CountServa · CountServa: Accounting and ERP Manual

Auditor, Document and Auto Email Notifications

VYROX Wiki · Updated 23 September 2026 · https://www.vyrox.com/wiki/countserva-notification-settings

The notification settings in CountServa control every email the system sends for your company. Auditor Notifications emails your team when your external auditor acts on a shared query letter, and holds replies to the auditor for approval. Document Notifications emails a summary and PDF whenever a new document such as an invoice or expense claim is created. Auto Email is the master list of every automatic email, with one Auto Send switch each. They are used by owners and finance managers who want oversight without checking the app all day.

Before You Start

You need the company Owner or manager role, or a role with write rights on Setup. Read-only roles do not see these menu items.
Company email must be configured, or nothing can be delivered. Each screen shows a Mail Server status tile.
The screens are under Settings: Auditor Notifications, Document Notifications and Auto Email.

Status Tiles

Each notification screen opens with status tiles:

Tile	Meaning
Notifications	Whether this notification type is switched on.
Mail Server	Whether email can be delivered, and the address it sends as.
Waiting to Send	Emails queued and not yet delivered.
Automatic Retry	Whether the background sender is running.

If some emails could not be delivered, a panel offers Try These Again.

Document Notifications

Choose Which Documents Send an Email

Go to Settings > Document Notifications.
Under What Sends an Email, tick the document kinds you want to hear about. They are grouped as Staff, Sales, Purchases and Company.
Press Save Which Kinds.

Group	Document Kinds
Staff	Expense Claims, Expense Advances
Sales	Quotations, Sale Orders, Delivery Orders, Invoices, Credit Notes, Official Receipts, Refunds to Customers
Purchases	Purchase Orders, Goods Received Notes, Bills, Supplier Credit Notes, Payment Vouchers, Refunds from Suppliers
Company	Company Letters

An email is sent once per document, when it is created for real: a claim or advance submitted, an invoice, bill or credit note issued, a receipt, voucher or refund posted, an order or goods note confirmed. A draft sends nothing. Point of Sale till receipts are not emailed.

Set Who Receives It

Tick Email Us When a New Document Is Created to switch notifications on.
Tick Attach the Document as a PDF to include the same PDF you would download. A very large PDF is left off and the email says so.
Tick Copy the People Who Raised It to copy the document's creator, and the claimant on an expense claim or advance keyed by someone else. Disabled accounts are skipped.
Enter Notify (To), and optionally Copy (CC) and Blind Copy (BCC). If Notify (To) is blank, the company email on file is used when there is one.
Press Save Settings.
Under Check the Wiring, press Send a Test. The test uses made-up content.

The Delivery Log shows When, Document, Raised By, Sent To and Delivery for each email. Press Send Pending Now to push queued emails immediately.

Auditor Notifications

These cover query letters you share with your external auditor through a share link. See Audit Tools and Auditor Access.

Set Up

Go to Settings > Auditor Notifications.
Tick Email Us When the Auditor Acts. Your team is then emailed when the auditor replies, adds or changes a question, or issues a new query letter.
Tick Email the Auditor When We Reply, Answer or Submit if the auditor should be emailed about your team's actions. Only answers saved as Answered or Not Applicable are sent, never drafts. It goes to the auditor's address set on each query letter.
Enter Notify (To) and, optionally, Blind Copy (BCC). BCC is used on purpose so a Reply-All cannot carry your internal address back out.
Press Save Settings, then Send a Test.

Approve Emails to the Auditor

Emails to the auditor wait under Waiting for Your Approval to Send to the Auditor.

Tick the items to handle. Open Item shows the underlying query.
Press Send Selected to the Auditor, or Discard Selected.

Sending needs the Approve right on Setup. Discarding needs the Approve or Void right on Setup.

Auto Email

Auto Email lists every email CountServa can send for your company, grouped by area, with who receives it.

Go to Settings > Auto Email.
For each automatic email, set Auto Send on or off.
Use Turn All Off to switch every automatic email off at once.
Press Save Auto Email Settings. An Unsaved Changes notice shows until you save.

Setting	Effect
Auto Send On	The email goes out by itself the moment its event happens.
Auto Send Off	The email is not sent on its own. Queued emails (to the auditor, team alerts, new document summaries) wait until someone sends them; others are simply not sent while off.

Automatic emails listed include Auditor Activity Alerts to Our Team, Our Replies and Answers to the Auditor, New Document Summary with PDF, Quotation Accepted by Customer, Bill Alerts (New, Due, Overdue, Paid), SST-02 Due-Date Reminders, Statutory Advance Emails to the Paying Agent, Leave Requests and Decisions, SKBBK Opt-Out Notice to Owners, Copies of Incoming Mail, Forwarding Address Confirmation, and the AI Accountant agent emails.

A second list, Sent Only When You Press Send, shows emails a person composes and sends, such as emailing a document, payslip, EA form or a statement of account run. These never leave on their own and need no switch.

Frequently Asked Questions

Why Is Nothing Being Sent?

Check the Mail Server tile, that notifications are switched on, and that Notify (To) has an address. The screen says "No recipient set, so nothing is being sent" when it is empty.

Why Did Saving a Draft Invoice Not Send an Email?

Drafts never send. The email goes out when the document is issued or posted.

Can I Stop SST Reminders Without Stopping Everything Else?

Yes. Turn off Auto Send for SST-02 Due-Date Reminders only in Settings > Auto Email and save.

Who Can Approve Emails to the Auditor?

People with the Approve right on Setup, usually the owner or finance manager.