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| documents: |
| - id: retail_001 |
| title: "Stock Check Process" |
| content: > |
| A stock check queries real-time inventory levels for a given product and location. |
| Results include current quantity on hand, reorder threshold, and last updated timestamp. |
| If quantity falls below threshold, an out-of-stock alert is automatically triggered. |
| Stock checks can be initiated manually or scheduled on a recurring basis. |
| tags: [inventory, stock, availability] |
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| - id: retail_002 |
| title: "Supplier Setup and Onboarding" |
| content: > |
| Supplier setup is the process of registering a new vendor in the system before |
| products can be sourced or orders placed. Required fields include legal entity name, |
| tax ID, payment terms, and primary contact. Incomplete supplier records block |
| purchase order creation until all mandatory fields are validated. |
| tags: [supplier, vendor, onboarding] |
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| - id: retail_003 |
| title: "Compliance Reporting" |
| content: > |
| Compliance reports capture a timestamped record of system actions, user decisions, |
| and policy rule evaluations for regulatory and internal audit purposes. |
| Reports are immutable once generated and stored for a minimum of seven years. |
| Access is restricted to users with the Audit role or higher. |
| tags: [compliance, audit, reporting] |
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| - id: retail_004 |
| title: "Feature Flags and Capability Switches" |
| content: > |
| Feature flags (also called capability switches) enable or disable product functionality |
| per client, region, or user segment without a code deployment. |
| Each flag has an owner, an activation scope, and an expiry date to prevent flag debt. |
| Enabling a flag in production requires sign-off from both the product and engineering lead. |
| tags: [feature-flags, configuration, rollout] |
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| - id: retail_005 |
| title: "Product Catalog Management" |
| content: > |
| The product catalog (item registry) is the authoritative source of product attributes |
| including SKU, description, category hierarchy, dimensions, and active status. |
| Catalog updates sync to all downstream systems within 15 minutes via event stream. |
| Deactivated products remain in the catalog as archived records and cannot be reactivated |
| without a manual review. |
| tags: [catalog, products, SKU] |
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| - id: retail_006 |
| title: "Price Update Workflow" |
| content: > |
| Price updates (pricing syncs) must be submitted through the pricing portal and require |
| approval for changes greater than 15% of the current price. |
| Approved changes go live at the next scheduled sync window, which runs every four hours. |
| Emergency price corrections outside the sync window require escalation to the pricing team. |
| tags: [pricing, price-update, workflow] |
|
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| - id: retail_007 |
| title: "Store Configuration" |
| content: > |
| Each store location has a configuration profile (location profile) that defines |
| operating hours, supported payment methods, fulfillment capabilities, and |
| regional compliance rules. Configuration changes take effect at store open |
| on the following business day. Misconfigured stores are flagged in the daily |
| operations health report. |
| tags: [store, configuration, location] |
|
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| - id: retail_008 |
| title: "Low Inventory Alerts" |
| content: > |
| A low inventory signal (out-of-stock alert) fires when a product's on-hand quantity |
| drops below its configured reorder point. Alerts are routed to the responsible |
| category manager and the supplying vendor simultaneously. Unacknowledged alerts |
| escalate to the regional operations lead after 24 hours. |
| tags: [inventory, alerts, stock] |
|
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| - id: retail_009 |
| title: "Purchase Order Creation and Approval" |
| content: > |
| A purchase order is raised against a validated supplier record once a low inventory |
| signal or manual restock request is approved. Orders below the auto-approve threshold |
| are processed immediately; orders above require sign-off from the category manager. |
| Once approved, the order is transmitted to the supplier and a delivery window is |
| confirmed within 48 hours. |
| tags: [purchase-order, procurement, supplier] |
|
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| - id: retail_010 |
| title: "Reorder Point Calculation" |
| content: > |
| The reorder point for a product is calculated as average daily sales multiplied by |
| supplier lead time, plus a configurable safety stock buffer. |
| Reorder points are recalculated automatically every 30 days using rolling sales data. |
| Category managers can override the calculated reorder point with a manual value, |
| which is flagged for review at the next monthly cycle. |
| tags: [inventory, reorder, stock-management] |
|
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| - id: retail_011 |
| title: "Planogram Compliance and Shelf Execution" |
| content: > |
| A planogram defines the exact shelf position, number of facings, and display order |
| for every SKU in a store section. Stores are audited against the current planogram |
| quarterly; deviations are logged in the compliance report and assigned a correction |
| deadline. Repeated non-compliance triggers an escalation to the regional operations lead |
