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Quick creation of pedigrees (Manually)Recurring ExpensesPublic links to horses or groups of horsesHorse Status (sold, dead, for sale, purchased, linked to mare, weaned, etc)Import pedigrees from online databasesLimit user access to certain horsesDifferences between ACTIVE & REFERENCE horsesBatch entry optionsArrival & Departure of horses (Enterprise Plan)Breeder brand/iron in pedigreesHorse pictures - Image GalleryHorse groups
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Import Breeding Contracts and Shipments from an EXCEL file

Using a template Excel file, you can import all your breeding contracts and shipment records.

Contracts Sheet

The Contracts sheet is required. Column headers must remain exactly as shown below.

ColumnRequired value?Description

SALE_REF

Conditional

Workbook reference used to connect a sale with its shipments. It is required and must be unique when the Shipments sheet contains records. It may be omitted when there are no shipments. Example: S001.

STALLION_ID

Conditional

Internal CRIO stallion ID. Required when STALLION_NAME is not provided. If both fields are provided, the ID takes precedence.

STALLION_NAME

Conditional

Name of an existing stallion in CRIO. Required when STALLION_ID is not provided.

OWNER_NAME

Yes

Name of the contract buyer or owner. It is used to find or create the contact.

OWNER_ID

No

Owner identification or document number. It is used first when searching for an existing contact.

OWNER_PHONE

No

Owner’s primary telephone number.

OWNER_EMAIL

No

Owner’s email address.

OWNER_CITY

No

Owner’s city and country.

OWNER_ADDRESS

No

Owner’s address.

DATE

Yes

Date of the breeding sale or contract.

CONTRACT

No

Contract number. When provided, it is used to detect duplicate sales.

INVOICE

No

Invoice number associated with the sale.

CURRENCY

Conditional

Currency configured in CRIO. When AMOUNT is greater than zero and currency is empty, the account’s preferred currency is used.

AMOUNT

No

Sale amount. When greater than zero, the corresponding accounting entry is created. It cannot be negative.

COMMENTS

No

Additional comments about the sale.

MARE_NAME

No

Name of the mare receiving the semen.

MARE_ID

No

Mare identification or registration number.

MARE_MICROCHIP

No

Mare microchip number.

MARE_INSEMINATION_DATE

No

Mare insemination date.

Even when some values are optional, all headers listed above must remain in the Contracts sheet, except SALE_REF when no shipments are being imported.

Shipments Sheet

The Shipments sheet is optional. It may contain multiple shipments associated with the same sale.

ColumnRequired value?Description

SALE_REF

Yes

Sale reference defined in the Contracts sheet. It must exactly match a valid reference in that sheet.

SHIPMENT_DATE

Yes

Date on which the shipment was made.

SENDER

No

Person, company, or facility sending the semen.

RECIPIENT

No

Person, clinic, or facility receiving the semen.

PHONE

No

Recipient’s contact telephone number.

ADDRESS

No

Delivery address.

CARRIER

No

Shipping or courier company used for the shipment.

TRACKING_NUMBER

No

Shipment tracking number.

COMMENTS

No

Additional comments about the shipment.

When the Shipments sheet contains records, all its headers must exist, even when optional values are left blank.

NOTES AND BUSINESS RULES

  1. Sheet names must be exactly Contracts and Shipments.
  2. The Contracts sheet is required. The Shipments sheet is optional and may be omitted.
  3. If Shipments does not exist or contains no records, SALE_REF column is not required in Contracts.
  4. If Shipments contains records:
    • Every sale/contract must have a SALE_REF.
    • Each reference must be unique within Contracts.
    • Every shipment must contain an existing SALE_REF.
    • One sale may have multiple shipments.
  6. STALLION_ID takes precedence over STALLION_NAME.
  7. When the ID is not provided, the stallion is matched by name within your the account:
    • Matching ignores capitalization, accents, and repeated spaces.
    • There must be exactly one match.
    • The importer does not automatically create stallions.
    • If no stallion is found or multiple stallions share the same name, the row is rejected.
  9. The owner is matched first by OWNER_ID and then by OWNER_NAME. If no contact exists, a new contact of type customer is created.
  10. A sale/contract is considered a duplicate:
    • By CONTRACT when a contract number is provided.
    • By owner, stallion, and date when no contract number is provided.
  12. An existing sale is not created again, but it may still be used to associate shipments listed in Shipments.
  13. Every imported shipment:
    • Is connected to the sale identified by SALE_REF.
    • Inherits the stallion and customer from the sale.
    • Is created with Shipped status.
    • Is recorded as non-frozen semen, thus it does not consume semen from a tank.
    • Does not send email notifications.
  15. When a shipment is imported, a sale in its initial state is changed to shipped status.
  16. Duplicate shipments are detected using:
    • Sale, shipment date, and tracking number; or
    • Sale, shipment date, recipient, and address when no tracking number is provided.
  18. Accepted date formats include native Excel dates and formats such as YYYY-MM-DD, DD/MM/YYYY, and MM/DD/YYYY.
  19. Valid rows are imported, while invalid rows are reported individually when the import finishes.


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