Overview:

A leading organization required an efficient system to manage and streamline the dealer redemption process across multiple locations. The existing manual or semi-automated methods led to inefficiencies, delays, and a lack of transparency in fulfilling scheme benefits. To address these challenges, the organization implemented BSTracker Portal—a web-based system designed to integrate all key stakeholders, including the Head Office, Third-Party Shippers, and Depots.

Challenges:

  • Lack of a centralized system for managing various schemes and their associated documentation.
  • Inefficiencies in purchase order generation and vendor coordination.
  • Delays in tracking gift item receipts and dispatches.
  • Limited visibility into consignment tracking and pending dispatches.
  • Ineffective inventory management at depots and third-party locations.
  • Lack of streamlined dealer qualification and redemption processes.
  • Absence of an automated issue resolution mechanism.

Solution:

BSTracker Portal was developed and deployed as a comprehensive, web-based system to digitize and integrate the entire redemption process. The system was designed to facilitate seamless communication and tracking across various actors in the distribution network.

Key Features & Functionalities

  • Scheme Repository: Centralized storage of all scheme-related documents, including purchase orders and dispatch records.
  • Automated Purchase Order Management: Enables easy generation and printing of purchase orders for vendors.
  • Gift Item Receipt Tracking: Third-party agencies can log received items against raised purchase orders.
  • Dispatch Advice Generation: Enables depots to receive dispatch instructions via preferred courier services.
  • Consignment Tracking: Real-time updates on consignment numbers and dispatch dates.
  • Depot Acknowledgements: Depots confirm receipt of goods to maintain transparency.
  • Dealer-Level Dispatch Management: System generates dispatch advice and dealer letters for shipments.
  • Pending Dispatch Tracking: Automated tracking of unfulfilled dispatches.
  • Inventory Management: Provides a clear overview of inventory status at all locations.
  • Dealer Acknowledgement Updates: Allows dealers to confirm the receipt of dispatched gifts.
  • Efficient Redemption Workflow: End-to-end tracking from dealer qualification to final fulfillment.
  • Enhanced Data Gathering & Reporting: Real-time MIS reports for better decision-making and workflow efficiency.
  • Issue Tracker: Digital logging and resolution of issues across locations through system interactions.

Benefits

  • Increased Efficiency: Automated processes reduced manual intervention, ensuring faster execution.
  • Improved Transparency: Real-time tracking enabled better visibility into scheme fulfillment.
  • Reduced Errors: Systematic inventory and order tracking minimized losses and discrepancies.
  • Faster Turnaround Times: Streamlined processes ensured timely delivery of scheme benefits.
  • Data-Driven Decision Making: Enhanced MIS reports provided actionable insights for improved strategy planning.
  • Enhanced Communication: Seamless integration across stakeholders reduced delays and misunderstandings.
  • Quicker Issue Resolution: The issue tracker allowed rapid problem identification and resolution.