Purchasing Policy – AgroZone Technology Pvt. Ltd.
1. Objective
This policy defines the standard process and authority structure for all purchases made on behalf of AgroZone Technology Pvt. Ltd. It ensures that purchasing is done ethically, transparently, and cost-effectively.
2. Scope
This policy applies to:
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All departments (Operations, Admin, Marketing, Technical, Delivery)
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All employees, interns, and field agents involved in purchasing
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All vendor-related purchases: products, tools, licenses, office material, etc.
Exceptions (handled separately):
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Payroll & Salaries
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Taxes & Compliance
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Government Fees & Utility Bills
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Emergency one-time petty expenses (₹<1,000)
3. General Purchasing Guidelines
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All purchases must be pre-approved by the concerned authority.
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Purchase requests must be made through the official requisition form or portal.
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Comparative quotes must be taken for items above ₹10,000.
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Final vendor selection should be based on:
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Quality
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Cost efficiency
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Delivery timelines
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Vendor credibility
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No personal purchases will be reimbursed unless pre-approved in writing.
4. Purchase Authority Levels
| Purchase Amount | Approval Required From |
|---|---|
| ₹0 – ₹999 | Self (with reporting email) |
| ₹1,000 – ₹9,999 | Team Lead or Project Head |
| ₹10,000 – ₹49,999 | Department Head / Admin Manager |
| ₹50,000 and above | Director / CEO Approval Mandatory |
5. Documentation & Records
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All invoices must be GST compliant (if applicable)
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Proof of delivery (POD) or delivery note must be submitted
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Reimbursements will be processed within 7 working days after submission of documents
6. Preferred Vendors & Contracts
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A vendor database is maintained centrally.
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Repeat purchases should prefer listed or empanelled vendors
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New vendors must submit:
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PAN, GSTIN, Bank Details
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Product/service catalogue
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Reference or Past Clients
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7. Non-Compliance Consequences
Failure to follow this policy may result in:
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Rejection of reimbursement
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Warning letter
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In serious cases, termination of employment
8. Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Employee | Raise purchase requests, maintain integrity |
| Team Lead | Verify need and budget allocation |
| Admin/Accounts | Validate vendor bills, maintain records, process payments |
| Director | Final approval for large-scale or strategic purchases |
9. Review & Amendment
This policy will be reviewed annually or as required.
Last reviewed on: 12th July 2025
Next review due: 1st July 2026
Contact for Clarification
Email: admin@agrozonetedelivery.com
Contact: +91-7823895996
Office: AgroZone HQ, Shegaon
“Smart spending builds smart companies.”
AgroZone ensures every rupee spent adds value, aligns with our mission, and respects accountability.