verification/system-scope.md

GameTide: system scope

The source systems GameTide's data is published as, what each one holds, and the order they are built in. Supporting research is in research/.

The data runs from the founding (January 2020) to December 2029. Row counts in this document are for three years of the scale-up (2024 to 2026); the ten-year totals are about 3 times larger.

Guiding principle

As efficient as possible, as complex as needed. The GL and the CRM are robust. Every other system keeps only the tables required for the analysis it must support, and ties to the GL or the CRM.

Architecture

The engine keeps one internal model of the company. Each system below is an export view of that model, with its own IDs and field names, joined back through the crosswalk in the warehouse. This keeps system-shaped MCP access reachable without reworking the engine, and makes the warehouse a by-product.

System list (29 systems)

Each system is named by its function. The first comparable tool listed is the one whose field layout is replicated exactly; the others are comparable tools, so the system is not tied to one vendor. Users of a comparable tool will find the same data under different field names.

#	System	Folder	Comparable tools (first is replicated)	Decision
1	CRM	crm	Salesforce Sales Cloud and Service Cloud; HubSpot; Microsoft Dynamics 365	Replicate, daily detail
2	Quoting	crm	Salesforce standard Quotes; HubSpot Quotes; Dynamics 365 quotes	Inside the CRM
3	Marketing automation	marketing	Salesforce Account Engagement; HubSpot Marketing Hub; Adobe Marketo Engage	Fields on the lead, monthly email totals, attribution summary per lead
4	Website analytics	web_analytics	Google Analytics 4; Adobe Analytics; Matomo	One monthly table; tracking fields on the CRM lead
5	Ad platforms	ads	Google Ads, Meta Ads and LinkedIn Ads, combined	One combined monthly table
6	Sales engagement	none	Outreach; Salesloft; Apollo	No separate files; activities in the CRM
7	Commissions	commissions	CaptivateIQ; Spiff; Xactly	One row per rep per deal
8	E-signature	none	DocuSign; Adobe Acrobat Sign; Dropbox Sign	No separate files; signed date in the CRM
9	Accounting	accounting (from 2023); accounting_qbo (2020 to 2022)	Sage Intacct; Oracle NetSuite. Before 2023: QuickBooks Online	Replicate: GL detail and trial balance, daily lines; QuickBooks reports before the move
10	Billing	none	Sage Intacct invoicing; NetSuite invoicing; QuickBooks invoicing	No separate files; invoices as GL references
11	Payment processing	payments	Stripe; Adyen; Braintree	Payments export, one row per charge attempt
12	AP automation	none	Bill.com; Tipalti; Ramp Bill Pay	No separate files; AP in the GL
13	Expenses and cards	none	Ramp; Brex; Expensify	No separate files; card lines in the GL
14	Sales tax	sales_tax	Avalara; Vertex; TaxJar	Liability report, rate table, exemption certificates
15	Bank and treasury	bank	A commercial bank portal and a lender statement (no vendor)	Bank transactions plus monthly credit facility statement
16	Planning	planning	Anaplan; Workday Adaptive Planning; Pigment	Five plan tables, about 15 versions
17	Equity	equity	Carta; Pulley; Shareworks	Grant list plus SBC in the GL
18	HR	hr	Rippling; Gusto; ADP Workforce Now	Employees plus job and pay history
19	Payroll	payroll	Rippling; Gusto; ADP Workforce Now	Biweekly payroll register
20	Recruiting	recruiting	Greenhouse; Lever; Ashby	Requisitions only
21	Product usage	product_usage	Amplitude; Mixpanel; Heap	Customer by module by month
22	Customer success	customer_success	Gainsight; ChurnZero; Totango	Health scorecard history by customer by month
23	Support	support	Salesforce Service Cloud cases; Zendesk; HubSpot Service Hub	Monthly case summary by account and case type
24	Implementation	implementation	Kantata; Rocketlane; Smartsheet	Projects plus monthly hours
25	Engineering time	engineering_time	Jira with Tempo; Linear; Azure DevOps	Projects plus monthly hours
26	Cloud hosting	cloud_costs	AWS Cost Explorer; Google Cloud Billing; Azure Cost Management	Monthly by service and environment
27	Hardware	inventory	Sage Intacct inventory; NetSuite inventory; Fishbowl	Inventory activity, installed base, returns
28	Warehouse	warehouse	The integration layer (built by the engine; no vendor)	Thin: crosswalk, reference tables, snapshots, definitions, ARR bridge
29	Software and AI spend	software_spend	Zylo; Vendr; Productiv; plus AI admin consoles	Contracts, license usage, AI usage. Internal use only

