Amazon Tracker - BALCO

Amazon Tracker – BALCO is an internal enterprise application designed to bring structured governance, visibility, and compliance to all purchases made through Amazon.in within BALCO. The application digitizes and tracks the complete procurement lifecycle — starting from NFA (Need for Approval) initiation, moving through Purchase Request creation, HOD approvals, Buyer order placement, and finally Order tracking and closure. By replacing unstructured email‑based approvals and manual follow‑ups, the application ensures that every Amazon purchase is authorized, traceable, auditable, and fully visible to all stakeholders. Complete Purchase Lifecycle 1️⃣ NFA (Need for Approval) Initiation The process begins with the user initiating an NFA, capturing: Business justification Requirement details Budget reference Department and cost center The NFA ensures that the purchase need is formally acknowledged before spending is incurred. 2️⃣ Purchase Request Creation Once the NFA is approved, the user creates a Purchase Request in the system, attaching: Amazon item description or link Quantity Estimated price Delivery location This step converts the approved requirement into a structured procurement request. 3️⃣ HOD Approval Workflow The Purchase Request is automatically routed to the Head of Department (HOD) for approval. HOD actions include: ✅ Approve the request ❌ Reject with remarks 🔁 Send back for corrections The approval flow is completely digital, eliminating manual follow‑ups and ensuring accountability. 4️⃣ Buyer Assignment After HOD approval, the request is forwarded to the Buyer / Procurement Team. At this stage: Buyer receives all approved details No re‑work or clarification emails are required The request is ready for execution 5️⃣ Amazon Order Placement The Buyer places the order on Amazon.in based on the approved request. The Buyer updates key order details in the system, such as: Amazon Order ID Order date Seller information Expected delivery date Invoice reference (if applicable) This links the external Amazon order back to the internal procurement system. 6️⃣ End‑to‑End Order Tracking The application tracks the entire order lifecycle, including: Order placed Order shipped Out for delivery Delivered Closed All stakeholders — user, HOD, buyer, and finance — can monitor the real‑time status without manual communication. 7️⃣ Audit Trail & Reporting Every transaction is automatically logged, providing: Complete approval history User and buyer actions Timeline of events Delivery confirmation This makes the application highly valuable for: Internal audits Compliance reviews Procurement analysis Spend tracking by department Key Benefits ✅ Controlled Procurement Ensures Amazon purchases follow organizational approval policies ✅ Complete Transparency Real‑time visibility for users, HODs, buyers, and finance teams ✅ Improved Compliance Every purchase has a documented approval and action trail ✅ Operational Efficiency Eliminates email‑based workflows and repeated follow‑ups ✅ Audit‑Ready System Strong traceability for internal and external audits