Error when creating customer statements

Hey there, @GiraffesGiraffes.

Thanks for sharing your concern in QuickBooks Community. I'd be glad to help you record your statements in QuickBooks Desktop (QBDT).

This error message usually appears when the maximum number of customers (4500) were reached while printing statements. 

To check, you can click View Selected Customers to view your total customers. 

If you didn't reach the allowable number of customers yet still getting the same error, we can run some troubleshooting steps to address the issue. 

A minor damage in your company file might be the cause of the error message. Let's start by updating QuickBooks Desktop (QBDT) to its latest release. This way, you'll have the latest product improvements and fixes. 

Here's how:

1. Go to Help and select Update QuickBooks Desktop.
2. Click Update Now, then select Get Updates.
3. When the update finishes, close and reopen QuickBooks.
4. When asked to install the update, select Yes.
5. When the installation finishes, follow the on-screen instructions.

If you're still getting the same result, let's run the Verify and Rebuild Data tools. The verify tool finds the most common issues in a company file and the rebuild tool fixes them.

Moreover, you can check out this article to know more about the different ways of tracking customer transactions: Accounts Receivable workflows in QuickBooks Desktop.

Please let me know how else I can help you with QuickBooks. I'm always here to help. Wishing you and your business all the best. 

Having same issues worked fine until recent update was applied now we have to manually select and it is time consuming as we have 8000 customers usally about 300 statements monthly. It appears it is counting total customers instead of total statements matching criteria.

having same issues after recent update, appears it is counting total customers instead of statements based on criteria of selection.

Thank you for joining the conversation, lawson85.

The limit was added to prevent QuickBooks from crashing. However, I understand that some businesses have many customers, and selecting them one by one may not be an ideal workflow. Therefore, I recommend sending feedback on this so our engineers can consider making changes in future updates.

1. Click Help and choose Send Feedback Online.
2. Choose Product Suggestion.
3. Enter your suggestion in the box provided.
4. Click Send Feedback.

If you want to see some references for QBDT, you can visit the main support page, scroll down a bit, and click More Topics.

Let me know if you have other questions in mind. Have a good one!

Thanks for this information. Is the limit of 4,500 selected customers when printing statements in Ent. 23 documented somewhere on Intuit's website? Like I said, we did not have this problem in Ent. 20.

Yes, exactly the same for us. QB just sees more than 4,500 customers selected and stops there, it doesn't check if the customers have a balance or not. So, not sure what the point of having the 'Do not create statements:' 'with a zero balance' option is if we need to manually select all customers with a non-zero balance anyways. 

We have already done this.  Sent feedback and then a rep I spend hour on phone with trying to fix this issues also sent to engineers.  This is clearly due to update since so many others have same issue.  Our business is too big to go through each customer to print.  This needs fixed asap!!

Yes! This is INSANE!!  When I called last month I was told that they were aware of the issue and that "yes" it did start with 23 version but that they did not have a timeframe for fixing.  We have printed statements in the same way for years without issue.  This is the second month in a row we have had to individually print statements for customers. Support told me we could roll back to previous version but would have to manually enter all transactions from the time between now and the update to 23!  Quickbooks needs to do something for us!

We need to have relief to this issue as well - There is no way we can pick and choose the accounts to create statements.

We are having the same issues ever since the update! This needs to be fixed ASAP!

We have tried everything.  No one can print statements due to this security update.  If it is not going to be fixed we are going to go another route all together.  We use QuickBooks for everything including payroll and invest a lot of money each year to you.  If you can't fix this where we can SIMPLY print statements without having to go to each person that owes and print manually, we will have to not renew with you.  This is ridiculous.  We have done this manually for months now.

We are using QB desktop and it has same issue since last update!  THIS NEEDS TO BE FIXED ASAP!

Hi there, GH2467. 

I can see the urgency of fixing the issue when creating a statement to get you back working with your task  . To ensure that this gets sorted out, let's make sure that you run as admin and ensure that your QuickBooks Desktop (QBDT) is updated to the latest release to prevent possible data issues from happening. 

On the other hand, if your QBDT is up-to-date, we can perform some troubleshooting steps by verifying and rebuilding your company data. Let me guide you on how:

To verify data:

1. In your QBDT file, go to the Window menu, then select Close All.
2. Go to File. then select Utilities.
3. Select Verify Data. If you see:
   a. QuickBooks detected no problems with your data—your data is clean, and you don’t need to do anything else.
   b. An error message—search for it on our QuickBooks Desktop support site for how to fix it.
   c. Your data has lost integrity—Data damage was found in the file. Rebuild your data to fix it.

To rebuild data:

1. Go to File, Utilities, and then select Rebuild Data.
2. QuickBooks will ask you to make a backup before it rebuilds your company file. Select OK. A backup is required before you can rebuild.
3. Select where you want to save your backup, then OK. Don’t replace another backup file. Enter a new name in the File name and select Save.
4. Click OK when you get the message Rebuild has completed.
5. Go to File, select Utilities then select Verify Data again to check for additional damage. 
   a. If the verification finds more damage, you’ll need to fix it manually. Search for the error(s) in the qbwin.log on the QuickBooks Desktop support site for how to fix it.
   b. If your error can't be found, you can restore a recent backup. Go to File then select Open or Restore Company.

For detailed steps, kindly visit: Verify and Rebuild Data in QuickBooks Desktop.

I've added this article to learn more about how to send statements to your customers: Create & send customer statements in QuickBooks Desktop.

Please let us know if there's anything else we can assist you with with creating your customers' statements in QuickBooks.. We're here to help!

