Otaku Haven

# Developer Prompt — Intent 006, Run 2026-04-25-10-00-00

This file contains full production specifications for each deliverable. Read it alongside `tasks.md`.

---

## Product Context

You are producing documents for **Otaku Haven LLC**, a fictional anime retail store.

**Key facts (all canonical — do not invent alternatives):**
- Legal name: Otaku Haven LLC
- Trade name: Otaku Haven
- Address: 2847 S Lamar Blvd, Suite 105, Austin, TX 78704
- Entity type: Texas LLC
- EIN: 84-1234567
- POS / inventory system: Square for Retail
- Accounting system: Xero
- Target opening: June 1, 2026
- Staff: Store Manager (1, salaried $65K/yr), Assistant Manager (1, hourly $20/hr), Key Holder (2, hourly $18/hr), Sales Associate (4, hourly $15/hr)

**Product categories (use exactly as listed):**
- Figures & Statues (action figures, scale figures, Nendoroids, Funko Pop)
- Manga & Light Novels
- Apparel (t-shirts, hoodies, cosplay accessories)
- Accessories (keychains, pins, bags, phone cases)
- Home & Lifestyle (posters, wall scrolls, mugs, blankets)
- Trading Cards (Pokémon TCG, Yu-Gi-Oh!, Weiss Schwarz)
- Media (Blu-ray, vinyl soundtracks)
- Consignment / Local Creator section (fan art prints, handmade items)

---

## Deliverable 1: Master Vendor List

**File:** `Business Plan/06-Vendor-Supply-Chain/Master-Vendor-List.xlsx`

### Columns (exact order)

| Column | Notes |
|---|---|
| Vendor Name | Fictional — must sound plausible for anime/manga distribution (US-based). No real company names. |
| Contact Name | Fictional name |
| Phone | US phone format |
| Email | Fictional email using fictional domain matching vendor name |
| Website | Fictional URL |
| Product Categories Supplied | Use exact category names from the product categories list above |
| Payment Terms | Net 30, Net 60, COD, or other realistic term |
| Minimum Order | Dollar amount |
| Account Number | Alphanumeric account number (fictional) |
| Notes | Optional field — special terms, seasonal restrictions, etc. |

### Vendor Coverage Requirements

Include 8–12 vendors. Every product category must be covered by at least one vendor. Required coverage:

1. **Figures & Statues** — at least one US-based anime figure distributor
2. **Manga & Light Novels** — manga/light novel wholesaler
3. **Apparel** — apparel supplier
4. **Accessories** — accessories/lifestyle products supplier
5. **Home & Lifestyle** — may be combined with Accessories supplier or separate
6. **Trading Cards (Pokémon TCG, Yu-Gi-Oh!, Weiss Schwarz)** — at least one trading card distributor; may need separate vendor per card game if realistic
7. **Media (Blu-ray, vinyl soundtracks)** — media distributor
8. **General anime merchandise** — general distributor covering multiple categories
9. **Consignment / Local Creator** — placeholder row; Account Number: "N/A — Per Agreement"; Notes: "Template entry — completed per creator"

### Formatting

- Header row with bold column names and background fill
- Data rows alternating shading for readability
- Freeze top row
- Sheet tab name: "Master Vendor List"

---

## Deliverable 2A: PO Template

**File:** `Business Plan/06-Vendor-Supply-Chain/PO-Template.xlsx`

### Structure

Single-sheet workbook (sheet tab name: "Purchase Order") formatted as a printable purchase order form.

### Required Fields

**Header section:**
- Company name: Otaku Haven LLC
- Company address: 2847 S Lamar Blvd, Suite 105, Austin, TX 78704
- Phone and email (use: 512-555-0100 and [email protected])
- Label: "PURCHASE ORDER"
- PO Number: [auto-sequence field — label it, leave value as placeholder]
- Date: [date field — leave as placeholder]
- Vendor Name: [text field]
- Vendor Address: [text field — multiple lines]
- Vendor Phone: [field]
- Vendor Email: [field]
- Ship-To: Otaku Haven LLC, 2847 S Lamar Blvd Suite 105, Austin TX 78704 (pre-filled)
- Requested Delivery Date: [field]
- Authorized By: [field]

**Line item table (at least 15 rows):**

| Column | Notes |
|---|---|
| # | Line number |
| SKU | Item SKU or catalog number |
| Description | Item description |
| Qty | Quantity ordered |
| Unit Cost | Cost per unit |
| Line Total | Formula: Qty × Unit Cost |

**Totals section:**
- Subtotal (sum of Line Totals)
- Estimated Shipping
- Tax (if applicable)
- **Total** (bold, prominent)

**Footer:**
- Notes / Special Instructions: [text area]
- Signature line: Authorized By _____________ Date _____________

### Formatting

- Professional layout resembling a standard purchase order form
- Use cell borders, shading, and merged cells for header/footer sections
- Total row in bold with distinct background
- Protect formula cells

---

## Deliverable 2B: PO Policy

**File:** `Business Plan/06-Vendor-Supply-Chain/PO-Policy.docx`

### Document Header

- Title: Purchase Order Policy and Procedures
- Entity: Otaku Haven LLC
- Effective Date: June 1, 2026
- Version: 1.0

### Required Sections

**1. Purpose**
State that this policy governs the creation, approval, and management of purchase orders for all inventory and vendor purchases at Otaku Haven LLC.