"none" means the system has no files of its own; its data is absorbed into another system. Vendor names describe the shape of the data only; GameTide's data is not any vendor's product.

When each system starts

GameTide adopts its systems as it grows, so each folder starts in the month the system is set up (setting S). A system's files appear every month from then on, with the same columns; there are no files for the months before. Data entered before a system existed is not back-filled, with one exception: the CRM holds the first opportunities, created from July 2020.

From	Folders
January 2020 (the founding)	accounting_qbo (QuickBooks Online, to December 2022), bank, cloud_costs, warehouse
March 2020 (first payroll, after the pre-seed round)	hr, payroll, equity
July 2020	crm, engineering_time
January 2021 (first customers)	payments
March 2021	support
July 2021	product_usage
January 2022	marketing, web_analytics, ads, commissions, sales_tax, recruiting
January 2023	accounting (Sage Intacct), planning, customer_success, implementation, inventory
July 2023	software_spend

Activity before a system existed still happened and is in the ledger: commissions were paid through payroll from 2021, sales tax was charged and remitted from the first taxable invoice, and hardware stock was kept in QuickBooks items from March 2022.

File naming

• One folder per month, named by its month-end date (2024-01-31/, 2024-02-29/), then one folder per system inside it, named by function (the Folder column above), never by vendor.
• File name = system prefix + the replicated tool's own table or object name + the month-end date, in lowercase with underscores: Salesforce OpportunityLineItem for January 2024 is 2024-01-31/crm/crm_opportunity_line_item_2024-01-31.csv. The prefix keeps files unambiguous when loaded together.
• Two kinds of file. Activity files (GL lines, payments, payroll, stage changes, job changes, events) hold only that month's rows, so stacking months gives the full history with no duplicates. Status files (accounts, opportunities, contracts and lines, employees, ARR by customer, trial balance) hold every record as it stood on the month-end date, with one extra last column, as_of_date.
• Identical columns every month, in the same order; one table per file; one header row; UTF-8 CSV; dates as YYYY-MM-DD (report-style CRM files use US dates as Salesforce reports do); money as the replicated tool exports it, with the unit stated in the data dictionary.
• Columns inside each file match the replicated tool exactly (for example StageName, CloseDate, ARR__c), apart from as_of_date.
• Report-style exports sit in a reports/ subfolder with report in the name: crm/reports/crm_report_accounts_with_arr_2024-01-31.csv. They use field labels and local date formats.
• Each month folder has manifest_YYYY-MM-DD.csv (every file, row count, checksum) and month_in_review_YYYY-MM-DD.md.
• SQLite: one file holding all 120 months, gametide_YYYY-MM-DD.sqlite (named by the latest month-end). Table names equal file names without the date and .csv.
• Two published layouts from one build, released at once: by month (as above) for GitHub Releases (one release with a zip per month folder plus the SQLite file) and Kaggle (one dataset holding every month); and by table (crm_opportunity/crm_opportunity_2024-01-31.csv and so on) for Hugging Face, with each table as a dataset config and Parquet copies alongside the CSVs. File names, columns and contents are identical in both. A corrected build is published as a new versioned release.
• The "with issues" version uses the same names under its own top-level folder.

