by creating a custom report discussed later To add a new record click the Add New button or press Alt N Editing Records Records are locked to any editing by default To edit a record click either edit button on the ribbon bar The Edit this record button turns off when you move to another record while the Edit multiple records button remains active until you close a particular menu The Alt E key combination enables the Edit this record button Saving and undoing your changes Your changes are automatically saved when you leave a record by either moving to another record or closing the menu screen If you want to save the record without moving click the Save button on the ribbon bar or press the F9 key or use the shor
45. Results set or a department wide Beef Result set which has the results of many different divisions The amount of records departments divisions etc and the fields that you choose to display is up to you Steps 1 Make sure that you are connected to the Internet on the machine that you are about to create the Result Set for 2 Generate the result set using the Tools gt Publish Results filtering to show only the records that you want to display Tip You will more than likely want to only publish entries that have a Place value i e not blank Therefore you should filter vour entries WHERE the PLACE is from 1 to 999 This wav onlv entries that have a place value will be published 7 Choose entries to publish to this result set E Ej Too many entries can be difficult to read and take a long time to view It is STRONGLY recommen bie i that you filter to show only the most important best placing entries such as where Place is from Filter where Sort by Division x Basketry E Gourds Quicpritter place Beading And where Place And where A a a a Te sip tare att enna lle aa PA ate iat AP A eMC Ml AAA j 3 Give the result set a name such as Market Steer Results or Oil Painting Results Give this result file a name Naming result files allows you to create several different result sets If you use a name that already exists it will overwrite the exiting file Remember you can create several result files
46. Size and the choices will be XL L M and S These fields will be available in the respective menus you must choose to display them in each menu using the Customize Layout button and when taking online entries When making custom reports you must refer to the original field name such as UDEntry Text1 instead of your customized label Sample Fair This feature allows you to change the labels among fields both in ShoWorks and online When you rename a field you must still refer to the original name when building custom reports or queries To fill the User Defined List with items type values in the Items box and separate items with a semi colon There is a 255 total character limit for the list items Exhibitor User Defined Fields Entry User Defined Fields Buyer User Defined Fields UDExhibitor Text1 E a UDEntry List4 a UDBuyer Textl UDExhibitor Text2 List 4 Items UDBuyer Text2 UDExhibitor Text3 UDEntry List5 UDBuyer Text3 UDExhibitor Text4 List 5 Items UDBuyer Numberl UDExhibitor Text5 UDEntry List6 UDBuyer Number2 UDExhibitor Numberl Years Experience List 6 Items UDBuyer Number3 UDExhibitor Number2 UDEntry List7 p UDBuyer List1 UDExhibitor Number3 List 7 Items List 1 Items UDExhibitor Number4 UDEntry List8 po UDBuyer List2 poo UDExhibitor Numbers5 List 8 Items List 2 Items UDExhibitor List1 Jacket Size UDEntry Listg UDBuyer List3 List 1 Items
47. ace 3 0 150 00 Black amp White lt all gt Place 4 0 125 00 Cakes lt all gt Place 1 0 20 00 Cakes lt all gt Place 2 0 15 00 Cakes lt all gt Place 3 0 10 00 Ceramic lt all gt Place a 0 15 00 Ceramic lt all gt Place 3 0 10 00 a ees ies PL LES GIA 4 rat Pate ur Use the Premium Sponsorship field to indicate any additional winnings or sponsorship associated with the premium Sliding Scale Premiums tab Sliding Scale Premiums are used when the premium payout is determined by the number of entries in a given class For example if there are between 1 and 5 entries in a class then 1st place will pay 20 2nd place will pay 15 and so on If there are between 6 and 10 entries ina class then 1st place will pay 30 and 2nd place will pay 18 and so on Classes that are marked Hide Online are not considered in Sliding Scale Premiums The number of entries in a given class are only made up of those that are Confirmed to Show a checkbox that is in the entries menu see further in this document Tip Just because you do not pay out premiums on a sliding scale does not mean you cannot benefit from the Sliding Scale Premiums menu The Sliding Scale allows you to create schedules of payouts in which you can easily assign to many divisions without the need to repeat the payout assignment Instead of creating multiple premium configurations in each schedule for different number of entry ranges you can use a range of 1 to 9
48. ance of Life Gabriella Splitter 193 Ramona Valley 4H Wishful Thinking Audrey Brighton 856 Canyon Coyotes 4H Listen to the wind Monica Wilt Bastrop Barn Critt Turbulent Reflecti Bruce Enns Alpine Amigos 4H The Three Amigos S eessecscscscds Coulter Michae 203 Rough Riders 4H Dad s Farewel 2 gt 4 Clay Rinkes 435 Mountain Empire F Walk in the Woods Updating Columns in a Sheet To update a Ribbon tap and drag the ribbon color from the right ribbon bar onto the Ribbon column within a specific row To update a Place tap and drag the number from the bottom number bar onto the Place column within a specific row To update a Weight tap in the Weight column of a specific row and type in the weight To remove a value either drag the object off of the screen or back to the original location or tap the check box to uncheck a row To remove a Weight backspace from the entered numbers in the same manner as you have entered them e Arow will dim when it has a check in the box A check is marked if a row has a ribbon or place value in it OR at one time had a ribbon or place value in it e Preferences such as allowing more than one ribbon color to exist in a class or the order or visibility of ribbon colors can be set in the Settings menu of the Home screen explained later in this document Navigating within a Sheet e Swipe the sheet up or down to view more entries rows within the displayed class e Tap the Go to button
49. and wrap 19 Adjustments Dextran and Foor Le negative numbers for hers What is thist 1 Tip You can use the Destination Wizard to assign many destinations at once La Adjustment Amount ToBuver Photo 510 00 FA beef check off 5 00 E Total 15 00 hdhusiment H d Zol Tip You can use the Adjustments Wizard to create many adjustments at once Example 2 illustrates a scenario when buyers do not receive any floor credit and the floor market value is given to the seller instead AIN Invoice Entry Seller 10001 2872 w johnDoe SO Unit Price Units Sold Sale Price Flag x 1 000 lbs 1 000 00 Bought By Sale Price Total from Buyers Balance Sought By Adjustments Destinatit and Floor eosossssssesssssesessseseg 1 000 00 1 000 00 0 00 Assistant Vl Jloored What does this meang y Buyer ID Buyer m Amount Add o Floor Price Floor Weight Floor Market Value o 979 City Auto Parts 1 000 00 0 78 x 1 000 0 780 00 Total 1 1 000 00 Destination East Texas Meat Processors Destination Notes cut and wrap 9 Tip You can use the Destination Wizard to assign many destinations at once Buyer 4 lofi b KK NoFilter Search ShoWorks 2012 User Manual 39 Example 3 illustrates a resale of an item An item is sold and the buyer donates the item to a charity organization Other S
50. cator bar of the column and press the delete key on your keyboard ShoWorks supports Boolean language This means you can use different operators to specify criteria for filtering Common Boolean symbols are lt for less than gt for greater than for equals lt gt for not equals Between And for numbers falling between a range and Like for similarities Field Show weight Place Sot Ascending O Entera Steers 1000 ls Mot Null or Beef Heifers lt 1000 ls Hot Hull The above example filters for all steers OR beef heifers weighing over 1000 pounds AND which have placed in the show It will then sort these records in ascending order by weight E N Field Exhibitor Name Ro Sort Critena Like Hi or The above example filters for all records whose exhibitor name starts with the letters M and I For example records show by John Doe and Michelle Jones will be displayed SS oo Field Sale Order RE Soe Criteria Between 50 And 100 or This example filters for all entries that have a Sale Order between 50 and 100 A AAA Field Sot PS PE Entera Beef Heifers Between 477 958 And 12731 988 or This example filters for all Beef Heifer entries that have a birth date between January 1 1995 and December 31 1998 ShoWorks 2012 User Manual 21 Data Management SETUP Contact Information The Setup menu screen is used for storing data that is general
51. ck Finish and nothing happens it may be because Excel is not installed properly or it is of a version that is not compatible with ShoWorks g Spreadsheet Wizard What columns do you want in your spreadsheet Back f you plan on later reading this spreadsheet back into ShoWorks you should make the first column A a value that will identify the entries such as Entry Number or Tag ID The second column would then be what you will update back into ShoWorks The remaining columns C and beyond can contain anything Select the fields that you wish to export to the spreadsheet fr A wy Cu Bookl Microsoft Excel Home Insert Page Layout Formulas Data Review View Developer Add Ins gi Cut GA Copy JF Format Painter Clipboard Ta E Alignment E Number Calibri j1 gt A a Wrap Text General ajMerge amp Center gt Al rl A B 1 Entry Nu You must have Microsoft Excel installed on this machine in order to use this tool OPTIONS Because all fairs are different options have been included with ShoWorks to enable the user to change preferences suitable to their needs These include options on how data is entered such as default settings items to be hidden or displayed on preset reports email and photo preferences and restrictions on premiums It is recommended that you take a few moments to observe these options so that you are aware of changes
52. column Change the formatting of areas by clicking on the buttons at the top of the report design window Average and Summation options are available for numerical columns If you wish to wait and give a title for the report each time it is opened choose Quick Title ShoWorks 2012 User Manual 54 Report Wizard What fields do you want in your columns The fields you choose here will be displayed in columns vertically on your report You can drag the column edges to change the width of the columns Slow performance Y Use logo Edit Fields Edit Labels Change Fonts Change Colors 7 Quick Title Click to add title Add Column gt K Delete Column Entry Number a aatatel tatata Exhibitor ID HAN i HHRRRRERRERRRRRRRR RRERERARAN gegen ERAN RARA RARA ARA AAA ns MERE IRA NARA AREA AR sex First Name KKHH ERICO sax Last Name KKHH TRIAL REKEREKERE Last First HHHK RRRRRRERRRRERRRRRE RERRRRKKKE Contact MARK XXX RRA RARA XEXRXRRRER Address KERR RKRKRMKXKERKARKRKRR RRRRRHHRRK dress 2 MAKE NARRO RRA RERRRRKKKE MARK INR RR mea City MEK RRREKRERREKERERRKK KHRRKKKKEE State KERR LHRHEMHEHENEEMENENN Zip Code k i County T Avg Country F Sum Phone e mail Report Wizard Step 3 If you would like to Group records together in a common field value select the appropriate field in the Group By boxes T
53. d if this entry was created on the Web and you have downloaded this entry from Online Entries You cannot change this value Entry Pending Approval From Web This field will initially be checked so that you can remove the check as an indicator that you have already approved clerked this entry WEN Web Entry Number Because Entry Numbers are only assigned after entries are downloaded from the Web a separate unique value is given in lieu of an entry number so that exhibitors can referrer to specific entries that they created on the Web and printed on their receipt CID Confirmation ID This is a unique value that is given when this and any other entry was created all at the same time check out on the Web It serves as a unique confirmation proof that the exhibitor did create entries on the Web User Defined Fields These labels can be changed from the User Defined Fields tab located in the Setup menu of ShoWorks ShoWorks 2012 User Manual 37 Sale and Auction Specific MANAGING A SALE Setting the Sale Order The Sale Order is simply a field similar to Place where you record a number to later use to sort entries After setting the sale order you may create a sale sheet by either using the Sample Sale Sheet in the custom report menu or create your own custom report by filtering only for records where Sale Order is between 1 and 999 and sorting by Sale Order To set or modify the sale order manually 1 Goto the Entries menu
54. da a en teas 17 The RIDDON Bali RO N E dgdtont cue mae uleunume ma tneunnuddancaxemeunnet 18 Navigating Records e Dari et dl del ce bae tina Ac ne de N DA see An 18 To add a new record click the Add New button or press AIt N ooooooocononoocccncnnnnccnnnncnnononnnn teen ee ee ceeeeegaaaaaaaaaaeeeeeeesesaanaeaaaaaaaeeeeeeesaaaaeaesaaaaaseeeeeeesaeeaeaegaaaeeseeeeesesaanas 18 Editing RECO adas 18 Saving and UNdOINO VOUr change Seeiso ae ir esa el et os ts o ri dos s 18 A A NN 18 Deleting eco Ss A et ii cocida 18 Replacing Valles a a Misspelled tems orita A A A Rd tal a act 19 A A O 19 A A A de at 19 COS AID MENTES a A SS E AS o d s ess 19 Filter BUON A eea a A A A A REEERE 19 Song lll es A RENE RER Re PERRET Aledo cae st dag ate dies 20 Advanced Filtering and SON e a o OO 21 PA A 22 O EEE EEE 22 Contact intormalOM amnesia calco peatones ie 22 A A O A 22 A O 23 SIA A A O A errr er Poe 23 O A ne Dee 23 A Te a ne ten E den Ut din en OU 24 Ac PR ST TE RS SU PA ER ETS 24 Salita SR O NN 25 Misc Haba de tro 26 Online Fieldsand ON IMSS e e de nn 26 ShoWorks 2012 User Manual 2 POIS PO MCS sce E ite gait acta eaten e o dl ed ee ee ee pital le n ni AU OS 27 Straight Points amp Premiums LAD PP EEE 27 oleo Sie A O 27 ls SES ee ateana hella EA EA Eea bet bveantel lenis antag death eE EKR E E t lease tak eateneonl sant E E RE 28 NS CR Stee sans E ATE E AEA TEE EE eee eee 29 COOLS vats Ares ne ed AE E ane tee Tien eee uy sense
