Create an aged-report snapshot
A snapshot freezes an aged report exactly as it stands on a chosen day, as a permanent, read-only audit record. The live Aged Receivables and Aged Payables reports show your balances as at any date you pick, but they are worked out from your accounts as they are now — so if something dated in a past month is entered or corrected later, that month's report changes with it. A snapshot is the way to prove what a balance looked like when you closed month-end or handed figures to an auditor.
Before you begin
- Sign in and select your organisation. Snapshots are available on every plan.
- Snapshots are created manually — there is no automatic schedule, so take one whenever you close a period.
- Once saved, a snapshot cannot be edited or deleted. Each is captioned "Read-only audit record".
Live report vs snapshot
| Live report | Snapshot | |
|---|---|---|
| What it shows | Your balances as at the As of Date you pick, from your accounts as they are now | The exact figures frozen when you saved it |
| Changes over time | Yes — whenever anything dated on or before the As of Date is entered or corrected | No — permanently fixed |
| Editable | Not applicable | No — read-only, cannot be deleted |
| Best for | Day-to-day chasing and review | Month-end close, audit evidence |
Save a snapshot
- Open Aged Receivables or Aged Payables and set the As of Date you want to capture.
- Select Save Snapshot on the report toolbar.
- In the Save Audit Snapshot dialog, add an optional Memo (for example "Month-end close" or "Q4 audit"). On Aged Receivables you can also confirm the As of Date here.
- Select Save Snapshot to confirm.
The snapshot is stored with the date, who created it, when, and your memo. It cannot be changed afterwards.
[Screenshot required: The Save Audit Snapshot dialog on the Aged Receivables report]
View your snapshots
Select Snapshots on the report toolbar (or the Snapshots button on the report card on the Reports page) to see the saved list, showing each snapshot's As of Date, Created On, Created By and Memo. Open one with its View action to see the frozen detail, marked "Read-only audit record".
For Aged Payables, each saved snapshot can also be downloaded as PDF or Excel from the snapshots list.
Note: A snapshot records the report in your functional currency as at its date. Later payments, credits or new invoices never change a saved snapshot — that is the whole point of it.