System detail

Tier 1: robust, daily

1 and 2. CRM (layout replicated: Salesforce Sales Cloud and Service Cloud, standard Quotes)

• Objects: Lead, Account, Contact, OpportunityContactRole, Opportunity, OpportunityHistory, OpportunityFieldHistory, OpportunityLineItem, Product2, Pricebook2, PricebookEntry, Quote, QuoteLineItem, ServiceContract, ContractLineItem, Asset, Campaign, CampaignMember, Task, Event, User, UserRole, Territory, Quota, forecast submissions, Partner, Competitor.
• Subscriptions live in service contracts. A renewal is a new service contract linked to the previous one; RootServiceContractId points to the first contract in the chain. ARR__c on the Account is filled from active contract lines.
• Contract movements are raw facts, not labels. One contract line per team, module or seat block per contract year, with its own dates, quantity and price. Multi-year escalators show as a new line for each contract year at the higher price. Mid-term expansions add co-termed lines. Decommissions end a line early or leave it out of the renewal. Downgrades and seat reductions show as a renewal line with a cheaper tier or lower quantity. Product swaps end one line and start another on the same date, linked through ParentContractLineItemId. Reactivations are new contracts more than 90 days after the last one ended. The CRM does not label ARR bridge categories; the warehouse does (system 28).
• Every reduction carries a reason. End_Reason__c on each contract line and service contract that ends early or is not renewed, and Loss_Reason__c on Closed Lost opportunities, from one shared list (assumptions B19). Termination_Type__c on the service contract separates customer cancellation, termination for convenience or non-appropriation, and termination for non-payment (policy 25).
• Opportunity Type: New Business, Expansion, Renewal and Contraction (mid-term downsells).
• Account hierarchies: district to high school; university to athletic department to team; league to club.
• Marketing fields on the Lead (from systems 3 and 4): score, grade, MQL date, GA4 client ID, UTM source, medium, campaign, landing page.
• Signed_Date__c on the opportunity and service contract (system 8). Sequence-tool activities appear as tasks with a subtype (system 6).
• Named reports published as report-style exports: Accounts with ARR, Service Contracts with Contract Line Items, Opportunities, pipeline reports, marketing reports (lead funnel, campaign performance and ROI, influenced and sourced pipeline).
• Realism rules in "What shaped like Salesforce means" below.

9. Accounting (layout replicated: Sage Intacct). See research/intacct-gl.md.

• Outputs: GL detail export with Intacct GLDETAIL-style column names; monthly trial balance (optionally by department); reference lists for the chart of accounts and dimensions.
• Dimensions: department, location (headquarters only), customer, vendor, employee, item (product line), project.
• No separate invoice, bill or schedule tables. Each invoice, payment, credit memo, vendor bill, AP payment, card transaction and tax line is one GL line with its document number, customer or vendor, and due date. Payments and credits reference the document they apply to, so AR and AP aging can be rebuilt from the GL. Monthly schedule entries (revenue recognition, depreciation, prepaid amortization, capitalized commissions, capitalized software) appear as GL lines carrying their references (customer, asset, employee, project).
• Journals: GJ (general), ARJ (receivables), APJ (payables), CMJ (cash management), PYRJ (payroll), EEJ (employee expenses), RRJ (revenue recognition).
• Grain: revenue recognition posts per customer per month; other monthly journals post by department.
• Revenue: invoices credit deferred revenue; a monthly RRJ entry moves it to revenue. A contract asset account handles escalator straight-lining.
• Statistical accounts: headcount, ARR, customer count.
• Close: books closed through each month-end; year-end audit adjustments as flagged adjusting entries; accrual book only.

