Software FAQs

Software Startup

There are a few options available to assist you in learning AMS. Our website FAQs are just one option. We also have video tutorials available. Our online help menus will appear onscreen if you select F1 while using AMS. Finally, you can request onsite training from the appropriate point of contact listed below.

For Army sites, contact PEO EIS, AMIS. POC:

Douglas Cantaral
703-545-2973
douglas.h.cantaral.civ@mail.mil
For MC sites, contact MARCORSYSCOM. POC:

Capt Lydia Lindsey
703-432-5842
lydia.lindsey@usmc.mil

For Navy sites, contact NAVSUP Global Logistics Support. POC:

Antonio L Johnson
757-443-5499
Antonio.L.Johnson@navy.mil

Your AMS login and password is set up by your AMS administrator. Please contact your AMS administrator to obtain this.

When AMS is started, it verifies that the shared database on the primary machine can be accessed and that the AMS version you are accessing is correct. This warning message is typically caused by one of the following:

The shared database is located on the primary machine but the primary machine cannot be accessed. To correct this, do the following:
- Make sure the primary machine is running. If it is not, turn it on and then restart your secondary machine.
- Make sure the secondary machine has Secondary selected in the installation setup and that the primary machine drive is correctly mapped.
- Make sure the network is operating correctly.
The AMS version installed on the primary machine and the AMS version installed on the secondary machine do not match. To correct this, you must install the same AMS version on all machines.

If your configuration table is missing, you'll see the following message:

Missing
configuration error

When AMS is started, it verifies that the configuration file is in the correct format. If it is not, AMS rebuilds the configuration file and all settings are reset to the defaults. If this occurs, you must reset the AMS setup for your location including remapping the primary machine's drive before resuming work in AMS.

When AMS is started, it verifies that the shared database on the primary machine can be accessed if this machine is setup as a secondary machine. You must correct this problem before continuing to work in AMS. This warning message is typically caused by one of the following:

The shared database is located on the primary machine but the primary machine cannot be accessed. To correct this:
- Make sure the primary machine is running. If it is not, turn it on and then restart your secondary machine.
- Make sure the network is operating correctly.
- Check to see if the location of AMS has been moved on the primary machine. If it has, you must point to the data path using the System – Setup – Installation Setup / Activity function.
- Make sure your Windows user account has access to the primary machine's directory.

This message is displayed under the AMS logo when the archive database is active. This occurs when you select the Data – Archive – Activate Archive function. While this message is displayed, you may search or print reports using your archive data. You may not change any of the archive data. Selecting any function that changes data (i.e., Edit) automatically closes the archive database. You can also close this function by selecting the Data – Archive – Deactivate Archive function.

Receive Menu

When manually adding a multiple piece TCN in AMS, select the checkbox in the top left corner marked Click here to retain all values. This allows you to update the piece number for the same TCN number without retyping it each time. Once you have saved each piece, you may exit the screen. AMS will display the number of TCNs and pieces added.

In order for AMS to sort through the data on the OMC or RF tag for data pertaining to only your site you must first set up a “filter.” For CRPs, the Sitecode Table acts as the filter. For DRPs, the DODAAC Table acts as the filter. You must enter all the “Ship To” DODAACs your site supports into these tables.

The Sitecode Table filters TCN data on the Ship To DODAAC.

To set up the Sitecode Table:

Select System, then Setup.
Select Address Tables and then click on the Sitecode Table button.
Add your DODAACs and Save each one.
Select Save to Disk and Save to Defaults to save your

The DODAAC Table filters data on the first 6 characters of the document number or the supplementary address.

To set up the DODAAC Table:

Select System, then Setup.
Select Address Tables and then click on the DODAAC Table button.
Add your DODAACs and Save each one.
Select Save to Disk and Save to Defaults to save your settings.

Assuming you have been entering log numbers with the first blank empty space as a single digit alpha character followed by up to four numerical digits (for example, A 1234) you need to “clean up” old log entries. You must be logged into AMS as an administrator to do this.

Note: Do not clean up any records until they are archived and backed up.

