Sort and Pen America Software Version 2.4 Copyright © 2014-2020 by Charlie Horse Ranch Timing Systems PO Box 697 Elverta, CA 95626 916-275-3277 Email: [email protected] Web Site: www.CharHorseRanch.com Revised: 03/31/2021 Page 1 Contents Introduction .................................................................................................4 Rider Roles, Uneven Draws and Virtual Riders ......................................7 Rider Flat Rate and Association Fees ........................................................7 Jackpot Timing and Placing Rules ............................................................8 Rider and Team Ratings and Handicaps ..................................................9 Combining Draws .......................................................................................9 Sidepots ........................................................................................................9 Networking Considerations......................................................................10 SPA Standings Monitor ............................................................................12 SPA Draw Monitor ....................................................................................13 SPA Draw/StandingsMonitor ...................................................................14 Splitting the Draw into Two Arenas ........................................................16 FarmTek Timers, Horn Adjustments and Display Board .....................17 Hints and Tips ...........................................................................................21 Internet Reporting ....................................................................................25 Main Menu ................................................................................................26 Changing the Current Event ............................................................................. 30 Options Settings ................................................................................................... 31 Change Payout Percentages .............................................................................. 36 Point Methods............................................................................................38 Administrative Functions .................................................................................. 42 Rider Database ..................................................................................................... 45 Show Setup ................................................................................................47 Camping and Stall Definitions .................................................................52 Entry Fees, Added Money and Sponsors ................................................53 Setting Limits ............................................................................................55 Fixed Payout Definitions .................................................................................... 57 Rider Signup .......................................................................................................... 58 Rider Financials .................................................................................................... 61 Camping and Stall Reservations..............................................................63 Team Signup .......................................................................................................... 64 Updating Teams After the Draw ...................................................................... 67 Direct or Manual Time Posting ........................................................................ 69 Page 2 Check Processing ................................................................................................. 72 External Posting ........................................................................................73 Appendix A - FarmTek Timer Setup .......................................................74 Appendix B - Thunderpaws Timer Setup ...............................................75 Page 3 Introduction Welcome to the Sort and Pen America Software (SPA) system. This system is owned and copyrighted by Charlie Horse Ranch Timing Systems, Inc. (CHR) and may not be reproduced or distributed in any form without express written permission. Organizations referenced in this manual include Ranch Sorting Team Penning Asso- ciation (RSTPA)©, Ohio Team Penning Association (OTPA)©, United States Cutting Horse Association (USCHA)©, United States Team Penning Association (USTPA)©, and Ranch Sorting National Championships (RSNC)©. This software is designed exclusively for producers who put on any sorting, penning and/or cutting shows. Every attempt has been made to ensure the accuracy of this software, but CHR will not be responsible for problems arising from its use. If you find problems or errors, please report them to CHR. A corrected version of the software will be made available to you as soon as possible. Current fixes can be obtained from the CHR Web Page, www.CharHorseRanch.com The system was designed to run on a computer with Windows Vista©, Windows7©, Windows8©, Windows8.1©, Windows10© or more recent installed, and a minimum screen resolution of 1024 x 768 pixels. Some of the highlights of the system are: 1. A rider database to quickly sign up riders for a show. It will hold up to 12,000 riders. Any individual show can have up to 12,000 teams. Note that you don’t have to put new riders on the database before you sign them up. Normally, when a rider signs up for the show, you only need to click on that rider in a list, and all of their information is automatically filled in. 2. The ability to define a show, including up to 40 events, the date of the show, the division and handicaps, the sponsors for each event, and other administrative data. 3. Automatic calculation of total fees owed by the rider, including ‘other’ fees and credits. This amount is deducted from their winnings, and the rider may pay the difference or receive a check for the difference at the end of the show. 4. The ability to generate a draw list and an announcer’s sheet at any time after the draw for each event, showing the teams in that event and a place to write their cow count and time. The initial draw is normally completely random. Subsequent draws may be used for some events to put in late entries. Page 4 5. The ability to have team sizes of 1, 2 or 3 riders with undeclared roles or specific roles (Gate, Sorter, etc.). 6. The ability to input the rider’s score or the team’s time and cow count to the computer (manually, or automatically with FarmTek© timers and a PC interface cable, available from FarmTek. You may also use a Thunderpaws timer.). 7. The computer automatically prints out a jackpot payout list for each event. At the end of the show, it can create computer printed invoices and payout checks for each rider, including an automatic signature on the checks. Optionally, check amounts may be rounded to whole dollars. 8. A financial summary of the show, showing monies received, monies paid, and generally the ability to reconcile the cash box. This report can optionally be broken down by event. 9. The ability to configure jackpot payouts according to local standards. As delivered, the jackpot tables follow generic guidelines 10. The ability to extract show data to a ‘comma-delimited’ file, suitable for importing to popular spreadsheet and word processing systems (including Excel) for local reporting. 11. Optionally, for any report created by this system, you can create HTML formatted reports suitable for posting to your web page. 12. The ability to run a variety of standard sortings and pennings, including the “Round Robin” format, which pays the accumulated times of the individual riders, an Incentive within the regular event and a “Sidepot” based on the times of another event. 13. The ability to “Handicap” teams based on their overall ratings to make the event more competitive, using handicap settings. You can also set team “caps” and individual rider “caps”. 14. With the proper Bi-directional cable from FarmTek and an upgraded Polaris timer, you also have the ability to adjust the horn sounds from the timer, based on that team’s handicap. If you are using Thunderpaws timers, the horn sounds cannot be controlled by this software. 15. The ability to network computers, such that you can be taking signups on one computer and running an event on another, all using the same database files. Page 5 15. The ability to have fast go bonuses within each event. 16. The ability to add teams after the draw is done, except in Round Robin events. 17. The new 3 rider/2 pen sort format is supported. 18. The ability to have multiple sponsoring organizations within a single show. Page 6 Rider Roles, Uneven Draws and Virtual Riders In this software, most riders are “undeclared”. That means that in most events, it doesn’t matter if you are signed up in a specific role, like gate or a sorter. There are some exceptions where you can require the riders to declare their roles, charge a different entry fee for each role, and you can enforce caps on each role. In those events where a declaration is made or there is an uneven number of entries, you can be faced with the issue of what to do when you have an uneven number of riders who are rated properly or are in the correct roles to match up with other riders in an event. The use of caps and other options may limit the software’s ability to dynamically create teams. Any time there is