Daily, weekly or based on your companies individual shipping schedule you will need to extract your orders that are ready to be shipped out of AMS to send to your compliance house and/or your shipping company.
The daily shipment extract is done in Order Management. Order Management is located in the PS module; menu item PSORM.ORM. Your first step is to double click on the menu item ORM. It will take you to the log in screen pictured above. Here you will be required to enter your clerk ID and password. You will also need to enter a room and register. Although entering a room and register is seemingly optional, for extracting orders you must enter a room and a register.
You can find and set up these clerks in the Maintain Clerk Master File. Registers are maintained in the Maintain Register Master File (MRM).
There are drop down menus for both these options to help you choose. Most AMS users will be performing this extract in a back office register. You will, most likely, have a register set up to perform jobs like the shipping extract. Once you have entered all the necessary information needed in the log in screen, you will select Accept.
The next screen is your Order Management Order Selection Screen. This is where you will search for all the orders that you would like to extract and send over to the shipping company. There are a number of ways to search for orders, but for extracting orders to be shipped most likely you will want to search for orders with a specific projected ship date and orders with the status print pending. Projected ship date is an option in the second drop down menu. Here you will specify a particular date range. The date range should be from the day after the last extract's through date, to the next day that the shipping company will be shipping. You would want to pick the next shipping date because you will want to pull all the orders with a projected ship date up until that point.
You can also specify the status print pending. This means that the packing documents have not been printed; just another indication that an order has not been shipped. You will select Refresh and this will pull up the orders that fall within these parameters. The next step is to select work with checked.
This screen will give you the option to select Print, Extract, Email. There is also some key information on this screen that you may find useful. Under the heading Work Area you can see information such as totals Order Status, Tender Statistics and even Product Totals. These are totals pulled from all the orders together. Many users find these totals useful, especially when verifying product inventory.
After selecting Print, Email, Extract you will select the option to Print Pending Documents Only.
If you have already printed the documents previously, but need to select them again for an extract you will choose the Reprint options. If you have already printed the documents as well as extracted the data, but you want to do another Data Export you would need to select the Print and Reprint Documents option. After this selection has been made the Document Print Selection screen will come up. This is where you will choose what you would like to extract and/or view, print email, etc. If you are shipping in house, you probably will select both the Data Extract and the Packing Documents. If you are sending a excel spread sheet to the shipping company anything but the data export is probably unnecessary. Ordinarily, you will want to skip the will calls and the futures and then sort by order. The futures will most likely be pulled separately from you regular ship sales. Your will calls are, by definition, not shipping; you will not want them to be exported to your shipping company
In the Destination statement you should have VIEW. This is telling the system the you would like to view the extract. This will cause the extract to pop up on your screen after you have selected Print. You can send this extract to yourself or another AMS user. If your user name is CHELSEA, you use INBOX=CHELSEA. You can also email the extract; EMAIL:chelsea@ammsoftware.com. For more about the options of the destination statement then please refer to information in Using the AMS Windows Client.
Now, you can select the print option.
The orders will pop up (if you have selected VIEW) in a format that you can easily export to excel. Select the glyph at the top that looks like a mountain. The drop down will give you the option Grid View with header.
This will give you the orders listed in a more familiar format. By right clicking in the grid, you will have the option to export the grid to an excel doc.
Your excel document will populate automatically. You can title how you see fit, keeping in mind that you will have many of these files populated over time, so titling them by shipping company and shipping date seems to work well. Don't forget that you have exported the header as well as the orders. If you need to edit the excel document, I.E. if you like to delete the header (something I am sure your shipping company does not need) just reopen the excel document highlight the line and delete it. If you have any issues exporting orders please contact the Help desk at Helpdesk@amssoftware.com.