{ "schemaVersion": "1.0", "title": "Returns Management System", "lang": "en", "prd": { "oneLiner": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "goal": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "whyNow": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "category": "Business & Commerce system", "platforms": [ "Web" ], "problem": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "solution": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "alternatives": "Email, chat, spreadsheets, and manual ledgers", "differentiator": "Manage intake, processing, and operations data as one connected source of truth.", "targets": [ { "name": "Customer requesting a return or exchange and sales operations practitioner", "role": "Requester and operational user", "needs": "Quickly register needed work and know its status.", "pain": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes." }, { "name": "Returns, logistics, and customer-support operations coordinator", "role": "Operations administrator", "needs": "Manage priority and history and review operations metrics.", "pain": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes." }, { "name": "System and policy administrator", "role": "Operations and security administrator", "needs": "Manage access, policy, and audit history.", "pain": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes." } ], "scenarios": [ { "text": "An operational user registers required work and checks its status.", "start": "P1" }, { "text": "An operator processes queued work and handles exceptions.", "start": "P5" }, { "text": "System and policy administrator reviews policy and access.", "start": "P9" }, { "text": "System and policy administrator reviews audit records and operating metrics.", "start": "P10" } ], "northStar": "Share of operations requests completed on time", "kpis": [ { "name": "On-time processing rate", "target": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "baseline": "Not measured", "method": "Monthly aggregation of state changes against target dates", "refs": [ "F6" ] }, { "name": "Operations visibility", "target": "100% of key work tracked", "baseline": "Not measured", "method": "Share of records connected to reporting", "refs": [ "F11" ] }, { "name": "Auditable operations rate", "target": "100% of key changes retained", "baseline": "Not measured", "method": "Monthly audit-log and change-history review", "refs": [ "F12" ] } ], "inScope": [ "Order, return reason, item condition, exchange, and refund-request registration", "Return number, shipment, inspection, refund, exchange, inventory, and customer-notice history lookup", "Return eligibility validation, return-method selection, receipt inspection, refund or exchange approval, restock, and disposition handling", "Return rate, reason, processing time, refund, exchange, inventory recovery, and returns-cost reporting", "Order, return reason, item condition, exchange, and refund-request registration validation and duplicate prevention", "Search, filter, and history management", "Owner, priority, and SLA management", "Approval and policy review", "Exception, rejection, and reprocessing", "Notifications and subscriptions", "External integration and data synchronization", "Role, permission, and audit management" ], "nonGoals": [ "External customer portal", "Replacing adjacent systems such as accounting or payroll" ], "assumptions": [ "User and organization data are available through company SSO.", "Operators manage policy and classification criteria." ], "risks": [ "Weak initial classification can cause incorrect processing.", "Stale source data can reduce operational trust." ], "openQuestions": [ "What defines urgent processing and approval?", "What are the post-completion verification and reopen rules?" ], "constraints": [ "State, owner, and priority changes require audit logs.", "Access is limited by role.", "Permission, policy, and state changes require audit logs." ] }, "requirements": [ { "id": "R1", "title": "Intake and data quality", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F1", "title": "Order, return reason, item condition, exchange, and refund-request registration", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Order, return reason, item condition, exchange, and refund-request registration core processing rule", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Order, return reason, item condition, exchange, and refund-request registration exception and audit handling", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F2", "title": "Order, return reason, item condition, exchange, and refund-request registration validation and duplicate prevention", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Order, return reason, item condition, exchange, and refund-request registration validation and duplicate prevention core processing rule", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Order, return reason, item condition, exchange, and refund-request registration validation and duplicate prevention exception and audit handling", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R2", "title": "Records and search", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F3", "title": "Return number, shipment, inspection, refund, exchange, inventory, and customer-notice history lookup", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Return number, shipment, inspection, refund, exchange, inventory, and customer-notice history lookup core processing rule", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Return number, shipment, inspection, refund, exchange, inventory, and customer-notice history lookup exception and audit handling", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F4", "title": "Search, filter, and history management", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Search, filter, and history management core processing rule", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Search, filter, and history management exception and audit handling", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R3", "title": "Processing and ownership", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F5", "title": "Return eligibility validation, return-method selection, receipt inspection, refund or exchange approval, restock, and disposition handling", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Return eligibility validation, return-method selection, receipt inspection, refund or exchange approval, restock, and disposition handling core processing rule", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Return eligibility validation, return-method selection, receipt inspection, refund or exchange approval, restock, and disposition handling exception and audit handling", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F6", "title": "Owner, priority, and SLA management", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Owner, priority, and SLA management core processing rule", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Owner, priority, and SLA management exception and audit handling", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R4", "title": "Approval