Otaku Haven

# Run: run-2026-04-25-20-10-23
# Purpose: Produce all 11 Operations SOPs for Otaku Haven

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## SOP-003 Forward References

*Complete after producing SOP-003-Cash-Handling.docx.*

**Starting cash float amount:**
$250

**Variance thresholds:**
- Acceptable variance (no action required): ± $5
- Manager notification required: > $10
- Investigation required: > $25

**Deposit frequency and method:**
Once per business day after close using a sealed deposit bag stored in the safe and completed through a bank night-drop run by the Store Manager or Assistant Manager on the next banking day.

**Safe access — roles with access:**
Store Manager and Assistant Manager have full safe access; a Key Holder acting as closing manager may place a sealed bag into the drop slot only and may not access stored contents.

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## SOP-005 Forward References

*Complete after producing SOP-005-Returns-Exchanges.docx.*

**Return window:**
30 days from purchase date

**Receipt requirement:**
Required for refunds to the original payment method; without a receipt, exchange or store credit only with manager approval and Square verification.

**Accepted refund methods:**
Original payment method, store credit, exchange

**Condition requirements for return eligibility:**
Item must be in resalable condition with original packaging, tags, inserts, and included parts; apparel must be unworn and unwashed with tags attached.

**Items not eligible for return (full list):**
- Opened trading-card packs, boxes, or starter products
- Opened blind-box collectibles
- Digital codes
- Gift cards
- Clearance or final-sale merchandise
- Consignment or local-creator items unless a Store Manager confirms store error or verified defect
- Worn apparel or cosplay accessories, or apparel missing tags
- Opened media unless defective

**Exchange-only scenarios (items not eligible for refund):**
- Opened media that is verified defective may be exchanged for the same title when replacement stock is available
- Eligible apparel size or variant swaps may be handled as exchange transactions when the item remains unworn with tags attached

**Manager override scenarios and authorization level:**
- Key Holder or Assistant Manager: no-receipt exchange or store credit for unopened, verifiable items valued at $50 or less
- Assistant Manager or Store Manager: receipt-backed exceptions up to 7 days outside the return window for clearly resalable items
- Store Manager only: consignment merchandise, clearance/final-sale exceptions, late defect claims, or confirmed store-error corrections after same-day close

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## SOP-011 Forward References

*Complete after producing SOP-011-Vendor-Consignment.docx.*

**Consignment split:**
Creator: 60% / Store: 40%

**Reporting period:**
Monthly

**Creator payment schedule:**
ACH or check within 15 days after the close of each reporting month

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## Assumptions Made During Production

*Document all non-obvious decisions here with rationale.*

| SOP | Assumption | Rationale |
|-----|------------|-----------|
| SOP-001 | Opening staff arrive 30 minutes before posted open, with extra prep time added only for resets, deliveries, or events. | Fits the required 30–45 minute opening window without adding unsupported daily labor assumptions. |
| SOP-003 | Mid-day cash pull threshold set at $500 cash-on-hand. | Reasonable cash-exposure control for a small specialty retailer with one active drawer. |
| SOP-004 | Discretionary discount authority set at 5% Sales Associate, 10% Key Holder, 15% Assistant Manager, and Store Manager approval above 15%. | Provides clear escalation while protecting gross margin in a specialty retail environment. |
| SOP-005 | No-receipt requests are limited to exchange or store credit with manager approval and Square verification. | Balances customer service with fraud prevention and inventory control. |
| SOP-007 | Weekly rotating cycle counts include figures and trading cards every week, with all remaining categories touched at least monthly. | Aligns count frequency to higher-risk categories without assuming dedicated inventory staff. |
| SOP-007 | Inventory discrepancy investigation threshold set at 2 units or $50 retail value, or repeated mismatch on the same SKU. | Creates a concrete trigger for shrink review in a small-format store. |
| SOP-008 / SOP-009 | Locked-case threshold for figures set at $100 or more. | Operationally realistic control for premium collectibles and consistent across merchandising and loss prevention SOPs. |
| SOP-009 | Camera footage review limited to Store Manager, Owner, or Assistant Manager when directed. | Supports controlled evidence handling without inventing a broader security team. |
| SOP-009 | Bag checks may be used only respectfully and consistently when directed by management. | Provides an internal-control measure while avoiding an overly aggressive unsupported policy. |
| SOP-010 | First aid kit location set near the back office or manager station; no dedicated in-store AED is assumed. | Matches task guidance and avoids inventing equipment not present in reference data. |
| SOP-010 | First aid kit inspection scheduled for the first business Monday of each month. | Creates a clear recurring inspection cadence using existing store leadership. |
| SOP-011 | Poor-sales removal trigger set at 90 days without sale activity and creator removal notice set at 14 days. | Gives a workable small-shop consignment cadence without creating a full consignment system. |
| SOP-007 | Financial-Model.xlsx did not identify an explicit inventory valuation method, so SOP-007 focuses on operational receiving and count controls rather than naming an accounting valuation convention. | Avoids inventing a finance policy not supported by the provided source files. |

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## Coherence Flags

*If any conflict was detected between reference data and a prior deliverable,
document it here. Do not silently resolve. Leave blank if none.*

| Flag | Document A | Document B | Conflict Description | Action Taken |
|------|-----------|-----------|---------------------|--------------|
|      |           |           |                     |              |

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## Deviations from Tasks

*If any task was not completed as specified, document the reason here.*

| Task | Deviation | Reason |
|------|-----------|--------|
|      |           |        |

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## Deliverables Produced

*Check off each file after verifying it exists in `Business Plan/04-Operations-SOPs/`.*

- [x] SOP-001-Store-Opening.docx
- [x] SOP-002-Store-Closing.docx
- [x] SOP-003-Cash-Handling.docx
- [x] SOP-004-POS-Usage.docx
- [x] SOP-005-Returns-Exchanges.docx
- [x] SOP-006-Customer-Service.docx
- [x] SOP-007-Inventory-Receiving.docx
- [x] SOP-008-Visual-Merchandising.docx
- [x] SOP-009-Loss-Prevention.docx
- [x] SOP-010-Safety-Emergency.docx
- [x] SOP-011-Vendor-Consignment.docx