55. e Down Home Ctrl Home End Ctrl End F2 F9 Alt B Alt N Alt W Alt E Alt S Alt Q Alt Z Alt C Alt and any letter Ctrl A Ctrl X Ctrl C Ctrl V Ctrl Z Esc Esc hit twice Ctrl ShoWorks 2012 User Manual Does this Displays Printable User Manual Moves the cursor to the next field or button Moves the cursor to the previous field or button Confirms a highlighted button or moves to the next record in the Quick Entries tool Moves the cursor among fields and records in the Quick Entries tool and in Points amp Premiums Also moves among radio Confirms a highlighted button or toggles on and off a check box Keeps the cursor in the same field while moving to the next record Keeps the cursor in the same field while moving to the previous record Places the cursor in the Find box Moves to the first record in a menu screen Moves the cursor to the last field of data entry Moves to the last record in a menu screen Puts the cursor in Edit mode highlights the whole value Saves the current record Refreshes the screen Keeps the cursor in the same field saves and moves to the previous record Keeps the cursor in the same field saves and moves to the next record Saves and moves to a new blank record Puts the menu in Edit mode Saves the current record Places cursor at the first field of data entry Places cursor in the Find box Closes the current active menu Performs an action of whatever button is underlined with letter pr
56. e invoices based on sale order select Tools gt Sale Tools gt Create Sale You can quickly assign add ons by selecting Tools gt Sale Tools gt Record Add ons ShoWorks 2012 User Manual 43 Billing tab This tab displays a summary of all buying activity for a given buyer including a list of previous bills that the buyer may have received If new activity has occurred since the last bill that was written for this buyer text in red will alert the user that a new bill can be created by clicking on the Create Bill button To write bills for many buyers at once you should instead use the Tools gt Write Bills feature Buyer ID Buyer Information Mise Payments Add ons Billing Number of Entries Bought 4 Sale Purchases 58 775 00 Bill Number Bill Amount Bill Date _ Add ons 50 00 1 158 270 22 11 5 2005 Purchases w Add ons 58 775 00 Floor Purchases 50 00 Gross Purchases 58 775 00 Credits 507 38 View Activi Create Bill Edit Bill Print Bill Net Purchases 8 267 62 New activity has occured since the last bill Adjustments 2 60 was written Click Create Bill to write a new Total Due 8 270 22 9 Tip Payments 500 00 Balance 7 770 22 ShoWorks 2012 User Manual 44 WRITING BILLS Bills are itemized statements that may be printed for collection of amounts from buyers and destinations for amounts incurred in the sale or through add ons It is important to understand that
57. e process of Synchronizing cccccccccssesesseeeeceeeeeceeeceueusseeseeceeeeeseeaaausessessueeeeeeeeeeessseaaausasseseseeeeeeessasauaaegeeeeeeees 62 Cr aing the SEIS SLOP LIAS CIGNA a sates o tp en nee 63 Viewing nec ONIS ce cl SR ten ds de No elle clei Soca ses ttes 65 Upaatina onecls On IP ER RSS ee sd A eee Deus Rade da elas 67 Updatng Columns ITA SOS ES Re a 67 REE AA O ANRT i te nes A E 67 SOMA FOWS Within a SABLES Le dr A as all dr da lr lt Ad Nc ene aA dd dil tied 68 THE Salsa NO us ita rcpt cathe eet ate ce ha seg a ac eh cae SE SL gc hie at ih E 68 Application SETMINGS and Pre tercera ne dd nl 68 Using Multiple Tablets at the same time for multiple judges or superintendents sise 69 Trouble SHOOUMG EROS a doo 70 Contacting Cll suo 71 No AA O 72 Table Okey TOS SMS as 72 ShoWorks 2012 User Manual 3 Getting Started REQUIREMENTS Hardware Requirements Pentium 1GHz or higher 2GB RAM 4GB recommended 200MB hard disk space XGA monitor resolution 1024x786 or higher Printer optional Sound card optional Software Requirements e Microsoft Windows 7 Professional Enterprise or Ultimate or newer Home Editions are not supported e Microsoft Access 2010 optional Networking Requirements Any network structure Peer to Peer or Client Server UNC or mapped drives etc 100Mbps Ethernet cards in all computers 1Gbps for large fairs is recommended 100Mbps switch router 1Gbps for large fairs is recommend
58. ecify tech 1 Gourd woodburned or carved 2 Basket other than listed specif 3 i Fal Memorize Manage Recall Sample Places and Premi Fields p New A Delete 3 Duplicate gt Exhibitor Name oo 25 Stephanie Johnson 186 Dustin Dees 187 Allison Waters 188 Vickie Coffman 189 Angela Wolf 190 Savannah Deford 191 William McBee 192 Shelley Perkins 193 Jennifer Corbell 194 Christopher Booth 195 John Madeley 196 Aaron Johnston 197 Tracy Zumbrunnen 198 Mark Taylor 199 Jane Cox 200 Joanna Walley Division Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Total Premium gt 3 1 6 1 Entry M 1 of8251 gt M b Tip You can Memorize any configuration by clicking the Memorize button that you make so that you or others can quickly retrieve the layout at another time 201 Jason Sandoval 202 Laura Cook 203 Kalena Widener 204 Nicole Waddell 205 Leviathan Swanson 206 Michael Mcgrath 207 Travis Putnam 208 Jonathan Early 209 Leah Poznanski Total K No Filter Search Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourd
59. ed Wireless is not recommended except for Remote Desktop setups 802 11n and newer are recommended in these cases INSTALLING SHOWORKS From Download After completing the download double click the file sw2012setup exe and follow the onscreen instructions If Trial version already installed If you have purchased and are preparing to enter your registration you do not need to follow this step again Refer to the Entering Your Registration section for information to unlock the trial version and begin working with your records TRIAL VERSION AND CHANGING SERIAL NUMBERS FOR EDITIONS About the Trial Version The trial version is functional and includes a time limit 30 days along with a sample fair file and the ability to add a few records When you purchase the software and register you will be able to create a new file and add your own records Information added in the sample file cannot be transferred into a new file Editions Each ShoWorks Edition is determined by the serial number The Lite Edition is intended for fairs with fewer than 2 000 entries items being judged It may only be installed on one computer unless additional licenses have been purchased The Standard Edition is intended for medium sized fairs with fewer than 5 000 entries It may be installed on up to four computers unless additional licenses have been purchased The Large Fair Edition is intended for large fairs with fewer than 10 000 entries It ma
60. eller This organization wishes to sell the item in the sale again and receive the proceeds Step 1 entry number 9372 is sold in the original sale Proceeds go towards the original seller in this case the exhibitor John Doe The buyer City Auto Parts donates the animal to Littletown Orphanage Invoice Entry Seller 10001 2872 wiohnDoe r T Unit Price Units Sold Sale Price Flag sio EER cw OOOO Bought By Sale Price Total from Buyers Balance 1 000 00 1 000 00 0 00 Assistant P BuyerID Buyer Amount Add on 1979 City Auto Parts 1 000 00 Total 1 1 000 00 Buyer 4 4 1of1 gt pl gt Mo Filter Search Step 2 click the New button to create a new invoice Select the same entry number 9372 for the Entry Number Change the seller John Doe to Littletown Orphanage and sell the item as normal Invoice Entry Seller 10002 3872 Unit Price e East Firehouse 4 y Grace Bible Church John Doe Sale Price Total from Buyers Balance 5 000 00 5 000 00 0 00 Assistant BuyerID Buyer Amount Add on 1731 Aero Helicopters 5 000 00 T 0 00 Total 1 5 000 00 Buyer 14 4 1 of 1 gt gt i ba WK No Filter Search ShoWorks 2012 User Manual 40 Record Add ons Add ons for the sale can be made not only in the Sale menu screen as noted above but in the Buyer menu screen as we
61. ennes 10 Or alga mew data le Sen Se or OL de de ea 10 HMPOMING RECO Sii ATA ATAR AAA tnt ton CEE 11 EXDOMING RECO Suert A A in O En 11 Exporting to Quicken supported on Quicken versions 2004 and earlier only nn nn nn rra neon R RR RR ee RR nn nn aaa ee eeeeeeseaeeeaaaaaees 11 EXDOMIMNG O QUICK BOOKS cat e de den bte tre Actes au teen col Recs anys 12 Publishing Results to Facebook Twitter and your own website ii iireeeenenensssseeeeeeeneeennnnnnnes 13 SMAHNG resulis Mare MAS Re Rs Re Re CR SR Nr nee ne 14 Sharing results via a formatted link on VOUrOWNMEbSIeE Sen ne aos 14 Embedding results into youi own Website sx sn nes O RA 14 Sharing results via Facebook sn a a E E Ne cn a E E e ot A AS Are E 14 Sharing results Via WIR sses Se lle 14 Understanding Dala ENUY iii a ae tease ett aaraa AE e ARAA Ee ENEE Aea EAA EA Aa EAEE aneii 15 An Overview OF Ine data entry PrOceSS tease S E Eaa AE 15 The quick 8 Step summary on USING NO Work Sino A EE EE EEEO EEE E Dea E 15 BAS SAIT Menu SCrO CNS ii ts 16 A a a a ne de ne OE 16 ROVING among MEA Sc ele 16 PURGING te ete fe RE O 16 Manipulating menu screens for fast data entry cccccccccsesseceececeeeseeeeceeeeuseeeeceaneuseeeeseneuseeeeeeaeaueeeeeesesseaeeeeesesuacseeeeessssauseeeeessuagseeeessssnenseeeess 16 Men View Spreadsheet View and Split sercan E Un dassesseginebectanehedeasudsauuces aetasanchusy ERANA db a ee NS de te EA Rene A nue can dent EESE 16 CUSIOMIZ LA OU En A a O A
62. entry performed higher or lower than another entry having the same place Points and Premiums may be determined on this value if set in the Points and Premiums menu select nout gt Points amp Premiums Ribbon A ribbon color or type in which the entry has received You do not need to add ribbons before assigning a ribbon to an entry Rather type ina ribbon name and ShoWorks will add to the list when it finds a different value Points and Premiums may be determined on this value if set in the Points and Premiums menu select nout gt Points amp Premiums Division Placing The Champion status of the entry For simplicity in sorting this information is recorded in two fields Division Placing and Division Placing Text In reports you would probably want to sort on Division Placing however display the hidden field Division Placing Text Points and Premiums may be determined on this value if determined in the tool Points and Premiums For more information on how to set points and premiums see the topic Points and Premiums Special Placing An addition to Division Placing in which the entry has received You do not need to add special placings before assigning a special placing to an entry Rather type in a special placing and ShoWorks will add to the list when it finds a different value Common values are Best of Show etc Points and Premiums may be determined on this value if set in the Points and Premiums menu select nout gt Po
63. erent name in order to avoid confusion See your Windows documentation for instructions on how to copy and rename files 6 On each child computer open the copy from the hard drive do not attempt to open from portable media such as floppy disks Modify the file with ShoWorks as normal use Important It is important to know that all records have unique values In each menu of ShoWorks you will notice a bold field This bold field notates that it is a unique identifying field for that menu For example entries must have unique Entry Numbers Therefore if one computer creates an entry and that entry is given an Entry Number of 728 then other computers creating entries must avoid assigning this same number in new entries they create ShoWorks automatically assigns an Entry Number the next highest available number to new entries that are created if the user does not specify one In order to prevent multiple computers assigning the same Entry Number to different entries that are created it is recommended that each computer seed their Entry Number with a different starting value For example one person may create their first entry with an Entry Number of 1000 while another person may begin with 8000 In this way one computer will have subsequent entries numbered with 1001 1002 etc while the other with 8001 8002 etc In this fashion all entries will have their own unique Entry Number 7 When you wish to merge data files from a child compute
64. erwrite that previously created or update sheet having the same name e For security purposes you specify a password for each sheet that only the judge or superintendent will know Passwords do not have to be unique you may use the same password among multiple sheets This password must be used by the person who wants to view or update the sheet from a tablet Doing this ensures that certain sheets are only viewed updated only by certain people thus replacing the signature as in the traditional paper method e Many different sheets may be on a single tablet and thus many different judges or superintendents may use the same tablet e In the same manner you may wish to have more than one tablet however any given sheet may only exist on one individual tablet In other words duplicates of an individual sheet are not possible This is by design as it would in a traditional paper sense to prevent confusion resulting from multiple copies of the same paper e Once you create one or more sheets they are then checked out to the cloud by clicking the Sync button Think of the Sync button as a Send Receive as you would in an email program This process uploads newly created sheets to the cloud where they are stored until they are downloaded to a tablet This process also downloads any completed sheets that are waiting in the cloud put there by one or more tablets e Once a newly created sheet has been uploaded sent to the cloud or tablet it
65. essed on keyboard Selects all records when cursor is in a field Cuts a highlighted selection Copies a highlighted selection Pastes a selection that was Cut or Copied Undo the last action Restores the last edited field before record is saved Restores the whole record before record is saved Repeats the last value in the selected field 72
