In Accounting Seed, historical Accounts Receivable (AR) and Accounts Payable (AP) aging reports do not query only live Billing or Payable records. Instead, these reports derive data from the Billing Aging History (for AR) and AP Aging History (for AP) records that are automatically generated by the system and serve as a point-in-time "snapshot" of outstanding balances. They ensure that historical financial data remains static regardless of subsequent payments or adjustments.  

• The Snapshot Generation Process 
• Reporting Requirements and Filtering 
• Recreate Out of the Box Aging Reports 
  • AP Aging Report 
  • AR Aging Report 

The Snapshot Generation Process 

The AP Aging History (APH) and Billing Aging History (BAH) snapshot records are automatically generated when: 

• AR and AP Aging toggles are ‘on’:  from the Accounting Home menu go to Setup > Configurations and click on Enablements. Make sure Enable AR Period Sensitive Aging and Enable AP Period Sensitive Aging are enabled

• Note: If the AR and AP Aging toggles have been set to “on” after periods have already been closed, there is no retrospective snapshot generated for those periods that have concluded. 

and  

• Accounting Periods are Closed or their AR/AP Soft Close checkbox is selected 

The system creates these historical aging records for all Billings or Payables that remained open for that period. APH and BAH records are created for both posted and unposted Billings and Payables. These records show the Amount due, the Days Past Due at the end of that period. 

 Reporting Requirements and Filtering 

Because the system stores snapshots for every closed period, historical reports contain aggregate data spanning the entire history of the organization. To generate an accurate report for a specific point in time, users must apply strict filters to the Accounting Period field from the Aging History records. 

Practical Application: Reconciliation 

To ensure financial integrity, historical aging reports are typically used to reconcile sub-ledgers with the General Ledger. 

Example: An organization operating on a calendar fiscal year seeking to reconcile their August 2025 data must filter the Billing Aging History report specifically for Period 2025-08. The total balance of this filtered report should correspond directly to the AR balance represented on the August 2025 Balance Sheet.
 

Recreate Out of the Box Aging Reports 

AR Aging Report 

When installing Accounting Seed you are provided with out of the box AR and AP Historical aging reports. If you ever need to recreate them, here are the steps for the AR Aging Report: 

1. Create a report for Billings with Billing Aging History and Accounting Period 

2. Set your groups: 

1. 1. Group Rows by Customer and then Billing Number 

1. 1. Group Columns by Age 

3. Add columns such as Amount, Ledger, Billing Date, Due Date, or any other detail that is helpful for your team to see from the billing. 

4. Filter: 

1. 1. Show Me = All Billings 

1. 1. Billing: Created Date = All Time (Remember, our date filtering will come in to play when we filter on the accounting period) 

1. 1. Accounting Period: Accounting Period Name = <PERIOD YOU ARE FILTERING ON> 

1. 1. Amount NOT EQUAL TO $0 (we want all BAH records that showed a balance this period

5. Optional: You might also need to filter by ledger or other data tags your team uses such as variable 

AP Aging Report 

Should you need to create it, here are the steps for the AP Aging Report. 

1. Create a report for ‘Payables with AP Aging History and Accounting Period’ 

2. Set your groups: 

1. 1. Group Rows by Payee and then Payable Name 

1. 1. Group Columns by Age 

3. Add columns such as Amount, Ledger, Issue Date, Due Date, Days Past Due and any other detail that is helpful for your team to see from the Payable. 

4. Filter: 

1. 1. Show Me = All Payables 

1. 1. Payable: Due Date = All Time (Remember, our date filtering will come in to play when we filter on the accounting period) 

1. 1. Amount NOT EQUAL TO $0 (we want all APH records that showed a balance this period. 

1. 1. Accounting Period: Accounting Period Name = <PERIOD YOU ARE FILTERING ON> 

1. 1. Optional: You might also need to filter by ledger or other data tags your team uses such as GL Variable