First, archive and back up the records you plan to clean out.
To clean up old log entries:
- Select Receive menu.
- Select Process Freight function.
- Select Log Entry.
- Click on the Cleanup button.
- A list of months will appear. Select the months you wish to delete.
- Click OK.
- A window will appear with the prompt Ready to delete log records.
- Click OK.
- A message will flash in the upper right hand corner of your screen saying cleanup complete.
- Click Save.
- Click Exit to leave the Log Entry Screen.

Dispatch Menu

Why AMSTAC data is scanned for receipt:

To tie the data to a BL/TCMD
To collect data and receipt times for the TK4 transactions
To check for discrepancies

Why AMSTAC data is scanned for dispatch:

To create an accurate Truck Manifest (Tally Sheet). This is faster and more accurate than manually creating a Tally Sheet.

Select the Dispatch menu.
Select Closeout Tally Sheet.
Click to the left of the tally sheet to be reprinted. You'll see a small black arrow next to your selection.
Click on Reprint.

Dispatch Time Elapsed – Actual time elapsed between date/time received and date/time forwarded.

Dispatch Days – Number of days between date received and date dispatched (or current date if not yet dispatched), rounded to the nearest day (one day, minimum).

Closeout Day – Number of days between date received and date closed (or current date if not yet closed), rounded to the nearest day (one day, minimum).

Average Dispatch Time – Average time elapsed between date/time received and date/time forwarded (does not include undispatched pieces).

Average Dispatch Days – Average number of days between date received and the date dispatched, rounded to the nearest day (one day, minimum).

Average Closeout Days – Average number of days between date received and the date closed, rounded to the nearest day (one day, minimum).

Ship Menu

In order to print linear bar codes the barcode fonts must be installed.

To load the barcode fonts:

Insert the AMS setup CD in the CD drive.
From the Windows desktop, select the Start menu.
Select Settings. Select the Control Panel.
From the Control Panel, double click on the Fonts icon.
From the File menu, select Install New Font.
Select the path to the letter of your CD-Rom Drive followed by \Fonts. (example E:\Fonts)
When the list of fonts appears, select the Select All button and select OK.
Close all open windows.

In order for the “in the clear address” to show up on an MSL or IRRD you must enter your addresses in System Setup. This address appears in the “From” fields.

To set up your activity information:

Start AMS and select System, then Setup.
Select Installation Setup / Activity.
Starting with the DODAAC field, enter your site's information.
Save to Disk and Save to Defaults to save your settings.

The addresses entered in the DODAAC table addresses appear in the Ship To and Mark For fields.

To enter addresses in the DODAAC table:

Start AMS and select System, then Setup.
Select Address Tables.
Click on the DODAAC Table button.
Click on the Add Activity button.
Enter a DODAAC and the address.
Click on Save and then click on Exit.
Save to Disk and Save to Defaults to save your settings.

No, you cannot import the DAAS address file at this time.

The Load Convoy function allows you to prepare loads going to different mission/stop locations, and then put them on a route for delivery. The actual convoy can consist of one or more mission/stops. The details about convoys are ultimately sent to the LTM/ITV server as each phase of the convoy is underway, or completed.

The basic process includes selecting Ship – Load Convoy and then New Mission/Stop, filling in the convoy information, and then selecting Roll A Convoy. The convoy is also closed out, and information is sent to the ITV/LTM server. For more information, please see the help menu by running AMS and then selecting F1 on your keyboard. Select Ship and then Load Convoy for detailed information and instructions.

The HAZMAT Forms function allows you to classify items for HAZMAT and print the appropriate form, based on the mode of shipment. Once the form is filled out, you may select to print either a DD 2890 or DD 836 (ground and sea shipments) or an AMC IMT 1033 (air shipments) form.

For more information, please see the help menu by running AMS and then selecting F1 on your keyboard. Select Ship and then HAZMAT Forms for detailed information and instructions.

Note: Please note that the AMC IMT 1033 form is sometimes referred to as a candy striper report, due to the red and white striped pattern on the border of the form.

The Single Item Ship function allows you to do a quick and simple shipment of a single item. The intent is to get all the critical information required to have a shipment properly populated and ready for tracking, burning tags, and ultimate delivery.

