Setting up locations

A system administrator can create, edit, and delete a location.

About this task

Locations are buildings, properties, assets, or sites in an organization. An organization can have multiple locations. Locations can also describe a virtual collection of account data.

When you create a location, you associate it with a country and a region.

Note: The region that you select when you create a location determines the emission factors that are applied to the location. Emission calculations relate to the region in which your data is captured. Therefore, your decision on which locations to create and the region selected for each location is important for accurate emission reporting.

To be included in enterprise reporting, each location must be a member of at least one classification group. You must specify the percentage of the location to include in the classification group, where the default is 100%.

If you have an image of the location, such as a floor plan, you can upload it as an attachment to the location.

When you close a location by using the Close Location action from the Locations grid, the closed date cascades to all active accounts and meters in the location. If an account or meter is already closed, the closed date of the account or meter is not updated.

Note:

If a system administrator adds a Closed On Date to the location from the Location Settings page, the account is not closed.
To close a location so that it no longer reports into reporting groups, update the group memberships of the location to reflect the appropriate Effect To.

Note: If you are capturing spend data for Scope 3 emission calculations, the best practice is to create a location with Location type set to Supplier for every country in which your suppliers are based. Then, you capture or upload spend data to accounts in the relevant location. The emissions factors that are associated with the region of the location are applied.

Example:

You create a location called Canada Suppliers and you upload the cost of administrative services for the supplier ABC Company, which is based in Canada, to an account in the Canada Suppliers location.

It is also best practice to configure an account per supplier and to specify the supplier name, such as ABC Company, in the Supplier field. However, your decision depends on how many suppliers you have per country.

You can also create a new location by copying a similar location and then editing it, as required.

Procedure

From the main menu, click Manage > Locations to open the Locations grid.
Click Create New.
Specify the type of location. If none are appropriate, select Other. Select Supplier if the location represents a supplier.
Assign a name to the location. The name must be unique to the location. The name must be 100 characters or less.
Select the country that the location is in. The country determines the regions that are available and determines the local currency of the location.
Select a region. Note: If Region is left blank, it is shown as Earth and some features will not work in the platform, the most significant being that emissions will not be calculated correctly.
Optional: Assign an ID to the location.
Optional: Assign a reference number.
Optional: Assign a location reference.
Optional: Add notes as reference information.
Select a classification group.
Set the reporting percentage for the classification group.
Optional: Set effective dates for the location.
Click Save.
Optional: To attach an image to a location, select the location in the Locations grid.
1. Click to open the Preview panel.
2. In the Attachments section, click Add.
3. Browse to upload the file.
4. Click Save.

What to do next

After you create locations, run the Extract for Locations report to verify that the updates are consistent with the configuration of other locations in the organization.