Question

Issue creating statements to email

Forum|Forum|2 years ago
June 30, 2023
8 replies
0 views

I have been sending statements the same way every month for over 15 years. Today when I go to select customer for preferred send method of email - as I always do, I get an error message that says "Quickbooks encountered errors while attempting to create a statement. This may be because of selecting too many customer. Try reducing the number of of customers selected (Max of 4500) and create statements. The number of statements that I am trying to is WAY less than that. After over an hour on chat with "help" (or lack thereof. Is that is it is a valid warning and I should know who has a balance before generating statements. They suggest that I select customers manually. Any of you that send out numerous statements know that is not a viable option. I would have to check who has a balance, and has a preferred send method of emailing versus mailing, then scroll through the customer list in the create statement list and choose the ones to send, and then it will not attached any invoices that saved to be emailed that usually get sent with the statement.

Anyone else suddenly have this issue and have any work around? I have about 1,000 statements that I need to get out.

QuickBooks Desktop

M

MadelynC

I recognize how convenient to create and send statements in bulk in QuickBooks Desktop, @Horizonpool. Let me clarify things out on how the feature works.

The warning or error message you received is designed and normally appears when users meet the 4500 thresholds. You may consider generating the statements in smaller chunks or selecting your customers manually to prevent issues.

You can read this article for more insights about handling billing transactions: Create and send customer statements in QuickBooks Desktop.

In case you need articles and tips in the future about managing your company’s data, you can visit our Support page anytime. You can also bookmark our Resource Center. It has free tools and bookkeeping basics to organize your records and ensure they’re accurate.

If there’s anything you need help with besides these statements, you can always get back to this page and add comments. I’ll be here anytime to assist you. Take care!

H

HorizonpoolAuthor

This is not feasible at all. I am trying to just go in and and "Create" statements for our customer that have a balance and have email and there preferred send method. It is not more than 2000 invoices, well below the threshold. If I were to select "smaller chunks" It would take forever and if you go to select multiple customers which does not show me who has a balance or what their preferred send method. Also, when I create statements they are all saved in to be sent and can be combined with the invoices that a for each account and sent as one email to the customer.

I have being doing this the same way every month for over 15 years and it has worked perfectly until this past month. Obviously something was changed by Quickbooks. It needs to be changed back!!

H

HorizonpoolAuthor

Still no update on this. Very frustrating. It took me most of the day to send my statements, where it should have taken a few minutes.

S

SheandL

Hello there, @jflynn224.

Thank you for sharing the steps you have already taken, jflynn. To troubleshoot the issue further, let's download QuickBooks Tool Hub and run QuickFix My Program. This tool is designed specifically to fix common errors in QBDT. I also recommend using it in Windows 10, 64-bit, for effective operation. Here's how you can download it.

Download the latest version of QuickBooks Tool Hub from 1.6.0.3 and save it in an easily accessible location.
Open the file (QuickBooksToolHub.exe).
Follow the on-screen steps to install and agree to the terms and conditions.
Then, double-click on your Windows desktop to open the tool hub.
When the installation completes, click the icon on the Windows desktop to open the tool hub.

After downloading, you can perform a quick repair on your program. Here's how:

In your QuickBooks Tool Hub, select Program Problems.
Choose Quick Fix my Program.
Start QuickBooks Desktop and open your data file.

In addition, I recommend utilizing a helpful tool called QuickBooks Install Diagnostic Tool to troubleshoot any issues you may be experiencing with QBDT. This tool can assist you in identifying and resolving problems with Microsoft components utilized by QBDT, allowing you to run your program seamlessly.

If this issue persists, you can contact our Customer Care Support team to investigate your concern further since they have the necessary tools and expertise to help you.

Open your QuickBooks.
Go to Help, choose QuickBooks Desktop Help/ Contact Us.
Choose Contact Us.
Give a summary of your issue and click Continue.
Sign in with your Intuit account, select Continue, then Continue with my account.
We'll email you a single-use code, enter it, and hit Continue.
You can choose between chat with us or Have us call you.

For QBDT Pro, Premier, and Plus, you can contact us from M-F from 6 AM to 6 PM. For Enterprise, you can contact us any time, any day.

