CountServa · CountServa: Accounting and ERP Manual
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.
| Contact Situation | Included in the Run? |
|---|---|
| Non-zero closing balance and an email address | Yes |
| Settled (zero) balance | No |
| No email address on file | No |
| Already emailed this exact statement period in an earlier run | No, skipped automatically |
| Beyond the first 200 contacts in one run | No, logged as skipped |
Because contacts already emailed for the same period are skipped, you can run it again to continue with the remainder without sending duplicates.
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.
| Column | Meaning |
|---|---|
| Contact | The customer or supplier. |
| Emailed To | The address used at the time of sending. |
| Status | sent, failed or skipped. |
| Error | The mail server's reason, for failed lines. |
Email addresses are recorded at send time, so the log shows where each statement actually went even if the contact's address changes later.
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.
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.
Yes. Contacts already emailed for that exact period are skipped, so only the remainder receive one.
Yes. One run is capped at 200 contacts. The rest are logged as skipped; run it again to continue.
No. The bulk email controls need write access to Financial Reports, which a read-only auditor role does not have.