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Documents from ams.erp the project file for one-off production, with the source instead of searching through screens.

Quotes, bills of materials, routings, revision states and correspondence from ams.erp become searchable in your knowledge base – every answer with the document it comes from. Access is read-only; nothing is changed in ams.erp.

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ams.erp

subject to a feasibility check · database export

Example question

“Which revision state applies to the assembly in job 2024-118?”

1 Answer with source

Connection

How the connection works

An ERP holds a lot of content in the database rather than in folders; how much additionally exists as files varies from company to company. The route is therefore an agreed export: documents and master data are provided on a schedule and transferred to your instance encrypted, over outbound connections only; an existing archive directory can be mirrored as well. We check before we start, with you and your ams.erp support partner, whether and how ams.erp can be connected and whether a more extensive interface is an option – depending on version, customisations and licence. Until then you upload documents: files, whole folders, emails, photos and voice notes.

Once set up, synchronisation runs automatically: new and changed documents from ams.erp are added without anyone having to upload anything.

Set-upWe estimate the scope after the feasibility check and discuss it with you and your ams.erp support partner before anything is set up. The set-up is charged on a time-and-materials basis, agreed in advance.

Documents

Typical content: ams.erp

  • Quotes and order confirmations for the special-purpose machine, including the project costing behind them
  • The growing bill of materials in the states that were actually produced, plus routings and the drawings they refer to
  • Change notices and approvals: what the customer ordered and when, and what was changed in the design as a result
  • Supplier documents for the project – purchase order, order confirmation, mill certificate for the material and inspection certificate
  • Acceptance and commissioning reports, installation reports and the correspondence about the site at the customer’s premises
  • The machine file delivered with the machine: operating instructions, declaration of conformity, risk assessment and spare parts list

Example questions

Questions you might ask your documents

  • “Which revision state applies to the assembly in job 2024-118?”

    1 Answer with source

  • “What did we promise the customer Huber in the quote regarding on-site installation?”

    2 Answer with source

  • “Which bill of materials and which routing belong to this special-purpose machine?”

    3 Answer with source

Start

Before a connection is set up

This connection is set up for you rather than switched on in one click. Every source has its own logins, permissions and folder structure – so before we start, we check with you whether and how it can be connected at your company. Set-up and maintenance are charged on a time-and-materials basis, agreed in advance; the amount depends on the source.

You can also upload files, whole folders, emails, photos and voice notes at any time. In the demo you see the answers using sample documents from your industry; you check them against your own documents in the first weeks after go-live.

Preliminary check

What we check in advance

Before we start, we look at what exists only as a record in your ERP – scheduling, feedback from production, stock levels, post-job costing – and which of it should go into the export recipe. An export is a snapshot at the time of the run, not a live query; for a project that is currently being designed, that makes a difference. From an exported bill of materials you can read which state was built in; why it was changed is in the change notice – we also check whether that exists as a document. Because many companies have customised their ams.erp, we also agree which custom fields and reports need to be named explicitly in the recipe.

FAQ

Frequently asked questions about this connection

We still get service requests today for machines from fifteen years ago. Are those projects included?

That depends on whether the project file for them is still available. The export takes what is in ams.erp today; projects from replaced systems or from the old file server can come across via upload, directory by directory. For a machine that was rebuilt twice, what counts most is which state was last built in – and whether the change notice from back then is available or only today’s bill of materials.

For us, everything revolves around the project number, not the customer. Does that work?

Yes: the system reads project number, customer and date from the document, and the master data export links the project number with customer, machine and serial number. That also makes it possible to ask from the machine’s side and not just from the project’s – handy when service only has a photo of the type plate. The project structure is not rebuilt but read as it is. Before we start, we check whether the links match your master data.

Our ams.erp is customised. What happens at the next release change?

Nothing is changed in the ERP, the export only reads – your customisations remain untouched. If a release change shifts fields or lists, the export recipe is adjusted; that is maintenance, charged on a time-and-materials basis, agreed in advance – not a rebuild. It makes sense to look at the first run after the change together, ideally with the person who looks after the customisations at your company – they know which field is needed for which piece of information.

For some customer projects we have signed non-disclosure agreements. What does that mean for the documents?

The documents sit in a separate instance for your company on servers in Germany; the language model runs in an EU data centre, and your data is not used for training. There is one setting you choose yourself: web search. It has three levels, and at the lowest level, answers come exclusively from your own documents. Within the company, you control access via document types – customer drawings, bills of materials and acceptance reports for design, production and service; quotes and terms for sales and management; a person confirms the document type before release. We are happy to check with you beforehand whether your agreements require anything beyond that.

Industries

Typical for these industries

Integrations

Other integrations

Do you look after this system for clients? For IT service providers and software consultants

Request a demo – with examples for ams.erp

In a 30-minute video call, we use sample documents to show what answers with sources look like. Before we start, we check whether and how ams.erp can be connected at your company.

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