To access this function, please do the following:

Select the Ship menu.
Select the Single Item Ship function.
Fill in all applicable fields. The following fields are required:
Note: Immediately above the cube field are fields for the package Length, Width and Height in inches. If known, filling in these values will automatically calculate the cubic feet for you.
- Document Number– Document numbers must be 14 to 15 characters long with no spaces. When entered, the TCN will automatically be generated based on this document number.
- National Stock Number (NSN)– Fill in the 14 digit NSN with no spaces. If the NSN is not known, check the box to the right of the NSN labeled Unknown.
- RIC From– Fill in the 3 digit Routing Identifier Code.
- Unit of Issue– Fill in the 2 digit code for how the shipping item is measured.
- Quantity Shipped– Fill in the quantity. This must be greater than 0.
- Consignee– Choose from the list of available consignees.
- Mode (of Transportation)– Select the correct mode from the drop down list.
- Priority– Select the appropriate Priority (1 through 4).
- Type Pack– Fill in the Type Pack according to how the items are packaged.
- Weight– Fill in the total weight (including any packing). Round up to the nearest whole number.
- Cube– Fill in the cubic feet of this package. Round up to the nearest whole number.
Once complete, select Ship to save. Upon saving the shipment, you will be sent to the Load/Edit Container screen.
You may now enter the required container information and print the required documentation for shipment.

The Do It All function allows you to do several things applicable to containers including: generating a Container Manifest, printing a TCMD Report, writing a TCMD to a file, writing an RF Tag or OMC, printing an MSL, and/or Mark as Completed. This approach allows you to accomplish multiple tasks for a single container in one screen instead of having to bounce around to multiple screens to select the same container.

The Do It All button is located on the Ship – Load Container – Load/Edit Container screen.

The Signature Tally Record (DD 1907) is used as a means of recording special shipments that may be sensitive in nature and need to be tracked. Each destination along a given TCN’s path gets a signature until its final destination.

The Signature Tally Record function is located under the Ship menu. For more information, please see the help menu by running AMS and then selecting F1 on your keyboard. Select Ship and then Signature Tally Record for detailed information and instructions.

The TCMD paperwork is used to accompany container shipments. The TCMD files can be written to disk to send the data to other systems, such as GATES. TCMD data is also automatically written to the RF tags that you burn with AMS.

