How to Download, Install, Update, and Set Up the QuickBooks Database Server Manager

QuickBooks Database Server Manager is required for multi-user access in QuickBooks. It lets multiple users work on the same company file simultaneously, improving collaboration and business productivity. 

Furthermore, it plays a crucial role in setting up QuickBooks servers for well-organized business operations. Without QuickBooks Database Server Manager, users cannot enable the multi-user mode in QuickBooks, hindering teamwork and efficiency.

This guide talks about the various aspects of QuickBooks Database Server Manager in detail. It includes the information and steps to install, update, and set up the QuickBooks Database Server Manager successfully.

What is the QuickBooks Database Server Manager?

QuickBooks Database Server Manager configures QuickBooks for multi-user access. It generates network data files (.ND) for company files on the host system. This tool, known as Intuit’s Personal Database Manager Tool, simplifies the creation of network data files for company files.

Users must install this tool while running multiple desktop versions of QuickBooks. Without it, multi-user mode becomes unusable. Each installed version of QuickBooks Database Server Manager includes a new user to the desktop version, allowing smooth collaboration among numerous users.

Here are the two key important functions that QuickBooks Database Server Manager performs:

• It scans QuickBooks company files to allow multi-user access.
• It monitors the local storage to detect new company files automatically.

Note: Install and set up the tool on the system where the company files are saved. This setup ensures the best file performance on the network.

QuickBooks Database Server Manager manages network data and saves company files on the host system. Here are some easy and quick tips to follow to maximize the performance:

• Install every version of the database server manager while using different versions of the QuickBooks Desktop.
• Multiple database processes will run, but only one software version will be available.
• Install the database server manager versions in chronological order, from old to new.
• Database services for every year run in the background and can be used via the Windows Control Panel. The service names use the format QuickBooksDBXX, where “XX” represents the version number.
• Each version includes a unique user, such as QBDataServiceUser28 for 2018 and QBDataServiceUser27 for 2017.

How to Download the QuickBooks Database Server Manager?

QuickBooks Database Server Manager is typically included with QuickBooks. In case it is not available, download it from the official Intuit website without any problem.

Here are the steps to download the QuickBooks Database Server Manager:

• Download the QuickBooks Tool Hub from the official website of Intuit.
• Click the “Ctrl + J” keys to access the Downloads folder.
• Click on the “QuickBooksToolshub.exe” option.
• Click the “Yes” button to enable changes to the system.
• Select the “Next” button to begin the installation.
• Accept the license agreement by clicking the “Yes” button.
• Choose the “Next” button, then choose the installation options.
• Wait for the installation to finish.
• Click the “Finish” button once the process is complete.
• Open the “QuickBooks Tool Hub” icon.
• Go to the “Network Issues” tab in Tool Hub.
• Choose the “QuickBooks Database Server Manager” option.
• Provide access to company folders to all users.

The tool will generate a unique user for each installation. This process completes the download and setup of the QuickBooks Database Server Manager.

You may read this: How to Use Clean install tool

How to Install QuickBooks Database Server Manager?

Install QuickBooks Database Server Manager on the server system that hosts the company files with these steps:

Note: For hosting multiple versions of QuickBooks Desktop, install them in order. Start with the oldest version and finish with the most recent.

• Install the QuickBooks Database Server Manager on the server system hosting the company files.
• Close all the open programs on the server, including QuickBooks.
• Open the downloaded install file, Setup_QuickBooks.exe.
• Follow the on-screen guidelines. Find the product or license numbers, if required.
• When prompted, select the “Custom” or “Network Options” tab, then choose the “Next” button. Do not choose the “Express” button.
• Choose the right option for the network setup, then click the “Next” button. Both options install the Database Server Manager.
  • For both Database Server Manager and QuickBooks Desktop, choose the option: I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing our company file here so it can be shared over our network.
  • For only want Database Server Manager, choose the option: I will NOT be using QuickBooks Desktop on this computer.
• Follow the remaining guidelines and click the “Install” button. Windows often seek permission.
• QuickBooks creates a new Windows user for every Database Server Manager version.
• Provide QBDataServiceUserXX permission to use the company file folders.

What are the Steps to Update QuickBooks Database Server Manager?

