The most important file maintenance function of the CAIMS is performed by the asset reporters. This function is accomplished through the submission of Ammunition Transaction Reports (ATRs). An ATR should be submitted for any action that affects the on-hand quantity of conventional ammunition (e.g., issues, receipts, expenditures, and inventory gains or losses). Any stock adjustment exceeding 1 percent of assets should be justified with an appropriate explanation.

To minimize the reporting burden of the fleet, you should submit ammunition transaction reports only to SPCC, which will serve as the central repository for this information. All requests for Navy ammunition data will be fulfilled by SPCC (based upon CNO approval). Information addressees on fleet ATRs will beheld to the minimum required for operational reasons, except that fleet commanders will be information addressees on all transaction reports,

Each reporting activity is responsible for the accuracy of CAIMS data for its particular unit. Inventory managers have a responsibility for ensuring the accuracy of CONUS assets listed in the CAIMS. Fleet logistic agents have a responsibility for ensuring the accuracy of listed fleet assets. All CAIMS users have an obligation to pursue apparent errors in the CAIMS database and ensure their correction whenever possible.

It is important to recognize that fleet support for ammunition is directly related to the timeliness and accuracy of fleet transaction reporting into the CAIMS. Accuracy in this reporting process cannot be overemphasized.

The CAIMS data base is updated daily. Insofar as possible, transaction reports must be submitted on an as-occurring basis within 24 hours of the transaction. A report should not be delayed several days to justify or correct discrepancies. Prompt reporting should be accomplished and followed by a corrected report, if required.

A simple checkbook procedure is used for fleet reporting in an effort to minimize errors. Each transaction begins by reporting the opening balance, which must agree with the last reported closing balance. If it does not, an error message is sent to the reporting activity. Reconciliations are accomplished by message on an exception basis. Reconciliation procedures provide that a reconciliation transaction report, to confirm on-hand balances, should be submitted by the ship or unit for items having no activity in a 6-month period. All asset balances in CAIMS should be reconciled at least every 6 months.

As described before, reports of ammunition transactions form the basis for the maintenance of the CAIMS data file, which, in turn, is the sole source of asset and expenditure information for ammunition logistics management. The high cost and limited availability of many munitions create a need at all levels of command for continuous, intensive, and careful management of ammunition. This can only be accomplished if the CAIMS data file is current and reliable. Therefore, it is extremely important for individual ATRs to be accurately prepared and forwarded in a timely manner. ATRs are normally forwarded by routine message-NOT by NAVGRAM or naval letter.

The ATR is prepared in a prescribed message format and transmitted electrically. The message report consists of 7 paragraphs, Paragraphs 1 through 5 identify the number of transactions being reported, the serial number of the report, the UIC of the reporting activity, the action class code (ACT) of the reporting activity, and the date of the transaction, respectively. Paragraph 6 provides specific information on the type of transaction, type of material, quantity of material involved in the transaction(s), on-hand assets of the material, and other data pertinent to the transaction. This section may contain one or more lines. Each line corresponds to a single transaction involving one type of material. All reportable transactions should be included in this paragraph whether or not the items are included in paragraph 7 of the report. Paragraph 7 is for remarks concerning weapon serial numbers and other explanatory data, as required. Figure 13-10 shows a typical ART, reporting the receipt of ammunition from a shore activity.

Figure 13-10.-ATR showing receipt from a shore activity.

Again, detailed reporting procedures, report format, and requisitioning procedures are provided in CINCLANTFLTINST 8010.4 and COMNAV-LOGPACINST 8015.1. Dependent upon which fleet you are operating with, these instructions are the primary directives used in submitting ATRs.