What the documents look like
Returned-goods inspection at the warehouse works on four document groups: the return inbound order, inspection photographs, the grade determination sheet, and the re-listing sheet. The objects are reverse parcels and product grades. This work sits apart from outbound picking and packing for new orders, so the retrieval corpus is built from short-cycle records produced per item and per day rather than from sales-order documents.
The product-data and selection question-answering task turns those materials into a searchable knowledge base, then uses vector models and indexes to answer selection questions. Retrieval returns recall and citations. It does not return authorization. Whether a return inbound order has been reviewed, whether the grade in an inspection photograph record has been approved, and whether a re-listing sheet has taken effect are all checked in their respective business systems. A retrieval hit does not make any of those states true.
Because the four document groups are produced item by item and day by day, the index side faces many short records with narrow field ranges. The return order carries an order number, a product, a return quantity, and a return reason. The grade determination sheet carries a determination number, a link to the return order, an appearance finding, and a grade value. The re-listing sheet is a separate document that does not appear inside the grade sheet.
Constraints at the vector indexes step
Knowledge bases joined for retrieval must use the same vector model. The actual model identifier and the input type are checked before libraries are associated. Original data blocks and indexes are checked separately: one original data block can be associated with several indexes, and index content is compared against original text content on its own. Indexes are built from complete and focused information, and retrieval coverage against index length is weighed with samples rather than assumed.
Image retrieval depends on whether image descriptions or image vectors were generated at ingestion. Uploading a query image does not by itself create an index. When a model or an index is adjusted, the same question set is compared against cited original text. Vector scores alone are not used to promise an outcome.
The optional paths shown in the overall document flow diagram are not all executed on every request. Image retrieval requires an image input and a model that supports it. Re-ranking requires a re-rank model and must be enabled in settings. Semantic recall and relevance scores do not perform permission or entity isolation.
Hypothetical paper exercise sample
The following materials are a hypothetical paper exercise sample used to explain the checking method. They do not represent real records or executed operations.
Return inbound order text: "Return order RT-2026-0417, product is a folding table, returned quantity 2 items, return reason field reads 'customer refused delivery', warehouse inbound date 17 April 2026."
Grade determination sheet text: "Determination sheet PD-2026-0417-02, corresponding return order RT-2026-0417, appearance inspection record reads 'scratch on tabletop', grade field reads 'Grade B', determination signer field is empty."
Draft sentence pending determination: "The folding table on RT-2026-0417 has completed Grade B determination and has been approved for re-listing."
This draft sentence is compared against the grade determination sheet. The grade field does read "Grade B". The determination signer field is empty. The re-listing sheet required for re-listing approval does not appear in this sample material. What can be confirmed is the value written in the grade field. Whether the determination is complete and whether re-listing is approved both remain to be verified.
Configuration and implementation checks
| Configuration or check item | Value or action in this page's sample | Basis and boundary |
|---|---|---|
| Vector model of joined knowledge bases | Record the actual vector model identifier used by the library, and compare it item by item with other libraries to be joined | The document requires joined knowledge bases to use the same vector model |
| Indexes and original data | Build indexes for the return inbound order and the grade determination sheet separately, and check the correspondence between indexes and original text | One data group can map to several vectors; index and original text are checked separately |
| Index content | Build indexes from complete and focused fields, covering return order number, product, and grade value | Shorter and more precise index content raises precision and narrows retrieval coverage accordingly |
| Image index | Check whether inspection photographs generated image descriptions or image vectors at ingestion | Whether an image can be retrieved depends on whether a corresponding index was built at ingestion |
| Search mode | Use full-text search or hybrid search for return order number and determination number queries | Full-text search suits numbers, models, and proper nouns |
| Citation limit and minimum relevance | Hypothetical exercise starting point: citation limit set to a small value in tokens, minimum relevance set to a middle value on the 0-1 scale | The starting point is used for before-and-after comparison on the same question set, not an official default |
Three common errors
- Treating a retrieval hit as an authorization state. The input is the draft sentence "has completed Grade B determination and has been approved for re-listing". The comparison object is the signer field on the grade determination sheet and the presence of a re-listing sheet. The observed result is that the signer field is empty and no re-listing sheet is present. Recalling that determination sheet does not change this gap, and re-listing approval still requires confirmation in the business system.
- Joining libraries that use different vector models. The input is the model identifiers of two libraries. The comparison is whether the two identifiers match. The observed result is that different identifiers fail the same-model joining condition. The identifier difference is recorded and the non-matching library is excluded. No inference is drawn about missed recall or redundant results.
- Treating image retrieval as a capability available from the query side alone. The input is the inspection photograph and a query image. The comparison object is whether an image description or image vector was generated at ingestion. The observed result is that an image retrieval path lacks a basis when no index was generated at ingestion. Uploading a query image does not constitute an index.
How to verify the setup
- Same-model check. The input is the vector model identifier and input type of each library to be joined. The comparison is whether the identifiers match. The observed result is that a matching identifier with a conforming input type satisfies the same-model joining condition. When identifiers differ, the difference is recorded and that library is excluded.
- Draft sentence comparison. The input is the draft sentence "The folding table on RT-2026-0417 has completed Grade B determination and has been approved for re-listing". The comparison object is the grade field and the signer field in the grade determination sheet text. The observed result is that the grade field reads "Grade B", the signer field is empty, and no re-listing sheet is present. The claim that determination is complete and re-listing is approved is therefore unsupported and remains to be verified.
- Empty-result downstream check. The input is a paper citation content array
[]. The comparison is how the downstream node is designed to carry that input. The observed result is that the output path runs through. This check does not assert that any specific query necessarily returns an empty array. - Re-check after index adjustment. The input is the same question set before and after an adjustment. The comparison is whether the cited original text changes. The observed result is a checkable difference in the cited original text. Vector scores themselves are not used as the basis for an outcome promise.