Updating QuickBooks Database Server Manager is required when a critical update is released or when a new version of QuickBooks Desktop is installed.

Here are the steps to download the update:

• Download the QuickBooks Database Server Manager update.
• Install the patch and reboot the server.
• Once the server is updated, workstations will show the message: The Company File needs to be updated to work with this version of QuickBooks Desktop.
• The update may change the database structure. You will be prompted to Create a backup.
• Complete the backup to enable users to open the file. Follow the prompts once the backup is complete.

How to Set up and Use the QuickBooks Database Server Manager?

After installing Database Server Manager, scan the company files. Once the scan is complete, you can access them from other systems on your network. This enables multiple users to work together in QuickBooks Desktop.

Here are the steps to use the QuickBooks Database Server Manager:

Step 1: Scan the Folders

• On your server system, open the Windows Start menu.
• Look for “Database” and open the QuickBooks Database Server Manager.
• Go to the “Scan Folders” tab.
• Choose the “Browse” option and select the folders where the company files (QBW) are stored.
• Choose the “OK” button when complete.
• Click the “Start Scan” option.
• Once the scan is complete, the folders appear in the QuickBooks company files found section. Now you can use the files from another system on your network.

Step 2: Monitor the Drives

• Go to the “Monitored Drives” tab.
• Choose the checkboxes for drives where the company files are saved.

Note: Do not track mapped drives.Monitor the Drives

Step 3: Manage Database Server Manager

• The “System” tab displays where the Database Server Manager is installed.
• The Database Server tab displays real-time status and connections.

Permit QuickBooks Database Server Manager to Run on the Server Computer

Allow QuickBooks Database Server Manager (QBDBSM) to operate on the server computer using these steps:

• Manually configure your firewall to enable QBDBSM on your server.
• Open QuickBooks Database Server Manager and go to the Port Monitor tab.

• Open the Windows Start Menu, search for Windows Firewall, and open it.

• In Advanced Settings, right-click Inbound Rules and select New Rule.

• Select Port, then click Next.

• Choose TCP.

• In the Specific Local Ports field, enter the port numbers for your version:
  • QuickBooks Desktop 2020: 8019, and your QuickBooks-specific port.
  • QuickBooks Desktop 2019: 8019, and your QuickBooks-specific port.
  • QuickBooks Desktop 2018: 8019, 56728, 55378-55382.
  • QuickBooks Desktop 2017: 8019, 56727, 55373-55377.
• Click Next, then choose Allow the connection.

• Click Next again and check all profile boxes.

• Continue to Next, name your new rule, and click Finish.
• Repeat these steps for Outbound Rules.

Why do you need the QuickBooks Database Server Manager?

Before beginning the installation, let us understand why the QuickBooks Database Server Manager is crucial:

• Central Access: It allows several users to access QuickBooks files from different systems. This is useful when multiple people need to work on the same financial records.
• Data Management: It assists in managing the data files more competently, ensuring everything is structured and easy to find.
• Better Performance: Handling the database well empowers QuickBooks to run better on your network.

What are the Benefits of using the QuickBooks Database Server Manager?

The QuickBooks Database Server Manager offers crucial benefits for businesses using QuickBooks Desktop in a multi-user environment.

Here is the list of the benefits:

• Allows Multi-User Mode: QuickBooks Database Server Manager enables multiple users to access and work on the same company file. This boosts collaboration and removes delays in handling financial data.
• File Integrity and Security: This tool guarantees secure network connections, reducing the risk of file corruption and unauthorized access. It defends business information.
• Efficient File Management: QuickBooks Database Server Manager automates the creation of network data files and tracks them for issues. It keeps the file management systematized and efficient.
• Seamless Version Support: The tool supports multiple QuickBooks Desktop versions. It guarantees compatibility and smooth operations for various versions on one server.

Features of QuickBooks Database Server Manager

Final Words

QuickBooks Database Server Manager is a powerful tool for users who require multi-user access to company files. However, it can be difficult for those who are unfamiliar with the tool. This article talks about the QuickBooks Database Server Manager tool in detail, highlighting every key aspect.

Still, if there are certain doubts or you require professional assistance, feel free to reach out at Smbaccountants.com.

Frequently Asked Questions