66. etain your customized layout no matter what file you may have open If you store your customized layouts with your data file you will have a consistent layout across all other users who may be sharing this data file without having to go to each computer user and configure the layouts Since this option stores the layouts with the current data file you will have to reconfigure the layout in each data file that you use but can import layouts from other files using the Import and Merge tool You can rename fields by clicking on a field in the right list and clicking the Rename button When you rename a field you only change the label that appears on the menu When you create any custom reports you will still need to refer to the original field name Renamed fields are indicated by an orange label You cannot rename User Defined Fields in the Customize Layout feature User Defined Fields must be named labeled in the Setup menu and are indicated by a blue label ShoWorks 2012 User Manual 17 THE RIBBON BAR The ribbon bar serves a tailored purpose that depends on what menu that is currently active In record menus it provides the navigation editing and manipulation of records m ge Save Remove Sort aia Replace fe EA ac a 2 Refresh Mee L Select Back Next Add Duplicate Edit this Edit multiple z Find New record records Delete Undo Aa Proper Case Navigation Edit Sort amp Filter Miscellaneous Navigating
67. h the terms as defined in you may be required to sign and Receipt This is sample text that the fair can Reply Email Address sample Efair com change as needed Possible text may include instructions or Exhibitor fields to use He Optional Required Contact checks paid to 0 O O Address F Address 2 A City State Zip Code County Online Payments 4 Allow team company formation Allow quick groups Country gt vn Do not allow TA SE di zz email A A Optional 7 7 7 7 School Required i Disc AmEx eCheck Grade Age Date of Birth Num Lock A Powered by Microsoft Access 4 Select the appropriate check boxes and radio buttons 5 Be sure to also type your own instructions for exhibitors to see when they first visit your Web by filling in the Web Instructions field and other instructions statements 6 Click the Divisions menu and enter all of your divisions and classes 7 If any of the classes in a division should not be available for Web entry you may check the Hide Class on Web box for those classes 8 Click the Online Entries tab ShoWorks 2012 User Manual 58 Divisions Equestrian Division Basketry amp Gourds IVISION er 1 Goats Department Home amp Hobby M Entry Fe j Home amp Hobby D Photography vision Type Static Livestock Horse Stati Live
68. he above example groups all entries by Division It also will display the number of records in each division because the Count button is checked Within each division entries will be grouped by Breed by which a page break will be inserted after each breed in the report The number of entries in each breed will also be displayed Within each grouped breed in the division entries will be grouped by Class the number of entries in each class will not be counted because the Count box is not checked Grouping provides an easier way to view reports in an orderly fashion You could just as well skip this step but grouping allows you to reduce the number of columns on your report because those records with the common grouped field will have a header above the group and displaying the group field in detail is not necessary because it would be repetitive Report Wizard Would you like to group records by common values Grouping is used to cluster records together that share a common value You can count the records in each group by checking the appropriate count boxes Placing a check in the Hide repeated rows will hide rows that do not display a unique field Title Count Page Repeat Records Break Headings Division 7 7 Aa Class and Class Description Fi Pi Aa A l Column Column Column Column Column RHRRKKRRKKRRKARRKE RARA ARAN DARAN RARAS RARA KERR RARA RAR ER E E RR O RRXRRRRRR ERRE ERIN RRRRR RRA taataa ta Tata
69. her than enter in all of the names of exhibitors before you make their entries you may skip the Exhibitors menu and go directly to the Entries menu When an exhibitor name is not recognized ShoWorks will prompt you to add it and you can continue creating the entry without disrupting your process Tip You can turn off the ability to allow the adding of new items to drop down lists under the Tools gt Options gt Misc tab This is handy when a fair has temporary help and does not want them accidently easily adding new divisions clubs etc unless done so in the respective menus It is recommended that you first begin by exploring the I want to items in the right panel of ShoWorks These are arranged in order that most fairs would operate ShoWorks For example the first item is Begin data entry by which upon clicking allows the user to first set up their basic fair information such as the fair name address logo and fees From here the options continue with setting up divisions classes and premiums that are awarded when entries win in these classes Using this panel will typically guide you in the correct order as you learn the software THE QUICK 8 STEP SUMMARY ON USING SHOWORKS Some steps are optional depending on your fair needs 1 Click I want to then Begin setting up my fair then Start a new year by creating a new data file 2 Click I want to then Begin setting up my fair then follow the sequence of each item Set up to
70. hown by default use Customize Layout to make visible is used as a secondary identifying field This is the name that will appear on checks written to this exhibitor Leave this blank if you want checks made out to the First and Last Name of the exhibitor Customize Layout feature 4 Customize Layout This allows you to choose which fields to display the order and position of these fields and change the labels names of the fields Please see the prior topic Customize Layout for help in using this feature Information tab and Misc tab Address Information Phone Email Used in reports such as checks and mail labels State and Zip Code are guessed by ShoWorks based on the most recent information of other exhibitors You can turn this feature on or off in the Tools gt Options menu School The school in which this exhibitor attends If you type a school that is not recognized ShoWorks will prompt you asking if you want to add it Grade Age Calc Age Date of Birth If you type in a birth date rather than age this record will always retain the most up to date birth date SS Social Security Number Used to further identify the exhibitor SS is used in 1099 reports as well as checks The formatting of this number can be changed in the Tools gt Options menu Password When exhibitors register online they will be required to set a password so that they are guaranteed the only use of their name to prevent others with
71. il you are absolutely sure that you no longer need to make changes or view the sheet from the tablet e A Voided sheet is one that is ready to be deleted from the tablet and no longer used It cannot be viewed updated nor undone Application Settings and Preferences Application settings and preferences can be changed by tapping the Settings button on the Home screen 4 N Change Ribbon Order Settings Change ribbon color order Allow the same ribbon color to be used multiple times per class Allow the same place number to be used multiple times per class O n Ba 8 8 R 4 z 8 g e Changing the ribbon color order allows you to specific what colors or ribbons can be assigned for each class and how they are ordered This setting is application not class specific e Allowing the same ribbon color to be used multiple times per class is class specific When set to On default only one Blue ribbon may be given per class etc When a ribbon is used dragged to an entry only the remaining ribbons will be visible to be used and this ribbon cannot be used on another entry in the class unless it is removed from the entry it is assigned to by dragging it away from that entry e Allowing the same place number to be used multiple times per class operates in the same manner as the ribbon option The default is set to Off ShoWorks 2012 User Manual 68 USING MULTIPLE TABLETS AT THE SAME TIME FOR
72. ily Gain ADG of entries in this division Of course each entry must have a starting weight Validation Weight and an ending weight Check in Weight in the appropriate entry record Validation Date can be overridden for individual entries by using the Entry Validation Date field located in the Entries menu Premium Schedule There are two centers of creating premium payouts straight scale and sliding scale discussed later If you have created a premium schedule you may assign it to a division by selecting it in the drop down list Online Fields and Online Options These tabs are used to determine what fields will be displayed when using the ShoWorks Web described later in this document ShoWorks 2012 User Manual 26 POINTS amp PREMIUMS Points amp Premiums are rules that you set up to award entries that meet these requirements This is generally the most laborious task in ShoWorks but usually only needs to be done once There are two centers for creating premiums Straight Points and Premiums and Sliding Scale Premiums Jackpot Premiums are a modified method of Straight Points and Premiums Straight Points amp Premiums tab Straight Points amp Premiums are used when premium payouts or points do not depend on the number of entries in a given class Each row represents a condition rule in which when met with an entry will award either a dollar amount premium and or point amount By default the Breed colum
73. ine Arts Judging 11 18 2011 9 44 04 PM x Sync Pra Outbox local My Photography Judging Sheet 11 18 2011 9 43 31 PM A A 2 sheets ready to send Inbox iPad This tool requires an Internet connection and a current Service Plan Data will remain available for up to one year after posting syncronizing VIEWING SHEETS ON THE IPAD 1 If you not have already done so you must download the app free of charge from the Apple Store 2 Ifyou are using the app for the first time you will be required to first enter your ShoWorks Serial Number found inside of the ShoWorks client under Help gt gt About ShoWorks You must enter your Serial Number prior to starting the app by going to the iPad Settings icon then to the ShoWorks listing Settings ShoWorks Account Settings ED Airplane Mode ka Wi Fi Laj VPN gj Notifications Serial Number AS Carrier y Cellular Data kg Brightness amp Wallpaper LE Picture Frame ShoWorks 1 1 Mail Contacts Calendars E7 Safari LEA iPod 222 video 2 Photos Notes loj Store 3 Ensure that your iPad is connected to the Internet only needed when syncing If you have already sync d and only need to update sheets then you do not need an Internet connection ShoWorks 2012 User Manual 65 4 Start the ShoWorks iPad app on the tablet A 5 The Home screen will display all sheets that have been downloaded onto the iPad If you belie
74. ints amp Premiums Score A B C etc If entries will receive some type of scoring in judging values may be placed in these fields Six fields are available which accommodates scoring systems such as the Danish Scoring system Total Score Calculated by ShoWorks based on Scores A though F This field is non editable but allows for sorting of the summation of scores Comments A memo field for additional information about the entry Showmanship A field to designate how this entry performed in a livestock showmanship contest Values are added as you type Sale Order This value is used to sort all entries for use in the Sale You may type this in manually or use the Set Sale Order tool found under Tools gt Sale Tools gt Set Sale Order For more information on setting the sale order see the topics in the tools section of this document Block from Sale If your fair has an auction you might have criteria that only allows an exhibitor to sell only one or two entries regardless of their placing This field allows you to flag entries that you might later filter out in a given report If you are using the Set Sale tool to set your sale order ShoWorks will place a check or remove the check according to any rules you give Birth Date Height Tag ID Validation Scrapie Tag ID A field to record other information about the entry These values do not have to be unique Entry Validation Date ShoWorks 2012 User Manual 36 Enter a date of
75. is removed from the client e Once a newly created sheet has been downloaded received from the cloud into a tablet it is removed from the cloud to prevent duplicates on other tablets e When a sheet has been downloaded received to a tablet it may be updated or voided Voided sheets are deleted from the tablet and cloud as soon as the tablet is sync d This action cannot be undone e A tablet can update a sheet and mark it as a draft or complete In much the same was as email draft sheets remain on the tablet device and only sent when marked complete Once a sheet has been marked complete it may no longer be viewed or updated Complete sheets are uploaded back to the cloud and removed from the tablet as soon as the tablet is sync d e Once completed sheets have been downloaded to the client the data is updated in ShoWorks and they are removed from the cloud and removed from the client As a precaution an archive is made of all downloaded completed sheets This archive is stored on the client machine Contact Gladstone if access to this archive is needed ShoWorks 2012 User Manual 62 CREATING THE SHEET ON THE CLIENT 1 From within the ShoWorks client main menu click the iPad icon at the top ribbon bar Tools Reports Help ASIA ee Setup Divisions Points amp Tickets Clubs Schools Exhibitors 2 Choose Create judging and check in sheets for the iPad then Next iPad tablet wizard This tool allows you to update entries s
