Overview
This guide covers how to process machines inventory data using the Advanced module: from aligning on client requirements and methodology, to running the analysis template, exporting results, and reviewing data quality.
Key use cases
Processing machines inventory data for a reporting year (GHG Protocol or BEGES methodology)
Rebaselining historical data with updated emission factors
1. Align with client requirements
Before processing, check whether the client has specific requests that may affect the analysis.
Custom or supplier-specific emission factors (outside Greenly's database):
The client must have paid for their integration, and the custom EFs must have been validated by the R& M team.
These EFs must be added to the EF Manager as company-specific EFs before you can retrieve their IDs.
Choose the right module based on the client's reporting methodology:-GHG Protocol module — standard option for most clients.BEGES module — use when the client reports under the French BEGES standard. This version includes an additional tab for leased machines.
2. Process the data
⚠️ If working on a multi-year account, check the Rebaselining section below before starting.
Processing is done manually using the Advanced module. Follow these three steps.
Step 1: Data collection
The client fills in a data collection template adapted to their methodology (GHG Protocol or BEGES). The template captures two types of information:
General machine information: machine family (selected from an ERA-defined list), site, and other descriptive fields.
Technical details: machine type, weight, motorisation type, and year of purchase.
At least one of machine type or weight must be filled in:If the weight is unknown, a benchmark based on the machine type is used.
If the weight is provided, the machine type still helps select the most accurate emission factor.
Motorisation type matters because emission factors (in kgCO2e/kg) differ by motorisation. Year of purchase allows excluding equipment that has already been fully amortized.
Step 2: Data analysis Analysis files: -EN-FR
Copy the analysis template into the client's folder, then set up the configuration fields at the top of the sheet.
Once configured, emissions are calculated automatically. Check that no machine flagged as "Should be included = Yes" has a red warning — these indicate a missing or invalid input that must be corrected before proceeding.
Common import errors to watch for:
The worksheet name in the data collection file does not match the name expected by the import formula.
"Purchase year" is entered as a full date instead of a year only (e.g.,
2020-01-01instead of2020).Required fields left empty.
Step 3: Data export Go to the"To platform" tab, download it as a CSV, and import the data through Admeenly using the standard process.
Rebaselining
Rebaselining applies the latest emission factors to the base year to enable year-on-year emission comparisons.
Before starting:
Check if a similar analysis exists for previous years.
Confirm with the deal owner / client whether rebaselining is planned.
Ensure module consistency across years — avoid mixing the Advanced Machines Inventory module with a different module format for the same category between the base year and the current year.
⚠️ Do not proceed with rebaselining without aligning with the deal owner/client on specifics (custom EFs, EF exclusions, PC overrides, etc.)
Manual rebaselining: Use only when the dataset to rebaseline is very small. Re-upload the data using the latest version of the analysis file. Aim to harmonize categorization across years as much as possible.
3. Review the data
After uploading, go to the "2. Review" section:
Duplicate expenses: Review items flagged as potential duplicates (shown as XX [TO UPDATE]). Flag those linked to activity data already uploaded in the module.
Data Quality checks: Review any activity data that deviates from expectations. If no checks appear, everything is valid. Otherwise, review and correct as needed.
FAQs
The client uses BEGES — does the process differ?
The overall process is the same. The only difference is that the BEGES template includes an additional tab for leased machines. Make sure to select the BEGES module in Greenly when uploading.
A machine is flagged with a red warning in the analysis template — what should I do?
A red warning on a machine marked "Should be included = Yes" means a required field is missing or invalid. Go back to the data collection file, correct the affected entry (check machine type, weight, year of purchase format), and reload the data in the analysis template.
The client doesn't know the exact weight of some machines — can we still process?
Yes. If the weight is unknown, the analysis template uses a benchmark based on the machine type selected. The machine type alone is sufficient to calculate an emission estimate, though providing the actual weight will improve accuracy.