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 download 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 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 & Install QuickBooks Database Server Manager?
Steps to Download the QuickBooks Database Server Manager
QuickBooks Database Server Manager is typically included with QuickBooks. If it is not available, you can 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” 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 the users.
The tool will generate a unique user for each installation. This process completes the download and setup of the QuickBooks Database Server Manager.
Steps 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.
- If 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.
Read more: How to Fix QBDBMGRN Not Running On This Computer Error
How to 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:
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.
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.
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.
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 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.
How 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.
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 all the QuickBooks Database Server Manager tools in detail, highlighting every key aspect.
Frequently Asked Questions
Q 1: How to resolve common QuickBooks Database Server Manager Error?
Ans: To resolve errors in QBDSM, follow these steps:
- Update QuickBooks Desktop or QuickBooks Database Server Manager to its current release.
- Ensure the network and computer meet the minimum system requirements for QuickBooks Database Server Manager.
- Configure the firewall settings manually.
- Run the QuickBooks File Doctor tool to analyze company file-related issues.
- Validate and rebuild the company file data.
Q 2: Can QuickBooks Database Server Manager be downloaded individually?
Ans: No, the QuickBooks Database Server Manager cannot be downloaded separately. It is included with the QuickBooks Desktop installation package.
Q 3: Can the QuickBooks Database Server Manager be used for multiple versions?
Ans: Yes, QuickBooks Database Server Manager supports various QuickBooks Desktop versions on the same server, guaranteeing compatibility and smooth operation.
Q 4: Is QuickBooks Database Server Manager required for single-user mode?
Ans: No, the QuickBooks Database Server Manager is only required for multi-user setups. It is not needed for single-user QuickBooks Desktop use.
Q 5: What is the latest version of the QuickBooks Database Server Manager?
Ans: The latest version is QuickBooksDB23 for QuickBooks Desktop 23.
Q 6: Can QuickBooks files be opened without a Database Server Manager?
Ans: QuickBooks files cannot be opened in multi-user mode without the Database Server Manager. It is needed for multi-user access.
Q 7: What are the system requirements for the QuickBooks Database Server Manager?
Ans: The system requirements for the QuickBooks Database Server Manager are:
- Windows: US version of Windows.
- RAM: 4GB minimum, 8GB advised for 1-5 users.
- Processor: 2.4 GHz minimum.
- Disk Space: 2.5GB of disk space.
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