76. lasses Start with number a leading zeros will be added if needed Sort by Club Then By Last Name Then By First Name Then By Entry Number Select a divison zall divisions Select a class lt all classes gt Choose a field to update Entry Number Tag ID Validation Number Sale Order Fl Do not update entries that already have a value in the Tag ID field E Restat numbering sequence within each class This tool allows you to sort records and renumber them sequentially Ifthe field that you are renumbering requires unique Close numbers then you must renumber all records in that area DIVISION AND CLASS UPDATE WIZARD This tool is the most versatile wizard within the program and guides you through many possibilities to updating few or many divisions or classes at once Division and Class Update Wizard This tool allows you to update many divisions or classes at once with values such as entry deadlines online fields sliding scale premium schedules etc update class descriptions renumber divisions or classes or copy classes from other divisions Select a Department Home amp Hobby M Include divisions in this department O All divisions in this department Sort list by Division then by Division Division Division Entry Deadline Premium Schedule Basketry amp Gourds 204 Beading 205 Cakes 206 Ceramic 207 Cookies 208 Crocheting 209 Drawing Piwo 188 dd
77. ll as in a special tool for add ons select Tools gt Sale Tools gt Record Add ons This tool allows for fast input of multiple add ons from a given buyer For example if a buyer would like to add on 10 to all Market Steers from his hometown Step 1 Select a buyer or buyer ID Buyer a Buyer ID Step 2 Select one or more Sale Invoices to that this buyer will add on to Sort by Invoice a then by Invoice a Invoice order Division Entry Seller Name Unit Price Sale wt True Buyers Add ons Total Amount 1001 1 Market Steers 8800 Audrey Brighton 12 50 1154 14 425 00 50 00 14 475 00 1002 Market Barrows 7985 John Doe 20 00 266 5 320 00 0 00 5 320 00 1003 Market Lambs 8518 Emery Stidham 25 00 139 3 475 00 25 00 3 500 00 1004 Market Goats 8164 Christa Cumming 50 00 93 4 650 00 25 00 4 675 00 1005 Market Broilers 7039 Jacqueline Owen 2 500 00 2 500 00 0 00 2 500 00 1006 Market Roasters 9143 Joshua Frankes 6 000 00 6 000 00 0 00 6 000 00 1007 Market Rabbits 8613 Colleen Fischer 5 000 00 5 000 00 0 00 5 000 00 4 Use Ctrl and or Shift Keys to select more than one item in the list Step 3 How should the add on be calculated Add on a flat dollar amount that brings the Total Amount including existing Add ons up to a specified goal amount Add on a per pound amount based on Sale Weight Increase the Unit Price to specified goal amount and add this transaction as a True Buyer and
78. lorer copy this file to a portable media device such as a floppy disk CD or Flash Memory For more information on copying files see your Windows help manual 3 Take the media to the other computer and copy the file onto the hard disk of the other computer You must not attempt to open the data file in ShoWorks from the portable media device If you are using a CD you must also uncheck the read only attribute of the data file after copying it to the hard disk To do this right click on the file and select Properties 5 Once the copy of the data file is on the other computer run ShoWorks and select File gt Open Data File and open the file 6 Repeat the process to move back and forth between each computer Method C Not using a network and using more than one computer at a time 1 Install ShoWorks on each computer and ensure each is running the current version Choose a computer and let this be considered the master computer All subsequent computers will be considered child computers 2 3 On the master computer create a new data file File gt New Data File or choose an existing data file File gt Open Data File 4 Use ShoWorks as needed such as adding or modifying data such as Divisions Classes Premiums Clubs etc 5 Copy this data file from the master computer to other child computers using the technique described above We will refer to this copy as the child copy You may choose to rename the copy to a diff
79. me the integrity issues is to only export your data when you are finished with your fair or make changes in both ShoWorks and QuickBooks or Quicken Exporting to Quicken Supported on Quicken versions 2004 and earlier only You may export all of your checks to either Quicken or all of your fair data to QuickBooks or both However unlike QuickBooks Quicken does not support the full accounting methods that QuickBooks does and thus only checks may be exported to Quicken Versions of Quicken 2005 and newer do not support importing from other applications and therefore the following only applies to prior versions of Quicken 1 Make sure that you have placed a check in the box that reads Mark For Printing on any check you wish to export or you can click on Mark All to mark all checks for exporting 2 From the ribbon bar select Tools gt Export gt Export Checks to Quicken 3 Click Yes to export the given marked checks 4 The following dialog box will give the file location of the exported file This file is by default called ShoWorks Quicken qif and is located by default inthe C Program Files ShoWorks 2012 System directory or if in the directory where you have chosen to install ShoWorks 5 Open Quicken and select File gt File Operations or Utilities gt Import ShoWorks 2012 User Manual 11 6 Find the file above highlight it and click OK 7 Select the account in which you wish to import the data to
80. mple want to sell all animals in one division first before moving to the next division want to sell a certain number of animals in one division first before moving to the next division want to assign the sale order randomly want to assign the sale order randomly within divisions It is important to note that this Sale Order wizard simply automates typing a value in the field Sale Order in entries You can always override this value by typing it in manually for each record in the Entries menu Next gt Cancel Creating a Sale based on the Sale Order Once entries have been assigned a Sale Order value select Tools gt Sale Tools gt Create Sale This will populate the Sale menu screen with all entries that have a Sale Order value sorted by sale order These entries in the Sale menu screen are referred to sale invoice items as each record is assigned a unique Sale Invoice Number which may coincide with their Sale Order number lf you make a mistake and need to redo the sale order or need to change a sale item and you have not begun your sale you may delete all sale invoice items records in the Sa e menu screen and re run the Create Sale process Instructions on how to delete many records at once is mentioned prior in this document You may also add sale invoice items individually and manually by clicking the New button in the Sale menu screen and selecting an Entry Number of
81. n be adjusted manually directly in the Checks menu or using the tool Adjust Checks under the Tools menu This tool is helpful if you wish to deduct amounts from an exhibitor check by flat amounts percentages or more commonly reducing the check amount by any amount that the exhibitor owes in entry or exhibitor fees that they have not paid Step 1 What checks would you like to adjust All checks that are currently written A range of checks that are currently written Step 2 How would you like to adjust these checks i By a flat dollar amount O By a of the total amount a This process only affects checks that have NOT been printed A only checks that are MARKED FOR PRINTING will be considered of OK OQ Close ShoWorks 2012 User Manual 47 QUICK ENTRIES This tool allows you to quickly update entries for one or more fields For example assume that you have created judging sheets for the Beading division and this report is sorted by class then by entry number The judge or superintendent has written in the place for each entry and given this report to you to record into ShoWorks Steps for the above example Select the ribbon Home gt Quick Entries Double click Class and then Place Click OK Select Beading in the Division drop down for more filtering options click the Filter Sort button Select Class in the Sort By field Select Entry Number in the seco
82. n checks written to this seller Leave this blank if you want checks made out to the Other Seller name ShoWorks 2012 User Manual 34 ENTRIES The Entries menu is a major menu in ShoWorks From this menu entries arts projects or animals can be recorded and edited WE Main Menu Entries re Print Entry Tags 4 per page Find by Entry B Entry Exhibitor Name Exhibitor ID a Division Division 9299 Coulter Michaels a Basketry amp Gourds General Livestock Horse Registration Results Summary Class Place Class Description Basket coiled Ribbon Description 5pecial Placing Club One Zone Calif Learni Total Premiums Confirmed to Show Flag 3 Customize Layout jim Split into Spreadsheet Customize Layout feature f Customize Layout This allows you to choose which fields to display the order and position of these fields and change the labels names of the fields Please see the prior topic Customize Layout for help in using this feature General Livestock Horse Registration Results tabs These tabs by default show the most common fields used for entries and may each be modified using the Customized Layout feature Common Entry Fields Some fields are required Entry Exhibitor Name Division and others may only be available on certain tabs using the Customized Layout feature Entry The unique identifier for each record entry This number
83. n is hidden and can be made visible by dragging the right side of the and this Class column You can speed up your data entry by copying and pasting records with similar values and changing only the fields that are different For example if Beading has the same premium structure as Cakes type in Beading s premiums and then copy and paste these and change Beading to Cake Copy one or more records in the same way mentioned above in the section spreadsheet view To paste these records right click anywhere in the screen and select Paste Append Straight Points and Premiums Sliding Scale Premiums RER EE LORD EEE EE LE tee DE EC RE LE I tt te ss Straight Points and Premiums mean that anytime an entry meets one of these conditions it will accumulate its points and or premiums Tip You can hide and unhide columns with more data options by right clicking on the column headings When an entry in this Division t and this Class hasa ofthis value Points awarded Premiums awarded Sponsorship da Basketry amp Gourds lt all gt Place 1 0 20 00 Basketry amp Gourds lt all gt Place 2 0 15 00 Basketry amp Gourds lt all gt Place 3 0 10 00 __ Beading lt all gt Place 3 0 10 00 Beading lt all gt Place 1 0 520 00 Beading lt all gt Place x 0 15 00 Black amp White lt all gt Place 1 0 200 00 Black amp White lt all gt Place 2 0 175 00 Black amp White lt all gt Pl
84. nd Sort By field Use the arrow keys or ENTER key on your keyboard to move among fields and type the result in the Place field according to your judging sheet eo ee YS M Quick Entrie UIC El amp X Memorize Manage Recall Sample Places and Premi y _ Fields Filter Sort Select the fields that you want to work with Example If you have judging results on paper and now want to update Place choose Place and click the Add gt button Available fields Show these fields Exhibitor ID Sub Class Description Club Sponsor Confirmed to Show Flag Entry Number Exhibitor Name Division Class Class Description Place Total Premiums Special Education Theme Portfolio Sub Place Ribbon Division Placing Division Placing Text Special Placing Premium Place Premium Ribbon Premium Division Placing Premium Special Placing Points Place Points Ribbon Points Division Placing Move Up Y Move Down E Quick Entrie PRO Filter Sort Look Filter Sort 1 Sort2 Class Description Gourd painted Gourd other than listed Gourd painted Gourd other than listed Basket or gourd mixed media s Basket or gourd mixed media s Gourd painted Gourd other than listed Basket natural materials Basket coiled Basket or gourd miniature Basket or gourd miniature 4 Basket other than listed specif 4 Professional gourd sp
85. ned off see Tools gt Options If you prefer to work with records in a list view right click in the menu and select Soreadsheet View To revert back to normal view repeat the process choosing Menu View You adjust the column widths to hide columns that you do not use by first moving the mouse over the edge of the column headings and then clicking and holding the mouse button to change the width to your liking Drag the column headings to change the order of columns Right click and choose Hide Show Columns to hide show columns Tip A very helpful tool is the Quick Entries feature This allows you to create a spreadsheet type form based on the fields and records of your choice and memorize the layout This time saving tool is useful when creating or updating entries with place values weights and other results Select Home gt Quick Entries for more information You can also select more than one record by using the Spreadsheet view This is useful when deleting more than one record or copying the ShoWorks 2012 User Manual 16 records to paste elsewhere such as in a Microsoft Excel spreadsheet To select more than one record click the gray record indicator button and drag up or down to select adjacent records Press the delete key on your keyboard to delete these records or press Ctrl C to copy and Ctrl V to paste Customize Layout Some menus Exhibitors Entries and Buyers feature the ability to choose which fields to display