Edit Container 1

Edit Container 2

Edit Container 3

TCMD

Once you have created and loaded a container, you can edit your container to fill in any remaining details. This function is accessed by selecting Ship, Load Container, Load/Edit Container. Select your container number to begin.
Next, select the Edit Container button. You will see the following screen:
Enter all available info including the container type, container number, weight and cube. Please note that the required fields are highlighted.
- Note that your container type will change the input fields directly below it according to your selections.
- For example, if you choose SEAVAN/MILVAN as the container type, you will be prompted to fill in the owner SCAC, container #, check digit, shipper SCAC, and seal #. Your van length will be filled in according to your selection.
- Another example would be if you selected a 463L Air Pallet, you would be prompted to enter the Pallet ID.
- Fill in these fields according to the specifics of your shipment.
Once all of the required fields have been filled in, click on the Primary Details tab. You will see the following screen:
Ensure that all the mandatory fields are filled in, including POE, POD, consignee, type pack, mode, and priority. Some information will be filled in according to the data entered when you created your container.
- Note that the information entered for the mode of your container pertains to your T_2 record, which is your top level record for the entire container. The Mode indicates how you are shipping the container (such as surface or air). For a more specific listing of modes, please click here.
Following is more useful information about TCMDs:
- AIR SHIPMENTS: If you are shipping via air, make sure that your Mode falls under an air code (such as J or T). If you enter a TAC code under the TAC field, it will appear on the TCMD under block 17. Be sure to Save your changes.
- SURFACE SHIPMENTS: If you are shipping via surface, make sure that your Mode falls under a surface code (such as M or G). Be sure to Save your changes.
- AMMO & HAZARDOUS: If you have Ammo & Explosive or Hazardous items, fill in your Hazardous UN Class and Hazardous UN Number towards the middle of this screen accordingly. This will generate T_6 records.
- REMARKS & TRAILER RECORDS: If you need to add remarks or free text to the TCMD, you can add them in the T9 field. T9 records can be attached to the T_2 record (entire container) or they can "trail" a T_4 record (multipack or TCN records). Please note that once created, you cannot delete the first trailer record (sequence 1). To add a T9 record to a TCN, go back to the multipack and click on Locate to find the TCN number that you wish to attach a trailer record to. For example, if one of the TCNs in this container required special handling, you would select that TCN using the Locate button. Then you could add "Handle With Care" in the Text field. This will print out as a T_9 record on the TCMD, with "Handle With Care" under the Remarks field (block 43). Please note that you cannot enter remarks into block 31 of the form; all remarks must be entered as T_9 records.
- OTHER: You may also use this screen to enter License Text (free form text that appears on the RF tag). To do this, use the Free Text1 through Free Text3 fields.
Once you have finished adding data to the Primary Details tab, select the Tracking Tab. You will see the following screen:
Fill in all available info, including the ship date. Once you have finished entering all of your container info, click on Save. Now, we're ready to take a look at the TCMD.
To begin, click on the TCMD button on the bottom of your screen. You will see the following screen:
You may select to include either all line items or only the line items identified as HAZMAT by using the buttons towards the bottom of the form. Generally, in a container with a lot of lineitems, you would select Only HAZMAT Line items. If you only have a few line items and wish to show all of them on the TCMD, you could select Include All Line Items.
You may also select the checkbox to include Strict DTR rules. Strict DTR is generally preferred for TCMDs, as RF Tags and data sent to the ITV server are done according to DTR regulations. This will change certain fields on the TCMD according to DTR standards. For example:
- If you check the box for Strict DTR when shipping a SEAVAN/MIVAN as the container type, you'll notice several changes. Block #34 for Consignor becomes the Shipping SCAC plus the length of the seavan (in feet). So, if the seavan is being shipped by Yellow Transportation in a 20 foot seavan, the Consignor will change to YFSY20. Block #5 for air dimension will blank out. Block #14 for the Project Code will change based on how many consignees are in the container. For a single consignee, or dedicated container, it will change to S. For multiple consignees, it will change to M plus the number of consignees. So, if you have 10 consignees, block #14 will change to M10. Block #17 for the TAC (or Tr Acct) field will change to the total container cubic feet of the seavan. Block #18 for Carrier changes to the owner SCAC plus the length of the seavan (in feet) plus the shipper SCAC. So, if the owner was ABF Freight Systems, block #18 would change to ABFS-20-YFSY for this example.
- If you are shipping a container other than a seavan or RORO and you check the box for Strict DTR, you will notice that the piece count changes to 1. DTR considers the container to be 1 piece. If you chose not to check the box, the piece count would be equal to the number of TCNs in the container.
- There are other changes to the blocks on the TCMD for various situations using Strict DTR rules. Above were just a couple of examples to show you how fields change on the TCMD according to the DTR.
Once you have finished editing the TCMD, you may select to either Modify, Preview, Print, or Write TCMD Data to File. You can choose to preview the TCMD before printing it out. Include your TCMD printout with the paperwork accompanying your container.
You may also want to write the TCMD data to a file to load into another system that accepts the data, such as GATES. TCMD data is created in an 80 column format.
For more information on how to use the TCMD, please review the latest version of part 2, Appendix M of the DTR (Defense Transportation Regulations). This should be your guideline in determining which codes to use and how to correctly prepare your TCMD.

Data Menu

The best way to understand AMS data is to think of your Online data as the files you have on your desk. They are in plain view and can be seen easily.

Archive data is similar to the files you have placed in a file cabinet. You still have easy access to them but you have to open a drawer to get to them. In this way, the Archive (or Online Archive as it is sometimes called) can be Activated to allow you to look inside or even make changes to the data if needed.

The Archive function was created to help you clean off your desk, so to speak. You have the option of archiving files that are older than 15 or 30 days, for example. You should choose the setting that is best for your site and is based on the amount of volume you have.

The Backup function was created to help you keep your data safe. The only way to keep your data safe is to move a copy of it to another location. This means you can't keep your backups on your AMS machine. The best place to keep backup files is on a network drive that is backed up daily by your IT department. Another option is to write the files to a USB drive, CD/DVD, or other media. If anything happens to your AMS data or your computer's hard drive, you will be able to restore your data easily. You may want to discuss your options with your local IT support.

AMS can also be used to create Permanent Archive Disks. This function was originally used to create monthly floppy disks of old data before deleting it from the AMS database. Many users find that they don't need to delete old records with their current hardware configuration. If you find that you need to delete old data from AMS, please contact our helpdesk support team for assistance in creating backup files before deleting any data.