You can check this article to learn how to send statements to your customers: Create and send customer statements in QuickBooks Desktop.

Hit the reply button if you need further assistance regarding this issue about statements in QBDT. The Community space is always open for you.

P

ptpacker

I have seen this same problem, and see Quickbooks support doesn't understand the problem.

You should be able to have over 10,000 customers in your database, and QB should go thru all those customers without getting an error message of their being more than 4500 customers selected for statements. The program should first automatically filter the number of customers down to the number of customers that will actually need statements created, and then generate the statements on that list of customers, which would then help out multiple QB users with this problem. Sure, there could be a limit of 4500 statements maybe to send out, but shouldn't be a limit of 4500 customers selected initially, the limit should be based on the number of customers that actually has statements to be sent. That's how a good program would work.

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HorizonpoolAuthor

I don't think that they do not understand the issue. It just seems as if they just do not care. It worked perfectly fine with the click of a button to send over 1500 statements for years.

Now we have to select them and no it literally takes HOURS just to email statements. Whatever "upgrade" they did was not an improvement, and they need to fix it!!!

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newroc

If you switched to windows 11 you need to go to the control panel click programs and features, on the left click windows features on and off and then click microsft XPS document writer. It is not automatically enabled in windows 11. This worked for us after trying after trying everything else! Good Luck!

D

davisweldingandmachine

This worked to help send invoices via email but doesn't fix the problem of not being able to print or send statements without having to manually choose from the thousands of customers in my list to send 150 to 200 statements!

Come on Intuit, this has been an issue since the 2023 Upgrade, get it fixed!!!

B

BisHeat

I just spoke with a quickbooks support member. They claim they had to change it because it was causing issues. As of now they have no plan to fix the "create customer statements" issue. I was told to open Help in QB, click on Send Feedback Online then Product Suggestion. Maybe if we all do this they will take this issue more seriously.

F

FireSafety

Quickbooks- Why are you ignoring this problem from so many of your customers? Why do we pay for support when you don't provide it or care to fix an issue that has been in place for a year now for so many customers????

Our company has been using this feature for years. Upgraded our quickbooks and the feature stopped working. We cannot individually pick customers to send statements to- that is ridiculous!!!

Every time we call and complain, they "try" to fix the issue and no luck.

It is obvious quickbooks knows this is a problem and is just ignoring it. That is pretty sad.

S

Sdutton

I just encountered this problem as well. We are on windows 10 and we upgraded to QB2024 a few weeks ago.

We had no problem creating statements until today, 5/2/2024. I literally ran it last night on 5/1/2024 as I am training a new employee and it worked. Nothing has changed in those 20 hours but suddenly we got this error.

We have over 9,000 customers and there might be 400 customers that actually carry a balance (or less).

We were using the QB2021 version until recently as they were discontinuing it. I am in the same boat as everyone else, we have performed this function of printing statements the same way since 2013 and now it is not allowing it to run.

Anyone get something other than the typical cookie cutter response from Intuit?

S

Shania_C

Thank you for reaching out to the Community, @Sdutton.

I understand you've been through an ordeal. Don't worry. I'm here to ensure you'll get the assistance you need from the best help available so you can create and send customer statements in QuickBooks Desktop (QBDT).

When you encounter a warning or error message indicating that you have reached the 4500 thresholds, please note that this is an intentional feature designed to ensure the smooth operation of the system. To avoid potential issues, it is recommended to generate statements in smaller chunks or manually select your customers. If you choose to do the latter, here's how to proceed:

Go to Customers and select Create Statements.
Choose the appropriate A/R account.
Note: QuickBooks will display the A/R Account field only when your Chart of Accounts contains more than one A/R.

3. Check the statement date and select the date period of the transactions. You can specify the dates or include all open (unpaid) transactions as of the statement date.

4. Select the customers you want to print statements for and choose Additional Options.

5. Choose whether you want to print or e-mail the statements to your customers.

Moreover, if you want to learn the different ways you can track customer transactions in QuickBooks Desktop: Customer transaction workflows in QuickBooks Desktop.

Please don't hesitate to send a reply if there are any additional questions or concerns about handling your customer statement in QuickBooks Desktop. Keep Safe!