86. nt setup Server fairmanager a L Remember this information 3 Follow the on screen instructions your server user name and password will be given to you by Gladstone 4 After new data has been imported you may want to change the casing from entries that HAVE ALL CAPS to proper casing by right clicking on any field and selecting Proper Case ShoWorks 2012 User Manual 60 MAKING CHANGES DURING ONLINE ENTRIES 1 Make the additions or changes in your local data file as needed refrain from changing names of divisions classes fees clubs or schools 2 Upload your data as instructed above ADMINISTERING YOUR ONLINE ENTRIES FROM THE WEB Visit the ShoWorks Web with your browser as if you were an exhibitor see above for the Web site 2 Log on as a fair administrator by using your user name and password 3 Click Transaction Summary or Void Transactions to clear any entries or carts made by mistake or that were made if you were testing the site ShoWorks 2012 User Manual 61 Using ShoWorks with an iPad Tablet Once entries have been entered into ShoWorks either manually or online you can use one or more iPads to check in as well as judge entries An Internet connection is only required when synchronizing the iPad s and client regular Windows non tablet version of ShoWorks TABLET REQUIREMENTS One or more Apple iPads any version any size running iOS 4 2 or higher Internet connectivity 3G o
87. o Twitter OES Onde pou have published your results below you cin click the Back button and mabe addritonal Publications What s happening Share on Facebook Back Once you have published your results below you can click the Back button and make additional publications EU Share On your own Wall Market Steers mipienowons 53 amazonawe comindex Mmes 1541 Manet Steers ShoWorks 2012 User Manual 14 Understanding Data Entry AN OVERVIEW OF THE DATA ENTRY PROCESS ShoWorks like all record keeping systems is simply a device where data can be input processed and output into useful information very efficiently Data such as an exhibitor s name is input through menu screens and can be edited or deleted though this method at a later time This data can be processed manually or automatically though the use of tools select Tools from the ribbon bar at the top of the screen Data output includes records displayed on the screen and but more importantly printed out via reports One usually does not print the screen which they are looking at but rather chooses a particular report or creates a custom one that fits their needs by using the Report Wizard reporting is discussed later Areas of data entry are clearly labeled on the main menu screen in a logical order in which one would typically enter data during the course of a fair You do not necessarily need to go in any particular order when entering in data For example rat
88. o my device The cloud is a term used to describe a virtual holding location an irrelevant secure place on the Internet where sheets are uploaded and stored temporarily until they are downloaded and stored to a device This allows you to work disconnected from the Internet CHARACTERISTICS OF SHEETS AND THE PROCESS OF SYNCHRONIZING e Sheets are created from within the client ShoWorks program desktop or laptop and not a tablet The tablet is only used to update sheets e For manageability it is recommended that you create multiple different sheets for different judges and or departments or divisions Though theoretically you could create only one sheet to use for the entire show doing so would not only provide a cumbersome means of navigating through thousands of records but also degrade performance as well as prevent others from working simultaneously across other records In most cases you will create one sheet for each department or division or maybe even a few sheets per division With a little practice you will find the level and size of break downs of sheets that is comfortable for you e Each sheet requires its own unique name For example you may have a sheet named Market Steers Check in or Judging Sheet for Baked Goods or Johns Lamb Check in List A typical fair or show will have many sheets just as it would in the traditional paper environment If you assign a name to a sheet that already exists it will ov
89. o the list when it finds a different value Registration Items For animal registration information as well as EPD values Stalled Location A location or stall of this entry Destination Floored will be billed The final owner of this entry if not the exhibitor This value is derived from a list of Buyers This value can be assigned in many other places such as in the Sale If this destination will pay a dollar amount to the fair or exhibitor the check box should be checked The destination will then be billed for the amount displayed which is based on Sale Weight calculated by Show Weight times the Division Floor Price which is set up under Division in which the entry is shown under Market Value Floor Price This field may be used to provide a price for the entry if the exhibitor wishes to sell the entry to the public It may be printed on entry tags or other reports Date of Entry The date in which this entry was first processed By default ShoWorks sets this value to the date of the computer clock This field is helpful for accounting purposes when printing reports of daily balances of money received and money owed Entry Last Updated A time stamp of when this record was last modified User Name This field is stamped by the Windows Login information when a record was modified or by the login name of a user who created the entry online which ever was most recent Entry Created From Web This field will always be checke
90. ol Lampe 15201 Monrovia Anadarko rlington FRA Candance Aang 1476 Ne mth Ave Moorelarmd cub M e ohne Semen Fields Fields with a white background means that the data can be edited Fields with bold text are required and their values must be unique For example only one record with a club name of Pleasant Valley 4H may exist Moving among fields Press the TAB key to navigate among the fields use SHIFT TAB to navigate to previous fields Avoid using the ENTER key to navigate as this key has been programmed for other functions within the program Finding records Use the Find Box to find a specific record Do not attempt to find records by typing in a value in the white background fields as you will end up editing and overwriting the current record You may also use the Smart Search box at the bottom left corner of the menu to quickly find records As you type ShoWorks narrows down the records on every field For example start typing Cal and ShoWorks narrows records down to those including Calvin as a first name Calhoun as a last name Calgary as a city Callamazoo High School as a school and so on Simply keep typing and the more characters you type the narrower the results appear MANIPULATING MENU SCREENS FOR FAST DATA ENTRY Menu View Spreadsheet View and Split Menu screens can display records one per page in a list spreadsheet or split by page and spreadsheet By default the split menu is tur
91. or any class The Hide Online check box to the right of each class allows you to prevent certain classes from showing on the Web if you are using the ShoWorks Web described later ShoWorks 2012 User Manual 24 Sale tab 2 Tip Commission Rate 5 Floored calculations will 9 Shrink 3 og always be based on the pounds less any shrinkage Division Floor Price 0 78 per Ib unit Preference in Sale 1 Leave Sale Weight Standard i blank if there are no weight Sell entries in this Head Entry Pound restrictions in the sale division by the Sale Weight Standard 1 300 00 Allow entries to sell below this weight Commission Rate The amount do not enter as a decimal which will be held back from payments made to entries under this division which are sold in the sale Commissions are always taken on any money transfers This includes add ons as the fair will undergo liability for collecting add ons If your fair chooses not to charge commission for add ons then you must manually calculate and add back in the deducted amounts in each item in the Sale menu under the Misc Adjustments tab Shrink The amount do not enter as a decimal in which entries in this division will lose in weight before being sold For example an animal in a division with a 1 shrink having a Show Weight of 1 000lbs will be sold at 990 lbs Sale Weight Division Floor Price This amount will be credited to any buyer choosing to Floor a bought en
92. ore than one computer you will need to copy these reports to the other machine To do this select from the ribbon bar Reports gt Manage Reports and click the Backup All button Follow the onscreen instructions Home D la Backup All Restore All Reports Reports ShoWorks 2012 User Manual 57 Using the Internet to accept online entries The ShoWorks Web is an option that can be purchased which allows you to accept entries from the Internet thereby saving you and your staff valuable time by reducing the amount of data entry as well as errors resulting from unreadable entry cards to incorrect values written on the form With the ShoWorks Web you control what fields are required optional or hidden from the public and each field is validated before the user submits the entry You also have the option of choosing whether or not to require or accept payments for entries online You may also choose to allow exhibitors to view their account balance and the public to view results of the fair Setting up your fair to use the ShoWorks Web is very easy effortless takes only minutes and nothing is required on your part except a connection to the Internet high speed access is recommended as a dial up modem is often too slow to transfer your data Should you decide to use the ShoWorks Web you will be given a user name and password by Gladstone after your account is setup Enter these when required Warning Read the onscreen instructions caref
93. orm Properties Does Not Contain iy Advanced Filter Sort Ends With Y_ Apply Filter Sort ls Elite In the example above the user has right clicked on the Exhibitor Name field while the current value is John Doe Filter options allow for filtering all records that equal John Doe does not equal John Doe and even more advanced constraints such as begins with ends with etc To reset any filtered menu either close and reopen the menu or click the Toggle Filter button which is highlighted when a menu is filtered ShoWorks 2012 User Manual 20 Advanced Filtering and Sorting Sometimes it may be necessary to filter and sort records in a more complex fashion ShoWorks allows you to do this by using an Advanced Filter Sort Right click anywhere on a menu and select Advanced Filter Sort to bring up the query grid aa EntriesFilterl Filter Of x _Entries Entry Mumber Exhibitor Nam Full Name Last Name Column Indicator gt gt gt gt Field Division home PA Sart Ascending JA Criteria ar To filter on any field type in the field name in the Field Box or select it from the drop down list You may also drag and drop field names from the table in the top of the grid When you are ready to apply the filter sort select Records and the Apply Filter Sort from the ribbon bar at the top of the screen To clear out any column select the column by clicking on the indi
94. ports that result from the Sale Report Wizard Report Wizard what area do you want to report on Select an area to report on Since some areas are related you may choose to select one which is downstream from its related area For example since entries contain exhibitors selecting Entries would allow you to not only report on entries but exhibitor information as well Type of report Select a source of data your report 9 Normal report Entries ss Mailing labels Entries including Classes w o Entries Exhibitors Exhibitor Fees Exhibitor Payments Exhibitor Activity Fees and Items Divisions and Classes Division and Class Summary Division Place Counts Division Ribbon Counts Points and Premiums Proofing Straight Points and Premiums Proofing Sliding Sca Buyers Buyer Payments Sale before items bought Sale after items bought Bill Register Check Register a Lou mm E ee ee Cancel amp Back Next Report Wizard Step 2 Select the columns fields you wish to include in the report You may only choose a maximum of 14 columns fields This should be plenty sufficient for any type of report you create The columns will automatically be resized to fit the average field width based on your data You may change the width of the columns by dragging the edges of any column Click the Add Column or Delete Column button to add or delete columns to the right of the selected
95. ption Club Sub Class Information Entries Misc Fees Payments Actions Ld Entry 7 Division Class Class Description Place Total sh 959 Ceramic 17 Professional non fired 0 00 4109 Home Brew Contest 07 India Pale Ale 0 00 Confirmed io ne 5948 Drawing 04 Oil representational 0 00 7479 Junior Heifers 03 Over 2 Years 0 00 9299 Basketry amp Gourds 01 Basket coiled 15 00 Total Entry 4 a Pals No Filter lim Split into Spreadsheet Exhibitor M 4 bP No Filter Num Lock EN Powered by Microsoft Acce Fees tab You may select fees that have already been set up prior in the Setup menu screen These fees are fees other than entry fees PEPE Eee Fees Fee Description Quantity Actual Fee Total Fee Notes Date Fee A Stall Fee 2 6 00 12 00 11 15 1 0 00 11 22 Total 12 00 Fee H 1 of1 FOR RE W No Filter Total Other Fees 12 00 These Other Fees do not include Total Entry Fees 30 00 Entry Fees which are automatically Total Fees 47 00 assigned from Entries ShoWorks 2012 User Manual 32 Payments tab You may record any monetary adjustments associated with an exhibitor e Method Amount gt Account cvv Exp Mo Exp Yr a 7123 2008 Luka 3 00 29
96. r copy the data file from the child back to the master computer Do NOT overwrite the master computer copy but rather place this copy in a different location to avoid confusion You may even choose to rename the file to a different name in order to avoid confusion Run ShoWorks on the master computer Select Tools gt Import gt Import or Merge Records Follow the onscreen instructions For more help on importing and merging records see the following topic Importing and Merging Records 8 Repeat this process for each child computer CREATING A NEW DATA FILE Each year or each fair you should create a new data file Select File gt New Data File and type a name for this new data file Please note the location that you are creating this file so that you will know where your data is at should you be required to move this file to another computer Common Mistake Users assume that data is missing when in fact they have simply opened and are working in a different data file other than their intended file Keeping multiple copies of your data file is good practice for backing up your data however you must know which files are which Name and locate your files in a well organized structure to prevent confusion such as backup01 backup02 etc If you have used ShoWorks previously you may import records from a prior year or file into this new data file select File gt Import gt Import or Merge Records ShoWorks 2012 User Manual 10