The best way to ensure that your data is protected and properly maintained is to follow the recommended backup procedure outlined in the next FAQ below.

It is recommended that backup files be created daily for Online data and weekly for Archived data.

The first step is deciding on the means for backup and setting it up in AMS. You may decide to backup to CDs/DVDs, USB drive, diskettes, or a network drive. Your preferred backup storage location will determine your AMS setup. To setup AMS for backups:

Start AMS and select System, then Setup.
Select Miscellaneous Drive / Paths / Settings and click on the Backup / Restore Path.
Select the correct drive and file location for Backup and Restore. For example, if you're using a USB drive or CD, you would select the drive letter for the USB drive or CD drive. If you're using a network drive, you would select the drive letter and directory for your network drive.
Select Save to Disk and Save to Defaults to save your settings.
Select Close.

Now you are ready to Backup. This function extracts data from both the Online Active files and Online Archive files. Additionally, the system setup information is collected. All information collected is compressed into zip files in the location you selected in system setup. In case of a system malfunction, you can use the files for data recovery.

Select the Data menu.
Select the Backup function.
You have the option to Backup the following types of data:
- Online Data – Active AMS data files, system configuration and TCMD footer files.
- Archive Data – AMS data files that have been archived.
Select the type of data you wish to backup by checking one or more of the boxes then click on Backup. When the backup is complete, AMS displays the number of records backed up from each table.
Click on Exit to return to the main menu.

NOTE: It is highly recommended that you create backup files DAILY for your online database and WEEKLY for your archive database.

The Restore function allows you to reinstate previously backed up data to the database on the computer's hard disk. This data is saved using the Data – Backup function.

Select the Data menu.
Select the Restore function.
You have the option of restoring the following types of data:
- Online Data – Active AMS data files.
- Archive Data – AMS data files that have been archived.
- Configuration – AMS setup.
- TCMD Footers – TCMD footer constants.
Select the type of data you wish to restore by checking one or more of the boxes then click on Restore. If you are restoring from external media, you may be prompted to insert the media into the drive. When the restore is complete, AMS displays the number of records restored to each table.
Click on Exit to return to the main menu.

Note: AMS will restore data from the location specified in the system setup. Please see the previous FAQ on how to do this.

In order to recover data, it must have been backed up prior to being deleted. Refer to the FAQ question on “the recommended backup procedure” and “How do I recover data from my backup files?” for instructions on backing up and recovering data.

Note: Any data not saved cannot be restored and is permanently lost.

The Activate/Deactivate Archive function is designed to allow you to search the Archive for data and print reports without making changes to any of the records. This is a good way to view historical data or find the BL # or Date Received for a record you wish to recall from the Archive.

The Recall From Archive function is designed to retrieve records that need to be edited in some way. For example, there may be a tally sheet that was archived before it was closed out. In this instance, it would be appropriate to recall the record and close out the tally sheet. After closing out the tally sheet, run the Archive Records function to re-archive the records.

First, it is important to note that recalling Archive records will do no harm to the AMS database, although you may notice slower network operations. The easiest way to recover from this is to run the Archive Records function. This will re-archive the recalled records and clean out the online database. This should take just a few minutes, depending on the number of records you are archiving.

The Activate/Deactivate Archive function opens or closes the Online or Permanent Archive database. This menu option works as a toggle. Once opened, the archived data is available for searching or reporting. Log information is retained so that quarterly reporting functions can be accomplished.

ACTIVATE:

Select the Data menu.
Select Archive.
Select Activate/Deactivate Archive.
Select either the Online or Permanent archive location and then the OK button.
- If you select Permanent, the system prompts, Insert Archive Disk Into Drive ____. Select OK.
- If you select Online, the online archive files are activated and the system displays: Archive Files In Use on the main screen.
Again, select the Data menu.
Select the Search function.
Follow either Single Field or Multi Field drop-down menus to conduct search.

DEACTIVATE:

Select the Data menu.
Select Archive.
If the archive is activated, only the Activate/Deactivate Archive selection will be available.
Select Activate/Deactivate Archive.

The Change – BL/TCMD function is designed to allow you to correct data entries pertaining to the BL or TCMD numbers.

