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

QuickBooks Database Server Manager is required to use QuickBooks in multi-user mode. The tool enables multiple users to access the same company file simultaneously. QuickBooks Database Server Manager, also called the Intuit Personal Database Manager, creates network data files for each company file on the host system. These files allow QuickBooks to share data over a network. QBDBSM is the only tool that enables multi-user mode in QuickBooks. Without it, QuickBooks cannot connect users to the company file on a server.

This article explains the key aspects of QuickBooks Server Manager. Read the full post to understand how the tool works and why it is important.

What is QuickBooks Database Server Manager?

QuickBooks Database Server Manager is a tool in QuickBooks that configures the server for multi-user access. The tool allows several users to open the same company file at the same time. The tool creates a network data file (.ND) for each company file on the host computer. This file helps QuickBooks share data over the network. QuickBooks Database Server Manager is also known as Intuit’s Personal Database Manager. It helps users create and manage network data files for company files stored on the host system or host workstation.

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.

To install QuickBooks Desktop Database Server Manager, follow these steps in order:

• Double-click the installer file to start the installation wizard.
• Click Start to begin the setup process.
• If your computer has an internet connection, click Next to download updates.
  • If the computer does not have internet access, select No, then click Next.
• Close all open programs and click Next.
• Read the software license agreement carefully.
• Select I accept the terms of the license agreement, then click Next.
• Choose Custom or Network Options.
• Select the required installation type:
  • Choose I’ll be using QuickBooks on this computer and I’ll be storing company files here if you plan to run QuickBooks on this system.
  • Choose I will not be using QuickBooks on this computer if the system will store QuickBooks data only.
• Click Yes to allow access when prompted.
• Enter your License Number and Product Number.
• Follow the on-screen instructions to complete the installation.
• After installation, complete the required steps to set up QuickBooks Database Server Manager.

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: Open QuickBooks Database Server Manager

• Open the Start menu.
• Type “QuickBooks” in the search bar and press Enter.
• Open the QuickBooks Tool Hub.
• Select QuickBooks Database Server Manager.

Step 2: Scan Company Files

Scanning folders grants other users access to files on the server.

• Select the Scan Folders tab.
• Click Browse to find the folder containing your company files.
• Select the entire disk if you do not know the folder location.
• Click Scan. The tool displays the files during this process.
• The files are ready for multi-user mode once the scan finishes.

Step 3: Add a Folder

• Click the Add Folder button.
• Select the specific folder that holds your QuickBooks company files.

Step 4: Remove a Folder

• Select the folder you want to delete from the list.
• Click the Remove Folder button.

Step 5: Click on Scan Button

• Click Scan to refresh the folders.
• Review the list of company files found in those locations.

Step 6: Monitored Drive Features

The Monitored Drive feature keeps the Database Server Manager current as you add new files.

• Open the QuickBooks Database Server Manager.
• Click the Monitored Drive tab.
• Select all local drives you want the software to track.
• These settings apply to actions such as adding, removing, or renaming files.

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.

System Requirements for QuickBooks Database Server Manager

Use any of the following Windows versions for QuickBooks Database Server Manager with a native installation:

• Windows 11 and Windows 10 (64-bit)
• Windows Server 2022 (Standard and Essentials)
• Windows Server 2019 (Standard and Essentials)
• Windows Server 2016 (Standard and Essentials)
• Windows Server 2012 R2 (Standard and Essentials)
• Windows Server 2012 (Standard and Essentials)

Note: Windows 10 S mode and Linux are not supported.

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.

Features of QuickBooks Database Server Manager

QuickBooks Database Server Manager includes several features that support multi-user access. You can use these features after installing the tool.

• The tool allows multi-user access. Multiple users can work on the same company file at the same time.
• It supports multiple QuickBooks versions on the same system. This feature helps users run different versions without conflict.
• The tool creates a new database user for each QuickBooks version installed on the server.
• It helps the system detect and access different types of data stored on the computer.
• The tool supports automatic updates for required QuickBooks components.
• It creates a secure connection between users and the company file. This process lowers the risk of file damage and data errors.

Note: The text was clear and grammatically correct with proper capitalization and punctuation. No changes were necessary.

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.

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.

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