97. r Password From Web Buyer Phone Pending Approval Buyer e mail kgarrison25 someemai 3h Customize Layout EF Split into Spreadsheet Customize Layout feature This allows you to choose which fields to display the order and position of these fields and change the labels names of the fields Please see the prior topic Customize Layout for help in using this feature Buyer ID and Buyer Name are required for each record Buyer ID A unique number which will identity the buyer If you do not type in a value ShoWorks will assign the next highest available number You can later refer to this number in the Sale Buyer A unique name for the buyer This field is required Address Contact Info The contact name and address of the buyer This information will be used in billing information Password From Web Pending Approval These are used if the Buyer has registered online The From Web checkbox will be checked if the buyer has originated online this is read only The Pending Approval checkbox allows the fair to keep track of which buyers they have already acknowledged as approved to purchase Payments tab Used to record payments credits towards the buyer s bill Payments can also be made prior to the sale as a Credit Add ons tab Add ons are dollar amounts given by the buyer to any seller in the Sale This means that in order to add on to an entry the entry must occur in the sale have a Sale Invoice To create sal
98. r Wi Fi only when synchronizing downloading or uploading sheets The iPad version of ShoWorks which may be downloaded free of charge from the Apple Store using iTunes A current Service Plan UNDERSTANDING TERMINOLOGY A sheet is the term used to represent a collection of entries that you wish to put into the tablet This virtual check in or judging sheet is used just as a traditional paper sheet to check in or judge entries on the tablet A tablet is the term used to refer to the mobile hand held device iPad For readability the term iPad may be interchanged with the term tablet throughout this document The client is the term used to refer to the desktop PC or laptop PC running the full version of ShoWorks on Windows The process of moving sheets to and from the client to the tablet is called synchronizing or syncing More specifically the term upload refers to the process of sending a sheet away from the immediate device if working on the client then from the client to the tablet or if working on the tablet then from the tablet to the client The term download refers to the process of receiving a sheet to the immediate device if working on the client then from the tablet to the client or if working on the tablet then from the client to the tablet Basically one uses the terms as follows am uploading a sheet by sending it somewhere am downloading a sheet by receiving it t
99. r example adding up your total jackpot amount or total entry fees collected etc and dividing this total by the total number of points awarded These totals can be found by creating custom reports For example if you have a total of 15 000 to give out and have awarded a total of 10 000 points in your entries then 15000 10000 equals a premium of 1 50 per point Type this value as the multiplier and click OK E Adjust Premiums Jackpot Premiums Restrict Premiums 34 Void Premiums in Sale Jackpot Multiplier This tool allows you to adjust Straight Premiums based on their point value multiplied times a value that you specify More 5tep 1 Select a divison and class to work with Division lt all divisions gt Class lt all classes gt py Step 2 Multiplier Set the premiums equal to their point value times Important If you are using any of the Adjust Premiums functions such as the Jackpot Premiums Restrict Premiums or Void Premiums in Sale you must run them again if you later modify any data that determines a premium for example change a place of an entry Upon closing this Points and Premiums menu premiums will be recalculated for the complete fair This process ensures that all information reflects any changes you have made and is very data intensive Therefore you should make sure no one else is using ShoWorks if you are ona network You do not need to process premiums until you are
100. r users who may be sharing the same data file over a network ENTRIES EXHIBITORS DIVISIONS PREMIUMS TICKETS THE STATUS BAR The status bar is the bottom most bar of the program window This displays helpful secondary information about what is going on in the form of tips or specific information about a field that the cursor is in or a process that may be currently running ShoWorks 2012 User Manual 8 File Management y YOUR DATA FILE Remember ShoWorks is the application and your data file where records are stored such as exhibitors classes etc is your data that is unique to your fair Your data file is not inside of ShoWorks but located somewhere on your computer or if on a network on a server Upon starting ShoWorks your most recent data file will automatically be opened and its location displayed in the title bar You can open different data files by either double clicking on a ShoWorks data file noted by the fair extension or from within ShoWorks by selecting File then Open Data File A ShoWorks data file can be opened by more than one computer at a time if the file is shared on a network see below ShoWorks is a database program which means that your file is constantly saved each time you add delete or modify a record This saving process occurs when you move to a different record or click the Save button in the Records tab of the ribbon bar A snapshot sound is played each time a save occurs BAC
101. ription This field can contain a long memo type value in which you can describe in detail any information about the entry ShoWorks 2012 User Manual 35 Club The name of the club or organization sponsoring the person exhibiting this entry If you type a Club that is not recognized ShoWorks will prompt you asking if you want to add it Sponsor Any name of an organization or person you wish to associate with this entry Many fairs often use this field for the exhibitor s parents Confirmed to Show This field is commonly used in order to prevent having to delete entries that are not shown to distinguish them in later reports Flag This field is commonly used to distinguish entries for different reasons enabling your to print only flagged or un flagged entries in reports or when filtering the records for fast editing Special Education Portfolio Theme These check boxes allow keeping track of additional flags that may be required in some shows typically in education expos Place The numerical value in which the entry is judged Points and Premiums may be determined on this value if set in the Points and Premiums menu select nput gt Points amp Premiums Sub Place A further designation of place Some fairs place many entries as first second and so forth thereby giving a property of place for sale and auction purposes for example they may only sell entries that made at least 2nd place They may further specify that a given
102. rrent file will be updated if changes has been Import Close made to that record the most recently modified of the two will be taken 3 Double click or highlight and click Open the file you wish to import records from 4 ShoWorks will display the number of records that were imported EXPORTING RECORDS ShoWorks can export all of your fair data to a Quicken or QuickBooks by Intuit compatible file to further enhance your financial recordkeeping abilities Gladstone does NOT support these applications nor assumes liability for accuracy of any data exported to these or other programs When you choose to export your data to either program you must understand that once in another program changes you make to ShoWorks data in ShoWorks does not occur in the other program For example if you export your data to QuickBooks and then decide to change the address of an Exhibitor in ShoWorks QuickBooks has no idea that the change occurred and maintains the old address This same principle applies to any and all data such as sale information premium information etc As you can see it is very important to make sure that your data in ShoWorks is complete and accurate BEFORE exporting it to another program unless you make certain that you not only make the changes in ShoWorks but QuickBooks as well Since ShoWorks can only send information to another program and not share it you must be aware of data integrity issues A way to overco
103. s Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds Basketry amp Gourds mom SSSSBSSPERERRFRSRSQGARAS gt see Gourd other than listed Gourd other than listed Basket natural materials Basket natural materials Basket natural materials Gourd painted Basket coiled 2 3 1 Basket other than listed specif 2 For example you may memorize the above as Beading Places ShoWorks 2012 User Manual Professional basket specify tec m 45 678 50 FA Tip You can print out the records as you see them by clicking the printer icon or export directly to Microsoft Excel by clicking the Excel icon La Managing Quick Entry Lists You can recall rename and remove previously memorized Quick Entries lists by clicking the Manage button re Cala Memorize Manage Recall Sample Places and Premi _ Fields Filter Sort Memorized Quick Entry Layouts John s List Recall Ma rket Steer Check in oer Rename sir po and P Mad Remove Use Ctrl and or Shift Keys to select more than one item in the list ShoWorks 2012 User Manual 49 RENUMBER RECORDS This tool is designed to allow you to renumber most types of records in a sequential order Select Tools gt Quick Renumber and follow the onscreen instructions What do you want to renumber a Entries 5 Exhibitors E Buyers Divisions Checks Sale Invoices H C
104. s in any field is to right click on that field and select Replace or click in the field and click Replace from the ribbon bar For example you might right click on the City field and replace Dalas with Dallas Proper Case Sometimes data entry from ShoWorks users in your fair office and even online using the ShoWorks Web will TYPE IN ALL CAPS or type in all lower case This can yield an undesirable result when viewing reports Click on any field and click Replace in the ribbon bar or right click on a field to change all values in that field to Proper Case first letter capitalized of each word Values like FFA 4H PO Box etc are correctly considered Jump To The Jump To button allows you to open different menus without having to do so from the main menu or Home ribbon tab Divisions amp Classes Points amp Premiums Tickets Clubs Schools Exhibitors Entries 0 q man Y Close All Menu s These buttons close either all menus back to the Main Menu or close the current active menu If you are prompted to Save a form when closing choose Yes if you wish to save any modifications layout changes that you have made to the form Filter Button The filter button Filtering allows you to view only records that meet a certain value For example you may click on a field such as Department and then click the Filter button to see a list of possible Departments to display Place checks in the boxes that you
105. screen 2 Click the Results tab 3 Type the number lot number of the order that each animal will sell To set or modify the sale order manually using Quick Entries Select the ribbon Home gt Quick Entries then New Double click Sale Order Click Choose Filter Sort Filter and sort the entries to your desire Click OK Type the number Sale Order of the order that each animal will sell To set or modify the sale order automatically 1 Select Tools gt Sale Tools gt Set Sale Order 2 Follow the onscreen instructions DIAL Set Sale Order How are items rotated in the sale gt The rotation methods is how entries are ordered in the sale If you are unsure as to which method Back to choose you can try different ones and come back to this step You will also be given a chance to tweak modify this sale order if you want to fine tune the order manually 59 complete pes Choose the rotation method want to spread out divisions evenly throughout the sale C want to spread out divisions evenly throughout the sale but still keep better placed items first Example I want to keep all items with similar place results together Example I want to keep all items with similar ribbon and then placed results together while rotating Example divisions within these similar results I want to rotate one item at a time for each division Exa
106. set the title and page layout If you would like your report to be displayed using the paper long ways select the Landscape radio button or leave it as Portrait for a normal layout of the report The options Row Lines Row Boxes Row Shading and No Formatting allow you to further change the appearance of your report Report Wizard How should the report be formatted IMPORTANT Once you have created a report you may edit it at anytime by clicking the Edit Report button on the top toolbar when the report is open Orientation 9 Portrait Landscape Row formating Row Lines Row Boxes Row Shading No formatting ShoWorks 2012 User Manual 56 EXPORTING REPORTS Reports can be exported to other formats including Word Excel HTML Web and DOS Text To export a report select Reports gt Manage Reports highlight the report and click the Export button Export as Select a format to export to Microsoft Word rtf Microsoft Excel xis _ Adobe Acrobat pdf HTML html Text da _ Microsoft Access Database mdb Y Automatically start application to view ce MOVING REPORTS TO ANOTHER MACHINE BACKING UP REPORTS By design ShoWorks stores custom reports inside the program and not with the data file so that as you change data files from year to year your reports remain in one place If you are using ShoWorks on m