9 (2020 to 2022). Accounting before the move (layout replicated: QuickBooks Online reports and lists, folder accounting_qbo)

• Outputs: the General Ledger report with the columns QuickBooks offers (Transaction ID, Date, Transaction Type, Num, Adj, Name, Customer, Vendor, Employee, Class, Product/Service, Memo/Description, Account, Split, Debit, Credit, Due Date, Create Date); the Trial Balance report; A/R Aging Detail; Invoices and Received Payments; lists of accounts, classes, customers, vendors, employees and products and services.
• What differs from Intacct: accounts are named, not numbered, with QuickBooks account types and parent:child names; departments are classes; customers, vendors and employees carry QuickBooks IDs and unique display names; transactions are typed (Invoice, Payment, Credit Memo, Bill, Bill Payment (Check), Check, Deposit, Transfer, Expense, Credit Card Payment, Sales Tax Payment, Journal Entry) instead of journals; there are no statistical accounts; income and expense close into Retained Earnings automatically each January. Legal, audit and consulting share one QuickBooks account (Legal and Professional Services) that Intacct splits into three.
• The move (E38): QuickBooks closes at December 31, 2022. The Intacct ledger opens with one conversion journal dated that day (reference CONV-QBO-2022): every balance, with open invoices, deferred revenue and open bills carried document by document. The warehouse crosswalks map every QuickBooks account, class, customer, vendor and employee to its Intacct ID, so a user can read the ten years as one ledger. Checks MIG-01 to MIG-04 prove the Intacct opening equals the QuickBooks close.

Tier 2: lean, at the detail the GL needs

#	System	Tables and fields
7	Commissions (CaptivateIQ)	One row per rep per credited deal: deal type, commissionable base, rate, accelerator flag, commission amount, payout month, capitalize flag and amortization months, clawback. Quotas live in Salesforce. Feeds payroll and the capitalized commission balance in the GL. Plan design (about 10% of first-year ARR on new, lower on expansion and renewal, accelerators above 100%, 6-month clawback) is general practice, Ritesh to verify.
11	Payment processing (Stripe)	Payments export, one row per charge attempt, with Stripe column names (id, Created date (UTC), Amount, Amount Refunded, Currency, Status, Fee, Customer ID, Customer Email, Description, card brand, decline reason, disputed amount). Covers card autopay, card payments on invoices, and a few small clubs paying by Stripe ACH Direct Debit. Direct ACH, wire and check payments never touch Stripe. Payouts summed from the export land in GL cash. About 7,000 to 9,000 rows.
15	Bank and treasury	Bank transactions for the operating and payroll accounts, one row per transaction: posted date, description, amount, debit or credit, type, reference, running balance (about 5,000 to 8,000 a year). Monthly credit facility statement: opening balance, draws, repayments, interest, closing balance, available credit, covenant test. Ties to GL cash after reconciling items.
16	Planning (Anaplan)	Anaplan-style exports (one column per dimension: Version, Time, Account, Department; one value column). Five tables: P&L plan; headcount plan by planned position; ARR and bookings plan by segment; driver assumptions; monthly cash plan summary. Each year a board budget, three reforecasts and a long-range plan, about 15 versions. Never overwritten.
17	Equity (Carta)	One row per grant (about 200): employee, grant date, type, options, strike, fair value, vesting start and schedule (4 years, 1-year cliff), vested, forfeited, exercised. SBC expense posts monthly to the GL by department. No cap table of investors; the three funding rounds are in the GL (preferred stock, 3015).
18	HR (Rippling)	Employees (one row per person, including contractors): ID, fictional name, hire date, termination date, type and reason, employment type. Job and pay history (one row per change): effective date, event, title, level, department, cost center, manager, base salary, bonus target, commission plan.
19	Payroll (Rippling)	Register, one row per employee per biweekly pay run (about 12,000 rows): run type, earnings, employee withholdings, net pay, employer taxes and benefits. One PYRJ journal per run by department; month-end accrual reversed; three-paycheck months occur.

