Otaku Haven

# Intent — Vendor, Product, and Supply Chain

Owner: James Whitfield
Last Updated: 2026-04-21

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## Purpose

Produce the vendor management and supply chain documents for Otaku Haven LLC. These documents establish how inventory is sourced, ordered, received, and managed from a vendor relationship perspective. They must be consistent with the inventory SOPs (Intent 4), the accounting policies (Intent 5), and the product categories in the reference data.

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## Constraints

- Product categories must match the reference data exactly.
- PO and receiving processes reference Square for Retail as the inventory management system.
- Accounting integration references Xero.
- Output format: Word (.docx) for agreements and guidelines, Excel (.xlsx) for the Master Vendor List and PO template.
- Output location: `Business Plan/06-Vendor-Supply-Chain/`

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## Dependencies & Files

**Input files:**
- `trail/meta/files/Otaku_Haven_Reference_Data.md` — canonical fact set (product categories, technology stack)
- `trail/meta/files/Otaku_Haven_Document_Checklist.md` — master checklist

**Cross-document dependencies (prior intent deliverables):**
- `Business Plan/04-Operations-SOPs/SOP-007-Inventory-Receiving.docx` — receiving procedures that vendor guidelines must align with
- `Business Plan/04-Operations-SOPs/SOP-011-Vendor-Consignment.docx` — consignment procedures referenced by Consignment Agreements
- `Business Plan/05-Finance-and-Compliance/Inventory-Valuation-Policy.docx` — valuation method that PO and receiving processes must support
- `Business Plan/05-Finance-and-Compliance/Chart-of-Accounts.xlsx` — expense categories for vendor payments

**External dependencies:**
- None.

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## Scope (In Scope)

1. Master Vendor List
2. Purchase Order (PO) Template and Policy
3. Receiving and Quality Control Guidelines
4. Consignment and Local Creator Agreements

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## Out of Scope (Non-Goals)

- Actual vendor contracts or supplier agreements — acquired.
- Negotiating vendor terms.
- Product pricing strategy — covered in the Business Plan.
- Inventory management SOPs — produced in Intent 4.

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## Assumptions

- The Master Vendor List includes 8–12 fictional but realistic vendor entries covering the major product categories.
- Vendor names are fictional. They should sound plausible for anime/manga distribution (e.g., a US-based anime figure distributor, a manga wholesaler, a trading card distributor, an apparel supplier, and a few specialty vendors).
- The PO Template is an Excel workbook with a formatted order form.
- The Consignment Agreement is a template agreement — not a filled-in contract for a specific creator.
- Quality control for anime retail primarily means: checking for shipping damage, verifying correct items and quantities against the PO, and confirming condition of collectible/high-value items.

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## Specifics

### Master Vendor List (.xlsx)

Columns: Vendor Name, Contact Name, Phone, Email, Website, Product Categories Supplied, Payment Terms (Net 30/Net 60/COD/etc.), Minimum Order, Account Number, Notes.

Include 8–12 fictional vendors covering:
- Figures and statues distributor(s)
- Manga/light novel wholesaler
- Apparel supplier
- Accessories/lifestyle products supplier
- Trading card distributor(s) (Pokémon, Yu-Gi-Oh!, Weiss Schwarz)
- Media distributor (Blu-ray, vinyl)
- General anime merchandise distributor
- Local creator consignment (placeholder — filled per creator)

### Purchase Order Template and Policy

Two deliverables:
- **PO Template (.xlsx):** Formatted purchase order with fields for: PO number, date, vendor name/address, ship-to address (store address from reference data), line items (SKU, description, quantity, unit cost, total), subtotal, shipping, tax, total, authorized by, notes.
- **PO Policy (.docx):** Covers: who can create POs (Store Manager, Assistant Manager), approval thresholds (dollar amounts requiring Managing Member approval), PO numbering convention, lead time expectations, receiving process (cross-reference SOP-007), discrepancy handling, and Xero integration for expense tracking.

### Receiving and Quality Control Guidelines (.docx)

Covers: pre-receiving preparation (pull PO for expected delivery), delivery acceptance procedures, item-by-item verification against PO, condition inspection (packaging damage, product defects), handling discrepancies (short shipments, wrong items, damaged goods), documentation requirements, vendor communication for issues, and Square inventory entry upon acceptance.

Must be consistent with SOP-007 (Inventory Receiving). This document provides more detail on the quality control aspect specifically.

### Consignment and Local Creator Agreements (.docx)

A template agreement covering:
- Parties (Otaku Haven LLC and [Creator Name])
- Product description and acceptance criteria
- Pricing (creator sets suggested retail price, store applies standard markup or agreed split)
- Revenue split (e.g., 60/40 store/creator or 70/30 — document the chosen split)
- Payment schedule (monthly, upon sale)
- Inventory tracking (items entered in Square as consignment category)
- Product display and placement
- Liability (risk of loss/damage)
- Term and termination (30-day notice, product return process)
- Intellectual property (creator warrants they own or have rights to the work)

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## Deliverables

1. `Master-Vendor-List.xlsx` — vendor directory with 8–12 entries
2. `PO-Template.xlsx` — formatted purchase order template
3. `PO-Policy.docx` — purchase order policy and procedures
4. `Receiving-QC-Guidelines.docx` — receiving and quality control guidelines
5. `Consignment-Agreement-Template.docx` — local creator consignment agreement template

All deliverables written to `Business Plan/06-Vendor-Supply-Chain/`

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## Acceptance Criteria

1. Master Vendor List includes vendors covering all product categories in the reference data.
2. PO Template includes the store address from reference data as ship-to address.
3. PO Policy references Square for inventory entry and Xero for expense tracking.
4. Receiving Guidelines are consistent with SOP-007 (Inventory Receiving).
5. Consignment Agreement is consistent with SOP-011 (Vendor Consignment).
6. Consignment Agreement specifies a revenue split and documents it clearly.
7. All vendor names are fictional — no real company names.
8. PO Policy specifies approval thresholds consistent with the Cash Management Policy (Intent 5).
9. No document contradicts prior intent deliverables.

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## Notes

This intent produces 5 deliverables (not 4 as listed in the checklist) because the Purchase Order scope splits into a template (.xlsx) and a policy (.docx). The Manager should note this for run planning.

The consignment revenue split chosen here will be referenced by Intent 7's customer-facing communications if the consignment section is mentioned. The Developer should document the chosen split in results.md.