**2. Scope**
Applies to all staff with purchasing authority. Covers all vendors in the Master Vendor List and any new vendor relationships.

**3. Authorized PO Creators**
- Store Manager and Assistant Manager may create POs.
- Sales Associates and Key Holders may not create POs.

**4. Approval Thresholds**
Extract the dollar-amount approval thresholds from `Business Plan/05-Finance-and-Compliance/Cash-Management-Policy.docx` and apply them here so that thresholds are consistent. Use those exact values. If the Cash Management Policy defines a threshold for purchases requiring Managing Member approval, that same threshold applies to POs.

**5. PO Numbering Convention**
Define a numbering format. Suggested convention (use this unless Cash-Management-Policy specifies otherwise): `PO-YYYY-NNNN` (e.g., PO-2026-0001). Sequential within calendar year.

**6. Lead Time Expectations**
Define standard lead times for different vendor types (e.g., domestic distributors, specialty importers). Realistic ranges for anime retail: 3–7 business days for domestic distributors, 2–4 weeks for specialty or import vendors.

**7. Receiving Process**
Reference `SOP-007-Inventory-Receiving.docx` for the full receiving procedure. This Policy cross-references that SOP — do not duplicate it. State that all received shipments must be checked against the open PO before items are entered into Square for Retail.

**8. Discrepancy Handling**
Describe what to do when received goods don't match the PO (short shipments, wrong items, damaged goods): document on the Receiving Discrepancy form, notify vendor within 2 business days, hold discrepant items separate from accepted stock, await vendor resolution before closing PO.

**9. Xero Integration**
When a PO is fulfilled and accepted, the Store Manager records the vendor invoice in Xero under the appropriate expense categories from the Chart of Accounts. Reference the relevant accounts from `Business Plan/05-Finance-and-Compliance/Chart-of-Accounts.xlsx` by name (use the exact account names from that file for inventory and cost-of-goods expense lines).

**10. Record Retention**
POs and associated receiving documentation are retained for a minimum of 3 years, consistent with the Record Retention Policy.

---

## Deliverable 3: Receiving and Quality Control Guidelines

**File:** `Business Plan/06-Vendor-Supply-Chain/Receiving-QC-Guidelines.docx`

### Document Header

- Title: Receiving and Quality Control Guidelines
- Entity: Otaku Haven LLC
- Effective Date: June 1, 2026
- Version: 1.0

### Required Sections

**1. Purpose**
These guidelines govern the physical inspection and acceptance of inventory shipments. They supplement SOP-007 (Inventory Receiving) with detailed quality control criteria specific to anime retail products.

**2. Pre-Receiving Preparation**
- Pull the open PO from Square for Retail or the PO log before the delivery arrives.
- Confirm expected delivery date and vendor.
- Ensure a clear receiving area is prepared.

**3. Delivery Acceptance Procedure**
- Inspect outer packaging for visible damage before signing the carrier's delivery receipt.
- If outer cartons show significant damage, note it on the carrier's receipt before signing. Do not refuse delivery unless contents are clearly destroyed.
- Count cartons against the packing slip.

**4. Item-by-Item Verification**
- Open all cartons and verify each item against the PO: SKU, description, quantity.
- Record variances on a Receiving Discrepancy Note (describe the simple form — item, PO qty, received qty, variance).
- For high-value items (figures, statues, limited edition releases): open inner packaging to verify contents.

**5. Condition Inspection by Product Type**

Provide QC criteria for each product type:

- **Figures & Statues / Nendoroids / Funko Pop:** Check outer box for crushing, corner damage, moisture. Open if box shows damage. Inspect for broken parts or paint defects on high-value scale figures.
- **Manga & Light Novels:** Fan through books — check for water damage, torn pages, printing defects. Reject items with significant damage.
- **Apparel:** Verify sizes and styles against PO. Check for fabric defects or printing errors on sample items.
- **Trading Cards:** Verify sealed booster boxes and displays are intact and shrink-wrap is unbroken. Do not accept opened card product.
- **Media (Blu-ray, vinyl):** Check cases for cracks. Verify disc titles against PO. For vinyl, inspect sleeve corners.
- **Accessories / Home & Lifestyle:** Spot-check sample units for defects, missing components, or poor print quality.
- **Consignment items:** Follow SOP-011 (Vendor Consignment) for consignment-specific intake. These items are handled under a separate process.

**6. Discrepancy Documentation and Vendor Communication**
- All discrepancies (short shipments, wrong items, damaged goods) recorded in a Receiving Discrepancy Note.
- Store Manager or Assistant Manager notifies the vendor in writing (email) within 2 business days.
- Discrepant items held in a designated hold area — not shelved and not entered into Square inventory.
- Resolution options: vendor credit, replacement shipment, or return authorization.

