| Main Panel Setup Entries Draws Results Reports Account Settlement |
| The program has now run three large showjumping shows each with over 400 horses and 1200 entries running over three days. There are many detailed features which you would have to become familiar with and the initial database has one of these shows in it to serve as an example, plus a smaller dressage show. This page discusses the main stream features at high level to give you an idea of what the program can do |
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Main Panel  ...back top of pageThe main panel is always open and can be readily accessed by pressing CTL-M The buttons on the Main Panel give access to the functions of the program, and the captions on the buttons have one letter underlined. The function for the button can be accessed at any time from anywhere by pressing CTL-<underlined letter of required function button> Exiting the program can be done either directly or via the backup process which created a zipped time stamped backup which can also be automatically copied to a flash drive. It is recommended that a backup be done at appropriate times during a show |
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Setup ...back top of page  This is where all the pre-show work is done. Prior to receiving entries via the setup screen, you
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Entries ...back top of page  Here is where all the entries and money transactions are recorded It is important to note that when entering an entry, an account must be specified, and that multiple riders may be using the same account, e.g. a family with multiple riders. All charges and prize money for all riders is balanced then on the single account For a dressage show, you will not be dealing with late entries during the show, but for a three day showjumping show where entries typically change during the show you will spend allot of time on this screen adding and changing or scratching entries Monies received are recorded here as well and any additional charges recorded by clicking on the Other Charges button Select a class/event, or a Rider, or a Horse, and then click the appropriate radio button above the entries list to see all entries for that event or rider or horse in order to be able to select the entry you wish to work with. The grey button to the left of an entry in the entries list is called the Record Selector, this is a standard feature of a Microsoft Access Datasheet (which is a list of records). Double click on the Record Selector of the required entry to open the Edit Entry dialog. Account settlement is a whole process on it's own accessed via the Account Settlement button and is described in detail here |
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Draws ...back top of page  For each class you will want to generate the order of start, or draw. For Dressage classes, you will want to work with and see start times for each entry, so check the See Draw Times checkbox, but for showjumping classes, leave this unchecked. You can generate a draw, save it, and then come back later and manually edit it. Generated draws or manual edits, are not saved till you click on the save button. Individual entries in the generated draw can be moved up or down the draw, times can be just typed in or all times can be regenerated for the draw without affecting the order, leaving gaps for lunch breaks etc. When working with times and moving entries up and down in a draw, this will affect the times of other entries, however other entries can be locked so that their time spot is maintained while other entries are moved above or below them. This is mostly relevant to dressage competitions |
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Results ...back top of page  Depending on the class/event type as defined on the Events panel of the setup screen, when you open the results screen and select an event, a different view will be displayed. Entering a Place, e.g. 1st to 6th, is important if there is prize money, as this will allocate the prize money to the riders account For dressage classes, a list of judges (as setup on the setup screen) will be displayed with an additional column to define the position they judged from. This position has to be entered to open a score column for that position, and then you can click on the score box for that position for an entry and a dressage scores screen will open to enter the scores for each movement. Percentages are all calculated for you, and total scores are also calculated. It is recommended that you do a manual sum of the scores on the judges sheet and compare with the calculated total as a cross reference to guard against typo errors when entering the scores. Also for dressage, you can score standard or freestyle events where some of the movements are defined as artistic movements. Test templates can be defined on the utilities TAB of the setup screen For Showjumping events on this screen, we generally only enter fault and time results if the event is a qualifier for a championship event, and then we only enter them for the last round. If you wish to record ALL fault and time results for all rounds, then use the Showjumping Results screen where the course is defined and every aspect of the scoring is recorded. This screen can is available, be used by pencillers in the judges box, but that would require a reliable network |
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Reports ...back top of page 
There are a range of reports, and some reports have options to alter
the amount of information that appears on them. All reports are shown
in Print Preview mode before you select to actually physically print to
paper, so feel free to push the Print Selected Report button as you
review the reports available. There are some reports that can be
printed for a single event or all events like the Draw Report, and
there are some reports that are fundamentally unassociated with events,
like the Alpha List of RidersTypically for example, for showjumping, you will prepare a judges pack with the Showjumping Judges Sheet and 4 or 5 copies of the draw, perhaps with some blank lines, for pencillers and marshals, before each event starts. For the office, you will print the Alpha lists of riders and horses so staff can answer questions, and if there is a gear check procedure, the gear checker report plus maybe the Alpha list of riders with full horse and class entered details. It's up to you to provide information to your people charged with running the event, and there are many reports to help with this so please take time to be familiar with what reports are available For Dressage, the riders accounts with scheduled times, can be printed or emailed if address and email address has been recorded as part of adding the entries There are also a couple of additional Accounting reports, like a Profit and Loss report, available on the Accounts Screen, as part of the Accounts Feature. Click on the following links to see some samples of the reports:
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Account Settlement ...back top of page  At the outset, it should be understood that this program is not GST enabled, accounts and statements do not include GST nor produce TAX Invoices. It is assumed that in general, the clubs using this software are clubs (non-profit organizations), without the business turnover to force them to become GST registered, and the charter of the program was not to be an accounting package, but an event management program. I hope this stems a few questions I might have otherwise received. The account settlement screen is accessed from the entries screen by selecting a rider/account and clicking on the account settlement button The idea here is that at the end of a show before everyone goes home, they must come to the office to get their prize money, and pay any outstanding amounts, although this can happen at any time as per the requirements of the organizers. Prize Money can not be given out till the rider and horse registration cards have been sighted by the official, so although the results screen has indicated a rider has come first, on the settlement screen, that money is not credited to their account till both the rider and horse registration checkboxes have been checked, which should happen when they produce their cards So generally the process is, an account holder (who may have other riders on their account) comes to the office to settle their account, which is the only way they get any prize money. They must come with registration cards in hand! The official checks the cards, then checks the registration valid boxes on the screen, and the money then appears as a credit on their account. The official then clicks the Account Statement button on the settlement screen and prints a statement for the account holder. Then either the received or payment buttons are used to record the appropriate exchange of money as per the balance on the statement. A negative amount indicated the club owes that amount to the account holder as a refund or prize money. Money received is what represents the accounting transaction. If you go to the accounts screen, any process on that screen starts with a process to allocate the money received to income/expense categories and these allocations become the "splits" on the transaction, if you are familiar with the Quicken terminology. Once this has happened, profit and Loss reports can be produced for the club treasurer, and in fact, a Quicken import file can also be generated from the accounts screen. |