Capture emissions data from Continia Document Capture
- 7 min.
If you have Continia Document Capture also installed along with Continia Sustainability, you can benefit from a seamless transfer of emissions data. From the Document Journal page, you can quickly configure links between G/L accounts and environmental accounts. Then the relevant emission data is captured at the point of posting a document, and this data flows through to the environmental journals. A further benefit of this integration is that you can quickly review the source documents for environmental data, directly from the environmental journals.
Set up template fields in Document Capture
Once you install Continia Sustainability, Document Capture will create new Template Fields available for you to use in the Document Journal. These template fields can be added to templates in the Document Journal so that you can link data from documents to environmental accounts at the point of posting.
- First, from the Role Center navigate to the Document Journal via the Ready to Register Cue, and select a document.
- From the Template menu, use the Add Template Fields action.
- Select the Continia Sustainability fields that you want to add at the point of posting the document. Usually, you would add all the available sustainability related fields. Template fields can be added as header fields, line fields or both. If you are adding emission data to document lines, you must add the template fields as line fields.
Add emission data to document header fields
With the new template fields added, you can enter environmental account and emissions details in the Document Header FastTab. You should use this method if you are not specifying emissions data on specific document line items.
If you set up G/L Accounts with linked environmental account and emission unit details, the Recognize Fields action will populate the environmental fields from the details in the G/L Account Card. You can learn about linking G/L accounts with environmental accounts in the unit Capture emissions data through purchase invoices.
Important
Make sure you enter a quantity or measurement in the Total Emission Quantity field before posting the document, so that this information can be imported into the relevant Environmental Journal.
Add emission data to document lines
When a document includes a range of items with different emission data, you can handle this with the line translation functionality in the Document Card. When you use this method, you should not also specify emissions data on the document header in the Document Journal.
If you set up Inventory Items with linked environmental account and emission unit details, the line translation will automatically populate the environmental fields from the details in the Item Card. You can learn about linking inventory items with environmental accounts in the unit Import emissions data from inventory items.
Important
On document lines, the field for Total Emission Quantity can be left at zero if the item card is already set up with weight or volume values. When the emissions data for these lines is imported into the environmental journals, the emission quantity is calculated from the line quantity and the item weight or volume. If you specify a total emission quantity on the document line, this value will be used instead of any value in the item card weight or volume fields.
View emissions data for posted documents
Once you have posted a document using Document Capture, the related emissions data is available to import into the Environmental Journals.
From the Environmental Journals page, simply use the Import Data action. You can also use this action for individual Environmental Journals.
The column for kg CO2e shows the total emissions data. Environmental journal lines for electricity can also show emissions data for Market-based electricity calculations.
You can follow the linked entry in the kg CO2e field to view the detailed Emission Calculation page.
View original source document from an environmental journal
In an Environmental Journal, the Source Record column will show which Purchase Invoice was the original source for the data, and you can follow the linked entry in this field to see the original source document processed with Document Capture.
Scenario
Cronus is using Continia Document Capture as well as Continia Sustainability. Ester the bookkeeper needs to process two purchase invoices that have been received and have related emissions data.
Ester needs to:
- Setup Document Capture templates with environmental account and emission data fields
- Post an invoice using emissions data on the document header
- Post an invoice using emissions data on the document lines
- Review the emissions data and source document in the environmental journals
More resources
Continia Sustainability and Document Capture (Continia Docs article)