107. should be typed in this field A steer weighing 900 lbs will be sold at 900 lbs however a steer weighing 1 200 Ibs will be sold at 1 050 los This is determined after any shrinkage has taken place which may or may not occur see Shrinkage If entries in this division are sold by the head rather than by the pound type a 1 in this field Therefore a steer weighing any amount will be sold as one unit Leave this field blank if all entries in this division will be sold by their true weight Show Weight Allow items to sell below this weight Uncheck this box if all entries in this division will be sold at a specific weight For example if all steers will be sold at 1 050 Ibs no matter how much they weigh then you should check this box Therefore a steer weighing 900 lbs or 1 200 Ibs will always be sold at 1 500 Category M Superintendent Bela Szabo Judge Dr Greg Stephens Premium schedules are defined Check in Date 3 15 2002 in the Points amp Premiums menu in the Sliding Scale section and may also be used in conjunction Premium Schedule Schedule A l with Straight Premiums validation Date ShoWorks 2012 User Manual 25 Misc tab Category You can use this field to further categorize this division Common values are Junior FFA 4H Open etc Superintendent Judge Names of people involved in this division Validation Date Check in Date These fields are required if you would like for ShoWorks to calculate the Average Da
108. sions and Classes SuRetresh List 080 Division amd Class Summary CSO Pointe and Premia 100 Clubs LIG Sebeels 120 Sale before mima Bough 120 Sale afer Items bought 140 Barer 190 Barrer Payers 160 Bill Register 240 Check Hegitier Description This query was created by a user Open this Query Edit this Query Rename this Chery Delete this Query Duplicate this Query Rudd a Query from this nuen Build a New Cherry Build a Blank Report from this Query Build a Report from this Query usina Wizard Build Mailing Lables Prom this Query Run SQL Statement Fe Te graii EP GA GAR Cope IR A ep AI rd le EPA ed Backup All eli Restore All close 53 CUSTOM REPORTS MAILING LABELS Since most fairs will require reports unique to their situation the Custom Report Wizard enables the user to create and save reports as well as mailing labels customized to their liking Select Reports gt Manage Reports and then click the New button to begin creating a custom report Follow the onscreen instructions It is important to master the report building process Reports that you create can be used year after year because the report is simply a frame for data that is ever changing Problems If records are not showing up in a report when you expect them to you may have one of several possible problems The following web help article explains possible causes in detail http fairsoftware com
109. tcut Alt S Saving records are noted by a snapshot sound The following methods may be used to undo an error e Pressing the ESC Escape key once will reset the current field e Pressing the ESC key twice will reset the current record e Clicking the Undo button will reset the most recent change or save action Tip A very helpful key to remember is the ESC key Should you find yourself in a situation where a message box will not let you continue press the ESC key twice and this will usually allow you to proceed after clearing the mistake As you use ShoWorks a very helpful key to remember is the ESC key Should you find yourself in a situation where a message box will not let you continue press the ESC key twice and this will usually allow you to proceed after clearing the mistake Refresh The Refresh button not only saves the current record but also refreshes all values items in any drop down list on the screen as well as recalculates any running totals on the screen if needed The refresh action is usually ran during a save anyway and is only needed on rare instances when values may not be showing up as expected Deleting records To delete a record ensure that your cursor is placed in any field in that record Then press the delete button on the ribbon bar To delete all records click the arrow on the right side of the delete button and choose Delete all records To delete a sub record a child record within a parent
110. teristics Gladstone strongly recommends that you adhere to the following to reduce risks associated with implementing a new and unfamiliar system before you begin your actual fair 1 2 Read this Guide completely Open the sample data file in the main menu under I want to choose Manage my data file then Open the sample data file Explore each menu and familiarize yourself with how a sample fair has structured its data Working through the sample file will prevent problems such as setting up divisions and classes incorrectly and also allows you to change data without having to worry about affecting your actual fair records Create a new blank data file by selecting Run a mock test fair completely in ShoWorks using fictional data or your own data from a previous year Successful fairs have reported that this is the utmost important and determining factor in their success or failure of implementing a fair management system Do not attempt to ignore this step as running such a mock fair will allow you and your staff to experience most if not all required tasks potential pitfalls and issues regarding ShoWorks in a more relaxed time independent setting Doing so is prudent to avoid encountering a problem when technical support may not be readily available Do not mistake not having time to run a mock fair for ill preparation If you do not have the time to adequately prepare refrain from using ShoWorks until
111. that can be made in ShoWorks Select Tools gt Options to display the options screen amp ShoWorks Options Menu Display Default Values Field Formatting Reminders Application Reports Misc Menu Display Store Customized Layouts locally not in data file Put Last Name before First Name Use division numbers on points amp premiums menu Show add ons in sale menu 9 Y Split menus into spreadsheet view L Set Focus to Exhibitor ID in exhibitors menu Display background images in menus Restore Defaults ShoWorks 2012 User Manual 52 Reporting REPORT TERMS Sort Order Enables you to designate the order in which the records appear in the report For example if you want to list entries by last name choose Last Name as the first sort order Click the ascending or descending buttons to choose the order You can apply a sort order by any field in the report regardless of whether the field is displayed on the report Tip It is good practice to choose a terminating sort field For example if you want your report to be sorted by last name you may have many records with the same last name and therefore your report may not exactly match your screen even if your screen is sorted by last name This is because the report s secondary sort may be first name for records having the same last name and the screen s secondary sort may be entry n
112. the order and position of these fields and change the labels names of the fields Click the Customize Layout link button near the bottom of the menu to use this feature Entries General Class Class Description Style Club State Fair Seed bead techniques oi Necklace Mt Signal 4H A This feature allows you to place fields on your menus To add fields to the menu double click available fields on the left Available fields Space new column Sub Class Title Sponsor Accepted Special Education Theme Portfolio Sub Place Division Placing Total Points Comments Sale Order Block from Sale Tag ID Location Destination ID this file see the Tools gt Options menu Which opti Pee SS REMOVE Show these fields Class Description Description Style space Club UDEntry CheckBox1 State Fair new column Place Ribbon Special Placing space Total Premiums space Confirmed to Show Flag Move Up Move Down Fd Rename im Split into Spreadsheet Num Lock EMA Powered by Microsoft Access When you customize a layout you have the choice of saving this layout either locally on your computer default or with your data file Each method has its pros and cons and is set in the Tools gt Options menu If you store your customized layouts locally on your computer you will not affect other users who may have different preferences You also will r
113. ting records or reports into the current file or other global utilities THE RIBBON BAR ShoWorks 2012 uses a new interface technique developed by Microsoft called the Ribbon This replaces the traditional toolbar and pull down menus with a broader graphical button arrangement that changes to match what screen the user might be on Think of the old pull down menus as 2 dimensional and the new ribbon as a 3 dimensional allowing more efficiency with fewer clicks The Ribbon is now used in all Microsoft Office products and in the current version of Windows Windows 7 Almost all first time users dealing with the Ribbon find it difficult to learn and many complaints arose when it first appeared Today those same users praise this tool after realizing its benefits and the Ribbon has become the de facto interface in software THE MAIN MENU When you first open ShoWorks the main menu appears Areas of data entry are displayed in menus which are indicated by a tab at the top of each menu ShoWorks 2012 allows multiple menus to be opened at once allowing you to flip back and forth to open menus by clicking the menu tabs Important If there are other ShoWorks users on the network they all should close all menus to show only the MAIN MENU BEFORE you attempt to open ShoWorks Not doing so will dramatically increase the load time of ShoWorks It is important to remember this if you are using ShoWorks on a network ShoWorks 2012 User Manual
114. tion that is too complex You may sort the report by any of the fields The Report Wizard first sorts by the top most Sort By box If there is a tie it looks at the field directly below it If there is yet still a tie it keeps on looking below the previous box until it find a different value to sort on In the above example entries will be sorted by the exhibitor s last name If two exhibitors have the same last name it will then look at the exhibitor s full name which begins with the first name If there is still a match then the entry with the largest entry number will come first because the Z A radio button is selected which means sort in descending order Report Wizard Would you like to filter the report for specific records Filtering allows you to show only records that meet a certain criteria To have the report prompt you for a filter every time you open it select Quick Filter Hold the Ctrl and or Shift keys down to select more than one item in a list of values Use the sort options to arrange the records in order of a given value Filter where Sort by Division Basketry amp Gourds a Quick Filter Place AT ZI PUS al And where pres a y Place Le From 1 To 999 F Quick Filter And where Confirmed to Sh gt Y Yes No F Quick Filter And where Cancel 4 Back Next Finish Report Wizard Step 5 The final step in creating your report is to
115. to many reasons but can be easily tracked down and the problem corrected You may find out which record s have caused this by opening up your ShoWorks QuickBooks data file called ShoWorks QuickBooks iif located above by using Microsoft Excel Find the given line and check to see where the problem exists You can then go back to ShoWorks and edit the transaction to suit your needs ShoWorks 2012 User Manual 12 PUBLISHING RESULTS TO FACEBOOK TWITTER AND YOUR OWN WEBSITE While there are several methods to generate reports of judging results for the public such as saving as a PDF or HTML and then putting this on your website there is an easier way using the Publish Results tool This tool generates a result set and sends this set to a secure server which is available to the public from anywhere in the world via their web browser This service is free of charge does not require any account setups and is available as long as you are current in your ShoWorks Service Plan The only requirement in addition to being current in your Service Plan is an Internet connection only when publishing generating the result set You may generate and publish an unlimited number of result sets each having their own unique name if you generate a result set having the same name as you have previously used it will overwrite the previous set You may want to generate a set for each division or each department or each club etc For example a Market Steers
116. try thus relinquishing ownership to whoever the Destination is as set in the Sale or Entries menu The Destination chosen for a sale item will be billed for this price times the weight of the animal For example a steer weighing 1 000 lbs is bought for 1 00 per lb by Buyer A Buyer A chooses to not take home this steer and wishes to floor it at a Floor Price of 0 60 per lb to a Destination called Buyer B The seller will receive 1 000 less any commission Buyer A will be billed for 400 and Buyer B will be billed for 600 Preference in Sale The order of divisions in the sale when each entry has the same place For example if sell all Grand Champions then all Reserve Champions then all 1st place entries etc the Set Sale Order wizard will order these entries within these ties by then looking at this number If Steers sell before Hogs then Steers should have a smaller lower number Preference in Sale than hogs This field is not necessary unless you plan on using Set Sale Order wizard Tools gt Sale Tools gt Set Sale Order Sell items in this Division by the Head ltem or Pound Allows you to specify how all items are sold in this division Floor calculations animals turned to the packer will always sell by the pound regardless of what value choose Sale Weight Standard This number is used to determine how buyers will bid in the sale For example Steers will only be paid for at a maximum weight of 1 050 lbs then 1050