| and may result in a store configuration review. |
| tags: [planogram, compliance, merchandising, shelf] |
|
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| - id: retail_012 |
| title: "Product Substitution and Alternate SKU Policy" |
| content: > |
| When a primary SKU is unavailable, the system can suggest an approved substitute |
| from the same category based on margin, availability, and customer rating. |
| Substitutions must be pre-approved in the item registry and flagged in the |
| availability scan result. Unapproved substitutions are blocked at the point of |
| fulfillment and require category manager sign-off before proceeding. |
| tags: [substitution, SKU, availability, catalog] |
|
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| - id: retail_013 |
| title: "Supplier Performance and Scorecard" |
| content: > |
| Supplier performance is tracked across four dimensions: on-time delivery rate, |
| order fill rate, invoice accuracy, and response time to low inventory signals. |
| Scorecards are generated monthly and shared with the supplier via the merchant |
| onboarding portal. Suppliers falling below the minimum threshold on two or more |
| dimensions for three consecutive months are placed on a performance improvement plan. |
| tags: [supplier, performance, scorecard, vendor] |
|
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| - id: retail_014 |
| title: "Pricing Sync Rollback Procedure" |
| content: > |
| If a pricing sync introduces an erroneous price, the pricing team can initiate a |
| rollback within 30 minutes of the sync window closing. Rollbacks restore the |
| last confirmed price for affected SKUs and generate an audit trail entry. |
| Any orders placed at the incorrect price during the affected window are flagged |
| for manual review and customer communication if required. |
| tags: [pricing, rollback, audit, error-handling] |
|
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| - id: retail_015 |
| title: "New Product Introduction Process" |
| content: > |
| Introducing a new product requires creating a complete item registry entry with |
| all mandatory attributes before the SKU can be included in a purchase order. |
| The product must be assigned to a planogram section and a reorder point configured |
| before the first stock arrives. New products are excluded from availability scans |
| until the first inventory receipt is confirmed in the system. |
| tags: [new-product, catalog, onboarding, SKU] |
|
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| - id: retail_016 |
| title: "Store Operations Health Report" |
| content: > |
| The daily operations health report summarises open low inventory signals, unacknowledged |
| alerts, misconfigured location profiles, and planogram deviations across all stores. |
| It is generated automatically at 06:00 local time and distributed to regional operations |
| leads and category managers. Items unresolved after 48 hours are escalated and highlighted |
| in the following day's report. |
| tags: [operations, health-report, alerts, store] |
|
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| - id: retail_017 |
| title: "Capability Switch Governance" |
| content: > |
| Each capability switch must have a documented owner, a defined activation scope |
| (client, region, or user segment), and a sunset date set at the time of creation. |
| Switches that have passed their sunset date are automatically disabled and logged |
| in the audit trail. Reactivating an expired switch requires a new approval cycle |
| identical to the original enablement process. |
| tags: [feature-flags, governance, configuration] |
|
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| - id: retail_018 |
| title: "Bulk Price Update and Seasonal Pricing" |
| content: > |
| Bulk price updates affecting more than 50 SKUs in a single submission require |
| a two-stage approval: category manager approval followed by finance sign-off. |
| Seasonal pricing campaigns can be scheduled in advance with a defined activation |
| and expiry date, after which prices revert automatically to the standard pricing sync. |
| All bulk updates are recorded in the audit trail with the submitting user and |
| approval timestamps. |
| tags: [pricing, bulk-update, seasonal, approval] |
|
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| - id: retail_019 |
| title: "Inventory Reconciliation" |
| content: > |
| Inventory reconciliation compares the system's recorded on-hand quantity against |
| a physical count or warehouse scan to identify shrinkage, receiving errors, or |
| system discrepancies. Reconciliations are mandatory after every supplier delivery |
| and at month-end close. Discrepancies above the tolerance threshold are escalated |
| to the loss prevention team and logged in the compliance report. |
| tags: [inventory, reconciliation, shrinkage, compliance] |
|
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| - id: retail_020 |
| title: "What the System Can Help With" |
| content: > |
| This assistant answers operational questions about stock and inventory management, |
| supplier setup and performance, product catalog and item registry, pricing workflows, |
| store configuration, planogram compliance, feature flags, and low inventory alerts. |
| It uses only information from the configured knowledge base and will say so clearly |
| if a question falls outside that scope. For questions about specific live stock levels |
| or order status, initiate an availability scan through the operations portal. |
| tags: [capabilities, scope, help, onboarding] |
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