Statement of Account Runs for Customers and Suppliers

A statement run in CountServa emails a statement of account to every customer (receivable) or every supplier (payable) that has a non-zero closing balance and an email address on file, in one action. Each email carries the full statement with a running balance and a PDF copy, and every run is logged in Statement Run History so you can see who was emailed, who failed and who was skipped. It is used by accounts receivable and accounts payable staff for month-end statements and supplier balance confirmation.

Before You Start

• You need write access to Financial Reports. A read-only role, such as an external auditor, can view statements but does not see the bulk email controls.
• Company email must be working. See Mail, Notifications and Guides.
• Each contact you want to reach needs an email address on its contact record. See Contacts and Items.

Which Contacts Are Included

Because contacts already emailed for the same period are skipped, you can run it again to continue with the remainder without sending duplicates.

Run Supplier (AP) Statements Step by Step

1. Go to Reports > Statement of Account.
2. In Type, choose Supplier (Payable).
3. Set From and To for the statement period, then press View.
4. In the Email to All Suppliers panel, press Preview Statement Run.
5. Read the count: it shows how many suppliers have a non-zero closing balance and an email address for the period.
6. Press Email Statements to All Suppliers With Balance.
7. Confirm the prompt. It states how many external recipients will receive an email.

When the run finishes, a message reports how many statements were emailed, how many failed and how many were skipped. For customers, choose Customer (Receivable) in step 2; the buttons then read Email to All Customers and Email Statements to All Customers With Balance.

Send One Statement Instead

1. In Reports > Statement of Account, choose the Type and the contact.
2. Set From and To and press View.
3. Use Export PDF to download it, or, for a customer with a phone number on file, Send via WhatsApp. WhatsApp sending is offered for customer statements only.

Check Statement Run History

1. Go to Reports > Statement of Account and click Statement Run History (or the View Statement Run History link under the send button).
2. Each run shows Run, Date, Type, Period, Sent and Skipped / Failed.
3. Press Details to see each contact in that run.

Run Details Columns

Email addresses are recorded at send time, so the log shows where each statement actually went even if the contact's address changes later.

Statement Contents

Each statement lists Date, Document, No., Debit, Credit and Balance, from the opening balance to the closing balance for the period. Void documents are excluded. For a contact with foreign currency documents, Currency and Exchange Rate columns are added and amounts are converted to your base currency at each document's own rate.

Frequently Asked Questions

Why Did a Supplier Not Receive a Statement?

Check that the supplier has an email address and a non-zero balance for the period, and that they were not already emailed for the same period. Failed sends show the mail server error in Details.

Can I Run It Twice for the Same Month?

Yes. Contacts already emailed for that exact period are skipped, so only the remainder receive one.

Is There a Limit Per Run?

Yes. One run is capped at 200 contacts. The rest are logged as skipped; run it again to continue.

Can an Auditor Send Statements?

No. The bulk email controls need write access to Financial Reports, which a read-only auditor role does not have.

Related Guides

• Financial Reports
• Purchases, Bills and Expense Claims
• Invoices, Credit Notes and Refunds
• Mail, Notifications and Guides
• Auditor, Document and Auto Email Notifications