Documentation

Phase 1 — Prior Checks

Before any calculation, the system verifies that the line is eligible:

• The document date is not earlier than the company's carbon lock date
• The line is a real accounting line (not a title or note)
• The line is not manually locked
• The document is in draft state — posted documents are not automatically recalculated

If any of these conditions is not met, the line remains without a CO2 equivalent calculation.

Phase 2 — Emission Factor Selection

This is the most complex phase. The system must determine which factor to use.

2a. Determine the direction (inbound or outbound)

2b. Find a factor in the priority chain

The system goes through this list and stops as soon as it finds a valid factor:

1. Vendor : does this vendor have a configured factor for this product?(purchases only)
2. Product : does the product (variant) have an associated factor?(ignored on miscellaneous journal entries when the account is a current liability — depreciation case)
3. Product template : does the product template have a configured factor?
4. Product vendor partners : does one of the vendors referenced on the product have a configured factor?(purchases only)
5. Product category : does the product category have a configured factor?
6. Parent category : recursive traversal up the category tree to the root category
7. Customer : does the customer have a default factor?(sales only)
8. Accounting account : does the account have an equivalence factor?(e.g. 'electricity' account)
9. Company : the company's default factor as a last resort

If no valid factor is found, the accounting line remains without emissions.

2c. Distributions

By default, a source is linked to a single factor, but it is possible to configure a distribution across multiple factors (e.g. 60% natural gas + 40% electricity). The percentages must total exactly 100%.

Phase 3 — Data Preparation

Before the calculation, the system prepares the values:

• Factor date: among all historical values of the factor, takes the one in effect on the invoice date (or the oldest if no past value exists)
• Amount: if the line has a discount, the amount is restored to the pre-discount price
• Currency (monetary factors only): the amount is converted at the invoice date exchange rate if the factor is in a different currency
• Unit (physical factors only): the quantity is converted to the factor's unit; if the factor is by weight and the product is in units, the unit weight of the product must be set

Phase 4 — Calculation and Storage

Emissions calculation

• Monetary factor: Emissions = factor × amount
• Physical factor: Emissions = factor × quantity

Example — vendor invoice for electricity:

• Account 'Electricity': factor = 0.057 kg CO2/€ (no product or vendor configured → the account takes over)
• Line amount: €1,200 excl. VAT with a 10% discount → amount restored to €1,333
• Result: 1,333 × 0.057 = 76 kg CO2

Example — purchase of goods in kg:

• Product 'Steel': factor = 1.85 kg CO2/kg (physical factor)
• Quantity: 500 kg, factor unit: kg → no conversion needed
• Result: 500 × 1.85 = 925 kg CO2

Uncertainty — The result is accompanied by an uncertainty value combining the factor's uncertainty and the uncertainty of the entered data (configurable per line, with a default value at company level).

Negative lines (credit notes and refunds) — Emissions are sign-reversed to reflect the cancellation of previously recorded emissions.

Analytical distribution — In this case, emissions are distributed proportionally across analytical entries.

Principle

When a fixed asset is created, it automatically inherits the carbon from the acquisition entry (the purchase invoice for the asset). This total carbon is then progressively distributed at each depreciation entry, proportionally to the depreciated amount.

How it works

Home-to-Work Travel

The calculation of emissions related to daily home-to-work commuting is fully automated and runs as a monthly scheduled task.

How it works

• The employee enters their weekly distance in km by transport mode and selects the emission factor from a provided list.
• The system calculates: Weekly distance × 4 weeks × Factor = Monthly emissions

Example:

• Distance: 50 km/week by car
• Over a month: 50 × 4 = 200 km
• Factor: 0.2 kg CO2/km
• Result: 40 kg CO2/month

Available Factors

The list is filtered: only travel factors configured at company level, expressed in kilometres, and with a defined carbon value are shown.

Remote Work

The calculation of emissions related to remote work is fully automated and runs as a monthly scheduled task.

How it works

The system reads each employee's weekly schedule and counts the number of days they work from home. This number is then multiplied by an emission factor configured at company level.

Example:

• Employee with 3 remote working days per week
• Company factor: 0.3 kg CO2/day
• Result: 3 × 0.3 × 4 = 3.6 kg CO2/month

Employee without a configured schedule

If an employee has no work location defined in their schedule, the system automatically applies the average number of remote working days calculated across all employees with an active schedule.

Required company-level configuration

• An emission factor expressed per remote working day
• A dedicated accounting journal
• A dedicated accounting account
• The monthly scheduled task enabled

Schedule modification

In the context of a remote work schedule modification, the weekly commuting distances must be manually adjusted.