Having same issue.  Have posted same problem on this forum months ago and still no fix.  Printed statements for 17 years this way and up until an update that was done maybe 6-9 months ago it worked fine.  Can't believe they can't figure out how to undo whatever it was they did.  Sooooooo frustrating!  Should be a simple fix.  Other companies working on AI and intuit can't figure this out?  Printed statements yesterday for 200 customers and because of this error had to recycle a ream of paper of statements of sub accounts not needed.  

Having the same issue with customer statements.  I have done everything which means updates, rebuilding data, rebooting, and still the error code.  This is only ONE of MANY issues with Enterprise Desktop 23.  How are you supposed to run a business and figure out software with bugs in it at the same time.  This IS so disappointing.  It was bad enough that QuickBooks took away Point of Sale in Oct with only a few months notice but never anticipated customers with larger business than retail converting to Enterprise.  This is just crazy!

Okay so I just called THIS MORNING November 2, 2023.  This issue has been going on since March 2023 and they are not at all working on this, that is a DIRTY LIE.  If they were working on it, it would be fixed.  WOW !! It appears we are not a priority and small business actually running their business, which is why we all purchased accounting software is also not their priority.  The only option you have is to run an A/R report and manually ONE BY ONE select a statement.  Nothing like having an up to date, state of the art accounting software to take you back to 1970s style book keeping techniques !!!  The fact that they have not even made an attempt to fix this is more than ridiculous; they should be ashamed of themselves.  We have a reduction in service, but no reduction in price, I'll bet the cost goes up when they auto renew my subscription and this year I will pay more than last year, despite getting less service.  WAY TO GO INTUIT !!!!!! 

They have had MONTHS to fix their error.  They forced out the upgrade to Ent 23 before they had the bugs worked out and have not responded to the multiple complaints that brought their error to their attention.  It is so beyond ridiculous to not be able to print monthly statements, one of the most basic functions, without going through our entire data base every month and hand selecting them because they turned off a basic sort function.  I've given them 6 months to get this figured out and they don't seem to be working on it at all.  Has anyone started looking at other software?  Any recommendations?

FIX THIS!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

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 automatically without the need to filter the customer list to 4500 first, 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 that 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.

Having the same problem everyone else is.  Worked fine on our old 2019 version of Quickbooks but now I have to create statements one at a time!  What a huge time waster!  Please get this fixed as soon as possible.  We all have lots of customers but only so many who need a statement at any one time - this is super frustrating.

Thank you for joining the thread @MNLori.

I appreciate you taking the time to express your concern about creating statements one at a time in QuickBooks Desktop (QBDT).

As my colleague ReymondO said, this problem usually appears when the maximum number of customers, as you can only review up to 4,500 customer records when you create a statement. If you have more than 4,500 customers, you'll need to select them manually.

To check, you can click View Selected Customer to view your total customers. However, if you haven't reached the allowable number yet, we can run troubleshooting steps to address the issue.

Let's begin by updating QuickBooks Desktop (QBDT) to the latest release, so you can benefit from the most recent product improvements and fixes. Here's how:

1. Go to Help and select Update QuickBooks Desktop.
2. Click Update Now, then select Get Updates.
3. When the update finishes, close and reopen QuickBooks.
4. When asked to install the update, select Yes.
5. When the installation finishes, follow the on-screen instructions.

If you're experiencing the same issue, let's use the Verify and Rebuild Data tools. The Verify tool identifies the most common issues in a company file, and the Rebuild tool fixes them.

I'll also add this article to help you track your customer transactions: Accounts Receivable workflows.

Let me know if you have other questions or concerns about statements. I'll be around to provide further assistance to you.

Thanks, that's what I did.  It's a bummer though - I was using the 2019 version of Quickbooks and was having no problem with this at all.  It feels like with a program as robust as Quickbooks, this shouldn't be something someone has to deal with manually.  

Btw, I just love QB for almost everything else!  Have used for years and it's overall a great program. 

I am getting the Error: "Quickbooks encountered errors while creating statement. This may be because of selecting too many customers. Try reducing the number of customers selected (Max of 4500) and create statements."   It is selecting all of my customers regardless of the "with no zero balance" criteria being selected.  I only have a few customers with a balance.  Why is it selecting all customers in my customer list?  

I have updated my QB Enterprise 24 and I have verified and rebuilt my data.

Thank you for expressing your appreciation for QuickBooks Desktop (QBDT), MNLori, and hello there, tnpcwp.

While the software is designed with limits to prevent crashing, I understand that for businesses with a large number of customers, selecting each one individually may not be the most efficient workflow. Therefore, I suggest sending feedback to our engineers to consider making changes in future updates.

Here's how:

1. Click Help and choose Send Feedback Online.
2. Choose Product Suggestion.
3. Enter your suggestion in the box provided.
4. Click Send Feedback.

I appreciate you performing troubleshooting steps, tnpcwp. The error message you received, appears when the maximum number of customers is reached. However, if you haven't reached the allowable number of customers and are still experiencing the error, I recommend an alternative approach to troubleshoot the issue. Let's try using QuickBooks Tool Hub, which is a helpful tool to fix common errors.

If the issue persists, I recommend contacting our Support team. They are experts in dealing with such situations and can securely access your account to investigate why you're encountering that error. 

Additionally, you can refer to this article on how to track customer transactions in QuickBooks Desktop: Get started with customer transaction workflows in QuickBooks Desktop.

Please let me know if you have any additional questions or concerns about your statements. I'm always here to help. Have a great day ahead!