**7. Square Inventory Entry**
- Only accepted items (verified and undamaged) are entered into Square for Retail inventory.
- Items entered under the correct SKU, category, and cost (consistent with the inventory valuation method in the Inventory Valuation Policy).
- PO is marked as received in the PO log once all items are accepted or discrepancies are resolved.

**8. Consignment Items**
Consignment items received from local creators follow SOP-011 (Vendor Consignment) and are tracked separately in Square under the Consignment category. These guidelines apply to the physical condition inspection only.

---

## Deliverable 4: Consignment and Local Creator Agreement Template

**File:** `Business Plan/06-Vendor-Supply-Chain/Consignment-Agreement-Template.docx`

### Document Header

- Title: Consignment Agreement
- Entity: Otaku Haven LLC
- Effective Date: June 1, 2026
- Version: 1.0
- Note (in document): "This is a template. Fields in [brackets] are completed per individual creator agreement."

### Required Sections

**Parties**
```
This Consignment Agreement ("Agreement") is entered into as of [Date] between:

Otaku Haven LLC, a Texas limited liability company, located at 2847 S Lamar Blvd,
Suite 105, Austin, TX 78704 ("Store"), and

[Creator Name], located at [Creator Address] ("Creator").
```

**1. Product Description and Acceptance**
- Creator submits a Product List describing all items offered for consignment (description, quantity, suggested retail price per item).
- Store has sole discretion to accept or decline any item.
- Accepted items must be original works created by or licensed to the Creator.
- Store may set minimum quality and presentation standards (items must be cleanly packaged and labeled).

**2. Pricing**
- Creator sets the suggested retail price for each item.
- Store sells items at the suggested retail price unless otherwise agreed in writing.

**3. Revenue Split**
- Choose and use a **60/40 revenue split: 60% to Creator, 40% to Store** on each item sold.
- State this clearly: "For each item sold, Creator receives sixty percent (60%) of the actual retail sale price and Store retains forty percent (40%) as a commission."
- Document this chosen split clearly — it will be referenced in future documents.

**4. Payment Schedule**
- Store tallies consignment sales on a monthly basis (last business day of each month).
- Creator is paid by check or ACH transfer within 15 business days of month-end.
- Payment is accompanied by a monthly sales statement showing items sold, quantity, price, and amount due.

**5. Inventory Tracking**
- Accepted items are entered into Square for Retail under the "Consignment" product category.
- Each item is assigned a unique SKU prefixed "CONS-".
- Store provides Creator with an intake receipt listing accepted items, quantities, and assigned SKUs.

**6. Display and Placement**
- Store determines display location and presentation at its sole discretion.
- Store uses reasonable efforts to display consigned items in the designated local creator section.
- Creator may not rearrange, add to, or remove from the display without Store authorization.

**7. Risk of Loss and Liability**
- Store exercises reasonable care in handling consigned items.
- Store is not liable for loss, damage, or theft beyond reasonable care.
- Creator is encouraged to maintain insurance on high-value items.
- Store carries general liability coverage but does not insure consigned inventory at full replacement value.

**8. Unsold Inventory**
- Creator may request return of unsold items with 30 days' written notice.
- Upon termination of this Agreement, Store returns all unsold items within 30 days.
- Items not retrieved within 60 days of termination may be donated or disposed of at Store's discretion.

**9. Term and Termination**
- This Agreement is month-to-month, commencing on the date signed.
- Either party may terminate with 30 days' written notice.
- Store may terminate immediately if Creator breaches any representation in Section 10.

**10. Intellectual Property**
- Creator warrants that all consigned items are original works or that Creator holds all rights necessary to sell them.
- Creator warrants that no consigned item infringes any third-party intellectual property rights, including rights held by anime studios, publishers, or licensors.
- Creator indemnifies Store against any claim arising from IP infringement related to consigned items.

**11. Governing Law**
- This Agreement is governed by the laws of the State of Texas.
- Venue for any dispute is Travis County, Texas.

**Signature Block**
```
Otaku Haven LLC

By: ________________________________
    James Whitfield, Managing Member

Date: ______________________________


Creator

By: ________________________________
    [Creator Name]

Date: ______________________________
```

---

## Vendor Name Guidelines

All vendor names must be fictional but plausible for US-based anime/manga distribution. Suggested approach: use names that evoke import distribution or Japanese-American trade (e.g., "Pacific Arc Distribution," "Shōgun Import Group," "Midori Wholesale Co."). Do not use real company names. Do not use the names of actual anime distributors (e.g., not "Funimation," "Bandai Namco," "VIZ Media," "Right Stuf").

---

## Notes on Coherence

- The consignment revenue split you choose (60/40 Creator/Store as specified above) must be documented in `results.md` — a future intent will reference it in customer-facing materials.
- All role titles used in policy documents must match the reference data exactly: "Store Manager," "Assistant Manager," "Key Holder," "Sales Associate."
- The store address used everywhere is: **2847 S Lamar Blvd, Suite 105, Austin, TX 78704**.
- Systems referenced: **Square for Retail** (inventory), **Xero** (accounting), **Square Online** (e-commerce — reference only if relevant).