Tier 3: monthly or summary tables

#	System	One row per	Main fields
3	Marketing automation (Account Engagement)	campaign and month; lead (lifetime summary)	sends, opens, clicks; first touch, last touch, touch count, visit count. Score, grade and MQL date sit on the Salesforce lead.
4	Website analytics (GA4)	channel, source/medium and month	sessions, total users, new users, engaged sessions, key events (form fills, demo requests), attributed and unattributed key events. Form fills tie roughly to Salesforce leads by source.
5	Ad platforms	platform, campaign and month	spend, impressions, clicks, platform-reported conversions. Campaign name matches the UTM campaign and the Salesforce campaign; spend ties to the GL paid media account with a billing timing difference.
14	Sales tax (Avalara)	state and month (about 1,800 rows); jurisdiction and effective period (rate table); exemption certificate	Liability report: gross, exempt, nontaxable and taxable sales, tax rate, tax collected; ties to GL sales tax payable. Rate table: jurisdiction, combined rate, what is taxable (subscriptions, hardware), effective from and to dates. Exemption certificates: customer, state, certificate ID, issue and expiry dates. Simplified rules: subscriptions taxed in the 22 jurisdictions in the company profile, hardware taxed everywhere, tax-exempt buyers exempt, one combined rate per jurisdiction.
20	Recruiting (Greenhouse)	requisition (about 200)	role, department, plan position (links to Anaplan), new or backfill, opened, target start, status, filled date, start date, hired employee ID (links to Rippling), candidates, offers made and declined, source, agency fee.
21	Product usage (Amplitude)	customer, module and month (about 40,000 to 50,000)	licensed seats (from contract lines) and active users, sessions, active days, video hours, games and practices logged, athletes tracked, reports and scouting views, active devices, app version and error rate.
22	Customer success (Gainsight)	customer and month (about 16,000)	CSM, health score and color, components (usage, support, engagement, payment, each built from existing data), risk flag and type, renewal likelihood, NPS when surveyed. Churn reasons live in Salesforce.
23	Support (Salesforce cases)	account, case type and month	cases opened, closed and open at month-end, priority mix, average first response and resolution hours, SLA breaches, escalations, CSAT.
24	Implementation (Kantata)	project (about 600); project, role and month	project type, billing type, contract value, estimated hours, dates, go-live, status, delay reason; hours, billable hours, cost. Drives fixed-fee services revenue (policy 18).
25	Engineering time (Jira with Tempo)	project; employee, project and month	product area, phase, capitalizable flag, go-live, status; hours. Drives capitalized software (policy 15).
26	Cloud hosting (AWS Cost Explorer)	service, environment and month	usage quantity and unit, cost before discounts, commitment discount, net cost. Production to cost of revenue, staging and development to R&D.
27	Hardware (Intacct inventory)	SKU and month; customer, SKU and month; return	inventory activity in units and value; installed base; returns with serial number, failure code, outcome, warranty, cost. Ties to GL inventory, hardware COGS and the warranty reserve.
29	Software and AI spend	contract (about 50 to 70); tool, department and month; employee, AI tool and month	contract terms, seats, price, renewal dates; seats purchased, assigned, active, cost; requests, input and output tokens, model tier, usage cost. Internal use only; the product's own AI use is assumed unlimited with no token cost. Contract invoices are AP bills in the GL.

Covered inside Salesforce or the GL (no separate system)

#	System	Where its data lives
6	Sales engagement	Salesforce tasks with a sequence subtype
8	E-signature	Signed_Date__c in Salesforce
10	Billing	Invoices from Intacct as GL lines; billing schedule from service contracts
12	AP automation	Vendor bills and payments as GL lines; vendor list carries category, terms, 1099 flag
13	Expenses and cards	One EEJ GL line per card transaction or reimbursement (employee, department, merchant, account); about 4,000 to 6,000 a year

28. Integration layer (thin warehouse)

• ID crosswalk: one customer ID mapped to its Salesforce, Intacct, QuickBooks, Stripe, Gainsight and Amplitude IDs; the same for employees and products. Written by the engine as IDs are created. The QuickBooks-to-Intacct crosswalks for GL accounts, departments (QuickBooks classes) and vendors join the 2020 to 2022 ledger to the Intacct years.
• Shared reference tables: customer, employee, product, department, GL account, calendar.
• Month-end snapshots: ARR by customer with the bridge category and reason for each movement, each linked to the contract lines behind it (the answer key for building an ARR bridge from the CRM); pipeline; AR aging; deferred revenue; headcount.
• Metric definitions (matching the policies doc) and the data dictionary.
• Acceptance tests check that warehouse numbers equal numbers rebuilt from the raw system exports. The warehouse is the answer key for users who build their own.
• No BI tool; Power BI templates stay deferred.

