What the documents look like
Semi-managed sellers maintain overseas stock and complete shipments, so procurement cost sheets, overseas warehouse stock tables, and platform fulfillment orders all enter the knowledge base alongside product declaration forms and price declarations. The field structures of these materials differ. A declaration form records attributes and compliance information at the product level. A price declaration uses a price period and currency as key fields. A fulfillment order uses an order number, shipping warehouse, and logistics trace as key fields. Daily and per-order updates mean the same product can sit in different states across materials, so each chunk needs to retain the identity and version that allow it to be traced back to the source text.
Constraints at the document chunking step
Chunking follows the structure of each material. Conditional clauses, scope of application, and the fields they constrain stay in the same chunk. One set of source data can map to multiple vector indexes, and the source data and its indexes are recorded separately. When hybrid retrieval is used, semantic recall and full-text recall results are merged through RRF and then reordered by ReRank. The minimum relevance threshold takes effect only under semantic retrieval or when result reranking is enabled. Retrieval does not perform authorization checks, and a similarity score does not distinguish supplier, store, or order ownership. Full-text retrieval suits numbers and model codes, while natural-language descriptions suit semantic retrieval.
Configuration and implementation checks
Hypothetical drill sample: on 10 March 2025 a seller uploads an Overseas Stock Table whose header contains "warehouse code, SKU, available quantity, update date," with three body lines: "Warehouse code US-W1; SKU A-1001; available quantity 120; update date 2025-03-09." A separate Price Declaration records "SKU A-1001; price period 2025-03-01 to 2025-03-31; declared price 9.99 USD." The draft sentence to be judged is: "SKU A-1001 was available for shipment of 120 units at warehouse US-W1 on 10 March 2025."
| Configuration or check item | Value or practice for this page | Note |
|---|---|---|
| Chunking basis | Split by header fields and record rows | Keep fields and values in the same chunk |
| Reference cap | Hypothetical trial starting point of 3000 tokens | Used to compare whether reference content covers fields across values |
| Minimum relevance | Hypothetical trial starting point of 0.3 | Takes effect only under semantic retrieval or result reranking |
| Retrieval mode | Full-text or hybrid for code-type queries | Semantic retrieval for natural-language queries |
| Post-update review | Check training and index status after upload | A successful upload is not evidence that retrieval has updated |
| Authorization boundary | Retrieval results are not used to decide supplier or store permissions | Permission decisions require a separate system implementation |
Three common errors
- Splitting the header from the record rows so that "available quantity" loses its SKU. Check: input the Overseas Stock Table text above, compare whether each chunk after splitting contains both the SKU and quantity fields, and observe whether a query for "A-1001" returns a chunk carrying the quantity.
- Treating a retrieval hit as confirmation of supplier authorization. Check: input the draft sentence, compare whether the returned content contains any authorization field, and observe whether supplier or store permission information appears; when it does not appear, record this as an evidence gap.
- Assuming the index has updated immediately after upload. Check: input the same SKU query, compare the returned chunks before and after upload, and observe whether the returned content reflects the new version; when it does not, record it as pending review.
How to verify the setup
- Verification one: input the three body lines of the Overseas Stock Table, compare whether the chunking result keeps "warehouse code, SKU, available quantity, update date" in the same chunk, and observe whether a query for "A-1001" returns a chunk containing 120 and US-W1.
- Verification two: input the draft sentence "SKU A-1001 was available for shipment of 120 units at warehouse US-W1 on 10 March 2025," compare the Overseas Stock Table update date of 2025-03-09 with the draft sentence date of 2025-03-10, and observe whether the quantity can be confirmed as still valid on 10 March. The two materials alone cannot confirm this, so record it as pending verification.
- Verification three: input an empty-reference control, meaning a paper input of
[]checked against the downstream design, compare whether the downstream handles it as an empty result, and observe whether any reference content appears. No claim is made that a fictional-rule query necessarily returns[]. Libraries using different vector models cannot be associated together; first check the library identifier and exclude those that do not match, record the actual observation, and do not infer missed recall or redundant results.