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

Recent changes:
Enhancement Done