117. ts for the next tablet IMPORTANT When using multiple tablets it is very important to understand that you should not click the Sync button on the client PC desktop or laptop unless you are immediately going to sync the tablet that those sheets belong on Otherwise if another tablet syncs between this time period that unintended tablet will load the sheets in queue If this happens that unintended tablet would need to Void the unneeded sheets and you would need to create the sheets again for the needed tablet In summary when using multiple tablets e Immediately sync the target tablet with newly created sheets from the client If an accidental sync occurs from a unintended tablet have them Void the sheet s and re create the sheets on the client to sync with the correct tablet ShoWorks 2012 User Manual 69 Trouble Shooting Errors Up to date help articles may be found at http www fairsoftware com support These articles are constantly updated and new ones are created on a regular basis ShoWorks 2012 User Manual 70 Contacting Gladstone Before contacting Gladstone please refer to our support policy at http fairsoftware com supportpolicy aspx Website http www fairsoftware com Toll Free 888 332 2419 Mail PO Box 537 Calvert TX 77837 ShoWorks 2012 User Manual 71 Appendix TABLE OF KEYSTROKE SHORT CUTS This Kev F1 Tab Shift Tab Enter or Return Arrow Keys Spacebar Page Up Pag
118. uch as judging or check in remotely by using an iPad purchased separately You will need to download the free ShoWorks app from the Apple Store Once done you then Put your entries onto the Internet Cloud in what is called a sheet using this tool You can create many sheets which contain the entries of your choice Your iPad can then download and update these sheets Choose an option Create judging and check in sheets for the iPad Syncronize existing judging and check in sheets This tool requires an Internet connection and a current Service Plan Data will remain available for up to one year after posting syncronizing Filter the sheet usually by division or other criteria Sort by a field that makes finding these entries easy for the person using the tablet 3 What entries do you want to put on this sheet For better organization you should consider making more than one sheet containing only entries for a particular department or division Use this step to filter entries by a division or certain criteria Filter where Sort by Department a Goats Entry Number Ey Home Hobby And where y This tool requires an Internet connection and a current Service Plan Data will remain available for up to Next gt Cancel one year after posting syncronizing ShoWorks 2012 User Manual 63 4 Choose one of the templates that represent how you wish the sheet to be formatted
119. ully as you must understand what is taking place when you upload and download entries or else you risk the possibility of losing your data by overwriting it with a data file that has different data in it If you have any questions concerning the use of the ShoWorks Web please contact Gladstone Steps ACTIVATE AN ACCOUNT SESSION OF THE SHOWORKS WEB 1 Visit http www fairsoftware com sweb and submit a request by choosing Request an Account An email should be sent to you within 24 hours with a user name and password SETTING UP YOUR LOCAL DATA FILE 1 Ensure that you are running the latest version of ShoWorks by visiting http fairsoftware com updates aspx and download the update patch if needed 2 Begin setting up your local data file by opening ShoWorks 3 Click the Setup menu and click the Online Entries tab Reports A Save En 5 Ascending Selection Refresh i Z Descending Y Advanced amp Delete Undo 2 Remove Sort Y Toggle Filter Contact Exhibitor Fees Travel User Defined Fields Online Misc Q Tip Instructions This is where instructions should go Finish Statement Your items were submitted and will for using the ShoWorks Web be processed by the fair office If this text is appearing please shortly All items must be Agreement On line submission of data Email Memo Below is your receipt Please print requires that you agree and will and retain this for your records or abide wit
120. umber for records having the same last name In order to ensure that a report and or screen have a definite sort choose additional sort fields that end with a unique value such as Entry Number Filtering Enables you to only list records that meet a certain criteria such as entries in a certain division or within a certain age range After choosing the criteria a box will appear to the right to allow you to enter values for that criterion Grouping Enables you to group together records that have a common value in a given field For example you may choose to group entries by division and further group by class so that all entries in this division and class will remain together in the report PRESET REPORTS ShoWorks includes a number of different pre formatted reports that are common across most fairs Select the Reports menu to view a list of these preset reports Depending on the report you choose additional options may appear Certain display options in some preset reports can be changed by selecting Tools gt Options and then clicking the Reports tab Report stock such as entry tags checks weigh master slips may be ordered from e Regalia preferred by ShoWorks 800 798 7471 or visiting www regaliamfg com e The Fair Publishing House 800 824 3247 or visiting www fairsupplies com USING MICROSOFT ACCESS TO EDIT REPORTS AND THE SHOWORKS COMPANION If you need to customize any preset report or further change a custom report
121. urning after already having this required item the item will not be required a subsequent time for that exhibitor Contact Exhibitor Fees Travel User Defined Fields Online Misc This list is for fees that can be assigned to exhibitors not entries For the setup of entry fees see the Divisions menu 2 Day Gate Pass Valid only on weekends 1 Week Pass Must show ID at gate Stall Fee ShoWorks 2012 User Manual 22 Travel This area is used if you reimburse exhibitors for travel gas etc based on which departments they are exhibiting in and what county they come from These amounts will be added to their checks just as premium winnings are made The payout will be given once per exhibitor if they have one or more entries that are marked Confirmed to show in a given department Travel Payouts are dollar amounts that are added to exhibitor checks and are awarded if an exhibitor from the given county has any entries Confirmed to Show in a given department LA County Department Travel Payout g i Brazos Beef 15 00 j a Washington Beef 25 00 j 0 00 User Defined Fields User Defined Fields are fields that you can customize the labels for collection of data that is unique to your fair Data types can be Numbers Text or a drop down List For the drop down list you must specify values that are separated by semi colons In the example below a field has been created labeled Jacket
122. validation only if you want to override the validation date set for this division in the Divisions menu screen Validation Weight The weight of the entry at validation time This field is used in combination with Check in Weight to determine Average Daily Gain ADG In order for ADG to be calculated you must set up the division with a Validation and Check in Date see the topic Divisions You may override the Division Validation Date with a date for this entry by entering in a date value under the Misc tab Check in Weight The weight of the entry at check in time This field is used in combination with Validation Weight to determine Average Daily Gain ADG In order for ADG to be calculated you must set up the division with a Validation and Check in Date see the topic Divisions When you enter a value in this field the value is copied into the Show Weight field Show Weight May also be weight of the entry at check in time This is the primary weight field you will use in your fair Sale Weight which ShoWorks uses in the Sale is calculated based on this information This information may be used by Break Classes to break classes For more information on the Break Classes tool see the tools topic Sex Select the value that describes the entry Breed An additional field to further distinguish the entry within a division You do not need to add breeds before assigning a breed to an entry Rather type in a breed name and ShoWorks will add t
123. ve that other sheets have been created and sync d from the client then you can tap the Sync e button to download upload any changes Heart O Texas Fair Rodeo ES Sheets 5 My Sample Judging Sheet oe Crested today at 1 24 PM Baked Goods Adult Created 9 Number of Departments in this Sheet Number of Divisions in this Sheet Bobs Art Judging Sheet Number of Classes in this Sheet cated or tat t A Number of Entries in this Sheet y My Sample Judging Shoot rented yat 1 Go to Sheet Needlework and Embroidery Las mod od 1 1 1 4 Open Angus Art Judging She Created on ate us 6 Choose from any available sheets on the left panel and enter the password that you a assigned from the client when creating the specific sheet Then tap Go to Sheet 7 The sheet unless previously marked Void or Complete will be displayed Depending on which template was used when creating the sheet various fields may be updated by swiping objects or tapping in a field ShoWorks 2012 User Manual 66 UPDATING SHEETS ON THE IPAD A Home My Sample Judging Sheet Void Save Draft Complete Department Home amp Hobby Goto Division 501 Painting ShOWO KS Class 08 Water Color Exhibitor Entry Club Description Place Ribbon Weight John Doe 584 Green Valley 4H Coming Home 3 d Elliot Ciark 15 Rawhide 4H The Great Advent Stewart Horsch 245 Junior Troop 4140 End of Winter 5 hd Wayne Dent Valley Leprechaun The D
124. want to display then click the OK button Ai Ascending iy Selection Descending Y Advanced 77 Remove Sort W Toggle Filter Sort amp Filter ShoWorks 2012 User Manual 19 Division Basketry amp Gourds Department Home amp Hobb Division Type 2 SortAtoZ Z SortZtoA Classes Sale K Clear filter from Department Text Filters Select All Blanks Beef Equestrian Goats Home amp Hobby Photography Poultry Swine Sorting and Filtering records Right clicking in any menu screen allows you to further locate and arrange records for faster data management To sort records based on any field right click on that field and select 24 to sort ascending smaller values first and 4 to sort descending larger values first Right clicking on a field allows a variety of options for filtering Entry E Exhibitor Name Exhibitor ID Division a Divi 9292 Audrey Brighton loll we racket Rf ix 3 al F a General Livestock Horse Regi Aa ProperCa class R a E ee Eoo MEE T Sort A to zZ Class Description Basket oth El Sartzto A Clear fitter from Exhibitor Name EXE PUTTS Equals Description Loose rock Club Mt Signal 4 Equals Audrey Brighton Does Not Equal Does Not Equal Audrey Brighton Begins With Contains Audrey Brighton Does Not Begin With Does Not Contain Audrey Brighton Does Not End With F
125. y be installed on up to four computers unless additional licenses have been purchased The Enterprise Edition is intended for very large fairs and has no limit on the number of entries and no limit on the number of installations Entering Your Serial Number When you purchase ShoWorks you will be given a fair name serial number and service plan number on your receipt Enter this information by clicking Help on the ribbon the bar at the top of the ShoWorks screen and choose the About ShoWorks option Then click the Change Serial Number button If the software displays a message stating that the current data file is a sample and you have purchased the software click File gt Open Data File to open an existing data file or File gt New Data File to create a new data file ShoWorks 2012 User Manual 4 An Important Note to Beginners Gladstone recognizes that many fairs oftentimes Operate on a limited budget with limited resources Consist of a volunteer staff that changes regularly and whose computer knowledge experience may be limited Do not operate continually year round and once familiar processes may need to be relearned by staff Are under heavy pressure during fair time and problems that would be minor in regular circumstances elevate to critical levels with little or no room for error Operate during non traditional business hours late night and early morning hours and on weekends Because of these charac
126. you can make the time A further benefit is that you will have already created important custom reports in which you will quickly need during the fair These reports are data independent meaning that they are simply framed and formatted and are filled with your ever changing data You will be able to use these same reports year after year Choose a support package that you can afford and feel comfortable with Gladstone offers several support packages in various price ranges with varying degrees of response times and availability Visit http www fairsotware com support aspx for more information ShoWorks 2012 User Manual 5 The ShoWorks Window The ShoWorks Window is broken into several areas of which are important to know for reference in not only this user manual but when communicating with technical support and other users GU FE 1 A SETUP EXHIBITORS SALE FINANCIAL CONFIGURE YOUR FAIR EXHIBITORS AND THEIR LIVESTOCK AUCTION CHECKS AND BILLS ENTRIES ENTRIES EXHIBITORS DIVISIONS PREMIUMS TICKETS Num Lock A Powered by Microsoft Access THE TITLE BAR Like most Windows programs ShoWorks displays the current data file location in the topmost bar of the program window If the window is not maximized you can click and drag the title bar to reposition the window on your screen THE FILE The File menu is used for accessing file operations of ShoWorks such as creating new opening previous or saving data files impor

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