J

jessicakm

We have been having the same issue. If there is a fix, please let us all know so we can go back to creating statements the normal way. This is so frustrating.

L

leather

Hello, I am trying to print/email statements for customers with an open balance and I keep getting the message about over 4500 customers being selected. there is no way I have that amount of customers with open balance. I have seen many questions with the same problem, Has anybody found a way to solve this problem? Please help. thank you. I have been printing my statements for over 20 years and now i cant

M

MichaelaS

I comprehend how important it is for you to resolve this situation, @jessicakm.

The warning message is designed to appear when you reach 4500 selected customers. You may consider creating statements in smaller chunks or manually selecting customers to help avoid problems.

If you haven't reached the maximum limit and the issue still occurs, I recommend installing QuickBooks Tool hub and running the Quick Fix my Program utility to resolve common errors.

If you've already done this, I highly recommend contacting our Technical Support Team to create a thorough investigation and find a fix immediately, as they have the tools to pull up your account in a safe and secure environment.

Here's how:

Go to Help and select Contact Us.
Select Contact Us.
Give a brief description of your issue, then click Continue.
Select to chat with us or Have us call you.

Visit the article to learn more about using the Create Statement feature: How to send statements to your customers.

In addition, I'll be attaching this link to guide you to the different ways you can track a customer's transactions: Customer transaction workflows.

Keep us updated if you have any other questions about creating a statement. I'm always here to help. Take care.

C

cnewb

@MichaelaS , @Kevin_C, @MadelynC, @LeizylM, @MirriamM, @QueenC, WSheandL, @Kurt_M, @ShanianmarieC, @MorganB STOP THE HORRID COPY PASTE RESPONSES, YOU ARE WASTING PEOPLE'S VALUABLE TIME

The BUG in QB has been clearly identified, even if QB is not willing to acknowledge it.

QB put in a customer limit block without providing a proper way to disable, or filter around it, to properly handle a handful of statements when you have a "lot" of total customers (not just active or those that have unpaid invoices).

There are several customer/user responses (including mine) in this and other related posts, which clearly showcase the problem and how to fix it.

At this point, it seems that QB is extremely ignorant, incompetent, and/or intentionally trying to force non-small companies to go to some product other than QB (threshold of 4500 all time customers).

It is highly suspect that there are so many of the same zero-thought copy/paste messages from all these different (EMPL or MOD) user handles, with all of them either incompetently or maliciously avoiding addressing what has been discovered by we customers in our own testing.

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RichieH1

I ran into a similar problem today. When I try to email statements I get a message that says "Warning. Mothing to print. No statements were created. there are no outstanding invoices. credit memos for the date range you selected." This is clearly false. If I choose to "print" the statements it generates 22 statements for customers with a balance. It is only when I choose to "email" the statements that I get this message. I have been emailing statements from QBDT for many years and never had this issue. I think that Intuit wants to force us to switch to the online version so they are letting the DT version go to pots.

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Debys79

I came here to see that my problem with Desktop Pro 2024 is an ongoing problem that goes way back. I had the 2022 version and it worked fine printing statements. After the upgrade, I have to print a list of open balances and then select the individual customers to print the statements. When I called the support team, I spent over an hour the first call. The second call was about 45 minutes. NO HELP at all! The end result was to make a suggestion on how to improve QB by asking for the 4500 customer limit to be lifted on my account. I have used QB since 1996 and never had this problem with the program or the support team. To begin with, "Sam" could not comprehend what it was that I was trying to do. He had lots of background noise in the call center and lots of input from someone near him in a foreign language. I honestly do not believe he even understood my issue. I was really hoping real users had a solution. Good grief!

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crarney

I have the exact same issue. I have been printing statements the same way for 25 years and now they will not load. I also called tech support, which is a joke. The first time they said any accounts over 2 years old will not print statements automatically. Just a couple months ago I was give the "advise" to just check the box for the ones I needed to print, which would take forever. In the past they had options for things like don't print statements with zero balance or less but they have take those away. They need options/filters for printing statements like print A-G, etc. I would appreciate any help anyone has. QuickBooks has been NO HELP at all.

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