Accurate purchasing data is essential to measure your Scope 3 emissions under Category 1: Purchased Goods & Services, Food & Drink.
To make the process easier, our AI-powered import tool will help clean and structure your data. Our AI will also try to understand what products you are uploading and calculate the correct weight based on the data you provide. The more relevant information you can include, the more you can support these calculations.
Step 1: Gather Your Purchase Data
To get started, you’ll need purchase records for all food & drink items purchased throughout your full reporting year.
You can normally source this information directly from your purchase orders or supplier invoices, often accessible through your procurement or accounting systems.
Make sure data covers the entire reporting period you’ve set (e.g. 1 Jan–31 Dec).
Data can be uploaded in
.xlsx,.xls, or.csvformat. Our tool will process and convert it as needed.
Our AI tool requires columns that help calculate weight, such as total weight, quantity, or unit columns. If you don’t have exact unit weights for some items, our platform will estimate them, but providing as much detail as possible improves accuracy.
A standard purchase dataset may look something like this:
ID | Supplier | Name | Quantity | Unit | Total Weight |
FD001 | Seafood Direct | Salmon | 16 | kg | 16.65 |
FD002 | Meat & More | Jam | 40 | kg | 40.00 |
FD003 | Local Market | Black Tea | 500 | g | 0.5 |
FD004 | Beverage Co. | Bottled Water | 25.84 | L | 25.84 |
FD005 | Fresh Farms | Carrots | 45 | each | N/A |
Step 2: Upload Your Spreadsheet(s)
Your dataset must cover the entire reporting year, but you can choose how to structure it:
You can upload all data in one file for the full year, or break it down into monthly or quarterly files. For example:
Jan.xlsx → Food items purchased in January.
Feb.xlsx → Food items purchased in February.
You can upload data multiple times, even for the same period, so there’s no need to do it all at once.
If you have a large dataset, we recommend splitting your data into smaller, manageable chunks based on time periods - monthly or quarterly.
Why?
It’s easier to review, clean, and check smaller files.
If any errors occur during an upload, you won’t lose your progress.
You will later be able to filter your data by those same time periods.
To import, upload an .xlsx, .xls, or .csv file containing your food and drink purchase data. The AI tool will guide you through selecting the relevant columns.
Step 3: Map Your Data Columns
Once your file is uploaded, you’ll need to select the correct columns in the platform:
Required Columns:
Name – The product name or description.
Quantity AND/OR Total Weight – Select one or both, depending on what you have available.
Unit – Select if applicable; otherwise, the tool can estimate it.
Optional Columns:
Supplier – Helps with filtering but is not required.
ID – Useful for tracking internal product references.
If your dataset contains additional columns such as cost, don’t worry - we don’t need these. You can simply unselect these to exclude them from the import.
Step 4: Let the AI Tool Process Your Data
Our AI-powered import tool will extract relevant data and convert units to our standard format.
If you uploaded non-standard units (e.g., "each", "case", "pack"), the tool will estimate total weight where possible.
If any required data is missing, such as units for individual items, our platform will attempt to calculate the correct values based on available information.
Once processing is complete, return to review the results.
Step 5: Review & Validate Your Data
Before finalising the upload, our platform will show you rows to check, to ensure that the correct quantity and item weights have been extracted or calculated for each row.
The Quantity, Total weight and Unit columns are taken from your upload, the Items purchased and Item weight columns are the values we will actually record on your report. Highlighted rows indicate an estimated unit weight.
For each row, you should:
Check that the Items purchased and Item weight columns are correct.
If there is an issue with the row, click on it to view and edit the data, or delete the row from the import
Once you are happy with the data, click the Import data button to complete your import.
Step 6: Finalise & Import Your Data
Once you have reviewed and corrected all data, click Import Data to finalize the upload. The system will process the final import and log it under Scope 3 - Food & Drink in your Company Carbon Report.
You can always revisit the data later to make corrections if needed.