Select the Data menu.
Select Change.
Select BL/TCMD.
The Change – BL/TCMD appears. A BL/TCMD is highlighted in the From: box. Using the mouse, click on the drop down arrow key. A list of BLs/TCMDs appears. Use the mouse to highlight your selection. The cursor automatically moves to the To: box. Enter the new BL/TCMD and then select OK.
The Select TCNs screen appears. Using the mouse, highlight the TCNs you want to move to the new BL/TCMD number and then select OK. If you want to select all of the TCNs shown, choose the Select All button. If you decide not to move any of the TCNs shown, select the Cancel button.

The Change – TCN function is designed to allow you to correct data entry mistakes pertaining to the TCN.

Select the Data menu.
Select Change.
Select TCN.
The Change TCN screen appears. A TCN is highlighted in the From: box. Using the mouse, point and click on the drop down arrow key. A list of TCNs appears. Use the mouse to highlight the selection, the cursor then automatically moves to the To: box. Enter the new TCN and then select OK.

The Change Document Number function allows you to globally change a document number in the AMS database.

Select the Data menu.
Select the Change function.
Select Document Number.
The Change Document Number screen appears. A document number is highlighted in the From: box. Using the mouse, point and click on the drop down arrow key. A list of document numbers appears. Use the mouse to highlight the selection, the cursor then automatically moves to the To: box. Enter the new document number and then select OK.
The Change Document Number screen appears, notifying you of the changes. Select OK and return to the main menu.

This means that the program that zips and unzips backups is not properly registered on your computer. This doesn't happen very often, but it can be fixed. You must first be logged onto your computer as an administrator.

Open a DOS command prompt.
Change directories to the location of AMSTAC on your computer (example: CD "C:\Program Files\AMSTAC\"). Hit Enter.
Type RegSvr32 dzActx.dll and hit Enter.
Type RegSvr32 duzActx.dll and hit Enter.

Reports Menu

The Reports menu is a central place of common reports throughout the system. Reports that are located under various menus can be found here.

NOTE: This menu is not used for individual record document printing, such as MSLs and 1348s.

The following types of reports are centrally located in the Reports menu:

Activity Report
Receiving
- Receipt Report
- Discrepancy Report
- Shipment Status Report
- Log Report
- Log Summary Report
- Shipment Summary Report
- TK Report
Dispatching
- Dispatched Freight Report
- Undispatched Freight Report
- TK Transactions Report
- Confirmation Delivery Order Report
- Processing Report
- Transfer Point Report
- Issue Packing List
- Issue Report
Shipping
- Multipack Packing List
- Container Manifest
- TCMD
Event Tracking Report
Event Log Report

For more information about these reports, please see the help menu by running AMS and then selecting F1 on your keyboard. Select Reports and then navigate to the section you need for detailed information and instructions.

NOTE: The reports are listed under the same type of headers that they normally are, which makes it easy to find what you're looking for.

Setup Menu

Your AMS login and password is set up by your AMS administrator. Please contact your AMS administrator to obtain this.

Log into AMS and select System and then Edit User.
Enter your new password in the Change Password field and then confirm it in the field below.
Select Save.
A message will appear, telling you that your data has been updated. Click on OK.

Once you have installed AMS-TAC on all of your machines, you can allow them to share data. First, you should set the path for the primary machine to the AMS-TAC directory (normally located on a network drive). To do this, go to System and then select Setup.
Select Installation Setup Activity. Change the installation type to Primary.
Change the data path to point to the AMS-TAC directory (normally located on a network drive).
Close AMS-TAC on this machine and then restart the program. This allows the changes to take effect.
Next, you'll need to point all the workstations to the location of the AMS-TAC directory. On each machine, change the installation type to Secondary under the Installation Setup Activity section.
Change the data path to point to the AMS-TAC directory (normally located on a network drive). This will be the same path that you used for the primary machine.

Start AMS and select System, then Setup.
Select DLA TS.
Click the checkbox next to the field named TK on Read.
Ensure that the other TK settings are correct.
Click on OK.
Select Save to Disk and Save to Defaults to save your settings.
Select Close.

The Reorganize Database option allows you to reconstruct the AMS database. This is used when one of the files becomes corrupted.

Note: Make sure no one else is using the AMS database before running this option.