and exceptions", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F7", "title": "Approval and policy review", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Approval and policy review core processing rule", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Approval and policy review exception and audit handling", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F8", "title": "Exception, rejection, and reprocessing", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Exception, rejection, and reprocessing core processing rule", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Exception, rejection, and reprocessing exception and audit handling", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R5", "title": "Notifications and integrations", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F9", "title": "Notifications and subscriptions", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Notifications and subscriptions core processing rule", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Notifications and subscriptions exception and audit handling", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F10", "title": "External integration and data synchronization", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "External integration and data synchronization core processing rule", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "External integration and data synchronization exception and audit handling", "desc": "Connect return intake, eligibility, shipment, inspection, refund or exchange, restock or disposition, customer notices, and reverse-logistics outcomes. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R6", "title": "Insights and controls", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F11", "title": "Return rate, reason, processing time, refund, exchange, inventory recovery, and returns-cost reporting", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Return rate, reason, processing time, refund, exchange, inventory recovery, and returns-cost reporting core processing rule", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Return rate, reason, processing time, refund, exchange, inventory recovery, and returns-cost reporting exception and audit handling", "desc": "Return requests, shipping, inspection, refund or exchange, and inventory status are disconnected, leaving customers without visibility and operators unable to trace loss causes. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F12", "title": "Role, permission, and audit management", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Role, permission, and audit management core processing rule", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Role, permission, and audit management exception and audit handling", "desc": "Reduce return-processing lead time while improving recoverable-inventory yield and the accuracy of customer return-status updates. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] } ], "ia": { "sections": [ { "id": "S1", "title": "Start and intake", "pages": [ { "id": "P1", "title": "Operations home", "type": "top", "surface": "screen", "refs": [], "children": [ { "id": "P2", "title": "Work inbox", "type": "page", "surface": "screen", "refs": [ "F1" ], "children": [ { "id": "P3", "title": "Create work item", "type": "page", "surface": "modal", "refs": [ "F1:0", "F1:1" ], "children": [] }, { "id": "P11", "title": "Input review", "type": "page", "surface": "panel", "refs": [ "F2", "F2:0", "F2:1" ], "children": [] } ] } ] } ] }, { "id": "S2", "title": "Records and work execution", "pages": [ { "id": "P4", "title": "Record detail", "type": "top", "surface": "screen", "refs": [ "F3", "F3:0" ], "children": [ { "id": "P12", "title": "Activity timeline", "type": "page", "surface": "panel", "refs": [ "F3:1" ], "children": [] }, { "id": "P13", "title": "Search and filters", "type": "page", "surface": "drawer", "refs": [ "F4", "F4:0", "F4:1" ], "children": [] } ] }, { "id": "P5", "title": "Processing workspace", "type": "page", "surface": "screen", "refs": [ "F5", "F5:0" ], "children": [ { "id": "P14", "title": "Processing exception", "type": "page", "surface": "drawer", "refs": [ "F5:1" ], "children": [] }, { "id": "P15", "title": "Owner and due date", "type": "page", "surface": "panel", "refs": [ "F6", "F6:0", "F6:1" ], "children": [] } ] } ] }, { "id": "S3", "title": "Review and recovery", "pages": [ { "id": "P6", "title": "Review queue", "type": "top", "surface": "screen", "refs": [ "F7", "F7:0" ], "children": [ { "id": "P16", "title": "Decision detail", "type": "page", "surface": "panel", "refs": [ "F7:1" ], "children": [] }, { "id": "P17", "title": "Reject and reprocess", "type": "page", "surface": "modal", "refs": [ "F8", "F8:0", "F8:1" ], "children": [] } ] } ] }, { "id": "S4", "title": "Notifications and integrations", "pages": [ { "id": "P7", "title": "Notification center", "type": "top", "surface": "screen", "refs": [ "F9", "F9:0" ], "children": [ { "id": "P18", "title": "Subscription settings", "type": "page", "surface": "panel", "refs": [ "F9:1" ], "children": [] } ] }, { "id": "P19", "title": "External integrations", "type": "page", "surface": "screen", "refs": [ "F10", "F10:0" ], "children": [ { "id": "P20", "title": "Synchronization failures", "type": "page", "surface": "drawer", "refs": [ "F10:1" ], "children": [] } ] } ] }, { "id": "S5", "title": "Insights and administration", "pages": [ { "id": "P8", "title": "Operations reports", "type": "top", "surface": "screen", "refs": [ "F11", "F11:0" ], "children": [ { "id": "P21", "title": "Report filters", "type": "page", "surface": "drawer", "refs": [ "F11:1" ], "children": [] } ] }, { "id": "P9", "title": "Policy and access", "type": "page", "surface": "screen", "refs": [ "F12", "F12:0" ], "children": [ { "id": "P10", "title": "Audit history", "type": "page", "surface": "panel", "refs": [ "F12:1" ], "children": [] } ] } ] } ] }, "flow": { "start": "P1", "transitions": [ { "from": "P1", "to": "P2", "label": "View work" }, { "from": "P2", "to": "P3", "ref": "F1" }, { "from": "P3", "to": "P11", "ref": "F2" }, { "from": "P11", "to": "P4", "label": "Open after review" }, { "from": "P4", "to": "P12", "ref": "F3" }, { "from": "P4", "to": "P13", "ref": "F4" }, { "from": "P13", "to": "P4", "label": "Select result" }, { "from": "P4", "to": "P5", "ref": "F5" }, { "from": "P5", "to": "P14", "ref": "F5:1" }, { "from": "P5", "to": "P15", "ref": "F6" }, { "from": "P15", "to": "P6", "label": "Request review" }, { "from": "P6", "to": "P16", "ref": "F7" }, { "from": "P16", "to": "P17", "ref": "F8" }, { "from": "P17", "to": "P5", "label": "Reprocess" }, { "from": "P6", "to": "P7", "ref": "F9" }, { "from": "P7", "to": "P18", "ref": "F9:1" }, { "from": "P7", "to": "P19", "ref": "F10" }, { "from": "P19", "to": "P20", "ref": "F10:1" }, { "from": "P5", "to": "P8", "ref": "F11" }, { "from": "P8", "to": "P21", "ref": "F11:1" }, { "from": "P1", "to": "P9", "ref": "F12" }, { "from": "P9", "to": "P10", "ref": "F12:1" }, { "from": "P8", "to": "P1", "label": "Refresh operations status" } ] } }