What "shaped like Salesforce" means

See research/salesforce-crm.md.

• IDs use Salesforce's object prefixes: 001 Account, 003 Contact, 005 User, 006 Opportunity, 00Q Lead, 00T Task, 00U Event, 00k OpportunityLineItem, 701 Campaign, 810 ServiceContract, 811 ContractLineItem, 01t Product2. 18-character IDs in object exports, 15-character in report exports.
• Standard field names and system fields: Id, Name, OwnerId, CreatedDate, CreatedById, LastModifiedDate, LastModifiedById, SystemModstamp, IsDeleted, RecordTypeId.
• Standard picklists (StageName, ForecastCategoryName, LeadSource, Type, Status), with a SaaS-style stage list and opportunity types New Business, Expansion, Renewal.
• Custom fields carry the __c suffix: ARR__c, Segment__c, Sport__c, Customer_Since__c, Churn_Date__c, Next_Renewal_Date__c, Signed_Date__c, Loss_Reason__c, End_Reason__c, Termination_Type__c.
• Opportunity Amount is total contract value; ARR__c carries the FP&A metric (policies doc CRM convention).
• History objects behave like Salesforce's: one row per change, with old and new value, date and user. Built-in fields such as PushCount and LastStageChangeDate are populated.
• Two export styles: object exports shaped like Data Loader (API names, 18-character IDs, ISO dates) and named reports shaped like report exports (field labels, local date format).
• Clean in v1.0, but realistic behavior: lost deals, slipped close dates, stale opportunities closed out at quarter end, reassigned owners.

Expense structure (feeds the chart of accounts)

• Cost of revenue: hosting (production); league data royalties and third-party data; payment processing fees; hardware cost of goods, freight and warranty; support and professional services salaries and benefits; amortization of capitalized software; customer-facing software tools.
• Sales and marketing: salaries, benefits and commissions (commissions amortized); paid media; events and trade shows (coaching clinics, athletic director conferences); sponsorships, content and design, marketing software; partner and referral fees; sales tools; travel and entertainment.
• Research and development: salaries and benefits net of capitalized software; contractors; development tools; non-production hosting; test devices.
• General and administrative: finance, people, legal and executive salaries and benefits; audit and tax fees; legal fees; insurance (general liability, cyber, directors and officers); recruiting fees and job boards; rent and facilities; office and supplies; business software; bank fees; bad debt expense (allowance movement).
• Shared across departments: payroll taxes, benefits, stock-based compensation, depreciation, IT and facilities allocations, software and AI tools (by owning department), travel, training.
• Below operating income: interest on the credit facility, interest income, income tax provision (minimal, given losses).

Build order

Phase B build order, once Phase A is signed off (steps 1 to 11 are built; 12 follows Ritesh's review). The work ran in four passes: the core systems (CRM, accounting, payments, HR, payroll, warehouse), the revenue-side systems, the cost and operations systems, then the answer key, layouts and verification package:

1. Dimensions and the crosswalk
2. CRM: accounts, leads, pipeline, activities
3. Service contracts and subscriptions
4. Billing, cash and AR in the GL
5. Revenue recognition
6. HR, payroll, commissions, equity
7. AP, expenses, hosting, software, other costs
8. GL posting and close, trial balance
9. Tier 3 monthly systems
10. Planning versions
11. Warehouse snapshots and acceptance tests
12. The "with issues" variant, only after everything ties (deferred 2026-10-20).