Custom fields allow you to capture additional information alongside your emissions data in Gaia Carbon Accounting. They can be used to store reference data such as invoice numbers, purchase orders, internal codes, or structured identifiers.
Custom fields are applied consistently across the platform and can be used for filtering, reporting, and exports.
Who can manage custom fields?
Only Admins can create, edit, or deactivate custom fields.
How to add a custom field
Go to Settings
Select Company Settings
Click Custom Fields
Click Add Custom Field
Choose an Entry Type
Enter a Field Name
Select a Field Type
Save your changes
The field will be available immediately.
Entry types
Each custom field must be linked to an entry type. This controls where the field appears in the platform. Available entry types include: Emissions, Project, Supplier, Product, Vehicle, Location, Subsidiary.
Field types
The field type defines how data is captured. Common field types include text fields and composite fields. Once a field is in use, changing its type may be restricted.
Editing or deactivating a field
Use the actions menu next to a field to edit it or mark it as inactive. Inactive fields are hidden from data entry but remain available for historical records.
Composite fields
Composite fields allow you to build a single field made up of multiple structured components. They are useful for capturing standardised references such as purchase orders, cost codes, or internal tracking IDs.
Instead of free-text entry, users select each component in sequence.
How composite fields work
A composite field is made up of ordered components such as Subsidiary, Location, or Project. These components are combined to form a single value.
For example, a purchase order field might be structured as: Subsidiary → Location → Project.
How to create a composite field
Add a new custom field
Select a relevant Entry Type
Enter a Field Name
Set the Field Type to Composite
Choose the components that make up the field
Arrange the components in the correct order
Optionally enable a delimiter between components
Save the field
Component order and structure
The order of components matters. Values are built left to right based on the structure you define. Choose components carefully to ensure the field is consistent and easy to use.
Delimiters
You can choose whether components are separated by a delimiter. This is useful if the composite value needs to match an existing internal format.
Things to be aware of
Composite fields enforce structure and reduce data entry errors. They rely on existing entities being set up correctly (for example, subsidiaries or projects). Changes to the structure of a composite field can affect existing data, so they should be planned carefully.